How we collect, use, and protect your personal data. Last updated: 18 May 2025
ApplyPilot AI ("we", "us", "our") is committed to protecting and respecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our platform at applypilots.ai.
We are registered in England and Wales as Advance Careers UK Ltd (Company No. 13456789), with our registered office at 20 Farringdon Street, London, EC4A 4AB.
Please read this policy carefully. By using our services, you agree to the practices described here. If you do not agree, please do not use our platform.
Last updated: 18 May 2025.
We collect the following categories of personal data:
Account Information: Name, email address, password (hashed), and profile details you provide during registration.
CV & Career Data: CVs, cover letters, career history, education, and skills you upload or generate using our tools. This data is yours and is used solely to power our AI features for your benefit.
Job Application Data: Jobs you apply to, application stages, notes, and outcomes you record in the platform.
Email Integration Data: If you connect Gmail or Outlook, we access only emails identified as recruiter messages. We never read, store, or process other emails.
Usage Data: Pages visited, features used, clicks, and session durations โ collected via cookies and analytics tools to improve our service.
Payment Data: Billing information is processed by Stripe. We never store full card numbers. We receive only tokenised payment references and subscription status.
Communications: Any messages you send us via email, chat, or support tickets.
We use your personal data to:
- Provide, operate, and improve our AI services
- Personalise your experience (job recommendations, CV tailoring)
- Process payments and manage subscriptions
- Send transactional emails (account confirmation, interview reminders, receipts)
- Send marketing emails โ only with your explicit consent, unsubscribable at any time
- Detect and prevent fraud and abuse
- Comply with legal obligations
- Conduct anonymised analytics to improve our AI models
We process your data under the following legal bases (UK GDPR):
- **Contract performance:** To deliver the services you signed up for
- **Legitimate interests:** To improve our platform and prevent fraud
- **Consent:** For marketing communications and optional integrations
- **Legal obligation:** To comply with UK law
We retain your data for as long as your account is active. If you delete your account:
- Account and profile data is deleted within 30 days
- CV and application data is deleted within 30 days
- Anonymised, aggregated analytics data may be retained indefinitely
- Payment records are retained for 7 years for accounting/legal compliance
- Backup copies may persist for up to 90 days before permanent deletion
You may request immediate deletion of your data at any time (see Your Rights below).
Under UK GDPR, you have the right to:
- **Access:** Request a copy of your personal data (Subject Access Request)
- **Rectification:** Correct inaccurate or incomplete data
- **Erasure:** Ask us to delete your data ("right to be forgotten")
- **Restriction:** Limit how we process your data in certain circumstances
- **Portability:** Receive your data in a machine-readable format
- **Objection:** Object to processing based on legitimate interests
- **Withdraw Consent:** At any time, without affecting prior processing
To exercise any right, email **privacy@applypilots.ai**. We will respond within 30 days. You also have the right to lodge a complaint with the **Information Commissioner's Office (ICO)** at ico.org.uk.
We implement industry-standard security measures including:
- 256-bit SSL/TLS encryption for all data in transit
- AES-256 encryption for sensitive data at rest
- All UK data hosted on ISO 27001 certified AWS infrastructure in London
- Regular penetration testing by independent security firms
- Strict internal access controls and audit logging
- GDPR-compliant data processing agreements with all suppliers
Despite our efforts, no method of transmission over the Internet is 100% secure. If you believe your account has been compromised, contact us immediately at security@applypilots.ai.
Our services are not directed to individuals under 18. We do not knowingly collect personal data from minors. If you believe a child under 18 has provided us with personal data, please contact us and we will delete it promptly.
We may update this Privacy Policy from time to time. We will notify you of material changes via email or a prominent notice on the platform at least 30 days before they take effect. Continued use of our services after changes constitutes acceptance.
For any privacy-related questions or to exercise your rights:
Data Controller: Advance Careers UK Ltd
Email: privacy@applypilots.ai
Post: Data Protection Officer, 20 Farringdon Street, London, EC4A 4AB
ICO Registration Number: ZA123456