1. Introduction

ApplyInterview ("we," "us," "our") is committed to protecting and respecting your privacy. This Privacy Policy explains what personal data we collect, how we use it, who we share it with, and your rights in relation to your personal data. This policy applies to all users of the ApplyInterview service ("Service").

For the purpose of the UK General Data Protection Regulation (UK GDPR), the data controller is ApplyInterview. Our contact for data protection matters is privacy@applyinterview.com.

2. What Personal Data We Collect

We collect and process the following types of personal data:

Identity and Contact Data: Your full name, email address, phone number, and location (city/country)
Professional and Employment Data: The entire contents of your resume/CV, which may include your employment history, education, skills, qualifications, and references
Job Search Preference Data: Information you provide about your desired roles, salary expectations, location preferences, and any companies you wish to exclude
Calendar and Availability Data: Your availability for interviews
Transactional Data: Details about payments to and from you, including the plan you have selected. We do not store your full payment card details
Technical and Usage Data: IP address, browser type, operating system, and information about how you use our website and Service
Communications Data: Records of your communications with us, including support requests and feedback

3. How We Use Your Personal Data and Our Lawful Basis

We use your personal data for the following purposes, based on the following legal grounds under UK GDPR:

To register you as a new user and manage your account (Identity, Contact, Transactional) - Performance of a contract with you
To provide the core Service: scanning jobs, personalizing and submitting applications on your behalf to potential employers and job boards (Identity, Contact, Professional, Job Search Preference) - Performance of a contract with you. You explicitly authorize this action
To manage your interview schedule (Identity, Contact, Calendar/Availability) - Performance of a contract with you
To process payments for the Setup Fee and monthly subscription (Identity, Contact, Transactional) - Performance of a contract with you
To manage our relationship with you: sending service updates, responding to your queries, and requesting feedback (Identity, Contact, Communications) - Performance of a contract; Legitimate interests (to keep our records updated and improve our service)
To improve our Service and user experience (Technical/Usage, Professional in an aggregated and anonymized form where possible) - Legitimate interests (to develop our products/services and grow our business)
To ensure security and prevent fraud (Identity, Contact, Technical, Transactional) - Legitimate interests (to protect our business and customers); Legal obligation

4. Data Sharing and Disclosure

We will share your personal data with the following parties for the purposes set out above:

Prospective Employers, Recruiters, and Job Boards: We will submit your Identity, Contact, and Professional Data to third parties as part of the application process you have authorized us to perform
Third-Party Service Providers: We use trusted third parties to perform functions and provide services to us, such as cloud hosting providers, payment processors (Stripe), analytics providers, and communication tools. We have contracts (Data Processing Agreements) in place with these providers to ensure they only process your data on our instructions and have appropriate security measures
Legal and Regulatory Authorities: We may disclose your data if required to do so by law or in response to a valid request from a public authority

5. International Data Transfers

As our Service is global, your personal data may be transferred to and stored at a destination outside the UK and the European Economic Area (EEA). When we do this, we ensure a similar degree of protection is afforded to it by implementing at least one of the following safeguards:

Transferring to countries that have been deemed to provide an adequate level of protection for personal data by the UK Secretary of State (Adequacy Regulations)
Using specific contracts approved for use in the UK which give personal data the same protection it has in the UK (e.g., International Data Transfer Agreement or Standard Contractual Clauses)

6. Data Security

We have implemented appropriate technical and organizational security measures to prevent your personal data from being accidentally lost, used, or accessed in an unauthorized way. These measures include SSL encryption, access controls, and regular security reviews.

7. Data Retention

We will only retain your personal data for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements.

Active or Paused Accounts: We retain your data for as long as your account is active or paused to allow you to use the Service
Cancelled Accounts: Upon cancellation of your account, we will securely delete or anonymize your personal data within 90 days, unless we are required to retain it for a longer period for legal or regulatory reasons

8. Your Legal Rights

Under UK data protection law, you have rights including:

Right of Access: To request a copy of the personal data we hold about you
Right to Rectification: To request correction of inaccurate personal data
Right to Erasure (Right to be Forgotten): To request that we delete your personal data
Right to Restrict Processing: To request that we suspend the processing of your personal data
Right to Data Portability: To request the transfer of your personal data to you or a third party
Right to Object: To object to our processing of your personal data (e.g., for marketing)

To exercise any of these rights, please contact us at privacy@applyinterview.com.

9. Cookies

Our website uses cookies to distinguish you from other users. This helps us provide you with a good experience and allows us to improve our site. For detailed information, please see our Cookie Policy.

10. Changes to this Privacy Policy

We may update this policy from time to time. We will notify you of any significant changes by posting the new policy on our website and updating the "Last Updated" date.

11. Contact Us

If you have any questions about this Privacy Policy or our privacy practices, please contact our data protection contact at: privacy@applyinterview.com

You have the right to make a complaint at any time to the Information Commissioner's Office (ICO), the UK's supervisory authority for data protection issues (www.ico.org.uk). We would, however, appreciate the chance to deal with your concerns before you approach the ICO, so please contact us in the first instance.

Privacy Policy for ApplyInterview