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Privacy Policy

At ProApplyAI, we are committed to protecting the privacy and security of our users' data. This Privacy Policy explains how we collect, use, disclose, and safeguard your personal information when you visit our website, use our services, or interact with us. We comply with the General Data Protection Regulation (GDPR) and other relevant data protection laws. This privacy policy will explain how our organization uses the personal data we collect from you when you use our website.

What data do we collect?

At Our Company, we respect your privacy and give you full control over what information you choose to share with us. While we require certain information (marked as Required) to offer our services effectively, you decide how much or how little additional information you wish to provide. Below is a list of the data we collect, with required fields clearly indicated. All other information is optional, and we encourage you to share only what you are comfortable with. Our Company collects the following data:

  • Personal identification information (PII)
    • Name (Required)
    • Email address (Required)
    • Phone number
    • Website
  • Career related information
    • Experience
    • Education
    • Skills
    • Publications
    • Projects
  • Job posting information
    • Companies you are applying to
    • Position to which you are applying
    • Job description of the posting
  • Usability statistics
    • Number of documents generated
    • Number of documents generated per month
    • Generation configurations (i.e., preferred template, word count, etc.)
  • Your generated documents
    • Documents that you have generated are stored so you can download and view them

How do we collect your data?

We collect data through direct inputs from you when you use our services. This includes actions such as:

  • Registering online
  • Filling out your career-related background information manually
  • Importing your background from resume (we do not store the resume)
  • Choosing your generation preferences (i.e., word count, etc.)
  • Generating career-related documents
  • Voluntarily complete a customer survey or provide feedback on any of our message boards or via email.

Our application uses Redux to manage the state of these interactions, ensuring a responsive and consistent experience by temporarily holding data related to your actions and preferences during your session.

For services requiring payment, we collect your payment details through Stripe, a secure and PCI-compliant payment processing service. This ensures that your financial data is handled safely and securely, in line with industry standards. We do not store your credit card details or sensitive financial information on our servers; all payment transactions are processed through Stripe.

Our Company may also receive your data indirectly from the following sources:

  • [Add any indirect source of data your company has]

How will we use your data?

ProApplyAI collects your data so that we can:

  • Create prompts for OpenAI’s APIs to create high-quality custom-tailored cover letters
  • Parse text from your resume into our background schemas for storage
  • Keep you signed in while using the app
  • Show you your recently generated documents/cover letters
  • Save your preferences (dark mode, language) to provide you with a better user experience
  • Email you with special offers and free pre-written cover letters for jobs you may want to apply to

To enhance your experience and provide personalized features, we may process some of the information you provide through OpenAI's ChatGPT. It's important to highlight that we strictly avoid sending Personally Identifiable Information (PII) to ChatGPT. The data shared is limited to non-personal information necessary for generating responses or content, such as skills, education, experience, publications, without revealing your identity or any sensitive details. This approach allows us to leverage ChatGPT's capabilities while prioritizing your privacy and data protection.

Furthermore, we provide you with control over the information you share. You have the option to limit the details you provide, especially regarding optional information such as education and professional experiences. Before you submit any information, we ensure you are fully informed about how it will be used and the measures we take to protect it, requiring your explicit consent. This approach underscores our dedication to your privacy, allowing you to benefit from our services with peace of mind.

Data sharing with OpenAI's ChatGPT is done securely, employing encryption and secure data transmission practices. Only the necessary information for the cover letter generation is processed, without including direct identifiers such as name, email, and phone number. Users have full control over the information they provide and can choose what details to include for their cover letters, understanding how this information will be used.

We use Stripe to process payments for our services, enabling us to offer you a seamless and secure checkout experience. By utilizing Stripe, we ensure that your transactions are processed efficiently while adhering to the highest security and privacy standards.

How do we store your data?

Our application utilizes Redux for temporary data storage to manage and maintain the application's state during your active session. This approach helps in providing a seamless and efficient user experience by keeping track of user inputs, preferences, and actions in real-time. It is important to note that data stored in Redux state is not kept permanently and is cleared once your session ends. For long-term storage of data, we employ secure servers and databases, ensuring your information is protected and handled in accordance with our data protection policies.

  • Our Company securely stores your personal information, career-related background information, job posting information, and usability statistics in MongoDB Atlas, a cloud-hosted database. For security precautions, we implement comprehensive data protection measures, including Encryption at Rest and Encryption in Transit.

    • Encryption at Rest: This security measure ensures that all data stored within MongoDB Atlas is encrypted, safeguarding it against unauthorized access and breaches. It means that if the storage or physical hardware were to be compromised, the data would remain protected and unreadable without the encryption keys.

    • Encryption in Transit: We also ensure that any data being transmitted between our services and MongoDB Atlas is encrypted. This is to protect your information from being intercepted by unauthorized parties as it moves across the internet or other networks. Using TLS (Transport Layer Security), we ensure that data in transit is secured and only accessible to intended recipients.

    • By employing both Encryption at Rest and Encryption in Transit, we provide a dual layer of security that protects your data both when it is stored and while it is being communicated to and from our database. These measures are part of our commitment to maintaining the highest standards of data security and privacy for our users.

  • Our Company also stores your generated documents (PDF files) in Google Cloud Storage. Our Company ensures the security of your generated PDF documents stored in Google Cloud Storage by utilizing its robust security features:

    • Encryption: All documents are automatically encrypted both at rest and in transit, protecting them from unauthorized access and interception.
    • Access Control: We use Google Cloud Identity and Access Management (IAM) to strictly control access, ensuring only authorized personnel can access your documents.
    • Audit Logging: Actions taken on your documents are logged, providing transparency and aiding in compliance.
    • Data Resilience: Your documents benefit from Google Cloud Storage's high durability and redundancy, safeguarding against data loss.

    These measures reflect our commitment to securing your data with the latest in cloud storage security.

  • Lastly, we use Firebase Authentication for user authentication purposes. We offer authentication methods including email and password and Google Sign in. We use tokens stored as cookies in your browser from Firebase Auth to keep you signed in and have a good user experience.

    • User Identifiers: Such as email addresses, phone numbers, or unique user IDs from third-party providers.
    • Authentication Tokens: Used to manage sessions and maintain the user's sign-in status.
    • Security-Related Information: This may include password hashes (Firebase does not store passwords in plain text) and other information used to authenticate and secure accounts.
    • Other Metadata: Including sign-in method, timestamps of account creation and last sign-in, and sometimes IP addresses for security and auditing purposes.

Our company will keep your generated cover letters, and background information for 1 year. Once this time period has expired, we will delete your data by deleting the entries in the database.

While our application does not store sensitive financial information, Stripe securely stores and manages your payment details. Stripe's infrastructure is designed to protect and secure your financial data, compliant with PCI DSS and other security standards. For more information on Stripe's security practices, please refer to their privacy policy.

Marketing

Our Company would like to send you free cover letters already generated to companies you might apply to. If you have agreed to receive marketing, and promotions, you may always opt out at a later date. You have the right at any time to stop Our Company from contacting you for marketing purposes. If you no longer wish to be contacted for marketing purposes, please click here.

What are your data protection rights?

Our Company would like to make sure you are fully aware of all of your data protection rights. Every user is entitled to the following:

  • The right to access - You have the right to request Our Company for copies of your personal data. We may charge you a small fee for this service.
  • The right to rectification - You have the right to request that Our Company correct any information you believe is inaccurate. You also have the right to request Our Company to complete information you believe is incomplete.
  • The right to erasure — You have the right to request that Our Company erase your personal data, under certain conditions.
  • The right to restrict processing - You have the right to request that Our Company restrict the processing of your personal data, under certain conditions.
  • The right to object to processing - You have the right to object to Our Company’s processing of your personal data, under certain conditions.
  • The right to data portability - You have the right to request that Our Company transfer the data that we have collected to another organization, or directly to you, under certain conditions.

How can I exercise my data protection rights?

You also have several choices available when it comes to information about you:

  • Limit the Information that You Provide: You are free to use ProApplyAI without an account. If you don't have an account, nothing you create or use (other than the automatic data collecting mentioned above) is saved. For example, If you create a resume without an account, no content from that resume is ever stored on any servers. If you do create an account, however, it's up to you what to include on your profile and content (which is stored by ProApplyAI). We only require an email address to create an account — nothing more. The rest is up to you.

  • Opt-Out of Electronic Communications: You may opt out of receiving promotional messages from us. Just follow the instructions in those messages, or toggle the setting on your account dashboard. If you opt out of promotional messages, we may still send you other messages, like those about your account and legal notices.

  • Set Your Browser to Reject Cookies: At this time, ProApplyAI adheres to "do not track" signals across all of our Services. You can also usually choose to set your browser to remove or reject browser cookies before using ProApplyAI's websites, with the drawback that certain features of ProApplyAI's websites may not function properly without the aid of cookies.

  • Close Your Account: While we hate to say goodbye, if you no longer want to use our Services, you can close your ProApplyAI account. You can close your account right from your dashboard - it just takes 3 confirmation clicks and all of your data will be permanently deleted.

If you make a request, we have one month to respond to you. If you would like to exercise any of these rights, please contact us at our email: ProApplyAI@gmail.com

What are cookies?

Cookies are text files placed on your computer to collect standard Internet log information and visitor behavior information. When you visit our websites, we may collect information from you automatically through cookies or similar technology. For further information, visit allaboutcookies.org.

How do we use cookies?

Our Company uses cookies in a range of ways to improve your experience on our website, including:

  • Keeping you signed in

What types of cookies do we use?

There are a number of different types of cookies, however, our website uses:

  • Functionality - Our Company uses these cookies so that we recognize you on our website and remember your previously selected preferences. These could include what language you prefer and location you are in. A mix of first-party and third-party cookies are used.

How to manage cookies

Set Your Browser to Reject Cookies: At this time, ProApplyAI adheres to "do not track" signals across all of our Services. You can also usually choose to set your browser to remove or reject browser cookies before using ProApplyAI's websites, with the drawback that certain features of ProApplyAI's websites may not function properly without the aid of cookies.

Privacy policies of other websites

We encourage you to carefully consider what information you choose to share and assure you that any data processed through third-party services like ChatGPT is handled in accordance with our strict privacy standards.

Changes to our privacy policy

Our Company keeps its privacy policy under regular review and places any updates on this web page. This privacy policy was last updated on 15 February 2024.

How to contact us

If you have any questions about Our Company’s privacy policy, the data we hold on you, or you would like to exercise one of your data protection rights, please do not hesitate to contact us.

  • Email us at: ProApplyAI@gmail.com

How to contact the appropriate authority

We are committed to addressing all concerns about privacy and data protection. If you feel that we have not adequately resolved your concerns, you have the right to lodge a complaint with a data protection authority. Given the global nature of our service, the appropriate authority may vary depending on your location:

  • For individuals in the European Union, you may contact the data protection authority in your country. A list of EU data protection authorities can be found at the European Data Protection Board's website.
  • For individuals outside the European Union, we recommend contacting the data protection authority or consumer protection agency in your country or region for guidance on how to lodge a complaint.

We respect the privacy rights of all our users and strive to comply with applicable data protection laws worldwide. For more detailed information on our data processing activities and your rights, please refer to our full privacy policy.

Terms of Use

1. Terms

By accessing the website at https://proapply.ai, https://www.proapply.ai/ and all subdomains, you are agreeing to be bound by these terms of service, all applicable laws and regulations, and agree that you are responsible for compliance with any applicable local laws. If you do not agree with any of these terms, you are prohibited from using or accessing this site. The materials contained in this website are protected by applicable copyright and trademark law.

2. Use License

Permission is granted to temporarily use ProApplyAI's website for personal, non-commercial transitory viewing only. This is the grant of a license, not a transfer of title, and under this license you may not:

  • Modify or copy the source materials;
  • Attempt to decompile or reverse engineer any software contained on ProApplyAI's website;
  • Remove any copyright or other proprietary notations from the materials; or
  • Transfer the materials to another person or "mirror" the materials on any other server.

This license shall automatically terminate if you violate any of these restrictions and may be terminated by ProApplyAI at any time. Upon terminating your viewing of these materials or upon the termination of this license, you must destroy any downloaded materials in your possession whether in electronic or printed format.

3. Disclaimer

The materials on ProApplyAI's website are provided on an 'as is' basis. ProApplyAI makes no warranties, expressed or implied, and hereby disclaims and negates all other warranties including, without limitation, implied warranties or conditions of merchantability, fitness for a particular purpose, or non-infringement of intellectual property or other violation of rights.

Further, ProApplyAI does not warrant or make any representations concerning the accuracy, likely results, or reliability of the use of the materials on its website or otherwise relating to such materials or on any sites linked to this site.

4. Limitations

In no event shall ProApplyAI or its suppliers be liable for any damages (including, without limitation, damages for loss of data or profit, or due to business interruption) arising out of the use or inability to use the materials on ProApplyAI's website, even if ProApplyAI or a ProApplyAI authorized representative has been notified orally or in writing of the possibility of such damage. Because some jurisdictions do not allow limitations on implied warranties, or limitations of liability for consequential or incidental damages, these limitations may not apply to you.

5. Accuracy of materials

The materials appearing on ProApplyAI website could include technical, typographical, or photographic errors. ProApplyAI does not warrant that any of the materials on its website are accurate, complete or current. ProApplyAI may make changes to the materials contained on its website at any time without notice. However, ProApplyAI does not make any commitment to update the materials.

6. Modifications

ProApplyAI may revise these terms of service for its website at any time without notice. By using this website you are agreeing to be bound by the then current version of these terms of service.