Privacy Policy

• Account details — your email address and name, and (for social login) the basic profile and avatar shared by Google, GitHub, or Facebook.
• Profile you build — work history, skills, education, languages, personal projects, cover-letter preferences, and any resume file you upload.
• Job and application data — jobs you search for, save, or import, their match scores, generated cover letters and resumes, and application status.
• Cover letter interviews and your writing style — your answers to the questions asked before a cover letter is written, earlier applications you upload, and the letters you send (with the AI draft they came from). From these we keep a short description of how you write and notes on what you told us, to make every next letter sound more like you. You can see, edit, reset and delete all of it in Profile → Your cover letters, and turn learning off there; everything is deleted with your account.
• Network data — if you import a LinkedIn connections file, we store those connections to suggest warm introductions. The raw file itself is parsed in your browser and not retained.
• AI usage — AI features run on SmartApply.now's own AI provider account, paid with your credits; you don't supply your own key. We keep a history of your credits (gifts, purchases and each application that used one). If you gave feedback on your first application, we keep your rating and comment to improve SmartApply.now. If you answer the short survey after your second application, we store your answers for the same purpose; only SmartApply.now's administrators can read them. On the bring-your-own-keys plan you supply your own AI provider key instead; it is encrypted before storage and never shown back to you or to administrators.
• Usage data — product analytics events and basic technical logs used to operate and improve the service.
• Referral data — on SmartApply.now, your account has a personal invite code, and if you signed up through someone's invite link we record who invited you. We use this to award the invite bonus (3 free applications to each side) and to show you how many friends joined through your link.

• To provide the service: search jobs, score matches, research companies, and generate tailored cover letters and resumes.
• To run AI features on SmartApply.now's own AI provider account, paid with your credits — see “AI processing” below.
• To send transactional emails (account verification, approval, and notifications), and — on SmartApply.now — a welcome email when your account is created and a one-time email when you run out of applications, pointing to the packs. The welcome email is transactional; the out-of-applications email is a marketing email about our own similar product and includes a one-click opt-out link (also in <b>Settings → Email updates</b>).
• To understand product usage and improve the app.

We do not sell your personal data.

We send product-update emails (news about new features and improvements) only with your consent. You can give it with an unticked-by-default checkbox when you sign up, during onboarding, in a one-time prompt in the app, or in Settings. You can withdraw your consent at any time using the unsubscribe link in every email or in Settings → Email updates. To document your consent we store when and where you gave it (for example at sign-up or in Settings), and when you withdrew it. Transactional emails such as account verification are not affected.

Every AI feature runs on SmartApply.now's own accounts with Anthropic (Claude), OpenAI and Google (Gemini) as a backup, not a key you provide — the providers chosen for SmartApply.now's AI features right now. When you generate a match score, cover letter, resume, or company research, the relevant profile and job text is sent to the provider that runs that feature, under SmartApply.now's own account and governed by our agreement with them. We do not use your data to train models. On the bring-your-own-keys plan, AI features run on your own key for the provider you choose instead, and the text is sent to that provider under your own account, governed by its own terms.

We use trusted processors to run the service. Each receives only the data needed for its function:

• InsForge — database, authentication, and file storage (hosting your account, profile, and resume files).
• Anthropic (Claude), OpenAI and Google (Gemini) as a backup — AI generation, via SmartApply.now's own accounts, paid with your credits.
• PostHog — product analytics.
• Resend — transactional email delivery.
• Google, GitHub, Facebook — optional social sign-in.
• Photon (komoot, OpenStreetMap data) — place suggestions while you type a location; only the typed text is sent, from our server, never your IP address or account.
• Job-board providers (e.g. Adzuna, Jooble, CareerJet) — to return search results when you search for jobs.

The SmartApply.now Chrome extension saves the job posting on your current tab to your SmartApply.now pipeline. It only reads the page you are on when you click the extension's icon (using Chrome's activeTab permission) — it does not run in the background or read any other tabs.

• What it reads — the URL of the active tab, and, only if SmartApply.now's server cannot fetch that page itself (e.g. it requires login or blocks automated access), the visible text of that one page.
• What it sends — that URL (and, when needed, the page text) to SmartApply.now's import endpoint, exactly like pasting a job URL into the web app.
• What it stores — your sign-in session (access and refresh tokens) in Chrome's local extension storage, on your device only. Signing in with Google uses SmartApply.now's existing Google sign-in flow; the extension never sees your Google password.

The extension does not track your browsing, does not read pages you have not explicitly imported, and shares data with the same processors listed above — no additional third parties.

We use strictly necessary cookies to keep you signed in and to remember your session and approval status — these are always on and disabling them will prevent sign-in. Analytics cookies (PostHog) are set only if you accept them in the cookie banner on your first visit; you can change that choice any time via the “Cookie settings” link in the footer, or through your browser settings.

We keep your data for as long as your account is active. You can permanently delete your entire account and all associated data yourself at any time from Settings → Danger Zone → Delete account — this takes effect immediately, with no waiting period. If you cannot sign in, you may request deletion by contacting us at admin@smartapply.now. If you remove SmartApply.now from your Facebook account, Facebook notifies us and we act on that de-authorization.

Depending on your location, you may have the right to access, correct, export, or delete your personal data, and to object to or restrict certain processing. To exercise these rights, contact admin@smartapply.now.

Data is protected with row-level security so each user can only access their own records. AI features run on SmartApply.now's own securely-managed provider account — there is no personal AI key stored for you. No system is perfectly secure, but we take reasonable measures to protect your information. On the bring-your-own-keys plan, your AI provider key is encrypted with AES-256-GCM before it is stored and is never returned to the browser or visible to administrators.

SmartApply.now is not directed to children under 16, and we do not knowingly collect their personal data.

We may update this policy from time to time. Material changes will be reflected by updating the date at the top of this page.

Questions about this policy or your data? Email admin@smartapply.now.