1. Scope and who we are
ApplyArc LLC is the provider of the ApplyArc® service. This policy covers information processed when you:
- Visit our website, create an account, or use the ApplyArc web application
- Install or use the ApplyArc Chrome Extension
- Join a preview, beta, early access, or limited access program
- Contact us for support, billing, privacy, or legal requests
Personal data, or personal information, generally means information that identifies you or can reasonably be linked to you.
The Service is not directed to children under 16, and we do not knowingly collect personal data from children.
2. Information we collect
2.1 Account and profile data
- Account identifiers such as your email address, user ID, and authentication related identifiers.
- Profile and preferences such as region, locale, feature preferences, workflows, stages, privacy settings, and automation settings you configure.
- Authentication and session data used to keep you signed in, protect your account, and detect abuse.
2.2 Job search content you add
- Applications and pipeline data such as companies, job titles, stages, notes, dates, reminders, and related metadata.
- Documents you upload such as resumes, CVs, and attachments, if you choose to store them in ApplyArc.
- Email and workflow content you intentionally connect or forward if you use those features.
- Autofill and profile data you provide for convenience features, for example job application autofill fields.
2.3 Extension collected data
When you actively use the ApplyArc Chrome Extension on a page, the extension may collect and transmit job related information needed to perform the action you requested.
Some sensitive autofill fields, such as certain address, compensation, work authorization, or security related values you choose to enter in extension settings, may be stored locally in your browser’s extension storage. These locally stored values are used to support autofill and are not sent to ApplyArc’s servers unless you explicitly submit them through a form or another feature you choose to use.
- Job title
- Company name
- Job description or selected job page content
- Job location
- Job URL and related page metadata
- Extension operation logs needed to complete the request, diagnose errors, or prevent abuse
The extension does not collect your general browsing history, and it does not collect data from pages where you do not activate the extension.
2.4 Usage, cookies, and device data
- Basic logs and diagnostics such as timestamps, pages requested, browser metadata, feature usage signals, and error logs needed to operate, secure, and troubleshoot the Service.
- Cookie and local storage preferences such as cookie consent choices and UI preferences.
- Analytics data, if you opt in, to understand usage patterns and improve the product.
- First-party acquisition statistics such as short-lived eligible session counts, approved funnel stages, broad region, and normalized source category or recognized source name used to understand how visitors reach ApplyArc. We do not store full referral URLs, query strings, IP addresses, raw user agents, account IDs, names, emails, or individual visitor journeys for this purpose.
2.5 Emails and communications
- Support and account communications such as emails you send to us and our replies.
- Operational emails such as verification codes, account notices, service updates, security notices, and billing related communications.
- Marketing and product updates, if you opt in. You can unsubscribe at any time using the link in the email.
2.6 Billing and payments
If you purchase a paid plan, payment processing is handled by a third party payment processor. We generally receive limited billing and subscription information, for example subscription status, invoice data, and customer identifiers, rather than full card details.
3. How we use information
- Provide the Service, including account creation, storing job search data, saving jobs from the extension, running autofill related features, and generating exports you request.
- Operate and secure the Service, including fraud prevention, abuse detection, troubleshooting, logging, and service reliability.
- Communicate with you, including support responses, operational notices, security alerts, and account messages.
- Power AI features you choose to use, such as role understanding, summaries, resume matching, reply drafting, and similar job search assistance features.
- Improve ApplyArc, including product development, feature iteration, and performance analysis. Analytics are used only if you opt in.
- Billing and account management, including processing subscriptions, providing confirmations, and handling billing support.
Depending on the AI feature you use, relevant inputs may be sent to OpenAI. These can include resume or CV text; job descriptions, titles and company information; application history, status, notes and context; email subject, body and sender information; interview details; saved questions, answers and Answer Memory; job-search preferences; career evidence or profile context; and your prompts and related feature inputs. Not every category is sent on every request. The information used depends on the feature and the inputs relevant to it.
AI providers may retain information under their applicable service terms and data controls. We do not promise zero provider retention.
4. Legal bases (GDPR and UK GDPR)
If you are in the EEA or UK, we process personal data under these legal bases:
- Contract, to provide the Service you request, for example storing applications, enabling exports, saving jobs through the extension, and providing core account features.
- Legitimate interests, to operate, secure, support, and improve ApplyArc, for example preventing abuse, diagnosing issues, and maintaining service reliability.
- Consent, where required, for example analytics cookies if you opt in.
- Legal obligations, where we must comply with law, for example tax, accounting, or lawful requests from authorities.
6. Data retention and backups
We retain personal data only as long as needed to provide the Service and for legitimate and legal purposes, such as security, dispute resolution, and billing records.
- Account data: retained while your account is active, unless you request deletion earlier. Inactive-account retention considers recent activity, payment history, account usage, and warning notices. The current product protects paid accounts from inactivity cleanup for three years after the last successful payment. Where inactivity deletion is enabled, warning and final warning stages precede scheduling. A verified user-requested deletion takes priority over inactivity or paid-account retention protection.
- Deletion requests: verified deletion requests enter a seven-day grace period. Normal account access, inbound-email ingestion and optional identified measurement are paused during that period. You can view deletion status, cancel, sign out, use necessary authentication or recovery, reduce optional preferences, and read public information. You may cancel before permanent deletion.
- Completed deletion: account content, uploaded files, local email records, and identifiable analytics data are removed or deletion is requested from the relevant provider. Pseudonymous identifiers and minimum operational evidence, including legal document versions and dates, may be retained to demonstrate acceptance and deletion. Hashing an identifier does not necessarily make it anonymous or impossible to link to a person.
- Guest data: guest previews and their uploaded files are temporary. Each guest session has an access expiry; existing guest flows use one-day or fourteen-day access periods. Scheduled cleanup deletes expired unclaimed session data, related usage records and guest uploads in batches. Expiry ends access first; physical deletion follows cleanup and retries. Data you claim into an account follows account retention instead. Guest abuse-prevention records without a session are also removed after the longest guest access period.
- Payment and legal records: Stripe may retain invoices, transactions, and related records where required for payment, tax, fraud prevention, or regulatory purposes. Recurring subscriptions are canceled before ApplyArc removes the local billing relationship.
- Email and diagnostic logs: identifiable ApplyArc email records are removed during account deletion. Security and diagnostic records may be retained for legitimate security and reliability purposes under provider-configured retention. Account deletion does not immediately erase every processor copy: email-provider delivery records, support correspondence, AI-provider abuse-monitoring records and infrastructure logs may remain under the relevant provider settings and applicable legal or operational retention requirements.
- Backups:deleted data may remain temporarily in provider backups until those backups rotate under the provider's configured retention. Backups are not used to restore a deleted account in ordinary operation. Backup retention and disaster-recovery handling are subject to provider configuration and operational controls.
7. Your rights and choices
Depending on your location, you may have rights to access, correct, delete, or export your data, and to object to or restrict certain processing.
- Export: you can request an export of your account data by using available in product tools in the signed-in Privacy Center or by contacting privacy@applyarc.io.
- Deletion: you can request account deletion in Settings or contact privacy@applyarc.io. We verify account control before processing an assisted request.
- Cookies: you can change analytics consent through available cookie controls or by adjusting your browser settings where applicable. You can withdraw optional analytics consent through Cookie Settings. Withdrawal stops future optional collection; it does not retrospectively change processing already performed before withdrawal.
- Email choices: use Settings to control marketing, weekly summaries and reminders separately, or use signed unsubscribe links in applicable emails. Preference reductions remain available while account deletion is pending.
You can view and correct editable account information through the product. Contact privacy@applyarc.io for access, correction, restriction or objection requests not supported by a self-service tool, or to ask about other rights that apply in your location. We may need to verify your identity to protect your account. Rights and exceptions differ by jurisdiction.
Where UK or EU data-protection law applies, you may complain to the relevant supervisory authority. In the UK this is the Information Commissioner's Office (ICO). In the EU you may contact the authority in the Member State where you live, work or believe an infringement occurred. You may also contact us about a privacy concern.
8. Security
We use reasonable administrative, technical, and organizational measures designed to protect personal data. This includes encryption in transit, access controls, authentication protections, and logging used to monitor and secure systems that store user data.
No method of transmission or storage is 100% secure. If you believe your account has been compromised, contact us immediately at the email address below.
9. ApplyArc Chrome Extension
The ApplyArc Chrome Extension helps you save job listing information into your ApplyArc account and support related autofill features. The extension accesses information on a page only when you actively use it on that page.
What the extension is for
The extension’s single purpose is to help you capture relevant job information and send it to your ApplyArc account so you can track your job search and use related product features.
How the extension accesses data
- Page access: used to read job listing content on the page you actively choose to process.
- Storage: used to store extension settings and short lived operational data needed for the feature to work.
- Network requests: used to securely send the selected job information to ApplyArc’s backend over HTTPS.
What the extension may collect, when activated
- Job title
- Company name
- Job description or other relevant job page content
- Job location
- Job URL and related metadata
The extension does not collect your general browsing history, and it does not collect data from pages where you do not activate the extension.
How extension collected data is used
- To create or update a job application record in your ApplyArc account at your request.
- To prefill job application details you choose to save.
- To troubleshoot errors, prevent abuse, and improve reliability of the extension.
Extension data storage
Extension collected data is transmitted securely over HTTPS to ApplyArc’s backend services to perform the action you requested. The extension does not permanently store captured job page data locally beyond what is needed for the immediate operation, short lived processing, or extension settings you choose to save.
Extension data sharing
ApplyArc does not sell extension collected data. We do not share it with third parties for advertising or marketing. We may use service providers listed in this policy that process data on our instructions to deliver the Service.
Deleting your cloud account does not itself erase data independently stored on your device or in your browser extension, including sensitive autofill fields in chrome.storage.local. The extension Settings provides a clear-saved-sensitive-fields control for this browser. You can also remove the extension or manage its local storage through your browser. ApplyArc cannot remotely clear that independent device storage after account deletion.
AI and extension data
If you choose to use AI powered features in ApplyArc, relevant job related content you saved may be processed by OpenAI to provide those features. We do not use extension collected data for advertising purposes.
10. Preview, beta, and limited access programs
ApplyArc may from time to time offer preview, beta, early access, experimental, or limited access features or programs. We may collect limited information to manage invitations, communicate updates, operate the program, and improve those features or releases.
- Signup information: your email address and any optional details you choose to provide.
- Basic usage data: limited analytics, if you opt in, and product feedback or diagnostics where needed to understand demand and improve the experience.
You can request removal from related communications by contacting us.
11. Contact us
If you have questions about this Privacy Policy, or want to request access, export, correction, or deletion, contact us at:
Please do not include sensitive information in email. For account specific requests, contact us using the email address associated with your ApplyArc account where possible.