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Privacy Policy

Last updated: 4/8/2026

At Apply Ninja, privacy and data autonomy are core principles. This Privacy Policy outlines our practices regarding the collection, handling, and safeguarding of your personal and professional data while operating our autonomous job search engine.

1. Information We Collect

To effectively act as your automated career representative, we require specific professional information. We collect:

  • Account Essentials: Email address, secure authentication credentials, and basic profile data.
  • Professional Portfolio: Artifacts you upload, including resumes, cover letters, portfolios, and external professional links (e.g., GitHub, LinkedIn, personal websites).
  • Career Preferences: Target salaries, desired job titles, geographic locations, work modalities (remote, hybrid, on-site), and Visa/sponsorship requirements.
  • Automation Telemetry: Logs of job applications submitted on your behalf, application statuses, and matching algorithms' success rates.
  • Billing Information: Processed directly entirely by our secure, PCI-compliant payment providers. We do not store full credit card details on our servers.

2. How Your Data Powers Automation

The data you entrust to us is strictly utilized to maximize your employment prospects and optimize the platform:

  • Intelligent Matching: Analyzing your resume against market listings to accurately predict compatibility and cultural fit.
  • Automated Applications: Permitting our AI agents to dynamically generate tailored cover letters and fill out third-party application forms explicitly on your behalf.
  • Service Enhancements: Aggregating anonymized success metrics to refine our core search algorithms and improve overall platform efficacy.
  • Crucial Communications: Alerting you to interview requests, urgent account notices, and subscription updates.

3. Chrome Extension & Browser Automation

To provide seamless auto-apply functionality, we offer a dedicated browser extension. In compliance with the Chrome Web Store policies, we explicitly state:

  • Local Form Automation: The extension reads the Document Object Model (DOM) of supported job portals strictly to auto-fill application fields (e.g., Name, Email, Resume URLs) on your behalf.
  • No Password Collection: We do not collect, read, or store your passwords or credentials for third-party job sites (like LinkedIn, Workday, or Greenhouse). You must authenticate manually on those sites.
  • No Data Selling: We unequivocally do not sell your personal data, browsing history, or extension usage data to data brokers, marketing agencies, or unsolicited third parties.
  • Single Purpose: The sole purpose of the extension is to process job applications by mapping your Apply Ninja profile to job application forms.

4. Data Sharing and Third-Party Interaction

By the inherent design of an autonomous job search engine, your professional data must be shared with external entities—specifically, prospective employers. We share data under these conditions:

  • Prospective Employers: When an automated application is executed, your resume, cover letter, and pertinent answers are transmitted directly to the hiring company's Applicant Tracking System (ATS).
  • Vital Service Providers: Trusted third-party vendors who assist with hosting infrastructure, AI processing (LLM providers used for analyzing job fit), and customer support. These partners are bound by strict confidentiality agreements.
  • Legal Compliance: If formally mandated by law enforcement, court order, or to protect the vital interests and legal rights of Apply Ninja and its users.

We unequivocally do not sell your personal data to data brokers, marketing agencies, or unsolicited third parties.

4. Data Retention and Deletion

Your data remains under your control. We retain your professional portfolio actively while your account is in good standing to facilitate rapid automated applications.

Upon account deletion—which can be initiated instantly via your dashboard—we will purge your resumes, personal details, and automated application history from our primary database within 30 days. Generalized, fully anonymized telemetry may be retained for long-term algorithmic training.

5. Security Posture

Given the sensitive nature of employment data, we employ robust security paradigms, including in-transit and at-rest encryption, continuous vulnerability scanning, and strict principle-of-least-privilege access controls for our engineering team. However, we cannot warrant the security of data once it has been transmitted to a third-party employer's ATS.

6. Contact our Privacy Team

For inquiries pertaining to data sovereignty, GDPR/CCPA compliance, or to request a full export of your personal data, please reach out to:

Email: hello@applyninja.net

Questions? Email us