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Privacy Policy

Last updated: January 2025

1. Introduction

Welcome to HireCopilot (“we,” “our,” or “us”). We are committed to protecting your privacy and ensuring the security of your personal information. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our AI-powered job application tracking service.

By using HireCopilot, you consent to the data practices described in this policy.

2. Information We Collect

2.1 Personal Information

  • Name and email address (when you sign up or contact us)
  • Google account information (when you authenticate with Google)
  • Profile information and preferences

2.2 Email Data

With your explicit consent, we may access and process emails from your account to:

  • Identify hiring-related communications
  • Extract job application information
  • Track application status and responses
  • Provide insights and analytics about your job search

2.3 Usage Data

  • How you interact with our application
  • Features you use and pages you visit
  • Device information and browser type
  • IP address and general location data

3. How We Use Your Information

We use the collected information for the following purposes:

  • Provide and maintain our job application tracking service
  • Process and analyze your emails using AI to identify hiring-related content
  • Generate insights and analytics about your job search progress
  • Improve our service and develop new features
  • Communicate with you about service updates and support
  • Ensure security and prevent fraud
  • Comply with legal obligations

4. AI Processing and Data Analysis

Our service uses artificial intelligence to analyze your emails and identify hiring-related communications. This processing includes:

  • Content analysis to identify job applications, interviews, and hiring communications
  • Extraction of company names, job titles, and application status
  • Generation of summaries and insights from email threads
  • Storage of processed data in our secure database

All AI processing is performed securely and in accordance with our data protection standards.

5. Data Sharing and Disclosure

We do not sell, trade, or rent your personal information to third parties. We may share your information only in the following circumstances:

  • Service Providers: With trusted third-party services that help us operate our platform (e.g., Google Cloud, database providers)
  • Legal Requirements: When required by law or to protect our rights and safety
  • Business Transfers: In connection with a merger, acquisition, or sale of assets
  • Consent: With your explicit consent for specific purposes

6. Data Security

We implement appropriate technical and organizational measures to protect your data:

  • Encryption of data in transit and at rest
  • Secure authentication and authorization
  • Regular security audits and updates
  • Access controls and monitoring
  • Compliance with industry security standards

7. Your Rights and Choices

You have the following rights regarding your personal information:

  • Access: Request a copy of your personal data
  • Correction: Update or correct inaccurate information
  • Deletion: Request deletion of your data
  • Portability: Export your data in a machine-readable format
  • Withdrawal: Revoke consent for email processing at any time
  • Opt-out: Unsubscribe from marketing communications

8. Data Retention

We retain your personal information only as long as necessary to provide our services and comply with legal obligations. Email data is processed and stored according to your consent, and you can request deletion at any time.

9. Cookies and Tracking

We use cookies and similar technologies to enhance your experience, analyze usage patterns, and provide personalized content. You can control cookie settings through your browser preferences.

10. Children's Privacy

Our service is not intended for children under 13 years of age. We do not knowingly collect personal information from children under 13.

11. International Data Transfers

Your information may be transferred to and processed in countries other than your own. We ensure appropriate safeguards are in place to protect your data in accordance with applicable laws.

12. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of any material changes by posting the new policy on our website and updating the “Last updated” date.

13. Contact Us

If you have any questions about this Privacy Policy or our data practices, please contact us: