Privacy Policy

ApplyPilot AI ("we", "us", "our") is a trading name of Digital Echoes Ltd, a company registered in England and Wales (Company No. 11774988), with its registered office at 34 Marmion Way, Ashford, England, TN23 5HY.

This Privacy Policy explains how we collect, use, disclose, and safeguard your personal data when you use our platform at applypilotsai.com.

By using our services, you agree to the practices described here. If you do not agree, please do not use our platform.

Last updated: 16 July 2026.

We collect the following categories of personal data:

Account Information: Name, email address, and password (securely hashed by our authentication provider, Supabase).

Onboarding & Career Profile Data: Employment status, target job titles, salary expectations, target industries, and work authorisation / right-to-work status, collected during onboarding to personalise your job search.

CV & Career Data: CVs, cover letters, career history, education, and skills you upload or generate using our tools. This data is used to power our AI features for your benefit.

Job Application Data: Jobs you apply to, application status, notes, and outcomes recorded on the platform, including via our Auto-Pilot and Semi-Auto features.

Recruiter Email Data: Recruiter emails you log or that our system identifies, and AI-drafted replies you review before sending.

Contact Details: Full name, email, phone number, address, LinkedIn URL, and right-to-work status, used to prepare application materials on your behalf.

Payment Data: Billing is handled entirely by our payment processor, Stripe. We never see or store your full card number — we only receive a customer reference, subscription status, and billing history.

Usage Data: We use your browser's local storage (not a tracking cookie) to keep you signed in. See our Cookie Policy for details.

Communications: Any messages you send us via email or support requests.

Your work authorisation / right-to-work status can indicate information about your nationality or immigration status. We collect it only because you choose to provide it, and only to prepare application materials and filter job searches at your request. We do not use it for any other purpose, and we do not share it with anyone except where you direct us to (for example, including it in an application kit you choose to send).

We use your personal data to:

- Provide and operate our job search, CV tailoring, cover letter, and application tracking services

- Personalise job recommendations and tailor your CV/cover letters using AI

- Process payments and manage your subscription

- Send transactional emails (account confirmations, payment receipts, application summaries)

- Detect and prevent fraud, abuse, and misuse of the platform

- Comply with our legal and tax obligations

We currently do not send marketing emails or use advertising/analytics cookies. If this changes in future, we will only do so with your consent, and this policy will be updated first.

We process your data under the following legal bases (UK GDPR Article 6):

- **Contract performance:** To deliver the services you signed up for

- **Legitimate interests:** To improve our platform and prevent fraud

- **Consent:** For any future marketing communications or optional integrations

- **Legal obligation:** To comply with UK tax and accounting law

To power CV tailoring, cover letter generation, and AI-drafted email replies, relevant content (such as your CV, career history, and job descriptions) is sent to Anthropic, our AI model provider, for processing. This processing happens under Anthropic's own API business terms and data processing agreement. We do not use your data to train our own AI models.

We do not sell your personal data. We share data only with the service providers who help us run the platform:

**Supabase** — our database and authentication provider.

**Vercel** — our application hosting provider. Vercel's infrastructure processes data in the United States.

**Anthropic** — our AI model provider, used to power CV tailoring, cover letters, and email replies (see above).

**Stripe** — our payment processor.

**Resend** — our transactional email provider (receipts, account emails).

**Job listing providers** (Reed, Adzuna, Jooble, Remotive, Arbeitnow) — when you search for jobs, your search criteria (not your CV or personal details) is sent to these providers to retrieve listings.

Several of these providers are based outside the UK, primarily in the United States. Where this happens, we rely on their standard contractual safeguards (such as the UK International Data Transfer Addendum or EU Standard Contractual Clauses) to protect your data.

Legal Requirements: We may disclose data if required by law, court order, or to protect rights and safety.

We never share your data with employers or recruiters except where you take an explicit action to apply for a role (for example, using Auto-Pilot, Semi-Auto, or clicking "Apply").

We retain your data for as long as your account is active. If you delete your account:

- Account, profile, CV, and application data is deleted within 30 days

- Payment and invoice records are retained for 6 years, in line with UK tax and accounting record-keeping requirements

- Backup copies may persist for a limited period before permanent deletion

You may request earlier deletion of your data at any time (see Your Rights below), though we may need to retain certain records where required by law.

Under UK GDPR, you have the right to:

- **Access:** Request a copy of your personal data (Subject Access Request)

- **Rectification:** Correct inaccurate or incomplete data

- **Erasure:** Ask us to delete your data ("right to be forgotten")

- **Restriction:** Limit how we process your data in certain circumstances

- **Portability:** Receive your data in a machine-readable format

- **Objection:** Object to processing based on legitimate interests

- **Withdraw Consent:** At any time, without affecting prior processing

To exercise any right, email **privacy@applypilotsai.com**. We will respond within 30 days. You also have the right to lodge a complaint with the **Information Commissioner's Office (ICO)** at ico.org.uk.

We currently do not use analytics, advertising, or marketing cookies. We use your browser's local storage to keep you signed in — this is a similar technology to a cookie but is not sent to our servers automatically with every request.

When you're redirected to Stripe to make a payment, Stripe may set its own cookies to secure the transaction. See our Cookie Policy for full details.

We take reasonable technical and organisational measures to protect your data, including:

- HTTPS/TLS encryption for all data in transit

- Password hashing handled by our authentication provider (Supabase)

- Access controls limiting who at Digital Echoes Ltd can view your data

- Data processing agreements with all our service providers

No method of transmission over the internet is 100% secure. If you believe your account has been compromised, contact us immediately at **privacy@applypilotsai.com**.

Our services are not directed to individuals under 18. We do not knowingly collect personal data from minors. If you believe a child under 18 has provided us with personal data, please contact us and we will delete it promptly.

We may update this Privacy Policy from time to time. We will notify you of material changes via email or a prominent notice on the platform before they take effect. Continued use of our services after changes constitutes acceptance.

For any privacy-related questions or to exercise your rights:

Data Controller: Digital Echoes Ltd (trading as ApplyPilot AI)

Email: privacy@applypilotsai.com

Registered Office: 34 Marmion Way, Ashford, England, TN23 5HY

Company No.: 11774988

We are not currently registered with the Information Commissioner's Office (ICO). Registration is in progress.