Privacy Policy

1. Overview

This Privacy Policy explains how we ("Jobotrak," "we," "us," or "our") collect, use, disclose, and protect information when you use the Jobotrak website and application (collectively, the "Service"). Jobotrak is a job-application and interview-tracking tool that helps users track applications, schedule interviews, manage contacts, store resumes, and use AI-assisted features such as resume tailoring, interview preparation, cover letters, thank-you notes, and company research.

By creating an account or otherwise using the Service, you agree to the collection and use of information as described in this Privacy Policy. If you do not agree, please do not use the Service. This Privacy Policy is incorporated into, and subject to, our Terms of Service.

2. Information we collect

2.1 Information you provide to us

Category	Examples
Account information	Name, email address, password (stored in hashed form), account preferences
Single sign-on	If you sign in with Google, we receive your name, email address, and profile information as authorized by Google
Job application data	Companies, positions, job descriptions, statuses, locations, salary information, notes, and dates you enter
Interview data	Interview dates, times, formats, stages, and notes you create
Contacts (CRM)	Names, emails, phone numbers, employers, and notes about recruiters, referrals, or other contacts you add
Resumes & documents	Resume files you upload and tailored versions you create or generate
Payment information	Billing details processed by our payment processor (Stripe); we do not store full payment card numbers
Communications	Messages you send us for support, along with any attachments
AI feature inputs	Resume content, job descriptions, and other text you submit to generate AI-assisted output (see Section 4)

2.2 Information collected automatically

• Usage data — pages and features you use, actions you take, timestamps, and referring/exit pages.
• Device and log data — IP address, browser type, operating system, device identifiers, and general location inferred from your IP address.
• Cookies and session data — used to keep you signed in and to remember preferences (see Section 8).

2.3 Information from third parties

If you choose to import data (for example, via CSV upload, pasted text, or LinkedIn import), we process the information you provide through that import. If you connect Google Calendar, we access only the calendar functionality needed to add events you request — we do not read your existing calendar without your action.

3. How we use information

We use the information described above to:

• Provide, operate, and maintain the Service, including your applications, interviews, contacts, and resumes;
• Create and administer your account, and authenticate sign-in (including via Google);
• Process payments, manage subscriptions, and administer billing through Stripe;
• Provide AI-assisted features you request, as described in Section 4;
• Send transactional communications, such as email verification, password resets, interview reminders, and follow-up nudges;
• Provide customer support, including, where necessary, authorized staff accessing your account to diagnose and resolve issues (see Section 3.1);
• Monitor, analyze, and improve the Service, including troubleshooting, testing, and research;
• Detect, investigate, and prevent fraud, abuse, security incidents, and other harmful or unauthorized activity;
• Enforce our Terms of Service and this Privacy Policy;
• Comply with legal obligations and respond to lawful requests from public authorities; and
• With your consent or as permitted by law, send product updates or marketing communications, which you may opt out of at any time.

3.1 Administrative & support access

Jobotrak maintains an internal administrative portal used solely to operate the Service — including account support, metrics, AI usage and cost monitoring, and troubleshooting. In limited circumstances, authorized personnel may access or temporarily view your account ("impersonation") strictly to diagnose a reported problem or provide support you have requested. Administrative actions of this kind are logged in an internal audit trail. We do not access the content of your account for any purpose other than operating, securing, and supporting the Service, or as required by law.

4. AI features

Jobotrak offers AI-assisted features — including resume tailoring and bullet rewriting, interview preparation and sample Q&A, cover letter and thank-you note generation, company research briefs, and parsing of pasted or imported job listings. When you use these features, the relevant content you submit (for example, resume text or a job description) is sent to our AI service provider(s), which currently include Anthropic (Claude API), to generate a response.

• We do not control, and are not responsible for, how our AI service providers process data under their own terms, though we contract with them as service providers for the purpose of providing the Service to you.
• AI-generated content is provided "as is" for your convenience. It may be inaccurate, incomplete, or unsuitable for your situation. You are solely responsible for reviewing, editing, and verifying any AI-generated content before relying on it or sending it to a third party (such as an employer).
• Please avoid submitting sensitive personal information (such as government ID numbers, financial account details, or health information) in free-text fields processed by AI features unless strictly necessary.
• We may use aggregated or de-identified data about feature usage (not the substantive content of your submissions) to monitor cost, performance, and reliability of AI features.

5. Legal basis for processing (EEA/UK users)

If you are located in the European Economic Area or the United Kingdom, we process your personal data on the following legal bases: (a) performance of a contract, to provide the Service you have signed up for; (b) legitimate interests, such as securing and improving the Service, provided those interests are not overridden by your rights; (c) consent, where you have given it (for example, for marketing emails), which you may withdraw at any time; and (d) legal obligation, where processing is necessary to comply with the law.

6. How we share information

We do not sell your personal information (see Section 7). We share information only in the following circumstances:

6.1 Service providers (subprocessors)

We use the following categories of third-party service providers to operate the Service. Each acts as our service provider/processor and is authorized to use your information only as necessary to provide services to us.

Provider	Purpose
Database Provider	Database hosting (Postgres) and file storage for uploaded resumes
Stripe	Payment processing and subscription billing
Anthropic	AI processing for resume tailoring, interview prep, cover letters, thank-you notes, company research, and content parsing
Google	Google Sign-In authentication and optional Google Calendar event creation
Hosting Provider	Application hosting/infrastructure
Email delivery provider	Sending transactional and account-related email

6.2 Business transfers

If we are involved in a merger, acquisition, financing, reorganization, bankruptcy, or sale of all or a portion of our assets, your information may be disclosed or transferred as part of that transaction, subject to standard confidentiality arrangements.

6.3 Legal requirements & protection of rights

We may disclose information if we believe in good faith that doing so is necessary to: comply with a law, regulation, legal process, or governmental request; enforce our agreements; protect the security, rights, property, or safety of Jobotrak, our users, or the public; or detect, prevent, or address fraud, security, or technical issues.

6.4 With your direction or consent

We may share information with third parties when you direct us to do so, or where you have otherwise consented.

6.5 Aggregated or de-identified data

We may share information that has been aggregated or de-identified such that it can no longer reasonably be used to identify you, without restriction.

7. We do not sell your personal information

We do not sell or rent your personal information to third parties for their own marketing purposes, and we have not done so in the twelve months preceding the effective date of this policy. Where applicable law (such as the California Consumer Privacy Act) defines "sale" or "sharing" more broadly, our use of service providers as described in Section 6.1 is undertaken solely to operate the Service on our behalf and does not constitute a sale.

8. Cookies & tracking technologies

Jobotrak uses a session cookie to keep you securely signed in; this cookie is essential to the Service and cannot be disabled without affecting functionality. We may also use similar technologies for security (e.g., detecting suspicious login activity) and to remember basic preferences. We do not currently respond to browser "Do Not Track" signals. If we introduce analytics or advertising cookies in the future, we will update this policy and provide any consent mechanism required by applicable law.

9. Data retention

We retain your information for as long as your account is active or as needed to provide the Service. We may also retain and use information as necessary to: comply with our legal obligations; resolve disputes; enforce our agreements; maintain business records, including database backups; and for other legitimate business purposes. When you delete your account, we will delete or de-identify your personal information within a reasonable period, except where retention is required by law, for the resolution of disputes, or in backup archives that are deleted on our standard backup rotation schedule.

10. Data security

We use commercially reasonable administrative, technical, and physical safeguards designed to protect your information, including encrypted connections (HTTPS/TLS), hashed passwords, private file storage for resumes not directly accessible without authentication, and access controls for administrative functions. However, no method of transmission over the internet or electronic storage is 100% secure, and we cannot guarantee absolute security. You are responsible for maintaining the confidentiality of your account credentials and for any activity under your account. If we become aware of a security incident affecting your personal information, we will notify you and/or relevant authorities as required by applicable law.

11. Your rights & choices

Depending on your location, you may have some or all of the following rights regarding your personal information: to access the personal information we hold about you; to correct inaccurate or incomplete information; to request deletion of your information; to request a portable copy of your information; to object to or restrict certain processing; to withdraw consent where processing is based on consent; and to opt out of marketing communications (via the unsubscribe link in any marketing email or your account settings).

Most of these actions can be taken directly within your account settings. For requests we cannot fulfill through the product, contact us using the details in Section 17. We may need to verify your identity before completing certain requests, and we may decline requests that are not required to be honored under applicable law, are manifestly unfounded or excessive, or would adversely affect the rights of others.

If you are a California resident, you have rights under the California Consumer Privacy Act (as amended), including the right to know, delete, correct, and opt out of sale/sharing (see Section 7). If you are in the EEA, UK, or Switzerland, you also have the right to lodge a complaint with your local data protection authority.

12. International data transfers

Jobotrak and its service providers may process and store information in the United States and other countries that may not have data protection laws equivalent to those in your jurisdiction. Where required, we rely on appropriate safeguards (such as standard contractual clauses or equivalent mechanisms) for transfers of personal information out of the EEA, UK, or Switzerland. By using the Service, you understand that your information may be transferred to and processed in countries other than your own.

13. Children's privacy

The Service is not directed to, and is not intended for use by, anyone under the age of 18. We do not knowingly collect personal information from children. If you believe a child has provided us with personal information, please contact us and we will take steps to delete it.

14. Third-party links & services

The Service may reference or link to third-party websites, products, or services we do not control (for example, employer career pages, LinkedIn, or Google). This Privacy Policy does not apply to those third parties, and we are not responsible for their content, privacy practices, or security. We encourage you to review the privacy policy of any third-party site or service you interact with.

15. Contacts you add to Jobotrak

Jobotrak's contacts feature allows you to store information about third parties — such as recruiters, referrals, and hiring managers — for your own personal or professional use (for example, name, email, phone number, and notes). By entering this information, you represent that you have a lawful basis to provide it to us and that your use of it complies with applicable law. We process this information solely as your service provider, on your instructions, to enable the Service's CRM functionality; we do not use it for our own independent purposes. You are responsible for the accuracy of, and your own lawful basis for retaining, any third-party personal information you add to your account.

16. Changes to this policy

We may update this Privacy Policy from time to time to reflect changes to our practices or for legal, operational, or regulatory reasons. If we make material changes, we will provide notice by posting the updated policy on this page with a new "Last updated" date, and, where required by law, through additional notice such as email or an in-app notification. Your continued use of the Service after any change constitutes your acceptance of the revised policy.

17. Contact us

If you have questions, concerns, or requests regarding this Privacy Policy or our data practices, contact us at:

Jobotrak
Email: privacy@jobotrak.com

This Privacy Policy is governed by the laws of [Insert governing state/country], without regard to its conflict-of-law provisions, except where applicable law requires otherwise (for example, for EEA/UK/California residents, whose local law rights are preserved as described above).