Privacy Policy

1. INFORMATION WE COLLECT

Information You Provide

• Account registration details (name, email address, password)
• Resume and profile information (work history, education, skills, contact details, certifications, languages)
• Job preferences (desired role, location, salary range, work type)
• Uploaded documents (resumes, cover letters, supporting files)
• Communications you send to us (support requests, feedback)

Information Collected Automatically

• Device information (browser type, operating system, screen resolution)
• Usage data (pages visited, features used, time spent)
• IP address and approximate location
• Cookies and similar tracking technologies

Information from Third Parties

• Job listing data from public job board APIs (Greenhouse, Lever, and similar platforms)
• Analytics data from Google Analytics and advertising partners

2. HOW WE USE YOUR INFORMATION

We use the information we collect to:

• Provide and maintain our resume builder and job discovery services
• Generate, format, and export resumes and cover letters
• Display relevant job listings based on your profile and preferences
• Pre-fill job application fields using your stored profile data
• Create and manage your user account
• Send service-related communications (account updates, feature announcements)
• Send promotional emails and SMS messages (with your consent)
• Improve our platform through usage analytics
• Connect recruiters with relevant candidates (for users who opt in)
• Respond to your support requests and inquiries
• Prevent fraud and enforce our terms of service

3. RESUME AND JOB APPLICATION DATA

Your resume data is central to our service. Here is how we handle it:

• Storage: Resume content you create or upload is stored securely on our servers and associated with your account.
• Local storage: Some resume data may be cached in your browser's local storage for performance and offline access. This data remains on your device and can be cleared by you at any time.
• Resume parsing: If you upload an existing resume, we parse it to extract structured data (name, contact info, work history, education, skills) to populate your profile and enable features like job matching and application pre-fill.
• PDF generation: When you export your resume, the PDF is generated in your browser. We do not store exported PDFs unless you explicitly save them to your account.
• Job applications: If you use our platform to prepare job applications, we store the answers and responses you provide so you can track and reference them later.

Your control: You can view, edit, and delete your resume data at any time through your account settings. Deleting your account will remove all associated resume and application data from our servers.

4. THIRD-PARTY SERVICES AND APIS

We integrate with the following third-party services:

• Job board APIs: We retrieve publicly available job listing data from platforms such as Greenhouse and Lever. We do not share your personal data with these platforms unless you explicitly choose to submit an application.
• Google Analytics: We use Google Analytics to understand how users interact with our platform. Google Analytics may collect anonymized usage data, including IP addresses, which are truncated before storage. You can opt out using the Google Analytics Opt-Out Browser Add-on.
• Google AdSense: We display advertisements through Google AdSense, which uses cookies to serve relevant ads based on your browsing activity.
• Email service providers: We use third-party services to send transactional and promotional emails. These providers only process your email address as directed by us.
• SMS service providers: We use third-party services to deliver SMS communications. These providers only process your phone number as directed by us.

All third-party providers are contractually required to handle your data in accordance with this privacy policy and applicable law.

5. EMAIL AND SMS COMMUNICATIONS

Consent: By providing your email address and/or phone number and checking the opt-in checkbox during account registration or through your account settings, you provide express written consent to receive email and SMS communications from SmoothApply. These may include service updates, job alerts, promotional offers, and recruitment-related messages. You may be asked to confirm your consent via a double opt-in email or confirmation text.

What we send: We may send you emails and text messages about new job matches, resume tips, feature updates, and offers from our recruitment partners.

Opting out: You can unsubscribe from email at any time by clicking the unsubscribe link in any email or by visiting smoothapply.com/unsubscribe. For SMS, reply STOP to any message.

Compliance: All email communications comply with the CAN-SPAM Act. All SMS communications comply with the Telephone Consumer Protection Act (TCPA). Message and data rates may apply. We do not sell, rent, or trade your contact information to third parties.

6. COOKIES AND TRACKING

We use cookies and similar technologies to remember your preferences, keep you signed in, understand how you use our platform, and serve relevant advertisements.

Types of cookies we use:

• Essential cookies: Required for the platform to function (authentication, security).
• Analytics cookies: Help us understand usage patterns (Google Analytics).
• Advertising cookies: Used by Google AdSense and advertising partners to serve relevant ads.

We use Google AdSense Advertising on our website. Google, as a third-party vendor, uses cookies (including the DART cookie) to serve ads. You may opt out through Google Ad Settings or the Network Advertising Initiative opt-out page.

We have implemented Google Remarketing, Display Network Impression Reporting, and Demographics and Interests Reporting. You can manage your preferences through your browser settings or Google Ad Settings.

7. DATA SECURITY

We take the security of your data seriously and implement industry-standard measures:

• All data transmitted between your browser and our servers is encrypted using SSL/TLS.
• Passwords are hashed and never stored in plain text.
• Access to user data is restricted to authorized personnel only.
• Our systems are regularly monitored for security vulnerabilities.

While we strive to protect your information, no method of electronic transmission or storage is 100% secure. In the event of a data breach that compromises your personal information, we will notify affected users within 72 hours of discovery via email and, where required by law, report the breach to the appropriate regulatory authorities.

8. DATA RETENTION AND DELETION

We retain your personal information for as long as your account is active or as needed to provide our services:

• Account data: Retained until you delete your account.
• Resume data: Retained until you delete it or close your account.
• Application history: Retained until you delete it or close your account.
• Communications data: Email and SMS opt-in records retained as required by law.
• Analytics data: Aggregated usage data may be retained indefinitely in anonymized form.

Deleting your data: You can delete your resume, application history, and profile data at any time through your account settings. To fully delete your account and all associated data, contact us at [email protected] or use the account deletion option in your settings. We will process deletion requests within 45 days.

We may retain certain information as required by law (e.g., tax records, fraud prevention) even after account deletion.

9. THIRD-PARTY DISCLOSURE

We do not sell your personally identifiable information. We may share your data in the following limited circumstances:

• With your consent: When you opt in to share your profile with recruiters or apply to a job through our platform.
• Service providers: With trusted vendors who assist in operating our platform (hosting, email delivery, SMS delivery, analytics), bound by confidentiality agreements.
• Recruiters: If you opt in to our candidate database, recruiters who post jobs on SmoothApply may view your profile information.
• Legal requirements: When required by law, court order, or governmental regulation.
• Business transfers: In connection with a merger, acquisition, or sale of assets, your data may be transferred to the successor entity.

Third-party links on our website lead to sites with their own privacy policies. We are not responsible for the practices of these external sites.

10. YOUR CALIFORNIA PRIVACY RIGHTS

If you are a California resident, you have rights under the California Consumer Privacy Act (CCPA) and the California Online Privacy Protection Act (CalOPPA):

• Right to know: Request details about the categories and specific pieces of personal information we have collected.
• Right to delete: Request deletion of your personal information, subject to legal exceptions.
• Right to opt out of sale: We do not sell your personal information.
• Right to non-discrimination: We will not discriminate against you for exercising your privacy rights.

To exercise these rights, contact us at [email protected] or visit our California Privacy page. We will respond to verified requests within 45 days.

11. CHILDREN'S PRIVACY

SmoothApply is designed for users who are 18 years of age or older. We do not knowingly collect personal information from children under 13. If we learn that we have collected information from a child under 13, we will delete it promptly. If you believe a child has provided us with personal information, please contact us at [email protected].

12. DO NOT TRACK SIGNALS

We honor Do Not Track (DNT) browser signals. When a DNT signal is detected, we will not plant tracking cookies or use advertising tracking on your session.

13. AI AND AUTOMATED PROCESSING

SmoothApply uses artificial intelligence and automated processing in the following ways:

• Resume parsing: Automated technology extracts structured data from uploaded resumes (e.g., name, work history, skills) to populate your profile and enable job matching.
• Job matching: Algorithms suggest job listings that match your profile, skills, and preferences.
• Application pre-fill: Your stored profile data is used to suggest answers to common application questions. You always review and control what is submitted.

No automated decision-making: We do not use AI or automated processing to make decisions that produce legal or similarly significant effects on you (e.g., hiring decisions, credit determinations). All job applications are submitted by you. If you have concerns about automated processing, contact us at [email protected].

14. DATA LOCATION

Your personal information is processed and stored on servers located in the United States. By using SmoothApply, you consent to the transfer and processing of your data in the United States.

15. CHANGES TO THIS POLICY

We may update this Privacy Policy from time to time. When we make material changes, we will notify you by email and update the "Effective" date at the top of this page. Your continued use of SmoothApply after changes are posted constitutes acceptance.