Privacy Policy

At ApplyTOP, operated by Taimingu OÜ (the “Company”, “we”, “us”), we take your privacy seriously. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use the ApplyTOP service (the “Service”).

1. Information We Collect

We collect information you provide directly to us when registering for an account, uploading your CV, setting job alert preferences, or contacting support. We also collect information automatically when you use the Service.

Types of information we may collect include:

• Account details: name, email address, password hash
• CV content: uploaded PDF file and parsed text (skills, experience, education, location)
• Job alert preferences: keywords, locations, salary ranges, company size, exclusion filters
• Usage data: saved and ignored jobs, click-through activity, login timestamps
• Payment data: billing information processed by Stripe (we do not store card numbers)
• Device data: IP address, browser type, operating system, push-notification subscription tokens

2. How We Use Your Information

We use the information we collect to:

• Provide, maintain, and improve the Service
• Match fetched jobs against your CV and preferences using AI embeddings
• Deliver job notifications via email and push
• Process subscription payments and manage your account
• Send technical notices, security alerts, and service updates
• Respond to your inquiries and provide customer support
• Detect, investigate, and prevent fraudulent or unauthorized activity

3. Legal Basis (GDPR)

For users in the European Economic Area, we process your personal data based on: (a) your consent, (b) the performance of a contract with you, (c) our legitimate interests in operating and improving the Service, and (d) compliance with legal obligations.

4. Data Retention

We retain your personal information for as long as your account is active or as needed to provide the Service. When you delete your account, we delete or anonymize your personal data, except where retention is required by law (e.g., for tax or accounting purposes).

5. Information Sharing

We do not sell, rent, or trade your personal information. We may share your information only with:

• Service providers acting on our behalf (e.g., Stripe for payments, SparkPost for email, Apify for job sourcing, OpenAI for CV parsing)
• Authorities when required by law or to protect our rights
• A successor entity in the event of a merger, acquisition, or asset sale

6. Third-Party Services

ApplyTOP scans publicly accessible job listings from sources including Greenhouse, Lever, Workday, and company career pages. ApplyTOP is not affiliated with, endorsed by, or connected to LinkedIn Corporation or any other third-party platform. All trademarks are the property of their respective owners.

7. Auto Apply & Browser Extension

ApplyTOP includes two optional application features: Auto Apply, where our servers complete and submit a job application for you, and Assisted Apply, where our Chrome extension fills the application form in your browser and you review and submit it yourself. When you use them, we process additional data needed to complete your applications:

• Application answers: the values entered into application forms (drawn from your CV and profile) and your saved screening answers, such as work authorization, notice period, salary expectation, and earliest start date. You can review, edit, and delete saved answers in your dashboard.
• Per-application email addresses: Auto Apply may submit your application with a unique address on our domain (for example yourname-abc123@user.applytop.com). Employer emails sent to that address, such as confirmations and verification codes, are received by us, linked to your application, and shown in your dashboard inbox.
• Run records: for every Auto Apply run we store a timeline and screenshots of the application pages, so you can audit exactly what was filled and submitted on your behalf.
• Extension page access: the extension runs only on the job-application (ATS) sites listed in its permissions, and only acts when you click Fill. It reads the application form’s structure and sends it with the page URL to our API to compute the values to fill. It does not track your browsing, does not read other sites, and collects nothing in the background.
• Platform accounts: some platforms (for example Workday) require an applicant account. Auto Apply may create one using your per-application email and a generated password, which we store so you can access that account later.
• Data sent to employers: the CV, answers, and profile photo (if you set one) that you apply with are submitted to the employer’s application system, where the employer’s and the platform’s own privacy policies apply.

These features never invent information. If a required question cannot be answered from your CV, profile, or saved answers, the application is paused and the question is saved for you to answer first.

8. Data Security

We implement appropriate technical and organizational measures to protect your personal data, including encrypted storage of credentials, HTTPS transport, and restricted access controls. No system is perfectly secure; in the event of a breach affecting your data, we will notify you and the relevant authorities as required by law.

9. Your Rights

Depending on your jurisdiction, you may have the right to:

• Access the personal data we hold about you
• Correct inaccurate data
• Request deletion of your data
• Object to or restrict processing
• Request data portability
• Withdraw consent at any time

You can manage most of your information directly in your account settings or by contacting us at office@applytop.com.

10. Cookies

We use cookies and similar technologies to keep you signed in, remember preferences, and measure usage. You can control cookies via your browser settings; disabling them may limit certain features of the Service.

11. Children's Privacy

Our Service is not intended for individuals under the age of 16. We do not knowingly collect personal information from children under 16. If we learn we have collected such information, we will delete it promptly.

12. International Transfers

Your data may be processed in countries other than your own. Where required, we rely on appropriate safeguards such as the European Commission's Standard Contractual Clauses to protect your data.

13. Changes to this Policy

We may update this Privacy Policy from time to time. We will notify you of material changes by posting the updated policy on this page and, where appropriate, via email.

14. Data Controller & Contact

Pursuant to Articles 4 and 24 of the GDPR, the Data Controller is: