Terms of Service & Privacy Policy
applyrole
Last updated: 2025-01 · Effective immediately upon acceptance
Contents
1. Who we are
applyrole operates applyrole ("the Platform"), accessible at https://applyrole.com.
We act as the Data Controller for personal data collected through the Platform under the UK General Data Protection Regulation (UK GDPR) and the EU General Data Protection Regulation (EU GDPR 2016/679), and the Data Protection Act 2018.
2. Data we collect
| Category | Examples | When collected |
|---|---|---|
| Identity data | Name, email address, username, password hash | Registration |
| Profile data | Headline, bio, skills, work preferences, experience, salary expectations | Onboarding |
| CV/resume data | Text or uploaded CV content submitted to CV Coach | CV Coach use |
| Application data | Cover notes, salary expectations, application status | Job applications |
| Employer data | Company name, website, team members, job listings | Employer onboarding |
| Usage data | Pages visited, job clicks, search queries, feature interactions | Automatically |
| Technical data | IP address, browser type, device type, timezone | Automatically |
| Payment data | Billing name, country, last 4 digits of card (via Stripe) | Subscription purchase |
| Communications | Messages sent between users, support emails | Platform use |
| Consent records | Version accepted, timestamp, IP address | Terms acceptance |
3. How we use your data
4. Legal basis for processing (GDPR)
| Processing activity | Legal basis |
|---|---|
| Account creation and core service | Contract — necessary to perform the service you signed up for. |
| Billing and payments | Contract — necessary to fulfil your subscription. |
| Consent records | Legal obligation — we must demonstrate consent was given. |
| AI feature processing (Career/CV) | Consent — you opt in when using these features. |
| Marketing emails | Consent — explicit opt-in required; you may withdraw at any time. |
| Fraud detection and security | Legitimate interest — protecting the integrity of the Platform. |
| Analytics (aggregated) | Legitimate interest — improving the Platform. |
| Legal compliance | Legal obligation — responding to lawful authority requests. |
5. Data retention
| Data type | Retention period |
|---|---|
| Active account data | Held for the lifetime of your account. |
| Account data after deletion | Deleted immediately (with exceptions noted below). |
| Anonymised application records | Retained indefinitely (employer pipeline integrity). |
| Anonymised approved reviews | Retained indefinitely (company review integrity). |
| Audit logs | 7 years (legal / compliance requirement). |
| Billing and invoice records | 7 years (financial / tax requirement). |
| Consent records | 7 years from the date of acceptance. |
| CV Coach session content | Deleted when you delete your account. |
| Career Explorer sessions | Deleted when you delete your account. |
| AI provider logs (Anthropic) | Per Anthropic's data retention policy (currently 30 days for API calls). |
| Stripe payment records | Per Stripe's retention policy (varies by jurisdiction, typically 7 years). |
| Server / access logs | 90 days. |
6. Third-party processors
Stripe, Inc.
📍 USA (EU-US Data Privacy Framework)Purpose: Payment processing, subscription management, invoice generation.
Data shared: Name, email, billing address, payment method details (tokenised), subscription status.
Privacy policy →Anthropic, PBC
📍 USAPurpose: AI-powered features: Career Explorer chatbot, CV Coach analysis.
Data shared: CV text or career session messages you submit to these features. No account-identifying information beyond session context.
Privacy policy →Web hosting provider
📍 Dependent on your hosting configuration.Purpose: Platform infrastructure, database hosting, server operation.
Data shared: All platform data stored on servers operated by our hosting provider.
Refer to your hosting provider's privacy policy.Email delivery provider
📍 Dependent on WordPress mail configuration (e.g. SMTP provider).Purpose: Transactional email delivery (application updates, interview reminders).
Data shared: Recipient email address, email subject and body.
Refer to your SMTP provider's privacy policy.8. Your rights
Under UK/EU GDPR you have the following rights in relation to your personal data. To exercise any right, contact us at privacy@example.com . We will respond within 30 days.
Right of access (Article 15)
You may request a copy of all personal data we hold about you. We will provide this within 30 days in a machine-readable format.
Right to rectification (Article 16)
You may correct inaccurate personal data at any time via your account settings. For data not accessible via settings, contact us.
Right to erasure / "right to be forgotten" (Article 17)
You may delete your account and all associated data via the Delete Account page. Some data is retained for legal compliance as described in section 5.
Right to data portability (Article 20)
You may request an export of your personal data in JSON format via Settings → GDPR → Export my data.
Right to restriction (Article 18)
You may request that we restrict processing of your data while a dispute about accuracy or lawfulness is resolved.
Right to object (Article 21)
You may object to processing based on legitimate interests (e.g. analytics). We will cease processing unless we have compelling grounds.
Rights related to automated decision-making (Article 22)
Our match scoring and job recommendations use automated processing. You may request human review of any automated decision that significantly affects you.
Right to withdraw consent (Article 7)
Where processing is based on consent (e.g. AI features, marketing), you may withdraw consent at any time without affecting prior lawful processing.
9. Children's privacy
The Platform is not directed at anyone under the age of 18. We do not knowingly collect personal data from anyone under 18. If you believe a minor has created an account, please contact us immediately at privacy@example.com and we will delete the account and all associated data.
10. International data transfers
Some of our third-party processors are based in the United States. Where we transfer personal data outside the UK or EEA, we ensure appropriate safeguards are in place:
- → Stripe: transfers under the EU-US Data Privacy Framework and Standard Contractual Clauses.
- → Anthropic: transfers under Standard Contractual Clauses (SCCs). Data sent to the AI is limited to the content of your Career Explorer and CV Coach sessions.
You may request copies of the safeguards we have in place by contacting us at privacy@example.com .
11. Changes to this policy
We may update this policy from time to time. When we make material changes, we will:
- → Update the version number at the top of this page.
- → Send an in-app notification to all active users.
- → Re-present the acceptance gate on your next login if the version has changed.
Continued use of the Platform after the effective date of a policy update constitutes acceptance of the updated terms.
12. Terms of service
12.1 Acceptable use
You agree not to use the Platform to:
- ✕ Post false, misleading, or fraudulent job listings.
- ✕ Submit fake applications or create fake employer profiles.
- ✕ Scrape, crawl, or extract data from the Platform by automated means without written permission.
- ✕ Harass, abuse, or discriminate against other users.
- ✕ Circumvent rate limits, security measures, or access controls.
- ✕ Use AI-generated profiles or applications to misrepresent yourself.
- ✕ Violate any applicable law, including employment law and anti-discrimination law.
12.2 Account responsibility
You are responsible for maintaining the confidentiality of your account credentials. You must notify us immediately of any unauthorised use of your account. We are not liable for losses arising from unauthorised use of your credentials.
12.3 Platform availability
We aim for high availability but do not guarantee uninterrupted access. Scheduled maintenance will be communicated in advance where possible. We are not liable for losses arising from Platform downtime.
12.4 Limitation of liability
To the maximum extent permitted by law, applyrole is not liable for:
- → The accuracy of job listings posted by employers.
- → Employment decisions made by employers using the Platform.
- → The accuracy of AI-generated career advice or CV feedback.
- → Indirect, consequential, or special damages of any kind.
12.5 Intellectual property
All Platform code, design, and content (excluding user-submitted content) is the intellectual property of applyrole. You retain ownership of content you submit (CVs, cover notes, job descriptions) but grant us a non-exclusive licence to process it for the purposes described in this policy.
12.6 Governing law
These terms are governed by the laws of England and Wales. Any disputes shall be subject to the exclusive jurisdiction of the courts of England and Wales, unless mandatory consumer law in your country of residence requires otherwise.
12.7 Termination
We reserve the right to suspend or terminate accounts that violate these terms, with or without notice. You may terminate your account at any time via the Delete Account page. Upon termination, your licence to use the Platform ceases immediately.
12.8 Subscriptions and refunds
Paid subscriptions are billed monthly in advance. We offer a 14-day money-back guarantee for new subscriptions. After 14 days, no partial refunds are issued for unused time. Cancellations take effect at the end of the current billing period. Deleting your account does not automatically issue a refund — contact us to request one within the 14-day window.
13. Contact & Data Protection Officer
For any questions about this policy, to exercise your rights, or to make a data protection complaint, contact our Data Protection Officer:
applyrole
Email: privacy@example.com
We aim to respond to all data protection queries within 30 days. If you are not satisfied with our response, you may escalate to the ICO (UK) or your local supervisory authority (EU).