Privacy Policy for Career AI Bot

Effective Date: August 24, 2025

Last Updated: August 24, 2025

1. Introduction

Welcome to Career AI Bot ("we," "our," or "us"). We are committed to protecting your privacy and handling your personal information with care and transparency. This Privacy Policy explains how we collect, use, store, and protect your personal information when you use our platform, including our web application, Chrome Extension, and AI-powered resume and cover letter services.

By using Career AI Bot, you consent to the practices described in this Privacy Policy.

2. Scope of This Policy

This Privacy Policy applies to:

  • The Career AI Bot web platform (careeraibot.com)
  • The Career AI Bot Chrome Extension
  • All AI-powered services including resume analysis, tailored resume generation, and cover letter creation
  • Any other services or features we may offer

3. Information We Collect

3.1 Personal Information You Provide

Account Information:

  • Name, email address, and password
  • Profile information and professional details
  • Payment information (processed securely through third-party providers)

Resume and Career Documents:

  • Resume files and cover letters in PDF format
  • Personal details including full name, contact information, addresses
  • Employment history, education, skills, and achievements
  • Professional references and contact details
  • Other career-related documents

Job Application Data:

  • Job posts saved through our Chrome Extension
  • Application tracking information
  • Company names, job titles, application dates, and status updates
  • Notes and comments about job applications

3.2 Information Collected Automatically

Usage Data:

  • How you interact with our platform and services
  • Feature usage patterns and preferences
  • Time spent on different sections of the platform

Technical Information:

  • IP address and browser information
  • Device type and operating system
  • Chrome Extension usage data
  • Log files and error reports

3.3 Chrome Extension Data Collection

Our Chrome Extension:

  • Displays your registered email address for account identification
  • Collects job posting details (title, company, URL, description) when you choose to save them
  • Does not store personal information locally on your device
  • Transmits saved job data securely to your Career AI Bot account

4. How We Use Your Information

4.1 Core Service Provision

AI-Powered Resume and Cover Letter Services:

  • Analyzing your resume and cover letter content to provide improvement suggestions
  • Generating tailored resumes and cover letters based on specific job requirements
  • Creating personalized career materials using your professional information
  • Providing career advice and job matching recommendations

Job and Course Tracking:

  • Organizing saved job posts in your personal job tracker
  • Tracking application status and deadlines
  • Managing course progress and completion tracking
  • Providing application analytics and insights

4.2 Platform Improvement

  • Enhancing our AI algorithms and service quality
  • Developing new features and functionality
  • Conducting anonymized usage analytics
  • Improving user experience and platform performance

4.3 Communication

  • Sending service-related notifications and updates
  • Providing customer support and responding to inquiries
  • Sharing important policy changes or security updates

5. AI Processing and Data Use

5.1 Resume and Document Analysis

When you upload resumes or documents:

  • Our AI systems analyze content to understand your professional background
  • We extract relevant information to create tailored career materials
  • Processing includes analyzing skills, experience, education, and achievements
  • AI models may temporarily process your data to generate personalized content

5.2 AI Model Training

  • We do not train AI models using your personal data
  • Your resumes, personal information, and career documents are never used for AI model training
  • We use third-party AI services to process your data for generating personalized content
  • All AI processing is conducted solely to provide you with tailored career services

6. Data Sharing and Disclosure

6.1 We Do Not Sell Your Personal Information

We do not sell, rent, or trade your personal information to third parties for marketing purposes.

6.2 Limited Sharing Circumstances

We may share your information only in the following situations:

Service Providers:

  • Trusted third-party services that help us operate our platform (cloud hosting, payment processing)
  • All service providers are contractually obligated to protect your data

Legal Requirements:

  • When required by law, court order, or government request
  • To protect our rights, property, or safety, or that of our users
  • To prevent fraud or security threats

Business Transfers:

  • In the event of a merger, acquisition, or sale of assets (with user notification)

6.3 Data Processing Locations

Your data may be processed in data centers located in:

  • United States
  • European Union
  • Other secure locations with adequate data protection standards

7. Data Security

7.1 Security Measures

Encryption:

  • All data transmission uses industry-standard HTTPS/TLS encryption
  • Stored data is encrypted both at rest and in transit
  • Database encryption protects your stored documents and personal information

Access Controls:

  • Strict access controls limit who can view your personal information
  • Multi-factor authentication protects sensitive systems
  • Regular security audits and monitoring

Infrastructure Security:

  • Secure cloud infrastructure with enterprise-grade protection
  • Regular security updates and patches
  • Backup systems to prevent data loss

7.2 Data Breach Response

In the unlikely event of a data breach:

  • We will notify affected users within 72 hours
  • Relevant authorities will be notified as required by law
  • We will take immediate steps to contain and remedy the breach

8. Your Privacy Rights

8.1 Access and Control

Data Access:

  • View all personal information we have about you
  • Download copies of your data in portable formats

Data Correction:

  • Update or correct inaccurate personal information
  • Modify your profile and preferences at any time

Data Deletion:

  • Request deletion of your account and associated data
  • Remove specific documents or information from our systems

8.2 Communication Preferences

  • We do not currently send marketing communications or promotional emails
  • Communication is primarily conducted through the platform interface
  • Future email communications, if implemented, will include opt-out options

8.3 Additional Rights

Depending on your location, you may have additional privacy rights under applicable laws. Please contact us at privacy@careeraibot.com to discuss any specific rights or requirements that may apply to you.

9. Data Retention

9.1 Retention Periods

Active Accounts:

  • Data is retained while your account remains active
  • Resume and document data is kept to provide ongoing services

Inactive Accounts:

  • Accounts inactive for 3 years may be scheduled for deletion
  • We will notify you before deleting inactive accounts

Deleted Accounts:

  • Users can delete their account at any time through their account settings
  • Most personal data is deleted within 30 days of account deletion
  • Some data may be retained for legal or security purposes as required by law
  • Anonymized usage data may be retained for analytics purposes

9.2 Backup Data

  • Backup systems may retain data for up to 90 days after deletion
  • Backups are securely stored and automatically purged according to our retention schedule

10. Cookies and Tracking

10.1 Types of Cookies

Essential Cookies:

  • Required for basic platform functionality
  • Authentication and security purposes
  • Cannot be disabled without affecting site operation

Analytics Cookies:

  • Help us understand how users interact with our platform
  • Used to improve user experience and platform performance
  • Can be disabled through cookie preferences

10.2 Third-Party Services

We may use third-party services for:

  • Website analytics (anonymized data only)
  • Payment processing
  • Customer support tools
  • Performance monitoring

11. Children's Privacy

Career AI Bot is not intended for use by children under 13 years of age. We do not knowingly collect personal information from children under 13. If we become aware that we have collected personal information from a child under 13, we will delete such information promptly.

12. International Data Transfers

When transferring data internationally, we ensure:

  • Adequate protection measures are in place
  • Compliance with applicable data protection laws
  • Use of standard contractual clauses or other approved mechanisms

13. Changes to This Privacy Policy

13.1 Updates

We may update this Privacy Policy periodically to reflect:

  • Changes in our practices or services
  • Legal or regulatory requirements
  • User feedback and industry best practices

13.2 Notification

  • Material changes will be communicated via email or platform notification
  • Updated policy will be posted on our website with a new effective date
  • Continued use of our services after changes constitutes acceptance

14. Contact Information

14.1 Privacy Inquiries

For questions about this Privacy Policy or your personal data:

General Support:

support@careeraibot.com

Mailing Address:

Zero to One With AI Inc.
235 Carlaw Ave 5th Floor
Toronto, ON M4M 2S1
Canada

14.2 Data Protection Officer

If you have privacy-related concerns, please contact us at:

Email: support@careeraibot.com

14.3 Response Time

We aim to respond to all privacy-related inquiries within:

  • 30 days for general inquiries
  • 72 hours for urgent security concerns
  • As required by applicable law for formal requests

This Privacy Policy is effective as of the date stated above and governs your use of Career AI Bot services. Please review this policy regularly for any updates.