Privacy Policy

Who we are

HireConcierge is a job-application service operated by MAJOTOAI LLC("we", "us"). It searches job postings for you, tailors your resume and cover letter to each posting, and submits applications on your behalf. Doing that requires handling a meaningful amount of your personal information. This policy explains exactly what we collect, why, who touches it, and what your options are. Questions any time: support@hireconcierge.ai.

What we collect

• Account information. Name, email address, phone number, mailing address, and optionally a LinkedIn URL and profile photo. Employers ask for these on application forms, so we need them to apply for you.
• Resume and employment history. Your uploaded resume (file and extracted text), work history, education, skills, and certifications. This is the core input for tailoring and submitting applications.
• Job preferences. Target roles, salary expectations, locations, remote preferences, and similar settings that steer your job search.
• EEO responses (voluntary). Gender, race/ethnicity, veteran status, disability status, pronouns, work authorization, and visa sponsorship needs. These are used only to fill in the corresponding fields on application forms. Providing them is your choice.
• Application activity. Which jobs were surfaced to you, which applications were submitted, their status, and the answers our automation gave to application questions on your behalf.
• Inbox messages.Each candidate gets a dedicated apply address on our mail-haven.com domain. We receive email sent to that address on your behalf, including employer replies and the verification codes some application systems send mid-application, and we show the human-readable mail to you in your portal inbox. Replies you send from the portal go out through the same address. See "Your candidate mailbox" below.
• Messages you send us. Support tickets and, if you use it, your conversations with Aria, our in-app assistant.
• Payment data. Payments are handled by Stripe. We never see or store your card number; we keep records of what you purchased, the amount, and your credit balance.
• Request telemetry. For reliability monitoring we record the path, status code, and duration of requests to our servers. IDs in URLs are stripped before storage, query strings are never recorded, and these records contain no user identifiers. They are deleted after 7 days.
• Presence heartbeats. While you have the dashboard or mobile app open, it periodically records a "last seen" timestamp so our support team can see whether you are online when helping you.
• Push tokens (mobile app). If you enable notifications in the iOS app, we store the device push token needed to deliver them.

How we use it

We use your data to run the service for you: finding jobs that match your preferences, tailoring your resume and cover letter to each posting, submitting applications, routing employer email back to you, processing your purchases, and providing support. We also use it to keep the service reliable and secure. That is the list. We do not sell your personal data, and we do not use it for third-party advertising.

AI processing

Delivering this service means sending your resume content, job preferences, and job descriptions to AI providers. Specifically: your resume and the job posting text are sent to Anthropic's models to score matches, structure job descriptions, tailor your application materials, and answer application-form questions the way you would. Text derived from job postings and your search is also converted into numerical embeddings via OpenAI to power semantic job matching. These are per-request API calls made to deliver the service to you; under our API agreements with these providers, the data is not used to train their models.

Your candidate mailbox

To keep your personal inbox out of the application process, we assign you a dedicated address like yourname@mail-haven.com. That domain is ours. When an employer or applicant-tracking system emails that address, our systems receive and store the message on your behalf: verification codes are used to complete your applications, and human-readable mail (recruiter replies, interview invitations, rejections) appears in your portal inbox. When you reply from the portal, the mail is sent from that same address. The mailbox is accessible only through the HireConcierge portal; there is no external email client access. You can optionally enable forwarding of this mail to your personal address in settings.

Service providers

We do not run our own data centers or payment rails. These are the third parties that process data for us, and what each one handles:

• Supabase: database, authentication, and file storage (US region). This is where your account, profile, resume files, and messages live. It also sends sign-in and password-reset emails.
• Vercel: hosting for the web application.
• Stripe: payment processing. Your card details go directly to Stripe and never touch our servers.
• Anthropic: AI processing of your resume, preferences, and job descriptions, as described above.
• OpenAI: embedding generation for semantic job matching, as described above.
• Amazon Web Services: email infrastructure for your candidate mailbox (inbound and outbound) and hosting for our automation servers.
• Skyvern: browser automation that fills in and submits applications on employer sites. It receives the profile, resume, and EEO answers needed to complete each form.
• Google Workspace: our business email; operational messages from hello@hireconcierge.ai (for example, a notice that an application failed) are sent through it.
• Resend: delivery of support-ticket notification emails.
• Expo: push notification delivery for the mobile app (together with Apple and Google's notification services), if you enable notifications.
• Telegram: only if you choose to connect Telegram notifications in settings; your handle is shared with Telegram to link the bot.

And, necessarily: when we submit an application for you, the employer and their applicant-tracking system (Workday, Greenhouse, Lever, Ashby, and similar) receive the information a job application contains. That is the point of the service, but it is worth stating: once submitted, that data is governed by the employer's privacy practices, not ours.

What we do not do

• We do not sell your personal data. To anyone.
• We do not run third-party advertising or advertising trackers.
• We do not use third-party analytics SDKs in the web app or the mobile app. The only usage measurement we do is the first-party request telemetry described above, which contains no personal identifiers.
• We do not use your resume or application content to train AI models, and our AI providers do not either under our API agreements with them.

Cookies

We use only essential cookies: keeping you signed in, securing the registration flow, and remembering preferences like your theme. There are no advertising or cross-site tracking cookies, so there is no cookie banner.

Your rights and choices

• Access and correction. Almost everything we hold about you is visible and editable directly in the dashboard: profile, resume, job preferences, EEO responses, and notification settings live under Settings.
• EEO responses. You can edit or clear them in Settings at any time; providing them was optional to begin with.
• Deletion and export. You can download your data and permanently delete your account and its data yourself under Settings (the Danger Zone), after a confirmation step. Prefer that we handle it, email support@hireconcierge.ai from the address on your account and we will action it within 30 days.
• Notifications. Push, email, and Telegram notifications can each be turned off in Settings.

Data retention

We keep your data while your account is active, because the service needs it to work. Request telemetry is deleted after 7 days. After account deletion, we remove your personal data and keep only what we are required to retain for legal and accounting purposes (chiefly billing records), which we delete within 90 days of no longer needing it. One honest caveat: applications already submitted to employers cannot be recalled by us; deleting your HireConcierge account does not delete data employers already hold.

Security

Data is encrypted in transit, stored with per-user access rules enforced at the database level, and access to production systems is limited to the small team that operates the service. No system is perfectly secure, and we will not pretend ours is; if we learn of a breach affecting your data, we will notify you.

Children

HireConcierge is for job seekers aged 18 and over. We do not knowingly collect data from anyone under 18.

Our lawful bases (EEA / UK)

Where the GDPR applies, we rely on these lawful bases to process your data:

• Contract — to give you the account and run the searches, tailoring, and applications you ask for.
• Consent — for optional things you switch on, such as overnight auto-apply; you can withdraw it at any time in the app.
• Legitimate interests — to keep the service secure, prevent abuse, and measure how the product is used (with first-party, cookieless analytics), balanced against your rights.

Additional rights (EEA, UK, and similar laws)

On top of the choices above, and depending on where you live (including under the UK/EU GDPR), you have the right to:

• access the personal data we hold about you;
• correct data that is wrong or incomplete (rectification);
• delete your account and data (erasure);
• receive a copy in a portable, machine-readable format;
• object to or restrict certain processing;
• withdraw consent at any time, without affecting processing that already happened.

You can delete your account and data yourself from Settings, or exercise any of these rights by emailing support@hireconcierge.ai. You also have the right to complain to your local data protection authority (in the EU, your national supervisory authority; in the UK, the ICO).

International data transfers

HireConcierge is operated from the United States, and our providers may process data in the US. Where data is transferred out of the UK/EEA, we rely on appropriate safeguards such as the EU Standard Contractual Clauses, and, where applicable, the EU-US Data Privacy Framework, to protect it.

Who processes data for us (sub-processors)

We do not sell your data. We use a limited set of vetted providers who process it only on our instructions:

• Supabase — database and authentication.
• Vercel — application hosting.
• Stripe — payments (we never see your full card number).
• Anthropic — the AI that scores matches, tailors your documents, and powers Aria.
• Email & automation providers — to send notifications and to submit applications on your behalf on employer hiring systems, at your direction.

Changes to this policy

When we change this policy, the effective date at the top changes with it. If a change meaningfully expands what we collect or who we share it with, we will tell you in the app or by email rather than relying on you to re-read this page.

Contact

Privacy questions, data requests, or anything this page did not answer: support@hireconcierge.ai. MAJOTOAI LLC, United States.