Privacy Policy
ApplyHere helps employers receive and organise job applications. When you email a CV to a role on our platform, your information is handled by ApplyHere on behalf of the employer. This page explains what we collect, how we use it, and the controls you have.
Written in plain English — if anything here is unclear, email privacy@applyhere.co.nz.
Who we are
ApplyHere is operated from Aotearoa New Zealand. For every role, the employer is the data controller — they decide whom to hire, whom to reject, and how long to consider you. ApplyHere is the processor — we receive, organise, and retain applications on the employer's behalf.
What we collect
- Your name and email address (from the email you send)
- Any CV, cover letter, or attachments you include
- The message body of your email
- Technical metadata (sender IP, message headers) needed to deliver and verify email
We don't ask you to create an account. We don't track you across the web. We don't sell or share your data with advertisers.
How we use your application
When your application arrives, ApplyHere does three things:
- Confirms we received it cleanly. We extract text from your CV, check attachments opened correctly, and reply to let you know it landed safely. If something didn't come through — an unopenable file, a missing attachment — we tell you so you can resend. We take receipt seriously so your application isn't silently lost.
- Matches against the employer's requirements. Our AI reads the CV and produces a structured summary against the employer's must-haves and nice-to-haves for the role. This is a triage aid for the hiring manager — it doesn't auto-reject anyone. A human at the employer always makes the hiring decision.
- Presents your application to the employer. The employer sees your full CV, email body, attachments, and the AI summary inside their dashboard. They decide whether to shortlist, interview, reject, or hire.
Who else sees your data
We use a small number of service providers to operate the platform:
- Mailgun (United States) — receives the inbound email from you and sends our reply.
- DigitalOcean Spaces (Sydney, Australia) — stores your CV file at rest.
- Anthropic (United States) — processes the CV text for the structured summary. We send only the text content of your application, not stored indefinitely by Anthropic.
Some of this processing happens overseas. Under IPP 12 of the Privacy Act 2020 we ensure these providers are subject to comparable protections and bound by written contracts.
How long we keep your data — 60 days
By default, applications and attachments are automatically deleted 60 days after we receive them. That includes the CV file, the extracted text, the AI summary, and the email body. After deletion, the employer can no longer see your application and we can't recover it.
Employers may ask us to retain specific applications for longer if they're actively in the hiring process with you (e.g. mid-interview). We honour these only for an identified candidate and role — never as blanket retention.
Your rights
You can, at any time:
- Delete your application yourself. Every auto-reply we send includes a personal link — one click removes your CV, email, and AI summary from the platform immediately.
- Withdraw from a role. Reply to our confirmation email with "please withdraw my application" and we'll pass it on to the employer.
- Request a copy of your data. Email privacy@applyhere.co.nz and we'll send you everything we hold about your applications within 20 working days, at no charge.
- Request correction. If something we hold about you is wrong, we'll fix it — or note your requested correction alongside the record.
- Complain. If you're unhappy with how we've handled your information, you can contact us first, and then the Office of the Privacy Commissioner.
Security
Your CV is transmitted over TLS and stored encrypted at rest. Access to the employer dashboard requires a password-protected account and is limited to the employing company. We log access for audit. If a privacy breach happens that could cause serious harm, we'll notify you and the Privacy Commissioner as required by law.
How the AI works — and what it doesn't do
Our AI summary is a tool for the hiring manager, not a judge. It reads your CV against the role's stated requirements and produces three things: a short summary, a list of matches, and a list of gaps. It does not assign you a thumbs-up or thumbs-down. The employer reviews the summary together with your full CV and makes the call.
We don't use protected characteristics (age, ethnicity, disability, etc.) in the scoring prompt. If you believe the AI-generated summary of your CV is inaccurate, reply to our auto-reply with a correction — the employer will see your note alongside the summary.
Changes to this policy
We'll update this page as the product evolves. Material changes — a new processor, a different retention window — will be announced on the homepage and in the next auto-reply you receive.
Contact
Email privacy@applyhere.co.nz for anything on this page. We aim to reply within two working days.