Privacy Policy

1. Who we are

HireLoop is an AI-powered job application service operated by [Your Legal Business Name], based in Houston, Texas, USA. When this policy refers to "we," "us," or "HireLoop," we mean the operating entity. When it refers to "you" or "your," we mean the customer using HireLoop's services.

Our website is gethireloop.com. Our contact email is support@gethireloop.com.

2. What we collect

We collect the minimum information needed to deliver our service. Specifically:

Information you provide directly

• Name and email address (when you purchase a package via Stripe)
• Phone number (so we can text you for verification codes during application windows)
• Your resume (uploaded as a PDF or Word document during intake)
• Target role information (titles, salary range, location preferences, dream companies, companies to avoid)
• Optional context (anything you want emphasized about your background, career pivots, gaps)
• Job platform credentials (only when you choose to share them, only for platforms like LinkedIn, Indeed, Glassdoor, and only via a secure 1Password vault)

Information collected automatically

• Basic website analytics (page visits, referral sources, browser type) via standard, privacy-respecting tools. We do not use Facebook Pixel or Google Analytics.
• Email engagement data (whether you opened delivery digests, clicked tracker links)

Information from third parties

• Payment confirmation from Stripe (we receive the fact of payment, the amount, and your email; we never see or store your full card number)

3. How we use your information

Every piece of data we collect serves a specific purpose tied to delivering your applications:

• Your resume and intake form are used to source roles that match your goals, then to tailor a custom resume and cover letter for each application
• Your contact information is used to send delivery updates, scheduling confirmations, and verification code requests during application windows
• Your platform credentials (when shared) are used solely to submit applications on your behalf during scheduled batches, never for any other purpose
• Your application history is stored so you can see status updates in your delivery tracker
• Aggregated, anonymized data (no names attached) may be used to improve our matching accuracy and service quality

4. What we don't do

• We never request, access, or store the password to your personal email account
• We never sell your data to advertisers, recruiters, or third parties
• We never use your resume content to train external AI models
• We never share your identity in marketing materials, testimonials, or case studies without your written consent (anonymized outcome data, like "a senior PM landed three interviews," may be shared without consent)
• We never publish your job search activity, applied roles, or interview status anywhere public
• We never send marketing emails on your behalf or use your accounts for anything other than submitting applications
• We never accept connection requests, message recruiters, or otherwise act in your accounts beyond submitting applications you've authorized

5. Third-party tools we use

HireLoop runs on a handful of trusted, industry-standard services. Each one handles a specific piece of the operation, and each has its own privacy practices we encourage you to review:

• Stripe — payment processing. Stripe's privacy policy
• Tally — intake form responses. Tally's privacy policy
• Notion — internal customer records and application tracker. Notion's privacy policy
• 1Password — secure credential sharing for job platforms. 1Password's privacy policy
• DocuSign / PandaDoc — Service Authorization Agreement signing. DocuSign's privacy policy
• Google Workspace — email correspondence. Google's privacy policy
• Anthropic — the AI engine that generates tailored resumes and cover letters. Anthropic's privacy policy
• Netlify — website hosting. Netlify's privacy policy
• Resend — transactional email delivery. Resend's privacy policy

If we add or change tools materially, we'll update this list and notify you of significant changes.

6. How we handle login credentials

For some applications, we may need access to your job platform accounts (LinkedIn, Indeed, Glassdoor, or similar) to submit on your behalf. Here's exactly how this works:

• You share credentials only through a secure 1Password vault we set up for you, never via email, text, or chat
• We use credentials only to submit applications during scheduled application windows you've agreed to in advance
• We never store or duplicate your credentials outside of the 1Password vault
• You retain control of the vault and can revoke access at any time
• At delivery completion, you should rotate any shared passwords as a security best practice (we'll remind you)

7. How we use AI to generate your applications

HireLoop uses Anthropic's Claude API to generate tailored resumes and cover letters. Here's what this means for your data:

• When we generate an application, we send your resume and the relevant job description to Claude. The AI returns a tailored resume and cover letter.
• Anthropic's enterprise API does not train models on customer inputs by default, meaning your resume content does not become training data for future AI models.
• We never use generative AI to invent skills, experiences, certifications, or accomplishments you don't have. The AI rewrites the language of your real experience to match each job description.
• Every generated application is reviewed for quality before submission.
• If you have specific concerns about AI processing of your data, contact us and we'll discuss options.

8. How your data is secured

We use industry-standard security practices to protect your data:

• All data transmitted between you and HireLoop uses TLS encryption (HTTPS)
• Sensitive credentials are stored only in 1Password Business, which uses end-to-end encryption
• Internal access to customer data is limited to authorized team members on a need-to-know basis
• Employees and contractors with data access sign confidentiality agreements
• We use two-factor authentication on all accounts that touch customer data

No system is 100% secure, but we treat the data you trust us with seriously. If a breach occurs that affects your information, we will notify you promptly and explain what happened.

9. How long we keep your data

We keep your data only as long as needed to provide the service and meet legal obligations:

• Active customer data (resume, intake responses, application history): kept for the duration of your active engagement plus 12 months for support and outcome tracking
• Payment records: kept for 7 years to meet tax and accounting requirements
• Email correspondence: kept for 24 months unless you request earlier deletion
• Anonymized analytics: kept indefinitely (cannot be tied back to you)

You can request deletion of your data at any time by emailing support@gethireloop.com. We'll honor the request within 30 days, except where retention is required by law.

10. Your rights and choices

You have the right to:

• Access a copy of all data we hold about you
• Correct any information that's inaccurate or incomplete
• Delete your data (with limited exceptions for legal/tax obligations)
• Export your data in a machine-readable format
• Withdraw consent for data processing at any time (though this may end the service)
• Object to specific uses of your data
• Lodge a complaint with a data protection authority if you believe we've violated your privacy rights

If you're a California resident, you have additional rights under the CCPA, including the right to know what personal information has been collected about you. To exercise any of these rights, email support@gethireloop.com.

11. Cookies and tracking

HireLoop uses minimal cookies, only what's necessary to operate the website and remember your preferences. We do not use behavioral advertising cookies, Facebook Pixel, or Google Analytics.

The cookies we may use include:

• Session cookies (to keep you logged in if you have a customer portal account)
• Preference cookies (to remember your settings, like dark mode)
• Stripe session cookies (during checkout, set by Stripe directly)

You can disable cookies in your browser settings, though this may affect how the site functions.

12. Use by minors

HireLoop is intended for adult job seekers (18 years and older). We do not knowingly collect data from anyone under 18. If you believe a minor has provided us information, contact us and we'll delete it.

13. Changes to this policy

We may update this privacy policy as our services evolve. When we make material changes, we'll:

• Update the "Last updated" date at the top of this page
• Email active customers about significant changes
• Give you a chance to review and respond before changes affect your data

Continued use of HireLoop after changes take effect means you accept the updated policy. If you don't agree, you can request deletion of your data and stop using the service.

14. How to contact us

For any privacy questions, data requests, or concerns, reach out: