Privacy Policy

This Privacy Policy explains how SwarmHire ("SwarmHire," "we," "us," or "our") collects, uses, discloses, and protects information about you when you use our website and services (collectively, the "Service"). By using the Service, you agree to the practices described in this policy.

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1. Who We Are

SwarmHire is a job-search platform that helps candidates manage their job applications, generate AI-powered cover letters, analyze resumes, and discover relevant job opportunities. We operate at [swarmhire.com] and related domains.

For privacy inquiries, contact us at: swarmhire@gmail.com

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2. Information We Collect

2.1 Information You Provide Directly

Account Information When you register, we collect your email address, full name, and a password. Passwords are never stored in plain text — they are managed by Supabase Auth using industry-standard hashing.

Profile Information You may optionally provide additional information to improve job matching, including:

• Headline, current job title, and location
• Career stage (e.g., new graduate, mid-level, senior)
• Target roles, target industries, and work preferences
• Work authorization status and preferred work modes (remote, hybrid, on-site)
• Salary expectations
• LinkedIn profile URL and personal website URL
• A profile photo

Resumes and Documents You may upload resume files (PDF or DOCX format). We store the original files and extract their text content to enable features such as resume analysis, job matching, and cover letter generation.

Job Application Data As you use the platform, we collect information about the jobs you save, apply to, archive, or dismiss, including any notes, ratings, contact information, and application stage updates you enter.

Cover Letters Cover letters you generate or edit using the Service are stored in your account, including generation history and any refinement prompts you submit.

2.2 Information Collected Automatically

Usage and Analytics Data We use PostHog to collect information about how you interact with the Service, including page views, feature usage events, session metadata, and browser/device information. This data is associated with your user account after you sign in ("identified_only" mode). We may also use Umami or Better Stack for supplementary analytics and browser monitoring.

Log Data Our servers automatically record standard log data when you access the Service, including your IP address, browser type, referring URL, and timestamps.

2.3 Information from Third Parties

If you provide a LinkedIn profile URL or personal website URL, you may initiate a profile import that causes us to fetch and parse publicly available information from those sources to populate your SwarmHire profile.

Job listings displayed in the Service are sourced from Hirebase and from jobs you add yourself (URL or paste). We do not receive personal information about you from Hirebase.

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3. How We Use Your Information

We use the information we collect to:

• Provide and operate the Service — create and maintain your account, display your job matches, store your resumes and cover letters, and track your applications.
• Power AI features — generate cover letters, analyze resume strength, and rank job matches using large language models (Google Gemini) and vector embeddings. Your resume content and job details are sent to these AI systems to produce results. See Section 4 for details.
• Improve the Service — analyze aggregate usage patterns to understand which features are valuable and where improvements are needed.
• Send transactional emails — deliver account-related messages such as welcome emails, account notifications, and product updates via Resend.
• Ensure security and prevent fraud — monitor for abuse, enforce rate limits, and protect the integrity of the Service.
• Comply with legal obligations — respond to lawful requests from public authorities and meet applicable legal requirements.

We do not use your information for automated decision-making that produces legal or similarly significant effects on you without human review.

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4. Third-Party Services and Data Sharing

We share information with the following categories of third parties to operate the Service. We do not sell your personal information to anyone.

We may also disclose your information:

• To comply with applicable law, regulation, or legal process.
• To protect the rights, property, or safety of SwarmHire, our users, or the public.
• In connection with a merger, acquisition, or sale of all or substantially all of our assets, in which case we will provide notice and the successor entity will be bound by this policy or a materially equivalent one.

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5. Data Retention

We retain your account data for as long as your account is active. If you delete your account, we will delete or anonymize your personal information within 30 days, except where we are required to retain it by law or to resolve disputes, enforce agreements, or comply with legal obligations.

Analytics data may be retained in aggregate, anonymized form indefinitely.

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6. Your Rights and Choices

Regardless of where you are located, you have the following rights with respect to your personal information:

• Access: Request a copy of the personal information we hold about you.
• Correction: Request that we correct inaccurate or incomplete information.
• Deletion: Request that we delete your personal information and account. You may also delete your account directly within the app settings.
• Data portability: Request an export of your data in a machine-readable format.
• Opt-out of analytics: You may opt out of PostHog tracking by enabling your browser's "Do Not Track" signal or by using a browser extension that blocks PostHog.

To exercise any of these rights, email us at swarmhire@gmail.com. We will respond within 30 days. We may need to verify your identity before fulfilling your request.

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7. Security

We implement technical and organizational measures designed to protect your information, including:

• Row-level security (RLS) policies on all database tables so users can only access their own data.
• Authentication via Supabase Auth using JWT tokens.
• Encrypted connections (HTTPS/TLS) for all data in transit.
• Restricted access to production systems.

No method of transmission or storage is 100% secure. You are responsible for maintaining the confidentiality of your account credentials.

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8. Children's Privacy

The Service is not directed to individuals under the age of 13. We do not knowingly collect personal information from children under 13. If you believe a child under 13 has provided us personal information, contact us at swarmhire@gmail.com and we will delete it promptly.

Users between the ages of 13 and 18 may use the Service only with the consent of a parent or legal guardian.

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9. Changes to This Policy

We may update this Privacy Policy from time to time. If we make material changes, we will notify you by updating the "Last Updated" date at the top of this page and, where appropriate, by sending an email to the address associated with your account. Your continued use of the Service after changes become effective constitutes your acceptance of the revised policy.

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10. Contact Us

If you have questions or concerns about this Privacy Policy or our data practices, please contact us:

SwarmHire Email: swarmhire@gmail.com

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This Privacy Policy is governed by the laws of the State of Delaware, USA.