Privacy Policy

Last updated: July 16, 2026

This Privacy Policy describes how 1001664848 Ontario Inc., carrying on business as Workhunters ("Workhunters," "we," "us," or "our"), a corporation incorporated in Ontario, Canada, collects, uses, and shares information about you when you use Workhunters (the "Service"). Workhunters acts as your agent to find jobs and apply to them on your behalf. Delivering that service inherently involves processing your personal data: reading and sending email through the application inbox we operate for you, submitting your information to employers, and using your data to run and improve the automated systems that do this work. By creating an account, you agree to the practices described in this policy.

1. Information We Collect

We collect the following categories of information:

  • Account information: Your name, email address, password, phone number, and country of residence when you register.
  • Profile information: Your resume, contact details, education and work history, skills, immigration and work-authorization status per country, job preferences (location type, experience level, employment type, salary expectations, skills, job categories, preferred locations), and application answers.
  • Voluntary self-identification information: If you choose to provide them, equal-opportunity self-identification answers (such as gender, race/ethnicity, veteran status, and disability status). Providing these is entirely optional — the default for each is "decline to answer" — and they are used solely to answer the corresponding questions on employer application forms at your direction.
  • Email content: The full content of email sent to and from the Workhunters application email address we assign to you, including messages employers and their systems send to that address, and attachments. See Section 2.
  • Third-party credentials: Usernames and passwords for job portal accounts we create on your behalf (e.g., Workday, Greenhouse, Lever). See Section 9.
  • Application data: Records of job applications submitted through the Service, including the resumes and answers submitted, application status, outcomes (such as interview invitations or rejections), and timestamps.
  • Automation session recordings: When our automation submits an application for you (or retries a failed one), we record the session: a video, step-by-step screenshots, and an action log of the automated browser completing the application. Because these capture the application being filled in, they can show your profile information as it appears on screen. We use them to verify submissions, investigate and fix failures, and improve the automation (Section 4). Recordings are automatically deleted after at most 90 days, and are deleted when your account is deleted (Section 10).
  • Referral information: If you sign up using another user's referral code, we link your account to theirs to administer the referral program. Your referrer can see only a masked indicator of your progress (such as your initials and reward status) — never your email address or full name.
  • Usage data: Log data, IP addresses, browser type, and your interactions with the Service (such as which recommendations you accept or decline).
  • Cookies and local storage: We use only the browser storage needed to keep you signed in and operate the Service (such as authentication tokens). We do not use advertising trackers or third-party analytics cookies.

2. Your Workhunters Email Address

When you sign up, we assign you a dedicated application email address on the workhunters.org domain (for example, firstname.lastname.1234@workhunters.org). Operating this mailbox for you is a core part of the Service, and you direct us to do the following:

  • Receive and store all mail sent to that address — including mail from employers, applicant tracking systems, and job portals — in our databases and cloud storage.
  • Read, scan, and classify that mail using automated systems, including artificial-intelligence models, in order to sort your inbox, detect application outcomes (such as interview invitations and rejections) and update your application records accordingly, and extract one-time verification codes and magic links needed to complete applications and account creation on job portals.
  • Send email as you from that address, including application-related messages, verification responses, and replies you compose in the Service.

Because employers and their systems write to this mailbox, its contents include correspondence from third parties. All of it is processed as described in this policy. We do not use your Workhunters email address for advertising to you, and we do not read mail in any personal mailbox you own — only the Workhunters-operated address.

3. Automated Application Submission

A core function of the Service is automated job application submission. When an application you queued (or that Autopilot queued for you — see Section 5) is processed, our systems will, acting as your agent and at your direction:

  • Access third-party job portals, creating accounts in your name where needed, using credentials associated with your account.
  • Transmit your profile information, resume (including resumes the Service generates and tailors for a specific job from your profile), and application answers — including any voluntary self-identification answers you provided — to the employer and its applicant tracking system.
  • Handle email verification and one-time codes required by those portals using your Workhunters email address.

Once submitted, your information is held by the employer under its own privacy practices, which we do not control. You are responsible for ensuring the accuracy of all information submitted.

4. How We Use Your Information

We use your information to:

  • Provide and operate the Service, including automated job application submission, operating your Workhunters email address, and managing third-party job portal accounts in your name — these are the Service itself, performed under our contract with you.
  • Generate job recommendations, match scores, and tailored resumes based on your profile, preferences, and application history.
  • Send you service-related communications (verification emails, application status updates, Autopilot summaries, referral reward notifications) to your personal email address. If you enable inbox notifications, this also includes digests of your Workhunters inbox activity and forwarded copies of emails received at your Workhunters address; you can turn these off at any time.
  • Develop, train, and improve the Service and its machine-learning models. Learning from its own operation is how the Service works — the automation cannot improve, and in many cases cannot function, without it — so this processing is part of the Service itself and is not subject to a separate opt-out. What we train on is deliberately narrow:
    • How the automation navigates application forms. Session recordings, screenshots, and step logs of our own automation are used to teach models where to click and how to move through a form — which button, which field, what a page state means. The models learn form-navigation behavior, not your personal details, although screenshots may incidentally show information as it appears on screen during a run.
    • Mail in your Workhunters mailbox, to build and improve the classifiers that sort your inbox, detect application outcomes, and extract verification codes.
    • Job-related profile attributes — your job preferences, education, work history, skills, and the countries and locations you select — to improve job matching and recommendations.
    We never use your voluntary self-identification answers (Section 1) or payment information to train models. Where feasible we use de-identified data for training; data used in de-identified or aggregated form, and models already trained, are not affected by later account deletion (see Section 10).
  • Detect and prevent fraud and abuse, comply with legal obligations, and enforce our Terms of Service.

5. Automated Recommendations, Scoring, and Autopilot

The Service profiles you in order to work for you. Our systems automatically process your profile, preferences, resume, and application history to score and rank jobs, produce recommendations and fit labels, and — if you enable Autopilot — select and queue applications on your behalf without your review of each one. At a high level, this logic compares your skills, experience, preferences, and locations against the requirements and attributes of scraped job postings.

You stay in control of this automated processing:

  • Recommendations are suggestions only — you can decline any of them, and declining costs nothing.
  • Autopilot is off by default and runs only if you affirmatively enable it. You can disable it at any time, and it pauses automatically if too many of its applications fail.
  • You can review everything Autopilot has queued or submitted in your Applications view and cancel queued applications before they are processed.

6. Aggregated and De-Identified Data

We may create aggregated and de-identified data from information about the use of the Service — for example, statistics about labor-market trends, application outcomes, in-demand skills, and salary ranges. We may use, share, license, and commercialize such data for any lawful purpose, subject to these commitments:

  • It will never identify you or any individual user, and we will not attempt to re-identify it (and will contractually prohibit recipients from doing so).
  • Published statistics are subject to a minimum aggregation threshold: we suppress figures derived from fewer than 20 individuals.
  • The de-identification is not reversible by the recipients of such data.

Properly aggregated and de-identified data is not personal information, and this policy does not restrict our use of it.

7. Data Storage, Location, and International Transfers

Your data is stored on Google Cloud Platform infrastructure in the United States, including Cloud SQL (PostgreSQL), Firestore, and Google Cloud Storage. We use Firebase Authentication for account security. Some processing steps — such as running the AI models that read application pages and classify mail — happen transiently on the AI-infrastructure providers described in Section 8 rather than on Google Cloud. If you are located outside the United States (including Canada and Mexico), using the Service transfers your personal data to the United States, where privacy laws may differ from those of your country. By using the Service you consent to this transfer and storage. If we introduce regional data storage in the future, we will update this policy.

8. Data Sharing

We do not sell your personal information. We share your personal data only:

  • With employers when submitting applications on your behalf and at your direction (including via Autopilot, if you enabled it) — this is the core purpose of the Service, with Workhunters acting as your agent. We do not otherwise make your individual profile visible or available to employers or other third parties; if we ever offer an option to do so, it will require your separate, explicit opt-in at that time.
  • With service providers that process data on our behalf under confidentiality obligations: Google Cloud and Firebase (hosting, storage, authentication), Stripe (payment processing — we do not store full payment card details), Resend (email delivery), Cloudflare (email routing for workhunters.org addresses), and specialized AI-infrastructure providers that host the machine-learning models the Service runs on. Data sent to those models — such as the content of application pages, session screenshots, and mail being classified — is processed transiently to perform the task and is not retained by the provider.
  • As required by law in response to valid legal process, or to protect the rights, property, or safety of Workhunters, our users, or others.

Aggregated and de-identified data (Section 6) may additionally be shared and commercialized as described there; it does not identify you.

9. Third-Party Portal Credentials

To apply on your behalf, the Service creates accounts on employer job portals in your name and generates login credentials for them. These credentials are stored encrypted at rest and are used solely to submit and manage applications at your direction. You can view the portals for which credentials exist in your account, request a copy of the credentials, or request their deletion at any time by contacting us. Note that deleting credentials on our side does not delete the account at the third-party portal — that must be requested from the portal directly.

10. Data Retention, Account Deletion, and Hibernation

We retain your account data for as long as your account is active or as needed to provide the Service.

  • Deletion: You can request account deletion in the app. Your account then enters a 30-day pending-deletion period during which all processing on your behalf stops; signing back in during this window cancels the deletion and restores your account. After 30 days, your account and personal data are permanently deleted — including your profile, applications, mailbox contents and attachments, resumes, portal credentials, and automation session recordings.
  • Hibernation: You can instead hibernate your account, which pauses all activity (including Autopilot and application processing) while retaining your data so you can resume later.

Deletion removes your personal data from our systems, with these exceptions:

  • Aggregated and de-identified data already produced (Section 6), which does not identify you.
  • Machine-learning models already trained, where training used de-identified data; models are not re-trained to remove past contributions.
  • Copies in system backups, which are retained for a limited period before being overwritten on a rolling basis.
  • Records we must keep for legal, tax, billing, or fraud-prevention purposes (for example, Stripe payment records).
  • Information already transmitted to employers with your applications, which is held by them under their own policies.

11. Your Rights

Depending on your location, you may have the right to:

  • Access the personal data we hold about you.
  • Correct inaccurate data.
  • Request deletion of your data (account closure, per Section 10). Note that deletion of third-party portal accounts we created must be requested separately from those services.
  • Unsubscribe from non-essential communications from us. (The core processing described in Sections 2 through 4 is integral to operating the Service and does not have a separate opt-out.)
  • Data portability — receive a copy of your data in a machine-readable format.

Account deletion and data export are always available to you regardless of whether you accept any updated terms. To exercise these rights, contact us at privacy@workhunters.net.

12. Security

We implement industry-standard security measures including encryption in transit (TLS) and at rest, encrypted credential storage, access controls, and regular security reviews. However, no system is completely secure. You are responsible for maintaining the confidentiality of your Workhunters account credentials.

13. Children's Privacy

The Service is not directed to individuals under 18 years of age. We do not knowingly collect personal information from minors. If you believe we have inadvertently collected such information, contact us immediately.

14. Changes to This Policy

We may update this Privacy Policy from time to time and keep a dated record of each version. For material changes we will notify you via email or a prominent notice in the Service before they take effect. If a change materially expands how we use your personal data, we will ask you to accept the updated policy before the new use applies to your account, and the new use will not be applied to you until you do. Continued use after other changes become effective constitutes acceptance of the updated policy.

15. Contact and Accountability

We have designated a Privacy Officer who is accountable for our handling of personal information under applicable privacy law. For privacy questions, data requests, or concerns, contact our Privacy Officer at: privacy@workhunters.net

The Service is operated by 1001664848 Ontario Inc., carrying on business as Workhunters, a corporation incorporated in Ontario, Canada.