Privacy Policy

Last updated: May 2026

JobWizard Inc. ("JobWizard," "we," "us," or "our") operates the JobWizard Chrome extension and related services. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our services. Please read this policy carefully. By using JobWizard, you agree to the collection and use of information in accordance with this policy.

1. Information We Collect

Personal Information You Provide

When you create an account, use our services, or contact us, we may collect:

  • Name, email address, and account credentials (managed via Memberstack)
  • Resume content, work history, education, and skills you provide for autofill and AI-assisted features
  • Job preferences and application history
  • Cover letters, responses, and other content generated through our AI features
  • Feedback, support requests, and communications you send to us

Information Collected Automatically

When you use JobWizard, we may automatically collect:

  • Browser type, version, and extension usage patterns
  • Pages visited within the extension and feature interaction data
  • Device information, IP address, and approximate geolocation
  • Error logs and performance diagnostics
  • Referring URLs and timestamps of access

If you connect your Gmail account, additional categories of data are collected and processed as described in Section 9 (Gmail Account Integration).

2. How We Use Your Information

We use the information we collect to:

  • Provide, operate, and maintain our Chrome extension and related services
  • Power AI-assisted features such as autofill, cover letter generation, resume optimization suggestions, and job matching
  • Personalize your experience and improve our services
  • Process your subscription and manage your account
  • Send service-related communications, including updates, security alerts, and support messages
  • Analyze usage trends and diagnose technical issues
  • Comply with legal obligations and enforce our Terms of Service

3. Information Sharing

We do not sell, rent, or trade your personal information. We may share your data only in the following circumstances:

  • Service providers: Trusted third-party vendors who assist in operating our services (e.g., cloud hosting, authentication, analytics), bound by confidentiality obligations
  • AI processing: Your resume and job data may be sent to AI model providers (e.g., OpenAI, Groq) solely to generate responses on your behalf. We do not permit these providers to retain or train on your data
  • Legal requirements: When required by law, subpoena, or to protect the rights, safety, or property of JobWizard or its users
  • Business transfers: In connection with a merger, acquisition, or sale of assets, your data may be transferred as part of that transaction

4. Cookies and Tracking Technologies

We use cookies and similar tracking technologies to enhance your experience:

  • Google Analytics: We use Google Analytics to understand how users interact with our website and extension. Google Analytics may collect information such as your IP address, browser type, and pages visited. You can opt out via the Google Analytics Opt-out Browser Add-on
  • PostHog: We use PostHog for product analytics and session replay to improve user experience and debug issues. PostHog data is processed in accordance with their privacy policy
  • Essential cookies: Required for authentication, session management, and core functionality

You can control cookies through your browser settings. Disabling certain cookies may affect the functionality of our services.

5. Data Retention

We retain your personal information for as long as your account is active or as needed to provide our services. If you delete your account, we will remove your personal data within 30 days, except where retention is required by law or for legitimate business purposes (e.g., fraud prevention, resolving disputes). Anonymized and aggregated data that cannot identify you may be retained indefinitely for analytical purposes.

6. Security

We implement industry-standard security measures to protect your personal information, including encryption in transit (TLS/SSL), encryption at rest, access controls, and regular security audits. However, no method of transmission over the Internet or electronic storage is 100% secure. While we strive to protect your data, we cannot guarantee absolute security.

7. Children's Privacy

JobWizard is not intended for individuals under the age of 18. We do not knowingly collect personal information from children under 18. If we become aware that we have collected data from a child under 18, we will take steps to delete that information promptly. If you believe a child has provided us with personal information, please contact us at support@JobWizard.ai.

8. Your Rights

Depending on your jurisdiction, you may have the following rights regarding your personal information:

  • Access: Request a copy of the personal data we hold about you
  • Correction: Request correction of inaccurate or incomplete data
  • Deletion: Request deletion of your account and associated personal data
  • Data portability: Request a machine-readable copy of your data
  • Opt-out: Opt out of marketing communications at any time

To exercise any of these rights, please contact us at support@JobWizard.ai. We will respond to your request within 30 days.

9. Gmail Account Integration

JobWizard offers an optional feature that lets you connect your Gmail account so we can automatically identify job-related emails (interview invitations, recruiter outreach, offer letters, application rejections), classify them, and reflect their status in your JobWizard dashboard. This section describes exactly what we access, what we do not access, and how you remain in control.

9.1 What We Access

When you grant Gmail access, JobWizard requests thegmail.modifyOAuth scope and theuserinfo.emailscope. We use these scopes solely to:

  • Read message metadata (sender address, subject line, and the first 200 characters of the snippet) for every newly received message, so an on-device classifier can determine whether the message is job-related.
  • Read the full body of a message only after the metadata classifier flags it as job-related (e.g., interview, offer, rejection, recruiter outreach, application acknowledgment).
  • Apply, create, and remove Gmail labels under the "JobWizard/" namespace (for exampleJobWizard/Interview,JobWizard/Offer,JobWizard/Rejection) on the job-related messages we have classified, so that the same classification is visible inside your Gmail client.
  • Verify your email identity so we can correctly associate the connected Gmail account with your JobWizard account and prevent cross-account leakage when a user has multiple Gmail addresses.

9.2 What We Do Not Access

We are explicit about the boundary:

  • We do not read the body of messages that are not job-related.Personal messages, financial statements, newsletters, marketing emails, and other non-job correspondence never have their body content fetched into our systems. Only the metadata used by the classifier is observed, and that metadata is discarded immediately after the classification decision.
  • We do not send, forward, draft, archive, trash, or delete any email on your behalf. Thegmail.modifyscope is used exclusively for adding and removing labels within the "JobWizard/" namespace.
  • We do not modify the original message content, headers, or attachments.
  • We do not access your Gmail contacts, drafts, or settings.

9.3 How We Use Gmail Data

Job-related message data is used exclusively to provide user-facing features of JobWizard:

  • Generating a structured summary (interviewer, role, company, dates, next-step asks) that is shown in your JobWizard dashboard.
  • Advancing your application status (e.g., Applied → Interviewing → Offered) on the dashboard kanban.
  • Matching messages to positions you have previously tracked in JobWizard so the timeline stays in sync.
  • Surfacing reminders and follow-up prompts (e.g., "Reply to recruiter by Friday").

9.4 Limited Use Commitment

JobWizard's use and transfer of information received from Google APIs adheres to the Google API Services User Data Policy, including the Limited Use requirements. Specifically:

  • We do not use Gmail data to train generalized or third-party AI/ML models. Per-message classification and summarization happens at inference time only; we do not retain content for model training, fine-tuning, or evaluation datasets.
  • We do not sell or rent Gmail data to advertisers, data brokers, or any third party.
  • We do not allow humans to read Gmail message content except (a) with your explicit consent (e.g., when you ask our support team to debug a specific issue), (b) for security investigations or to comply with applicable law, or (c) in anonymized and aggregated form for internal operations.
  • We do not transfer Gmail data to third parties except as necessary to deliver the user-facing features described above (e.g., sending a job-related message body to an AI inference provider for classification or summarization, which providers are contractually prohibited from retaining or training on the data).

9.5 Third-Party AI Processing

Job-related message bodies that pass the metadata classifier are sent to AI inference providers (currently OpenAI, Groq, and AWS Bedrock) to generate a structured summary. These providers are bound by their respective enterprise data-processing terms which prohibit training on or retaining customer content. We do not send non-job-related message bodies to any third party.

9.6 Data Retention for Gmail Integration

  • Classifier metadata observations: discarded immediately after the classification decision (held in memory only, not persisted).
  • Structured summaries (extracted fields such as company, role, interviewer, dates): retained for 90 days after the corresponding message is received, then automatically deleted via TTL.
  • Gmail message IDs and label IDs we have applied: retained as long as your account is active to keep your dashboard in sync; deleted within 24 hours after you disconnect Gmail or delete your JobWizard account.
  • OAuth refresh tokens: encrypted at rest, revoked immediately upon disconnect.

9.7 How to Disconnect or Delete Your Data

You can revoke JobWizard's access to your Gmail at any time through two equivalent paths:

  • Inside JobWizard: open your dashboard, navigate to Email Tracker (/dashboard/email), and click Disconnect Gmail.
  • Through your Google account: visit myaccount.google.com/permissions and remove JobWizard's access.

Within 24 hours of disconnection we will:

  • Revoke the OAuth refresh token on our side.
  • Delete all stored Gmail message IDs, label IDs, and structured summaries associated with your account.
  • Stop applying any new JobWizard labels to your Gmail. Labels previously applied remain in your Gmail because they belong to your mailbox; you may delete them yourself from the Gmail labels settings page if you wish.

9.8 Contact

For any questions about Gmail integration, including data deletion requests, please email support@jobwizard.ai with the subject line "Gmail Integration Privacy Request." We respond within 72 hours.

10. California Residents (CCPA)

If you are a California resident, the California Consumer Privacy Act (CCPA) provides you with additional rights regarding your personal information:

  • Right to know: You may request information about the categories and specific pieces of personal data we have collected about you
  • Right to delete: You may request that we delete personal information we have collected from you, subject to certain exceptions
  • Right to opt-out of sale: We do not sell your personal information. If this changes, we will provide a "Do Not Sell My Personal Information" link
  • Non-discrimination: We will not discriminate against you for exercising your CCPA rights

To submit a CCPA request, please email support@JobWizard.ai with the subject line "CCPA Request."

11. Policy Updates

We may update this Privacy Policy from time to time. When we make material changes, we will notify you by posting the updated policy on this page and updating the "Last updated" date above. We encourage you to review this policy periodically. Your continued use of JobWizard after any changes constitutes your acceptance of the updated Privacy Policy.

12. Contact Us

If you have any questions, concerns, or requests regarding this Privacy Policy, please contact us:

JobWizard Inc.

8800 Lombard Place, San Diego, CA 92122, United States

Email: support@JobWizard.ai