Privacy Policy
Last updated: November 13, 2026
RapidCandidate is a job application copilot made up of a website (rapidcandidate.com) and a Chrome extension. It is operated by Zach Barnes LLC, a Colorado limited liability company ("we", "us"). This policy explains what information we collect, how we use it, who we share it with, and the choices you have.
The short version
- We collect what you give us (your account, resume and job preferences) and the job postings you apply to, so we can write your application documents and fill in application forms for you.
- Your resume, the job description and the application questions are sent to our AI provider, OpenAI, to generate documents and answers.
- We don't sell your information, we don't show ads, and we don't use tracking or analytics tools. We only send marketing email if you opt in.
- The extension never reads your job site passwords, and it never submits an application for you. You review and submit each one yourself.
- You can ask us to access, export or delete your information at any time by emailing support@rapidcandidate.com.
Information we collect
Account information
Your email address and password (stored only as a salted hash, never in readable form), and your phone number if you verify one.
Resume and profile
The resume file you upload and the profile built from it: your name, contact details (email, phone, address, website and links), work history, education, projects, skills, certifications, languages, volunteer work, awards and summary. You can review and edit your profile on your dashboard.
Application answers
Common application answers such as work authorization, whether you need visa sponsorship, willingness to relocate and whether you are 18 or older.
Optional self-identification information
Many employers ask voluntary equal-opportunity questions. If you choose to, you can save answers about your gender, race or ethnicity, Hispanic/Latino identity, veteran status and disability status so we can answer those questions the way you want. This is entirely optional; you can choose "decline to answer" or leave it blank. We use it only to answer those questions on applications you confirm, and you can change or remove it at any time in your preferences.
Applications
- Job postings you open through the extension: title, company, description, location, salary, requirements and application questions. This is public posting information and is stored once per job and shared across users, so a job only needs to be processed once. We also record which version of a posting you saw, to keep job details accurate.
- The documents and answers we generate for you (resumes, cover letters and answers to application questions), the edits you make to them, and a match score between your resume and the job.
- Which jobs you applied to or skipped, and why a job was skipped.
Newsletter
If you subscribe to our newsletter, with or without an account, we keep your email address, where you signed up, and when you subscribed, confirmed and unsubscribed. We send a confirmation email first and only add you once you confirm. We use this only to send the newsletter, and every newsletter has an unsubscribe link.
Payment information
Payments are handled by Stripe. We never see or store your card number. Stripe gives us your customer and subscription identifiers, your plan, payment amounts and dates, and refund status.
Technical information
Like most online services, our servers record basic request information such as your IP address, the time of the request and whether it succeeded. We use this for security, abuse prevention and fixing problems.
When something breaks on our servers, on the website or in the extension, an error report is sent to our error monitoring provider, Sentry. A report contains the error message and where in our code it happened, the page or feature involved, your browser and operating system, the extension version and your account ID. It does not include your resume, profile, answers, documents, form contents, passwords or email address, and Sentry is set not to store IP addresses. We use error reports only to find and fix problems.
What we don't collect
- Your passwords, cookies or login sessions for job sites.
- Your browsing history or activity on sites other than the job pages the extension works on.
- Analytics, advertising or tracking data. Our website does not use analytics or advertising tools.
The Chrome extension
- The extension only runs on the job and application pages of supported job sites (currently Indeed in the United States). There it reads the job posting and the application form you are working on.
- Before filling in any page it shows you what it will enter, and it only fills the page after you confirm. You review and submit each application yourself.
- On your device it stores your login token, your autofill settings, the last 20 jobs you viewed that can be autofilled (so it can offer to autofill when you click Apply) and, while an application is in progress, that application's documents and answers. Application data is removed when the application finishes, and everything the extension stores is cleared when you sign out.
- If the extension hits an error, it sends an error report as described under Technical information. Error reports never include the content of the job pages you visit or anything you enter in application forms.
The use of information received from Google APIs and the Chrome extension platform adheres to the Chrome Web Store User Data Policy, including the Limited Use requirements. We use the information the extension handles only to provide and improve its job application features. We do not sell it, use it for advertising, use it to determine credit worthiness or for lending, or allow humans to read it except with your permission, for security or legal reasons, or when it is aggregated and anonymized.
How we use your information
- To provide the service: parse your resume, generate application documents and answers, and fill in application forms you confirm.
- To run your account, process payments and manage your points.
- To verify your phone number, which unlocks free starter credits and helps stop the same person claiming them more than once.
- To send account emails such as password resets.
- To send product updates and offers, only if you opt in. Every marketing email has an unsubscribe link.
- To keep the service secure, prevent abuse and fraud, fix problems and improve features.
- To provide support when you contact us.
- To comply with legal obligations.
Improving our AI
We may use your information, with your name and contact details removed, to improve our features, including training or tuning our own AI models. We never use your self-identification answers for this, and we don't let other companies train their models on your information. You can opt out at any time by emailing support@rapidcandidate.com.
AI processing
We use OpenAI's API to parse resumes, summarize job descriptions, generate resumes, cover letters and answers, and score how well your resume matches a job. Depending on the feature, what we send can include your resume and profile (including your contact details), the job description and application questions, your application answers, and, when an application asks equal-opportunity questions, the self-identification answers you saved. Under OpenAI's API terms, data sent through the API is not used to train its models, and OpenAI may keep it for a limited period for abuse monitoring.
AI-generated content can contain mistakes. You can review and edit documents and answers before they are used, and you are responsible for what you submit.
Who we share information with
We share information only as described here or with your consent. We do not sell your personal information or share it for targeted advertising.
Service providers
| Provider | Purpose | Information |
|---|---|---|
| OpenAI | AI document and answer generation | As described under AI processing |
| Google Cloud | Hosting and server logs | All service data, processed on our behalf |
| Cockroach Labs | Database hosting | All stored service data |
| Stripe | Payments and subscriptions | Email, account ID, payment details you give Stripe |
| Twilio | Phone verification | Phone number |
| Resend | Account emails | Email address and email content |
| Sentry | Error monitoring | Error reports, as described under Technical information |
Job sites and employers
When you submit an application, the information in it, such as your resume, cover letter and answers, goes to the job site (for example Indeed) and the employer. Their own privacy policies apply to it from then on. RapidCandidate is not affiliated with or endorsed by any job site, including Indeed.
Legal and business reasons
We may disclose information if required by law or to protect the rights, safety and security of our users, us or others. If our business is sold or merged, your information may be transferred as part of that transaction, and this policy will continue to apply to it.
Cookies and local storage
Our website uses one essential cookie, sc-auth, to keep you signed in. It lasts 1 day, or 30 days if you choose "Remember me", and is removed when you log out. We do not use analytics, advertising or tracking cookies. The extension stores data on your device as described above.
How long we keep information
- Account, profile, preference and application data: while your account is open. When you ask us to delete your account, we delete it within 30 days.
- Records of our AI requests: 14 days.
- Newsletter: until you unsubscribe. After that we keep only a record that you unsubscribed, so we don't email you again.
- Server logs: up to 30 days.
- Error reports: up to 90 days.
- Database backups may hold deleted data for a short period until they are replaced.
After you delete your account we keep only:
- billing records, as required for tax and accounting;
- a one-way hash of your verified phone number, which cannot be turned back into the number, so the free starter credits can't be claimed again;
- public job posting information, which isn't personal information.
Your rights and choices
You can:
- see and correct your profile and preferences on your dashboard;
- remove your optional self-identification answers at any time;
- ask for a copy of your information, ask us to correct or delete it, or object to how we use it, including opting out of its use to improve our AI.
Email support@rapidcandidate.com to make a request. We will respond within 30 days and may need to confirm your identity first. We won't treat you differently for exercising your rights.
If you are in the European Economic Area or the United Kingdom, you also have the right to restrict processing, to data portability, and to complain to your local data protection authority.
Legal bases (EEA and UK)
- Contract: to provide the service you signed up for.
- Legitimate interests: security, preventing abuse and fraud, and improving the service, including our AI (with contact details removed).
- Consent: your optional self-identification answers, which you give by choosing to save them and can withdraw at any time by removing them, and marketing emails, which you can unsubscribe from at any time.
- Legal obligation: keeping billing records.
International transfers
We are based in the United States, and our service providers store and process information in the United States. If you use RapidCandidate from outside the US, your information is transferred to the US. Where required, we rely on safeguards such as the European Commission's Standard Contractual Clauses in our providers' data processing terms.
Security
We protect your information with encryption in transit, hashed passwords and access controls, and we limit what we log. No system is perfectly secure, so we can't guarantee absolute security.
Children
RapidCandidate is not intended for anyone under 16, and we don't knowingly collect information from them. If you believe someone under 16 has given us information, contact us and we will delete it.
Changes to this policy
We may update this policy. If we make significant changes, we'll tell you by email or on the website before they take effect. The date at the top shows when it was last updated.
Contact
Zach Barnes LLC
Colorado, United States
support@rapidcandidate.com