Privacy policy

About this document

This document describes the personal data we process in connection with ApplyNow, the reasons for this processing and the rights you have. It is written to be understood without legal training; if in doubt, write to us.

1. Data controller

SyncAI SA, Route de Genève 38, 1033 Cheseaux-sur-Lausanne, Switzerland. Contact: contact@applynow.ch.

We apply the Swiss Federal Act on Data Protection (FADP) and, where it applies, the European General Data Protection Regulation (GDPR).

2. Data we process

Account and identity: your email address, your password (stored in encrypted form by our authentication provider, to which we have no access), your first and last name, your language and the contact details you provide.

Professional profile: your work experience, education, skills, languages, target occupations, region and desired conditions, as well as the content of your curriculum vitae when you upload it.

Documents: the files you upload and the curriculum vitae generated by the service.

Activity in the service: the job postings suggested to you, those you keep or discard, the progress of your applications, as well as the feedback you send us, including the screenshots you voluntarily attach to it.

Technical data: server logs (IP address, timestamp, requests) and, if you consent to it, usage measurement of the interface.

3. Purposes and legal bases

Creating your account and giving you access to the service — performance of the contract.

Computing the scores and suggesting job postings to you — performance of the contract.

Preparing your curriculum vitae and letters using language models — your consent, withdrawable.

Measuring usage of the interface, including session recording — your consent, withdrawable.

Ensuring security, preventing abuse, retaining technical logs — legitimate interest.

Responding to your requests and meeting our legal obligations — performance of the contract or legal obligation.

4. Language models and data transmitted

Certain features transmit part of your data to a language model provider, Google (Gemini). Only what is necessary is transmitted: profile excerpts, the text of your curriculum vitae, text you write.

Our safeguards: we limit the data transmitted to what the feature requires, and part of the processing runs on a model hosted on our own servers, without transmission to a third party. For assisted writing, your name, email address, phone number and postal address are replaced by neutral placeholders before transmission.

You can withdraw this consent at any time from your profile, under Consents.

5. The score is not a decision about you

The score is computed automatically from your profile and the content of the posting. It is used exclusively to rank suggestions: it does not exclude you from any posting, transmits no information to any employer, and you remain free to view and apply wherever you wish. By changing your profile and your preferences, you change what is suggested to you.

6. Recipients and processors

Supabase — database, authentication and document storage — Europe region (Zurich, Switzerland).

PostHog — usage measurement and session recording, subject to your consent — European Union (Frankfurt).

Google (Gemini) — curriculum vitae reading and assisted writing — United States.

Grafana Cloud — monitoring and technical metrics — European Union (Frankfurt).

Hetzner — hosting of the application servers — Finland (European Union).

Within SyncAI SA, access is limited to the people who need it to operate and support the service.

We do not sell your data and do not transmit it to any employer. Our institutional partners — regional employment offices, schools and integration organisations — take out subscriptions to ApplyNow. If you are supported by a partner, your advisor sees your first and last name, email address, phone number, locality, your applications with the company name and their progress, the date of your last activity and the number of your applications for the month. They see neither your login credentials nor the content of your documents.

7. Transfers abroad

Some of the providers mentioned above are established outside Switzerland. These transfers are governed by the mechanisms provided for by law, namely an adequacy decision or standard contractual clauses.

8. Retention periods

Active account: for the entire duration of your use of the service.

Inactivity: your account is anonymised automatically 24 months after your last login.

Requested deletion: processed immediately (section 10).

Record of your consents: kept after account deletion, as proof of what was consented to and on what date, in accordance with our legal obligations.

Technical logs: kept for a maximum of 90 days.

Anonymised statistics: kept without any link to your person.

9. Your rights

Access and copy: an export of your data in JSON format is available from your profile.

Rectification: your information can be edited directly in your profile.

Deletion: a deletion button is available in your profile (section 10).

Withdrawal of consent: profile, under Consents.

Objection and restriction: write to contact@applynow.ch.

We respond within thirty days. You may also contact the Swiss Federal Data Protection and Information Commissioner (FDPIC, Bern) or, if the GDPR applies to your situation, the data protection authority of your country of residence.

10. Effects of deleting your account

Deletion is irreversible and takes effect immediately: the account can no longer log in.

Permanently erased: your complete professional profile (work experience, education, skills and the sources it was built from), the documents you uploaded and the corresponding files, the documents and analyses linked to your postings, your preferences and processing queues, your onboarding progress, your questionnaire answers, as well as the screenshots attached to your feedback.

Kept without personal data: the record of your applications remains, emptied of the content of your curriculum vitae; your identity is erased: email address replaced by a neutral value, first and last name, phone number, postal address and photograph deleted.

Deliberately kept: the record of your consents, without the IP address or the browser: it constitutes the proof of what was consented to, which the law requires us to keep.

Anonymised: usage statistics and your feedback remain, detached from any identifiable person.

The usage measurement data held by our analytics provider is also deleted.

11. Cookies and usage measurement

Necessary for operation, no consent required: your login session and your language choice.

Usage measurement, only with your consent: we measure use of the interface, including through session recording, in which input fields and texts are masked. You can accept or refuse on your first visit, and change this choice at any time from your profile.

We use no advertising cookies and share no data for advertising purposes.

12. Security

Exchanges are encrypted in transit, internal access is restricted to authorised persons, test environments are separated from production and do not contain your data, and access is logged. As no system is infallible, we will inform you in accordance with the law in the event of an incident affecting your data.

13. Changes

This policy carries a version number and an effective date. Any substantial change is announced to you within the service before it takes effect.

14. Contact

contact@applynow.ch. SyncAI SA, Route de Genève 38, 1033 Cheseaux-sur-Lausanne, Switzerland.