Privacy Policy

This policy covers the OneOrb website and app, which job seekers use to search for jobs, build and score resumes, practice interviews and apply, including through Auto Apply. In it, “OneOrb”, “we” and “us” mean the company that runs OneOrb, and “you” means the person using it.

We are responsible for the personal information described here. Questions, requests and complaints can be sent to sales@oneorb.ai.

When you create an account we collect your name and email address. If you sign in with Google, Google shares your name, email address and profile picture with us. If you use a password, we keep a salted hash of it rather than the password.

Most of what we hold comes from your resumes. We store the files you upload, including a LinkedIn PDF export if you upload one, and the details we read from them: contact details, work history, education, skills, projects, certifications and publications. We also store the resume versions you create and edit, your profile photo and links, and your job preferences, such as the roles, locations, salary range and work arrangements you are looking for.

For applications, you can save answers to common questions (work authorization, notice period and similar) so they can be reused. Some employers in the United States also ask voluntary equal-opportunity questions about gender, Hispanic or Latino origin, ethnicity, veteran status and disability. You can save answers to these too, but you do not have to. If you leave them blank, nothing is sent. If you fill them in, they are used only to answer the same questions on applications sent through Auto Apply.

As you use OneOrb we record your searches and filters, the jobs you save, the applications you track, your Auto Apply campaigns and a log of each step they take, your notifications, and how much of your plan's monthly allowance you have used.

If you buy a paid plan, Stripe collects your card details. We do not receive your full card number; we keep your plan, its status and the IDs Stripe uses for your customer record and subscription.

Our servers also log technical information such as IP address, browser and device type, and the time of each request. We use these logs to keep the service secure and to investigate errors.

We also run our own usage analytics to learn which pages and features people use. It records the page (not the full address), the button or feature used, the referring website, campaign tags in the link, and whether you are on a phone or a computer. It sets no cookies and stores nothing in your browser. To count unique visitors without identifying them, our server turns your IP address and browser type into an anonymous code using a secret that changes every day; we do not store the IP address, and the code cannot be linked across days. When you are signed in, these events are linked to your account. No third-party analytics service receives this data.

Information from Gmail, if you connect it, is covered separately in section 6.

We use your information to provide the features you use, which means:

• finding jobs and ranking them against your resume and preferences;
• scoring resumes for applicant tracking systems and suggesting changes, which you accept or reject;
• creating tailored and improved versions of your resume, and the PDF and Word files you download;
• answering questions about a specific job in the Job Assistant, such as resume tips, cover letters and application checklists;
• writing interview practice questions from a job posting and giving feedback on your answers;
• filling in and submitting applications for your Auto Apply campaigns;
• sending sign-in links, password resets, account emails and the notifications you have turned on.

We also use it to apply plan limits and handle billing, to prevent fraud and abuse, to fix problems and improve the product, and to meet our legal obligations.

We do not sell personal information, we do not use it for advertising, and we do not use your resumes, Gmail messages or interview answers to train AI models.

OneOrb's AI features run on Google's Gemini API. Each request includes only what that feature needs. Resume scoring and tailoring send your resume text and the job description; the Job Assistant sends your question with the job and the resume you selected; voice interviews stream your audio while the interview is running. Google processes this content to return a result to us and does not use it to train its models.

We do not record voice interviews. The transcript is kept in memory for the length of the session so we can give feedback, and is then discarded.

AI output can be inaccurate. Suggestions are shown to you first, and nothing is sent to an employer without your approval unless you have turned on automatic submission for an Auto Apply campaign.

Auto Apply works only on campaigns you set up, with the resume, search criteria and daily limits you choose. Unless you change the setting, each application is prepared and then held for your approval. If you choose automatic submission, matching applications are submitted without asking you first.

On submission, the employer's application system (for example Greenhouse or Lever) receives what its form asks for. That is usually your name, contact details, resume file and answers, and your equal-opportunity answers if you have saved them. Once the employer has your application, their privacy policy applies to it.

Forms are completed by an automated browser, which may connect through third-party network providers. Some employers send a verification code by email during an application; when that happens we ask you to type the code in. We do not read it from your inbox.

Connecting Gmail is optional and may not be available on every account yet. If you connect your Gmail account, OneOrb requests the following Google permissions and uses them only to provide the job application email features you see in the app:

• Send email on your behalf (gmail.send): to send job application and follow-up emails that you compose or approve in OneOrb, from your own address.
• Read email (gmail.readonly): to detect replies to application emails you sent through OneOrb and show those conversations in your OneOrb inbox. We check the sender and subject of new messages to match them to recruiters you have contacted; we only store the content of conversations linked to your job applications. Other email is not stored.

• Data we access: your Gmail address; the sender and subject of new messages; and, for conversations with recruiters you contacted through OneOrb, the message content, sender and recipient addresses, subject, and dates. We also keep the access tokens Google issues so the connection keeps working.
• How we use it: only to send the emails you ask us to send, show recruiter replies in your OneOrb account, and, when you request it, draft a suggested reply for you to review. We do not create aggregated or anonymized data from your Gmail data.
• AI features: when you ask for a suggested reply, the relevant conversation is processed by our AI provider (Google, through the Gemini API) only to write that draft for you. The provider is not permitted to use it to train or improve its models. OneOrb does not use Gmail data to develop, improve, or train any AI or machine learning model.
• Who we share it with: only the service providers that run OneOrb on our behalf (cloud hosting and AI service providers), who may use it only to provide that service. We do not sell Gmail data or transfer it to advertisers, data brokers, or information resellers, and we do not use it for advertising, to decide creditworthiness or lending, or to build profiles for anyone else. OneOrb staff do not read your Gmail data unless you ask us to, it is needed for security, or the law requires it.
• How we protect it: Gmail data is encrypted in transit and at rest, and your Google access tokens are separately encrypted. Only a small number of authorized staff can access our production systems, and we never write tokens or email content to our logs.
• How long we keep it: only while Gmail is connected. When you disconnect Gmail in Settings or delete your OneOrb account, we immediately revoke our access and delete the stored tokens and conversations. Deleted data may remain in encrypted backups for up to 7 days until they expire.
• Your controls: you can disconnect Gmail at any time in OneOrb Settings, or remove OneOrb's access from your Google Account permissions, which stops access immediately. To have stored data deleted, disconnect in Settings, delete your account, or email sales@oneorb.ai.

OneOrb's use and transfer of information received from Google APIs to any other app will adhere to the Google API Services User Data Policy, including the Limited Use requirements. The use of raw or derived user data received from Google Workspace APIs will adhere to the Google User Data Policy, including the Limited Use requirements.

Employers receive your information when you apply to them, whether you apply through Auto Apply or on their site yourself.

We use a small number of providers to run OneOrb: Amazon Web Services hosts the service, stores resume files and sends our email; Google provides sign-in, the Gemini API and, if you connect it, Gmail access; Stripe handles payments. They process data on our instructions and only to provide their service. When you look up a recruiting contact for a job, we send the company's name or website to Hunter.io, but nothing about you.

We may also disclose information when the law requires it, to protect the rights and safety of our users or others, or as part of a merger, acquisition or sale of our business, in which case this policy continues to apply to it.

We keep your information while your account is open. You can delete individual resumes and versions whenever you like.

You can delete your account from Settings. Doing so cancels any paid subscription, disconnects Gmail, deletes your uploaded files and permanently removes your account data from our database. Copies in backups and server logs are overwritten as they age out. Stripe keeps its own records of past payments, as payment providers are required to.

Connections to OneOrb are encrypted, resume files are kept in private storage and served through short-lived links, passwords are stored only as salted hashes, and access to production systems is limited to staff who need it. No system is completely secure. If you think your account has been misused, contact us at sales@oneorb.ai.

You can see and correct most of your information yourself in your profile, resumes and Settings. From Settings you can also disconnect Gmail, turn off notification emails and delete your account. Every notification email has an unsubscribe link, and you can stop an Auto Apply campaign or clear your equal-opportunity answers at any time.

Depending on where you live, for example in the EU, the UK or California, you may have further rights: to receive a copy of your data, to have it transferred, to object to or restrict certain uses, and to withdraw consent you have given. Email sales@oneorb.ai to use them. We will answer within the time the law allows and will not treat you differently for asking. You can also complain to your local data protection authority.

Where the GDPR or UK GDPR applies, we rely on the following grounds. Running the features you sign up for, such as matching, resume tools and Auto Apply, is necessary to perform our contract with you. Connecting Gmail and saving equal-opportunity answers are based on your consent, which you can withdraw. Security, fraud prevention and product improvement are based on our legitimate interests, weighed against yours. We keep and disclose information where a legal obligation requires it.

Our providers may process information outside your country, including in the United States. Where the law requires it, transfers are covered by safeguards such as the European Commission's Standard Contractual Clauses.

OneOrb is not for anyone under 18, and we do not knowingly collect their information. If you think a child has signed up, tell us and we will delete the account.

When we change this policy we update the date at the top of the page. If a change affects how we use your information in a significant way, we will let you know by email or in the app before it takes effect. Our Cookie Policy and Terms of Service are on separate pages.