Last Updated: 2024-10-23

This Privacy Policy outlines how we collect, use, disclose, and safeguard your personal information when you use our website and services.

This Privacy Policy applies to JobCopilot, a service operated by Nextwave Labs Pte Ltd, registered in Singapore with registered office at 100 Peck Seah Street, #08-14 PS100, Singapore 079333. For the purposes of data protection law, Nextwave Labs Pte Ltd is the data controller.

By using our services, you agree to the collection and use of information in accordance with this Privacy Policy. If you have any questions, feel free to contact us at contact [at] jobcopilot [com].

1. Information We Collect

We collect and process various types of personal information, including:

• Personal Data: Name, email address, contact details, CV, job application details, and any other information you voluntarily provide during registration and job applications.
• Usage Data: Information on how you use our website, including your IP address, browser type, device information, and interaction with our platform.
• Cookies and Tracking Data: We use cookies and similar tracking technologies to monitor activity on our website and improve user experience.

Optional Personal Information
JobCopilot allows you to optionally provide additional personal information, including date of birth, ethnicity, gender, and sexual orientation, to complete optional fields on job application forms. Providing this information is entirely voluntary, and you may choose not to provide it without affecting your use of our services. Any sensitive personal data you submit will be processed only based on your explicit consent, used solely to populate application forms and will be protected with appropriate security measures. You have the right to withdraw your consent or request deletion of this information at any time by contacting us at contact[at]jobcopilot[dot]com.

2. How We Use Your Information

We process your personal data only when necessary to provide our services or when we have a legitimate interest in doing so. These purposes include:

• Searching for jobs that match your requirements and profile
• Filling-in job applications and submitting job applications
• Enhancing and personalizing your experience on our platform
• Communicating with you about your account or our services
• Fulfilling legal obligations, such as fraud prevention or compliance with applicable laws
• Improving and developing new features of our platform

If you activate the “job match” on step 2 of your copilot configuration, then your copilot will only search for jobs where you meet at least half of the key requirements – based on your experience, skills and education. You can turn this feature on or off.

If you activate the “auto-apply” feature on step 4 of your copilot configuration, your copilot will automatically fill in application forms and submit them on your behalf based on jobs that match your preferences and profile. You can review all applications sent in your Application Tracker. You can turn this feature on or off at any time.

By enabling these automation features, you acknowledge that you do so at your own risk, and Nextwave Labs Pte. Ltd. shall not be liable for any errors, outcomes, or damages resulting from their use. 

4. Legal Basis for Processing

We rely on the following legal bases for processing your personal data:

• Consent: You have provided clear consent for us to process your data for specific purposes (e.g., marketing communications).
• Contractual Obligation: Processing is necessary for the performance of a contract you have with us, such as creating an account or using our services.
• Legitimate Interest: Processing is necessary to improve our services, protect our platform, or pursue legitimate business interests, provided your rights and interests are not overridden.
• Legal Compliance: We may process your data when required to comply with legal obligations.

5. How We Share Your Data

We may share your data under the following circumstances:

• Third-Party Service Providers: We may share your personal data with third-party service providers, partners, or affiliates who assist us in delivering services, including but not limited to processing job applications, managing our website, providing technical support, or offering additional services and functionalities. These third parties are required to process your data in accordance with applicable data protection laws and our instructions to ensure its security and confidentiality.
• Legal Requirements: We may disclose your personal information when required by law, court order, or to prevent fraud or illegal activities.
• Business Transfers: In the event of a merger, acquisition, or sale of assets, your personal information may be transferred as part of the transaction, and we will notify you of any such transfer.

7. Data Security

We take data security seriously and implement industry-standard measures to protect your information from unauthorized access, disclosure, alteration, or destruction. However, no method of transmission over the internet is completely secure, and we cannot guarantee absolute security.

8. Your Rights

You have the following rights regarding your personal data:

• Access: You have the right to request access to the personal data we hold about you.
• Correction: You can request that any inaccurate or incomplete data be corrected.
• Erasure (“Right to be Forgotten”): You can request the deletion of your personal data in certain circumstances.
• Restriction of Processing: You can ask us to restrict the processing of your data in specific situations.
• Data Portability: You can request that we provide your personal data in a structured, commonly used, and machine-readable format, and you have the right to transmit that data to another controller.
• Objection to Processing: You can object to the processing of your personal data based on legitimate interests.
• Withdraw Consent: If we rely on your consent to process your data, you can withdraw this consent at any time.

To exercise any of these rights, please contact us at contact [at] jobcopilot [com]

You also have the right to lodge a complaint with your local data protection authority.

9. Data Retention

We retain your personal data only for as long as necessary to fulfill the purposes for which it was collected, including providing our services, meeting legal, accounting, or reporting requirements, and resolving disputes. Retention periods vary depending on the type of data:

• Account information (e.g., name, email, profile settings) is kept for the duration of your account and deleted within 7 days after closure.

• CVs, job preferences, and application data are retained while your account is active and deleted within 7 days after account closure, unless you choose to remove them sooner.

• Customer support communications and helpdesk logs are generally retained for up to 2 years after resolution to improve service and address follow-up issues.

• Payment and billing records are kept for up to 7 years to comply with tax and financial regulations.

• Analytics and usage data are retained in identifiable form for up to 12 months, after which they are aggregated or anonymized for statistical purposes.

When data is no longer required, we either delete it securely or anonymize it so it can no longer be associated with you.

10. Cookies and Similar Technologies

We use cookies and similar technologies to enhance your browsing experience. You can manage your cookie preferences through your browser settings.

11. Children’s Data

Our services are not directed to individuals under the age of 16. We do not knowingly collect personal data from children.

12. Third-Party Links

Our website may contain links to external sites not operated by us. We are not responsible for the content or privacy practices of these third-party sites. We encourage you to review the privacy policies of any third-party websites you visit.

13. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. Any changes will be posted on this page, and we will notify you of significant updates by email or through our website.