Privacy Policy

Last updated: September 7, 2026

BidHub ("we", "our", or "us") provides tools that help users manage and complete online job applications. This Privacy Policy explains how we collect, use, share, and protect data when users access our web app, use the BidHub browser extension, optionally connect a supported mailbox to track job-related emails, enable verification-code autofill, and take part in Interview Insights, and optionally connect a calendar to detect interview events.

1. Data We Collect

We collect data necessary to deliver core product features, including:

  • Account and profile information (such as sign-in data, selected profile details, and job application preferences).
  • Job application context from supported pages (for example job title, company, application questions, and workflow status).
  • User-submitted content and assistant interactions used to generate autofill and answer suggestions.
  • Optional mailbox-connection data when a user chooses to connect Gmail or Outlook, including the mailbox address, provider account details returned by the provider, encrypted OAuth tokens, and connection-status metadata.
  • Email data from connected mailboxes, which varies by the connection mode chosen: in verification-only mode, limited to sender, subject, message identifiers, received timestamp, and extracted verification codes or links; in full mailbox mode, additionally includes email body content, recruiter and company details, interview scheduling information, and other job-application-related metadata extracted from incoming messages.
  • Optional calendar-connection data when a user chooses to connect Google Calendar or Outlook, including the calendar account, encrypted OAuth tokens, connection-status and billing metadata, and the calendars selected for sync.
  • Calendar event data from connected calendars, limited to a rolling window around today: event title, description, location, meeting link, start and end times, status, organizer and attendee email addresses, and the interview details (company, role, interview step) BidHub derives from them. Organizer and attendee domains may be looked up against a business-directory provider to resolve the company name; personal-mail and scheduling-relay domains are never looked up.
  • Technical and diagnostic data (such as extension version, error logs, and operational telemetry needed to maintain service reliability).
  • Screenshots and page snapshots only when required for active assisted-application workflows or user-initiated support and troubleshooting.

2. How We Use Data

  • To authenticate users and keep profile and sign-in state available across browser tabs and extension service worker restarts.
  • To provide BidHub's core features, including job-page detection, application workflow guidance, autofill support, and AI-generated answer assistance.
  • If a user chooses to connect a supported mailbox in verification-only mode, to monitor provider notifications, read relevant verification messages, and return verification codes or links inside the product so the user can complete a supported verification step more quickly.
  • If a user connects a mailbox in full mailbox mode, to additionally read and classify job-related emails (such as interview invitations, offers, rejections, and recruiter outreach), surface actionable updates on the job-tracking dashboard, send email replies composed by the user directly from within the product, and delete emails at the user's explicit request.
  • If a user connects a calendar, to sync upcoming events, detect interview meetings, match them to the user's tracked applications, and show them alongside the job tracker. Detection never creates tracker steps or changes an application's stage on its own.
  • To operate Interview Insights: application and employer-email signals from a contributing user's connected mailbox are shared with other members who have an active Job Mailbox, in pseudonymous, company-scoped form, as described in Section 6. Calendar data is never used for this feature.
  • To support collaboration with dedicated assistants selected by the user, including monitoring of active assisted applications.
  • To improve product quality, safety, and performance, including debugging, reliability monitoring, and abuse prevention.
  • To comply with legal obligations and enforce our terms, policies, and security requirements.

3. How and With Whom We Share Data

We share data only as needed to operate the service and provide the requested features:

  • Dedicated assistants chosen by the user: profile and application activity data can be shared so they can support and monitor active job application workflows.
  • Service providers and infrastructure partners: hosting, analytics, logging, authentication, AI-processing, email-platform, calendar-platform, and business-directory providers that help us deliver features a user chooses to enable, each acting under contractual or technical obligations applicable to their role. Business-directory lookups receive only a company email domain — never a person's address, name, or event content.
  • Other BidHub members (Interview Insights): if a user has an active Job Mailbox with sharing enabled, pseudonymous application and employer-email signals are shown to other members with an active Job Mailbox exactly as described in Section 6. No name, email address, photo, or account identifier is ever shared.
  • Legal/compliance disclosures: when required by law, regulation, legal process, or to protect the rights, safety, and security of users and our platform.

We do not sell personal data for third-party advertising, and we do not use connected mailbox data for advertising or unrelated profiling.

4. Browser Extension Permissions and Connected Mailbox Access

The BidHub extension requests browser permissions only for features tied to job-application assistance (for example: detecting supported application pages, updating in-page UI, persisting profile state, copying generated answers, and capturing screenshots during active assisted applications).

If a user chooses to connect Gmail or Outlook, BidHub offers two connection modes:

  • Verification-only mode: BidHub requests read-only mailbox access solely to detect and extract verification codes or links from supported job-platform emails, so users can complete verification steps without switching apps. No other email content is read or stored in this mode.
  • Full mailbox mode: BidHub requests broader mailbox access (including read, send, and delete permissions) to power the Job Mailbox feature. This allows BidHub to automatically detect and classify job-related emails (interviews, offers, rejections, recruiter outreach), surface them on your job-tracking dashboard, let you send email replies to recruiters directly from within the product, and delete emails at your explicit request. All send and delete actions are initiated directly by the user — BidHub never sends or deletes emails autonomously.

Both modes are optional and user-initiated. The connected mailbox must match the profile email saved in BidHub. Users can switch modes or disconnect at any time from product settings.

Users with an active mailbox connection may also optionally connect a calendar (Google Calendar or Outlook) as a paid add-on so BidHub can display upcoming events alongside the job tracker, create or update interview events on the user's behalf, and sync events to detect interviews. Calendar access is limited to reading events and managing events created through BidHub, and can be disconnected at any time from product settings.

5. Google API Services — Limited Use Disclosure

BidHub's use and transfer to any other app of information received from Google APIs adheres to the Google API Services User Data Policy, including the Limited Use requirements.

Specifically, for Google user data received through the Gmail and Google Calendar APIs, BidHub:

  • Uses it only to provide and improve the user-facing features described in this policy — verification-code autofill, the Job Mailbox (email classification, tracking, user-composed replies, and user-requested email management), the pseudonymous Interview Insights feature the user takes part in by connecting a Job Mailbox, and calendar sync and interview detection for the job tracker — and for no other purpose.
  • Does not transfer it to others except as necessary to provide or improve those features, to comply with applicable law, or as part of a merger or acquisition after providing notice — and never sells it or transfers it to third parties for their own purposes.
  • Does not use or transfer it for serving advertisements, including retargeting, personalized, or interest-based advertising.
  • Does not allow humans to read it, unless the user has given explicit permission (for example, during a support request the user initiates), it is necessary for security purposes or to comply with applicable law, or the data has been aggregated and anonymized for internal operations.

AI/ML models and Google user data

Some BidHub features apply AI models to connected-mailbox and connected-calendar content — for example, classifying job-related emails, detecting interview meetings in calendar events, and drafting replies that the user reviews and sends. We do not use Google user data — whether raw, aggregated, anonymized, or derived — to develop, improve, or train generalized or foundational AI/ML models. Where Google user data is processed by third-party AI infrastructure providers to deliver these features, that processing is configured for zero data retention: the data is used only to generate the requested output in real time, is not retained by the provider, and is never used to train the provider's or any other party's AI/ML models.

6. Interview Insights — Pseudonymous Sharing

Interview Insights lets BidHub members with an active Job Mailbox look up a company and see how other members are doing there. A profile contributes while it has an active Job Mailbox: the applications recorded in BidHub for that profile and the employer emails classified from its connected mailbox become eligible for sharing. Calendar data is never used for Interview Insights.

  • What is shared: for each application recorded in BidHub, the role title, the platform it was submitted on, and the time it was submitted; for each employer email, its type (for example confirmation, interview request, scheduled, assessment, offer, or rejection), the interview step type where one was detected (for example phone screen, technical, or on-site), and the date and time of the event (shown in the viewer's timezone). Email subjects, senders and content, meeting links, interviewer names, and application or email identifiers are never shared.
  • Company-scoped alias: contributors appear as a random alias (for example "Candidate K7Q2PX") derived with a secret key from the profile and the company. The alias is stable within one company so a member's activity there reads as one journey, but it is different at every other company and cannot be linked back to a name, email address, photo, or account identifier.
  • Upcoming and recent activity: a company's timelines cover up to the past six months and the coming weeks; a company appears as soon as one contributing member has activity there.
  • Who can view: only members with an active Job Mailbox. A mailbox that is suspended, disconnected, or otherwise no longer active loses access immediately.
  • Removal: disconnecting the mailbox deletes the interview signals derived from its emails and ends the profile's contribution, so its applications no longer appear to other members. Deleting a profile removes all of its activity from Interview Insights.

7. Data Retention

We retain data for as long as needed to provide the service, meet legal obligations, resolve disputes, and enforce agreements. Retention periods may vary by data type and operational need.

For the optional mailbox connection feature, stored connection tokens and provider-side connection state are removed when a user disconnects the mailbox. Previously extracted verification records and related operational logs may continue to be retained for a limited period to support product functionality, security, fraud prevention, dispute resolution, and legal/compliance needs.

For the optional calendar connection, events are synced for a rolling window around the current date. Synced events are retained while the calendar remains connected — including events that later age out of the sync window; events removed from the provider calendar are marked as cancelled on the next sync. When a user disconnects the calendar, all stored calendar events and the interview signals derived from them are deleted, and the stored connection tokens are removed. Cached company-directory lookups contain only public business information about an email domain and no user data.

8. Security

We use reasonable technical and organizational safeguards to protect user data, including access controls, monitoring, and encryption of stored mailbox and calendar tokens for the optional connection features. No method of transmission or storage is 100% secure, but we continuously work to improve protection measures.

9. User Choices and Rights

Users may update account and profile information through the product. Connecting a mailbox or a calendar is optional and is not required to use BidHub's general job-application features.

  • Profile owners may connect, replace, reauthorize, or disconnect a supported mailbox or calendar from product settings.
  • Disconnecting a mailbox stops future mailbox monitoring and removes the stored connection tokens needed to maintain the live mailbox connection.
  • Disconnecting a calendar stops future event sync, deletes stored calendar events and the interview signals derived from them, and removes the stored connection tokens.
  • Profile owners may turn Interview Insights sharing off or on at any time from the Job Mailbox settings.
  • Users may request account-related privacy support, including questions about connected mailbox or calendar data and deletion requests, by contacting us.

10. Policy Updates

We may update this Privacy Policy from time to time. We will post the latest version on this page and update the "Last updated" date.

11. Contact

For privacy questions or requests, contact us at:  support@bidhub.tech