Legal & Privacy

Privacy Policy

1. Data We Collect

When you use PassTheBot, we collect the following categories of personal data:

• Account data: email address, hashed password, optional display name, and optional profile photo.
• Resume data: the resume files you upload and the structured data extracted from them (name, contact details, work history, skills, education).
• Job description data: the job description text you submit for analysis.
• Usage data: server logs including IP address, browser user-agent, and request timestamps, retained for up to 30 days for security and debugging purposes.

2. How We Use Your Data

We use your data solely to provide the PassTheBot service:

• To parse, score, and optimize your resume against the job description you provide.
• To generate downloadable PDF and DOCX resume files.
• To maintain your account and session security.
• To display your optimization history on your dashboard.

We do not sell, rent, or share your personal data with third parties for marketing purposes.

3. Data Processing Disclosure

Your resume content and job description text are transmitted to OpenAI's API for AI-assisted parsing and optimization. This transmission is governed by OpenAI's Privacy Policy. We use OpenAI's API under a data processing agreement that prohibits OpenAI from using your data to train its models.

4. Your Rights (GDPR / CCPA)

Depending on your jurisdiction, you may have the following rights regarding your personal data:

• Right of access: request a copy of the personal data we hold about you.
• Right to rectification: request correction of inaccurate data.
• Right to erasure ("right to be forgotten"): request deletion of your account and all associated data. You can do this at any time from your Account Settings page.
• Right to data portability: request your data in a machine-readable format.
• Right to object / opt out of sale: we do not sell personal data. California residents may submit a "Do Not Sell My Personal Information" request, though no sale occurs.
• Right to restrict processing: request that we limit how we use your data.

To exercise any of these rights, contact us at the address in the Contact section below.

5. Security

We protect your data using industry-standard measures: HTTPS/TLS encryption in transit, bcrypt password hashing (cost factor ≥ 12), HttpOnly and SameSite cookies, and parameterized database queries to prevent SQL injection. Despite these measures, no system is completely secure, and we cannot guarantee absolute security.

Terms of Service

1. Acceptance of Terms

By creating an account or using PassTheBot, you agree to these Terms of Service. If you do not agree, do not use the service.

2. Permitted Use

PassTheBot is provided for personal, non-commercial use to assist individuals in improving their resumes. You may not:

• Use the service to process resumes on behalf of others for commercial gain without our written consent.
• Attempt to reverse-engineer, scrape, or abuse the API.
• Upload content that is illegal, harmful, or infringes third-party rights.
• Create multiple accounts to circumvent usage limits.

3. Limitation of Liability

PLEASE READ THIS SECTION CAREFULLY. IT AFFECTS YOUR RIGHTS.

PassTheBot is provided "as is" and "as available" without warranties of any kind, express or implied, including but not limited to warranties of merchantability, fitness for a particular purpose, non-infringement, or accuracy.

We do NOT guarantee that use of this service will result in job interviews, employment offers, or any specific employment outcome. Many factors affect employment outcomes, including market conditions, employer preferences, your qualifications, and competition.

To the maximum extent permitted by applicable law, PassTheBot and its operators, developers, and affiliates shall NOT be liable for any indirect, incidental, special, consequential, or punitive damages arising from your use of or inability to use the service, including but not limited to:

• Loss of employment opportunities or job offers
• Loss of data, resume files, or optimization history
• Loss of revenue, profits, or business opportunities
• Personal injury, property damage, or emotional distress
• Errors, omissions, or inaccuracies in service output
• Unauthorized access to or alteration of your data
• Third-party content, job postings, or external links

Our total liability to you for any claim arising from use of the service shall not exceed the amount you paid us in the 12 months preceding the claim, or $10 USD, whichever is greater.

Some jurisdictions do not allow limitation of liability for certain damages. In such jurisdictions, our liability shall be limited to the maximum extent permitted by law.

4. Indemnification

You agree to indemnify, defend, and hold harmless PassTheBot and its operators from any claims, damages, losses, or expenses (including legal fees) arising from your use of the service, your violation of these terms, or your infringement of third-party rights.

5. Intellectual Property

You retain ownership of all resume content you upload. By using the service, you grant PassTheBot a limited, non-exclusive, royalty-free license to process your content solely for the purpose of providing the service to you.

The PassTheBot application, its design, source code, and underlying technology are the intellectual property of PassTheBot and may not be copied, redistributed, or used for commercial purposes without express written permission.

6. Termination

We reserve the right to suspend or terminate accounts that violate these terms without notice or refund. You may delete your account at any time from Account Settings.

7. Changes to Terms

We may update these terms from time to time. Continued use of the service after changes are posted constitutes acceptance of the revised terms. We will update the "Last updated" date at the top of this page and encourage you to review these terms periodically.

8. Governing Law

These terms shall be governed by and construed in accordance with the laws of the jurisdiction where PassTheBot operates, without regard to conflict of law principles. Any disputes shall be resolved in the courts of that jurisdiction.

9. No Employment Relationship

Use of PassTheBot does not create an employment, agency, or partnership relationship between you and PassTheBot. We are a technology platform, not an employer, recruiter, or employment agency.

Job Search Feature - Important Disclosures

1. Third-Party Job Aggregation

The Job Search feature aggregates and displays links to job postings from third-party sources including job boards, employer websites, and job aggregators. PassTheBot:

• Does NOT create, own, or control job postings
• Does NOT verify job availability, accuracy, or legitimacy
• Does NOT guarantee that listed positions are currently open
• Does NOT participate in hiring decisions or employment processes
• Is NOT an employer, employment agency, or recruiter

2. User Responsibility

You are solely responsible for:

• Verifying job legitimacy before applying
• Researching employers and job postings
• Protecting your personal and financial information
• Recognizing and avoiding job scams
• Complying with applicable employment laws

Warning signs of job scams include: requests for payment, requests for sensitive financial information, poorly written job descriptions, offers that seem too good to be true, and employers who cannot be verified.

3. No Endorsement

Inclusion of job postings or employer links does not constitute endorsement by PassTheBot. We do not vet employers or guarantee working conditions, compensation, or employment terms.

4. External Links

Job Search results include links to external websites. We are not responsible for the content, accuracy, or practices of third-party websites. Access external links at your own risk.

5. API Limitations

Job data is obtained through third-party APIs. We do not guarantee API accuracy, completeness, or availability. Job information may be outdated, incomplete, or incorrect.

Data Retention Policy

No Long-Term Retention of Resume Content

We do not retain your resume files or job description text beyond what is necessary to provide the service. Specifically:

• Uploaded resume files are stored only while your account is active and are permanently deleted when you delete your account.
• Parsed resume data (structured JSON) is stored in your account to power your dashboard history. It is deleted when you delete your account or when you manually remove a resume from your account.
• Job description text is stored only for the duration of the optimization session and is linked to your optimization history. It is deleted with your account.
• Optimization results (before/after scores, generated resume content) are retained in your account history until you delete them or delete your account.

Account Deletion

When you delete your account via Account Settings, all of the following are permanently and irreversibly deleted within 30 days:

• Your user record (email, password hash, display name, avatar)
• All uploaded resume files
• All parsed resume and job description data
• All optimization records and generated resume content

Server access logs (IP, user-agent, timestamps) are retained for up to 30 days for security purposes and are then automatically purged.

Third-Party Data Processors

Resume content sent to OpenAI's API for processing is subject to OpenAI's data retention policies. Under our API usage agreement, OpenAI does not retain API inputs beyond 30 days and does not use them for model training.

AI Disclosure

How We Use AI

PassTheBot uses artificial intelligence (specifically, large language models provided by OpenAI) for the following tasks:

• Resume parsing: extracting structured data (name, skills, experience, education) from uploaded resume files.
• Job description analysis: identifying required skills, tools, and keywords from job description text.
• Resume optimization: rewriting bullet points, incorporating missing keywords, and improving language to better match the target role.

What AI Does Not Do

• The AI does not fabricate employment history, credentials, or skills not present in your original resume.
• The AI does not make hiring decisions. ATS scores are informational estimates, not guarantees of recruiter behavior.
• The AI does not store or learn from your resume content between sessions.

Accuracy and Limitations

AI-generated content may contain errors, omissions, or suggestions that are not appropriate for your specific situation. You are responsible for reviewing all AI-generated output before submitting your resume to employers. PassTheBot does not guarantee the accuracy or suitability of any AI-generated content.

ATS Score Disclaimer

ATS compatibility scores are computed estimates based on keyword matching, section detection, and heuristic analysis. They are not produced by or validated against any specific employer's ATS system. Actual recruiter screening outcomes may differ significantly.

Cookie Policy

Cookies We Use

PassTheBot uses a minimal set of cookies necessary to operate the service:

No Tracking or Analytics Cookies

We do not use third-party analytics, advertising, or tracking cookies. We do not use Google Analytics, Facebook Pixel, or similar services.

Managing Cookies

You can clear cookies at any time through your browser settings. Clearing the access_token cookie will log you out of PassTheBot.

Contact

For privacy requests, data deletion requests, or any questions about these policies, please contact us: