Introduction
Welcome to AJA-AI ("we," "our," or "us"). We are committed to protecting your personal information and your right to privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our AI-powered job application platform.
AJA-AI is a product of AJA Private Limited, a registered company in Zimbabwe. We operate in full compliance with the Postal and Telecommunications Regulatory Authority of Zimbabwe (POTRAZ) Data Protection Regulations and the Cyber and Data Protection Act [Chapter 12:07] of Zimbabwe.
Our Commitment: We are dedicated to ensuring that your personal data is handled with the utmost care, transparency, and security. We will never sell your personal information to third parties.
Information We Collect
We collect information that you provide directly to us when you register for an account, create a profile, or use our services. The types of information we collect include:
1. Personal Identification Information
| Data Type | Purpose | Retention Period |
|---|---|---|
| Full Name | Account identification, job applications | Until account deletion |
| Email Address | Account login, notifications, sending applications | Until account deletion |
| Phone Number | Account verification, WhatsApp notifications | Until account deletion |
| Home Address | CV generation, job applications | Until account deletion |
2. Professional Information
- Professional Summary: Your career objectives and professional overview
- Work Experience: Employment history, job titles, responsibilities
- Education: Academic qualifications, institutions, dates
- Skills: Technical and soft skills relevant to your career
- Certifications: Professional certifications and achievements
- References: Professional references (if provided)
- CV/Resume: Uploaded documents containing your professional information
3. Email Configuration Data
Important - App Password Security:
To send job applications on your behalf, we require your email app password. This password is:
- Encrypted using AES-256 encryption before storage
- Never stored in plain text
- Only used for sending job application emails
- Never shared with any third party
- Decrypted only at the moment of sending an application
4. Subscription and Payment Information
- Subscription plan details
- Payment transaction references (via Paynow)
- Application usage statistics
Note: We do not store credit card numbers or bank account details. All payments are processed securely through Paynow Zimbabwe.
How We Use Your Information
We use the information we collect for the following purposes:
Primary Uses
- Job Application Processing: To generate personalized cover letters and send job applications on your behalf
- CV Generation: To create professional CVs using your profile information
- Auto-Apply Feature: To automatically apply to jobs matching your selected categories (when enabled)
- Account Management: To maintain your account and provide customer support
- Service Improvement: To analyze usage patterns and improve our AI algorithms
We Will Never
- Sell your personal information to third parties
- Use your email credentials for any purpose other than sending job applications
- Share your CV or professional information without your consent
- Send marketing emails to employers using your email address
- Access your email inbox or read your personal emails
Data Security Measures
We implement robust security measures to protect your personal information:
Technical Safeguards
- Encryption: All sensitive data, including app passwords, are encrypted using AES-256 encryption
- HTTPS: All data transmission is secured using TLS/SSL encryption
- Secure Servers: Our servers are hosted in secure data centers with 24/7 monitoring
- Access Controls: Strict access controls limit who can access your data
- Regular Audits: We conduct regular security audits and vulnerability assessments
Organizational Safeguards
- Staff training on data protection and privacy
- Confidentiality agreements with all employees
- Incident response procedures for data breaches
- Regular policy reviews and updates
POTRAZ Compliance: We are fully compliant with the Postal and Telecommunications Regulatory Authority of Zimbabwe (POTRAZ) data protection regulations and the Cyber and Data Protection Act of Zimbabwe.
Email & App Password Security
We understand that providing your email app password requires significant trust. Here's exactly how we handle it:
How Your App Password is Protected
- Encryption at Rest: Your app password is encrypted immediately upon submission using AES-256 encryption with a secure key
- Minimal Access: The encrypted password is only decrypted at the exact moment we need to send an application email
- No Plain Text Storage: We never store your password in plain text anywhere in our systems
- Isolated Processing: Email sending occurs in an isolated, secure environment
What We Can and Cannot Do
| We CAN | We CANNOT |
|---|---|
| Send job application emails on your behalf | Read your inbox or existing emails |
| Attach your CV to applications | Access your contacts or calendar |
| Send from your email address | Delete or modify your emails |
| Log sent applications for your records | Use your email for any other purpose |
Recommendation: If you have concerns about using your primary email account, we strongly recommend creating a dedicated Gmail account specifically for job applications through AJA-AI. This account should:
- Use your real name (so recruiters can identify you)
- Be professional (e.g., firstname.lastname@gmail.com)
- Be used exclusively for job applications
This way, you maintain complete separation between your personal communications and job application activities.
Your Rights
Under Zimbabwean data protection law and our commitment to transparency, you have the following rights:
1. Right to Access
You can request a copy of all personal data we hold about you at any time through your account settings or by contacting us.
2. Right to Rectification
You can update or correct your personal information at any time through your profile settings.
3. Right to Erasure (Right to be Forgotten)
Delete Your Data Anytime: You can permanently delete all your personal information from our systems with a single click. Go to Settings → Account → Delete Account to remove all your data, including:
- Profile information and CV data
- Email configuration and app password
- Application history
- Subscription records
4. Right to Data Portability
You can export your data in a machine-readable format upon request.
5. Right to Object
You can object to certain processing of your data, including opting out of the Auto-Apply feature at any time.
6. Right to Withdraw Consent
You can withdraw your consent for data processing at any time by deleting your account or contacting us.
Cookies & Tracking
We use essential cookies to ensure the proper functioning of our platform:
Essential Cookies
- Session Cookies: To maintain your login session
- Security Cookies: To prevent cross-site request forgery
- Preference Cookies: To remember your settings
We do not use third-party tracking cookies or share your browsing data with advertisers.
Changes to This Policy
We may update this Privacy Policy from time to time to reflect changes in our practices or for legal, operational, or regulatory reasons. When we make changes:
- We will update the "Last Updated" date at the top of this policy
- For significant changes, we will notify you via email or through a prominent notice on our platform
- Your continued use of our services after changes constitutes acceptance of the updated policy
Contact Us
If you have any questions about this Privacy Policy or our data practices, please contact us: