Effective Date: May 13, 2026
Welcome to ApplyMate AI, a product of Phebsoft LLC, located at 8 The Green, Dover, DL 19901. We are committed to protecting your personal information and being transparent about how we collect, use, and store it. This Privacy Policy explains what data we collect when you use ApplyMate AI, why we collect it, and how you can control it. By using our platform, you agree to the practices described in this policy. If you have any questions, you can reach us at info@applymate-ai.com.
When you create an account, we collect your email address. If you choose to sign in using your Google account, we receive your email address from Google for authentication purposes. We do not collect your Google password or any other data from your Google account beyond what is necessary to sign you in.
If you choose to create a profile on ApplyMate AI, we collect information relevant to university admissions, such as standardized test scores, your most recent academic degree, and work experience. Providing this profile is entirely optional and is only needed if you want to use profile-dependent program matching features. You can view, edit, or permanently delete your profile at any time from your account dashboard.
When you use our Preference Based Search, we store the preferences you enter in an anonymized form — meaning they are not linked to your account or identity in any way. We use this anonymized data solely to identify usage trends and improve the quality of our matching service.
When you ask questions about a specific program, we maintain a chat history so you can refer back to previous conversations. You have full control over this data and can delete your entire chat history with a single click directly from the interface.
If you use our document generation feature to create supporting materials such as Statements of Purpose, Statements of Recommendation, Admission Essays, or CVs, those documents are saved in your personal document library within your account. You can delete any or all of these documents at any time from your dashboard.
We use your email address to send a one-time password (OTP) for account verification and authentication. We may also send you occasional marketing emails about ApplyMate AI features and updates. Every marketing email includes an unsubscribe link, and you can opt out at any time. We do not use your email for any other purpose, and we do not share it with any third party.
Your university application profile is used to check your eligibility for programs when you use the Preference Based Search with Eligibility Check or the Profile Based Search modes. This data is not used for any purpose beyond the matching features you choose to engage with.
We use OpenAI's AI services to power all program matching and document generation features on our platform. Data necessary to perform these tasks is processed through OpenAI's API in accordance with their data processing terms. We do not use your data to train AI models.
We do not collect or store any payment information. All payment processing is handled entirely by Stripe, a third-party payment processor. When you make a payment, your card and financial details are entered directly on Stripe's secure interface and are never transmitted to or stored on our servers.
Our platform provides information about university programs sourced from publicly available university websites. We crawl this data in compliance with each university's crawling guidelines (robots.txt) and only collect information that is publicly accessible. When presenting program information to you, we always include a link to the original source page so you can verify details directly with the university. The list of universities we cover is publicly available on our website and within the application.
You are in control of your data. You can edit or delete your university application profile from your account settings at any time. You can delete your chat history with a single click from the chat interface. You can delete individual documents or your entire document library from the dashboard. If you wish to close your account entirely, you can do so from the Settings section of your dashboard. Deleting your account will permanently remove all your personal data, your profile, your documents, and your chat history from our systems. You can also update your cookie preferences at any time from your profile settings.
We retain your personal data for as long as your account is active. If you delete specific items such as your profile, documents, or chat history, those are removed immediately. If you delete your account, all associated data is permanently erased. Anonymized search preference data, which is not linked to any account, may be retained for trend analysis and product improvement purposes.
We use the following third-party services as part of our platform: OpenAI for AI-powered matching and document generation, Stripe for secure payment processing, and Google for optional social sign-in. Each of these services operates under its own privacy policy. We encourage you to review their policies if you would like to understand how they handle data. We do not sell, rent, or trade your personal information to any third party for their own marketing or commercial purposes.
We use third-party analytics tools, including Google Analytics and Microsoft Clarity, to help us understand how visitors interact with our platform. These tools may collect information such as pages visited, time spent on the platform, and general usage patterns. Microsoft Clarity may also record anonymized session data to help us identify usability issues and improve the user experience. These tools may set their own cookies on your device to perform these functions. The data collected is governed by Google's and Microsoft's respective privacy policies, and we encourage you to review those if you would like to understand how they handle this information. You can manage your cookie preferences, including opting out of these analytics cookies, at any time through the cookie settings in your profile.
We take reasonable technical and organizational measures to protect your personal information from unauthorized access, alteration, or disclosure. However, no method of transmission over the internet or electronic storage is completely secure, and we cannot guarantee absolute security.
ApplyMate AI is not intended for use by individuals under the age of 16. We do not knowingly collect personal information from children. If you believe a child has provided us with personal information, please contact us at info@applymate-ai.com and we will take steps to remove that information.
We may update this Privacy Policy from time to time to reflect changes in our practices or for legal reasons. When we make significant changes, we will notify you via email or a prominent notice on our platform. The updated policy will include a revised effective date. Your continued use of ApplyMate AI after any changes constitutes your acceptance of the updated policy.
If you have any questions, concerns, or requests regarding this Privacy Policy or how we handle your data, please contact us at info@applymate-ai.com