GradFill AI
Privacy policy
How the GradFill AI browser extension and its backend handle your information: what stays on your computer, what is sent, who processes it, and why.
On your computer
Everything you enter on GradFill's Setup page (your name, contact details, education, work history, skills, languages, answers to common questions and any self-identification answers you choose to save), the resumes, transcripts and cover letters you upload, your job tracker and your settings are stored in your browser's extension storage (chrome.storage.local) on your own device. If you're signed in, they're also saved to your account (see below).
The resumes and cover letters you save in Resume Studio, and the last cover letter you wrote, are kept there too, so you can attach them from an application page.
The identity document you can add in Setup for government applications (its type, number, dates and issuing country) never leaves your computer: it isn't sent to any AI service, isn't saved to your account, and is only typed into a form by GradFill on your own device. Signing out removes it from that browser.
GradFill also keeps, on your device only, a short list of form fields it has already matched (so it doesn't ask again), the job-ad skills it picked out for recent jobs (so the same ad isn't analysed twice) and, if you turn on the debug log, a log of how each field was filled.
Your account
If you create an account, our backend stores:
- your email address;
- your password, as a salted scrypt hash (we can't read your password);
- your plan (Free, Pro or Grad Season Pass), its expiry, and Stripe's customer ID for you if you've paid;
- how many AI answers, resume tailorings and cover letters you've used this month, to apply plan limits;
- for each device you're signed in on, a hash of its sign-in token (the token itself isn't stored);
- while a password reset is in progress, a hash of the one-time reset link and when it expires;
- if you sign in with Google, LinkedIn or GitHub: your verified email address from that service and its ID for you, so it can find your account next time. We ask only for your email and basic profile, and keep nothing else from the provider: no photo, contacts or posts. Your password for that service is never shared with GradFill.
While you're signed in, we also store your Setup details (including any self-identification answers you choose to save), the resumes, transcripts and cover letters you upload, your job tracker and the answers GradFill remembers, so they're there on any device you sign in to. They're encrypted before they're stored. Your identity document is never included. Signing out removes them from that browser and leaves them on your account. If you don't sign in, none of this is stored with us.
What is sent, and to whom
Apart from saving to your account, data leaves your device only when you use a feature that needs it. It goes over HTTPS to the GradFill backend, which passes it to the service named below to produce the result and sends the result back to you. The backend doesn't keep a copy of what it passes on to these services.
| When you… | What is sent | Processed by |
|---|---|---|
| Fill a page with field matching on (Pro) | For a field GradFill doesn't recognise: its label, section heading, input type and options. For a question still unanswered: the question, its options and your saved Setup details (everything except uploaded files). | TypeSafe (Jev model), then Anthropic (Claude) if needed |
| Ask for an AI answer, tailored resume or cover letter (Pro) | The question or job description, the notes you write, your first name, and the career parts of your profile: education, work experience, skills, languages, preferences and saved examples. Your full name and contact details are added to letters and resumes on your device, not sent. | Anthropic (Claude) |
| Fill a form on a site GradFill has no built-in support for (Pro) | The form's fields and questions, the career parts of your profile above, your personal details (name and contact details, so those fields can be filled) and your device's time zone. | Anthropic (Claude) |
| Open Resume Studio for a job (Pro) | The job ad's text, the job title and company, and words and phrases picked from the ad, so the skills and qualities it asks for can be found. Nothing about you is sent for this. | TypeSafe (Jev model) |
| Use "Extract details with AI" or the LinkedIn import | The contents of the resume, transcript or LinkedIn PDF you choose, so its details can be read into Setup. | Anthropic (Claude) |
| Type an address in Setup | The address text you type, to suggest matching addresses. | Google (Places) |
| Ask for a password reset | Your email address and the reset link. | Our email delivery service |
| Use GradFill, unless you turn usage counts off | An event name (first save, first fill or fill) and how long ago you started using GradFill, as a range. No account, ID, profile details, form content or page address. | GradFill backend |
| Use the contact form on our website | Your email address, your message and any files you attach, to answer you. They're emailed to our support inbox and aren't stored on our website. | Our email delivery service and Google (Gmail) |
| Join the waitlist on our website | Your email address, to tell you when GradFill launches. | GradFill backend |
| Sign in, and each time your saved details change | Your Setup details, uploaded files, job tracker and remembered answers. Never your identity document. | GradFill backend |
These services receive the data only to provide the feature, under their own terms and privacy policies.
This website counts page views, the kind of site a visit came from, and clicks on the install button, as daily totals. It uses no cookies and stores no IP address or visitor ID. An IP address is held briefly in memory to stop abuse of the counter.
Sensitive questions
Applications often ask about citizenship, work rights, visas, police checks, disability, gender, Aboriginal and Torres Strait Islander identity or cultural background. GradFill answers these from what you saved in Setup. On Pro, when nothing you saved settles such a question, the question and your saved details may be sent to the services above to suggest an answer.
Every answer to a sensitive question is marked for you to check before you submit. GradFill never claims or denies a criminal record, health condition, disability or visa your saved details don't support. If you'd rather these answers never involve AI, leave those fields empty in Setup or turn off field matching.
Payments
Upgrading opens a checkout page run by Stripe (or Coinbase Commerce for a crypto Season Pass). You enter card or wallet details there, never in GradFill, and GradFill never sees your card number. Stripe tells our backend when a payment succeeds or a subscription ends, so we can switch your plan.
Where data is kept, and for how long
- On your device: until you sign out, delete it in Setup or remove the extension.
- Account record: in a Postgres database run by Supabase (Sydney region), reached through our backend on Render. Kept while you have an account.
- Support messages: in our support email inbox, for as long as we need them to help you. Ask us to delete them at any time.
- Waitlist: your email address and when you joined, in the same database, until you ask us to remove it or we've told you about the launch.
- Details saved to your account: encrypted, in the same database, and kept until you change them or delete your account.
- Feature requests: processed and passed on, not kept by our backend. The services named above may keep request data for a limited time under their own policies.
What we never do
- Sell, rent or share your information for advertising.
- Press an application's final Submit button for you.
- Fill in referee contact details. GradFill flags those for you to complete.
- Collect or store your card details.
Your choices
- Turn off anonymous usage counts in Setup.
- Turn off field matching in Setup so unfamiliar fields and questions are never sent for matching.
- Edit or delete anything you saved, at any time, in Setup.
- Cancel Pro from Billing in Setup.
- Leave the waitlist by emailing support@gradfill.com.
- Delete your account yourself with Delete my account in Setup. Your account record, any linked sign-ins and everything saved to your account are removed from our database straight away.
Changes and contact
If we change how GradFill handles your information, we'll update this page and the date at the top before the change takes effect.
Questions about this policy, or anything you'd like us to correct or delete: email support@gradfill.com. You can also change or delete your details in Setup, and delete your account there with Delete my account.
Using GradFill is also covered by the Terms of Service.