Privacy Policy

Last Updated: February 21, 2026

Introduction

OctoBird ("we," "our," or "us") provides a job application tracking platform available through our website and Chrome extension (collectively, "the Services"). This Privacy Policy explains how we collect, use, and protect your information across both platforms.

Information We Collect

Information You Provide

  • Account Information: Email address, name, and authentication credentials when you create an account
  • Job Application Data: Job postings, company names, job titles, URLs, application status, notes, and related information you choose to save
  • Snippets and Templates: Quick-copy snippets, cover letter templates, and other custom content you create
  • Calendar and Interview Data: Interview schedules, reminders, and related notes
  • Feedback: Any feedback, questions, or support requests you submit to us

Automatically Collected Information

  • Usage Data: Information about how you interact with our Services (such as features used and actions taken within the app). We do not track your general web browsing activity
  • Device Information: Browser type and version, operating system, device type
  • Extension-Specific Data: Websites where you use the Chrome extension to save job postings
  • Error Logs: Technical information when errors occur to help us improve the Services

Chrome Extension Specific

Our Chrome extension accesses the following to provide its functionality:

  • Active Tab: To capture job posting information from the current webpage you're viewing
  • Webpage Content: Only when you explicitly click the extension icon to save a job posting
  • Local Storage: To cache data and provide offline functionality

The extension does NOT track your browsing history, monitor your activity on other websites, or collect data without your explicit action to save a job posting.

How We Use Your Information

We use the collected information to:

  • Provide and maintain the Services functionality
  • Store and sync your job tracking data across devices
  • Authenticate your account and maintain security
  • Improve and optimize the Services based on usage patterns
  • Respond to your support requests and communications
  • Send important updates about the Services (you can opt out of non-essential communications)
  • Detect, prevent, and address technical issues or security vulnerabilities

We do NOT use your job application data for any purpose other than providing the Services to you.

AI Processing

When you save a job posting using the Chrome extension, the job description content may be sent to a secure AI processing service (OpenAI APIs) to extract structured job information such as job title, company name, location, and other relevant details.

Important AI Processing Details:

  • This data is processed solely to provide the requested functionality (extracting job information)
  • The processed content is not used to train public AI models
  • Processing occurs only when you actively use the extension to save a job posting
  • The extracted information is stored in your account and synced to your devices

For more information about OpenAI's data handling practices, see OpenAI's Privacy Policy.

Data Storage and Security

We use Supabase as our data infrastructure provider for authentication and database services. We implement industry-standard security measures including:

  • Encryption of data in transit using HTTPS/TLS
  • Encryption of data at rest
  • Secure authentication and authorization protocols
  • Regular security audits and updates

While we implement robust security measures, please note that no method of electronic storage or transmission over the Internet is 100% secure. We cannot guarantee absolute security.

Data Sharing and Third Parties

We Do NOT:

  • Sell your personal information to anyone
  • Share your data with advertisers
  • Use your job application data for marketing or analytics beyond improving the Services
  • Share your data with third parties for their own purposes

We May Share Data:

  • Service Providers: With trusted service providers who help operate the Services (e.g., Supabase for data storage). These providers are contractually obligated to protect your data.
  • Legal Requirements: When required by law, court order, or governmental request
  • Protection of Rights: To protect our rights, property, or safety, or that of our users
  • Business Transfers: In connection with a merger, acquisition, or sale of assets (you will be notified)
  • With Your Consent: When you explicitly authorize us to share specific information

Third-Party Services

We use the following third-party services:

Chrome Extension Permissions Explained

Our Chrome extension requests the following permissions, which are necessary for its functionality:

activeTab

Allows the extension to access the current tab when you click the extension icon to save a job posting

storage

Saves your preferences and enables data sync across devices

scripting

Enables the extension to temporarily inject code to extract job posting information from web pages, only when you click the extension icon

identity

Required for secure Google OAuth authentication flow

Your Rights and Choices

You have the following rights regarding your personal information:

  • Access: View all data we have stored about you through your account settings
  • Edit: Modify or update your job application data, snippets, and account information at any time
  • Delete: Remove individual job postings, snippets, or delete your entire account
  • Export: You may request a copy of your data in a structured, machine-readable format
  • Opt-Out: Unsubscribe from non-essential emails or stop using the Services by uninstalling the extension and deleting your account

How to Delete Your Data

  1. Log into your OctoBird account
  2. Go to Settings → Account
  3. Click "Delete Account"
  4. Confirm deletion

Your personal data will be deleted within a reasonable period following account deletion. If you have questions about data deletion, please contact us.

Data Retention

We retain your personal information only as long as necessary to provide the Services and fulfill the purposes outlined in this Privacy Policy. Your personal data will be deleted within a reasonable period following account deletion, except where retention is required for legal, security, or operational purposes.

Certain anonymized technical logs may be retained for security and debugging purposes.

International Users

Your information may be transferred to and processed in countries other than your own. We ensure that adequate safeguards are in place to protect your personal information in accordance with this Privacy Policy.

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. We will notify you of any material changes by:

  • Updating the "Last Updated" date at the top of this page
  • Sending an email notification for significant changes
  • Displaying a prominent notice in the Services

Your continued use of the Services after changes indicates your acceptance of the updated Privacy Policy.

Contact Us

If you have any questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact us:

Email: privacy@octobird.app

Website: https://job-tracker-frontend-wheat.vercel.app

Additional Rights for EU and California Residents

If you are located in the European Union or California, you may have additional rights under GDPR or CCPA:

  • Right to know what personal information we collect and how we use it
  • Right to request deletion of your personal information
  • Right to opt-out of the sale of personal information (we do not sell your data)
  • Right to non-discrimination for exercising your privacy rights
  • Right to data portability

To exercise these rights, please contact us using the information above.

This Privacy Policy applies to both the OctoBird web application and Chrome extension.