Privacy Policy

TopHired (tophired.ai) is operated by 9649832 Canada Corporation ("TopHired," "we," "us"). This policy explains what personal information we collect, why we collect it, who we share it with, and the choices you have. We built TopHired to help Canadian job seekers get hired — handling your information carefully is part of that job.

Last updated: July 8, 2026

The short version

• We collect your account details, resume, and job preferences so we can match you with jobs and coach you through your search.
• Your resume text is processed by AI providers (Anthropic and OpenAI) to score job matches. It is never sold, and it is never shared with employers without your action.
• We use only essential cookies (to keep you signed in) and cookieless analytics. No advertising trackers.
• You can ask us to delete your account and data at any time by emailing privacy@tophired.ai. We complete deletion requests within 30 days.

Information we collect

Account information. Your email address, name, and — if you sign in with Google — your Google account identity. Passwords are managed by our authentication provider (Supabase) and are never stored in our own database in readable form.

Your resume and profile. If you upload a resume, we store the original PDF, the text extracted from it (which typically includes your name, phone number, mailing address, and email), and a mathematical representation of that text used for matching. If you paste your LinkedIn profile, we store that text too. If you use our AI resume-tailoring feature, we store the tailored versions.

Job preferences. Your target roles, locations, salary targets, work-style preferences, and the free-text answers you give about your ideal environment and what you want to avoid.

Job search activity. The jobs you save, apply to, and track; your pipeline stages, notes, interview dates, offer amounts, and rejection records; and which daily match digests you open and interact with.

AI coaching data. If you use our mock interview, coaching, or negotiation features, we store those sessions — including your practice answers, the AI's feedback, and negotiation notes such as offer amounts and counter-offer strategy. This can be sensitive information, and we treat it as such.

Community activity. If you join the community, we store your chosen username, your milestones (interviewing, offer, hired), and reactions you give or receive. Whether your city appears in the community feed is controlled by a setting you choose.

Hired confirmations and testimonials. When you confirm you've been hired, we record the role, company, and location. This is anonymous by default. Your testimonial appears publicly on our site only if you explicitly opt in.

Accountability partner information. If you invite an accountability partner, we store the email address and nickname you provide for that person, along with the progress summaries shared with them. See "Accountability partners" below.

Goals and streaks. Activity counts, weekly goals, and streak data that power your progress tracking.

How we use your information

• Matching and scoring. Our core feature: comparing your resume and preferences against job listings to produce match scores and explanations.
• Coaching. Powering the interview practice, coaching, and negotiation tools you choose to use.
• Email. Sending your daily match digest, goal reminders, milestone congratulations, and — if you've set one up — progress summaries to your accountability partner. Digest and reminder emails include a link to pause or unsubscribe.
• Community features. Showing your milestones and reactions to other members, using only the identity you've chosen to share.
• Operating and improving the service. Keeping you signed in, measuring which pages are used (in aggregate), and fixing problems.

We do not sell your personal information. We do not share your resume or identity with employers — applying to jobs is always an action you take yourself.

AI processing — what leaves our systems

TopHired is an AI product, and being specific about this matters:

• Anthropic (Claude). To score job matches, we send your resume text, salary targets, target cities, work-style preferences, and your free-text preference answers to Anthropic's API. Anthropic processes this to generate your match scores and does not use it to train their models.
• OpenAI. To power similarity matching, we send your resume and LinkedIn text to OpenAI's embeddings API, which converts it into the mathematical representation used for matching.

In both cases, data is sent to generate a result for you, not for advertising or resale.

Service providers we rely on

We use a small set of providers to run TopHired. Each receives only what it needs to do its job:

• Supabase — our database and authentication host. Stores the information described above.
• Anthropic and OpenAI — AI processing, as described in the previous section.
• Resend — delivers our emails. Processes recipient email addresses and email content.
• Google — if you choose "Continue with Google," Google handles your sign-in identity.
• Vercel — hosts our website and provides privacy-focused, cookieless analytics (page views, device type, and coarse country-level location — never your name or email).
• Inngest — runs our background jobs (such as the nightly matching run). Job events reference your account ID; your personal details stay in our database.
• Stripe — our payment processor. TopHired is currently free and no payment features are active; if we launch paid plans, Stripe will process payments and we will update this policy with details.

Some of these providers store data in the United States. Wherever your data is processed, it remains protected by our agreements with these providers and by this policy.

Cookies

We use essential cookies only: the session cookie that keeps you signed in, which is deleted when you sign out. Our analytics (Vercel Web Analytics) is cookieless. We use no advertising or cross-site tracking cookies, which is why you won't see a cookie banner here.

Accountability partners

Our accountability partner feature involves someone who may not have a TopHired account. If you invite a partner, please make sure they're comfortable receiving emails about your progress. We store their email address and the nickname you give them, and we send them the progress summaries you've enabled. Every email we send a partner includes an unsubscribe link, and once they unsubscribe we stop emailing them. A partner can also email privacy@tophired.ai to have their information removed entirely.

How long we keep your information

We keep your information for as long as your account is active, so your job-search history, tracker, and coaching context remain available to you. If you delete your account (or ask us to), we delete your personal information — including your resume, preferences, tracker, and coaching sessions — within 30 days, except where we're legally required to keep specific records.

Your rights

Under Canadian privacy law (PIPEDA), you can:

• Access the personal information we hold about you and ask how it's been used.
• Correct information that's inaccurate.
• Withdraw consent and ask us to delete your account and data.
• Complain to the Office of the Privacy Commissioner of Canada (priv.gc.ca) if you believe we've handled your information improperly.

To exercise any of these rights, email privacy@tophired.ai. We'll respond within 30 days. Deleting your data may mean parts of the service stop working for you — matching, for instance, requires a resume.

Security

Your connection to TopHired is encrypted. Passwords are hashed and managed by Supabase — we never see or store them in readable form. Access to production data is limited to what's necessary to operate the service.

Age requirement

TopHired is for people aged 16 and older. We do not knowingly collect personal information from anyone under 16; if you believe we have, contact privacy@tophired.ai and we'll delete it.

Changes to this policy

If we make meaningful changes — for example, when paid plans launch — we'll update this page and revise the date at the top. Significant changes will also be announced by email or in the app.

Contact

9649832 Canada Corporation, operating as TopHired Privacy inquiries: privacy@tophired.ai