Privacy Policy

1. About Aya Career

Aya Career is an AI-powered career management platform operated by Kwata Team Inc. ("we," "us," "our," or the "Company"), a corporation incorporated under the laws of Canada. This privacy policy explains how we collect, use, store, and protect your personal information when you use our services at career.kwatateam.com (the "Platform").

By accessing or using the Platform, you consent to the collection, use, and processing of your personal information as described in this Privacy Policy. If you do not agree with this policy, you must not use the Platform.

2. Information We Collect

We collect information you provide directly to us, as well as information generated through your use of the Platform.

Personal Information

• Name and email address (for account creation and communications)
• Google account profile information (when signing in via Google OAuth)
• Resume and professional information (for career analysis and document generation)
• Career preferences and criteria (job titles, locations, employment type)
• Skills, certifications, and work experience extracted from your resume
• Communication preferences

Usage Information

• How you interact with our Platform (pages viewed, features used)
• Career analysis activity and preferences
• Device and browser information
• IP address and general location data
• Timestamps and session data

3. AI Processing and Data Usage

Important — Please Read Carefully: Aya Career uses artificial intelligence (AI) to provide its core career management tools. By using the Platform, you expressly consent to the following AI processing of your data:

AI Technologies Used

• Claude by Anthropic: We use Claude AI to analyze your resume, evaluate role compatibility, generate personalized cover letters, and create tailored resumes for specific applications.
• Resume Parsing: AI extracts skills, experience, certifications, and other professional information from your uploaded resume.
• Role Compatibility Analysis: AI compares your profile against role requirements to calculate compatibility scores (0-100%).
• Document Generation: AI generates cover letters and tailored resumes based on your profile and specific role requirements.
• Skills Gap Analysis: AI identifies gaps between your current skills and role requirements.

AI Data Processing Disclaimer

YOU ACKNOWLEDGE AND AGREE THAT:

• Your resume content and personal information are transmitted to third-party AI service providers (Anthropic) for processing
• AI processing is essential to Platform functionality and cannot be disabled while using the service
• AI-generated content may contain errors, inaccuracies, or omissions
• We do not guarantee the accuracy, completeness, or suitability of any AI-generated content
• You are solely responsible for reviewing, editing, and verifying all AI-generated documents before use
• AI-generated recommendations do not constitute professional career advice, employment counseling, or any form of professional advice
• We are not liable for any consequences resulting from your use of or reliance on AI-generated content

Processing Time

When you submit a career analysis request, our AI pipeline typically takes 3-10 minutes to process. Processing times are estimates only and may vary based on system load and complexity of analysis.

4. How We Use Your Information

We use the information we collect to:

• Provide, maintain, and improve our AI-powered career management tools
• Analyze your resume and generate role compatibility assessments
• Generate personalized cover letters and tailored resumes
• Identify skills gaps and suggest development opportunities
• Send you career analysis results and service notifications via email
• Respond to your requests and provide customer support
• Analyze usage patterns to enhance the Platform
• Comply with legal obligations and enforce our terms
• Protect the security and integrity of the Platform

5. Information Sharing

We do not sell, trade, or rent your personal information to third parties. We may share your information in the following limited circumstances:

• AI Service Providers: Your resume content is processed by Anthropic's Claude AI for analysis and document generation. Anthropic processes this data according to their own privacy policy, which we encourage you to review.
• Email Service: We use our own email infrastructure (mail.kwatateam.com) to send notifications. Your email address is used solely for service communications.
• Payment Processing: Dodo Payments, our Merchant of Record, processes subscription payments securely and handles all tax compliance. We do not have access to or store your payment card details.
• Analytics: We may use privacy-focused analytics tools that collect anonymized usage data.
• Legal requirements: When required by law, regulation, legal process, or governmental request
• Protection of rights: When necessary to protect the rights, property, or safety of Kwata Team Inc., our users, or the public
• Business transfers: In connection with a merger, acquisition, reorganization, or sale of assets, subject to the acquiring entity agreeing to protect your personal information in accordance with this policy

6. Data Security

We implement appropriate technical and organizational measures to protect your personal information against unauthorized access, alteration, disclosure, or destruction. This includes:

• Encryption of data in transit (HTTPS/TLS 1.2+) and at rest
• Secure authentication using Better Auth with Google OAuth
• Regular security assessments and monitoring
• Role-based access controls and authentication
• Secure cloud infrastructure with automated backups
• Network isolation and segmentation

Disclaimer: While we use commercially reasonable measures to protect your data, no method of electronic storage or transmission over the Internet is 100% secure. We cannot guarantee absolute security of your personal information. You transmit data to the Platform at your own risk.

7. Data Retention

Our retention policy is designed to comply with PIPEDA, Alberta PIPA, CCPA, and GDPR while respecting the episodic nature of career searches (users often pause between roles). Summary:

• Active accounts: Personal data is retained while your account is active
• Cancelled subscriptions: Cancelling your paid subscription does not delete your account — it is simply downgraded to the Free tier. Your data stays until you explicitly delete your account or become inactive for 18 months
• Delete-my-account request: When you request deletion (via Account Settings or email), your data is permanently purged within 30 days. During this grace period, you can cancel the deletion by simply logging in
• Inactive accounts: If you don't log in for 12 months, we send a warning email. A second warning goes out at 15 months. At 18 months of inactivity, the account is automatically deleted
• Generated documents (cover letters, tailored resumes): Retained while your account is active, deleted with the account
• Chat history (raw turns): Automatically deleted after 30 days; summarized facts are kept in your profile memory until you delete your account
• Financial / subscription records: Retained for 7 years after your last transaction, as required by CRA (Canada) and IRS (US) tax regulations. These are held separately by our payment processor (Dodo Payments) under their own retention policies
• Security / access logs: Retained for up to 24 months for fraud prevention and security investigations

You can export all your data at any time, or schedule account deletion, through Account Settings → Privacy & Data in the dashboard. Manual requests can also be sent to privacy@kwatateam.com.

8. Your Rights

Depending on your location and applicable laws, you may have the following rights regarding your personal information:

• Access and portability: Download a complete copy of your data as a JSON file — self-serve via Account Settings → "Download my data"
• Correction: Update inaccurate information directly in your profile settings
• Deletion: Request account deletion self-serve via Account Settings → "Delete my account" (30-day grace period applies)
• Opt-out of non-essential emails: Unsubscribe links appear in every marketing email
• Withdraw consent: Where processing is consent-based
• Object to AI processing: AI processing is integral to the service; objecting may require account termination
• Lodge a complaint: With the Office of the Privacy Commissioner of Canada, your provincial commissioner, or an equivalent EU/US supervisory authority

Self-serve actions are available in Account Settings once logged in. For rights that require manual handling (e.g., correction of historical records, consent withdrawal), email privacy@kwatateam.com.

9. Cookies and Tracking

We use cookies and similar technologies to provide essential functionality, analyze usage, and improve your experience. For full details, see our Cookie Policy. You can control cookie settings through your browser preferences, though disabling essential cookies may prevent you from using the Platform.

10. Third-Party Services

Our Platform may integrate with or reference third-party services, websites, and platforms. We are not responsible for the privacy practices, data collection, or content of any third-party services. Your interactions with third-party services are governed by their respective privacy policies, which we encourage you to review.

11. Children's Privacy

The Platform is not intended for individuals under the age of 18. We do not knowingly collect personal information from children under 18. If we become aware that a child under 18 has provided us with personal information, we will take steps to delete such information. If you believe a child under 18 has provided us with personal information, please contact us immediately.

12. International Data Transfers

Application data: Your information is processed and stored on infrastructure located in the European Union, governed by the General Data Protection Regulation (GDPR) — one of the strictest privacy frameworks anywhere. Our hosting provider is a non-US company operating servers on EU soil, which means your application data is not subject to the US CLOUD Act, FISA, or the Patriot Act. Our AI service providers (Anthropic, Google, OpenAI/OpenRouter, DeepSeek) process prompts and return responses from their own global infrastructure under their respective data-processing agreements.

Edge cache: To improve performance for visitors, static assets such as CSS, JavaScript, and images are cached at the edge by Bunny.net, an EU-jurisdictional CDN headquartered in Slovenia. Personal data and authenticated content (your resume, applications, chat history, account details) are never cached at the edge — they are delivered fresh from origin on every request.

By using the Platform, you consent to the transfer of your information to the jurisdictions described above, which may have different data-protection laws than your jurisdiction of residence. We ensure appropriate safeguards are in place for international data transfers in accordance with applicable law, including PIPEDA, the GDPR, and Alberta's Personal Information Protection Act. We will notify users in advance of any material change to where data is hosted.

13. Canadian Privacy Law Compliance (PIPEDA)

We comply with the Personal Information Protection and Electronic Documents Act (PIPEDA) and applicable provincial privacy legislation. Under PIPEDA, you have the right to:

• Know why your personal information is being collected
• Expect your information to be used only for the stated purposes
• Know who in our organization is responsible for protecting your information
• Expect your information to be protected by appropriate safeguards
• Challenge the accuracy and completeness of your information
• Access your personal information and request corrections

Our Privacy Officer can be reached at career@kwatateam.com.

14. Limitation of Liability for Data Processing

TO THE MAXIMUM EXTENT PERMITTED BY APPLICABLE LAW, KWATA TEAM INC. SHALL NOT BE LIABLE FOR ANY DAMAGES ARISING FROM:

• Unauthorized access to or alteration of your data transmissions
• Any third-party's access to or use of your personal information
• Any errors or inaccuracies in AI processing of your data
• Any interruption or cessation of data transmission to or from the Platform
• Any bugs, viruses, or similar issues transmitted through the Platform by third parties
• Any loss or damage resulting from your reliance on data or content obtained through the Platform

15. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, technology, legal requirements, or for other operational reasons. We will notify you of material changes by posting the updated policy on the Platform and updating the "Last updated" date. Your continued use of the Platform after changes constitutes acceptance of the updated policy. We encourage you to review this policy periodically.

16. Contact Us

If you have any questions about this Privacy Policy, our data practices, or AI processing, please contact us:

• Email: career@kwatateam.com
• Contact form: Contact Us
• Company: Kwata Team Inc.
• Location: Alberta, Canada