Privacy notice

Who we are

TIA Nexa is a trading name of Qynexa Group Ltd (company number [company number]), 71-75 Shelton Street, London, WC2H 9JQ. We are the data controller for the personal information described here. Contact us about privacy at support@tianexa.co.uk. Our ICO registration number is ZC284378.

What information we collect

• Account details: your name, email address and country. If you sign in with Google, we receive your name and email address from Google. Your password is stored only in a secure, scrambled form we cannot read.
• Your profile: things you tell us, such as your headline, location, phone number, the roles and salary you're looking for, how you'd like to work, and whether you need visa sponsorship.
• Your CV: the file you upload, and the details we extract from it, such as your jobs, education and skills.
• Saved answers: your answers to common application questions (for example, notice period or right to work), which you choose to save so we can reuse them.
• Your job search and applications: jobs you save or apply to, the CVs, cover letters and answers used, application status, notes, interview dates, and the confirmation message an employer's site shows after an application is sent. When our servers send an application for you, we also keep a screenshot of the employer's page afterwards, as proof it was sent; it's deleted with your account.
• Emails you forward to your TIA Nexa address (Settings → Replies): we read them to update the right application (for example, to Interview). We keep only who sent each one, its subject and what we did, never the email itself.
• AI chat and Help & support: the messages you send and our replies.
• Payments: your plan and subscription status. Your card details are handled by Stripe and are never stored by us.
• Security records: a log of important actions on your account, such as downloading or deleting a CV, with your browser type and a scrambled form of your IP address.

We don't ask for sensitive information such as your health, ethnicity or religion. CVs and some employers' application forms ask about it anyway (for example, equal opportunities questions). We only use what you choose to give, to provide the service, and you can remove it at any time. [SOLICITOR TO CONFIRM handling of special category data in application forms]

How we use it, and our legal reasons

• To run your account and provide the service, including CV reading, job matching, tailoring and tracking: to perform our contract with you.
• To fill in and send job applications when you ask us to (Apply): to perform our contract with you.
• To send service emails, such as job alerts and summaries of applications sent: to perform our contract with you. You can turn these off in Settings.
• To take payments: to perform our contract with you.
• To keep the service secure and prevent misuse: our legitimate interests.
• To show anonymous company reply rates (how often a company replies to applications made through TIA Nexa): our legitimate interests. We use only whether an application got a reply, combine it with at least 10 applications from at least 5 people before showing anything, and never show individual applications. You can opt out at any time in Settings. [SOLICITOR TO CONFIRM]
• To keep financial records: legal obligation.
• To send marketing emails, only if you switch them on: your consent, which you can withdraw at any time in Settings.

How we use AI

We use AI to read your CV, match you to jobs, tailor your CV, draft cover letters and answers to employers' questions, prepare you for interviews, and read emails you forward to us to see what an employer replied. The AI only works from details you have confirmed, and it never decides anything about you, such as whether you get a job. Employers make their own decisions.

When you use Apply, applications can be sent without you reviewing each one. We only send automatically when every required question can be answered from your own details or saved answers; otherwise we ask you to check first. You can switch Apply off at any time.

You can switch AI off at any time in Settings, under "AI personalisation". When it's off, nothing is sent to our AI provider, and features use simpler built-in methods instead.

Our AI provider, Anthropic, processes this information on our behalf. [SOLICITOR TO CONFIRM: describe Anthropic's commercial terms on training and retention.]

Who we share it with

We never sell your information. We share it only where needed to provide the service:

• Employers you apply to: when you apply, yourself or using Apply, your application (such as your CV, cover letter, contact details and answers) is sent to that employer, usually through their recruitment system (for example Greenhouse, Lever, Workable or NHS Jobs). The employer then handles it under its own privacy notice.
• Anthropic, for AI processing.
• Stripe, for payments.
• Zoho, to send emails.
• Cloudflare, to receive emails you forward to your TIA Nexa address.
• Google, if you choose to sign in with Google.
• [Hosting provider, e.g. Railway] and [file storage provider], to store data and run the service.

The browser extension

Our Chrome extension reads and fills in job application forms on employers' websites, so it can apply for you. It only works on job application pages. It doesn't read or collect other websites you visit. It stores a sign-in key in your browser so it can connect to your account; removing the extension deletes it.

Where we offer it, we can instead send your applications from a browser on our own servers in the UK, so you don't need the extension. It uses the same details and rules, and opens only the employers' application pages you approved. [SOLICITOR TO CONFIRM]

Transfers outside the UK

Some suppliers process information outside the UK, including in the US. Where they do, we use legal safeguards approved under UK law, such as the UK International Data Transfer Addendum or the UK-US data bridge. [SOLICITOR TO CONFIRM the safeguard for each supplier.]

How long we keep it

We keep your information while you have an account. When you ask us to delete your account, we wait 7 days in case you change your mind, and you can cancel in Settings during that time. After that we delete your profile, CVs, files, applications and chats. We keep security records for [period] and financial records for 6 years, then delete them. Applications already sent to employers are held by those employers under their own policies.

Your rights

You have the right to access, correct, delete or restrict the use of your information, to object to how we use it, and to receive a copy of it. You can do most of this yourself:

• Download all your data: Settings, then "Download your data".
• Delete your account: Settings, then "Delete account".
• Correct your details: your profile, CV and saved answers pages.

For anything else, email support@tianexa.co.uk. If you're unhappy with how we handle your information, you can complain to the Information Commissioner's Office at ico.org.uk. We'd appreciate the chance to help first.

Cookies

We use a single cookie to keep you signed in. It's essential for the service to work, and we don't use advertising or analytics cookies.

Age

TIA Nexa is for people aged 18 or over.

Changes to this notice

If we make important changes, we'll tell you by email or in the app.