Privacy notice

The short version

• You can search jobs, read listings and open an employer’s website without an account. Opening an employer’s website does not send your resume or profile to that employer.
• If you create an account, we keep what you enter so we can run ufaamu for you: your profile, resumes, saved jobs, applications, messages and requests for help.
• An employer on ufaamu sees your profile only after you approve it for one job. Being findable by employers is a separate setting that is off unless you turn it on.
• We do not sell personal information, we do not show advertising, and we do not use advertising or social-media trackers.
• We count visits in a way that does not follow you from page to page, and we skip it when your browser sends Global Privacy Control or Do Not Track, or when you turn it off on the cookies page.
• Help from AI is not connected in this version of ufaamu. Suggestions come from simple rules on our own server. If an AI service is connected later, your resume or profile is sent to it only after you turn that on.
• We never ask about immigration status, citizenship, refugee status, race or ethnicity, or religion.

The rest of this notice explains each point in more detail.

Who is responsible and how to reach us

ufaamu is operated by [Owner to provide: Legal name of the business or organization that operates ufaamu], [Owner to provide: Postal address for privacy matters]. In this notice, “ufaamu”, “we” and “us” mean that operator.

Questions and requests about privacy are answered by [Owner to provide: The person or role who answers privacy requests]. How to reach us is in How to contact us about privacy.

If you only browse jobs

You do not need an account to search jobs, read job details, use the distance filter or continue to an employer’s website. When you do these things:

• Your search (words you type, a town or ZIP code, a distance and filters) is sent to our server to find matching jobs. Searches are part of the page address, so they also appear in your browser history and in any link you share. We do not save your search words with anything that identifies you.
• Settings in your browser: your chosen language, search area and distance are kept in cookies in your browser (see Cookies).
• Counting visits: we record that a visit started, that a job’s details were shown, and that someone pressed “Continue to employer website”, as described in Cookies.
• Reporting a job: if you report a listing, we keep the reason and any details you type. To limit abuse, we also keep a one-way code made from your network address and browser type. It is not your address itself, but it could be matched by someone who already knew those details, so we treat it as pseudonymous, not anonymous.
• Building a resume without an account: see Resumes.

If you have a job-seeker account

Creating an account

To create a job-seeker account you give us your name, an email address and a password. We keep a scrambled form of the password (a one-way hash), never the password itself. We also keep the language you use, and a record of which version of the Terms of Service you agreed to and when.

Email confirmation. We send a six-digit code or a link to your email address. Using it shows that you can open that inbox. It does not check who you are, your identity documents, your immigration status or whether you may work in the United States. Some steps, such as sharing your profile with an employer, are available only after you confirm your email.

Status today: sign-up is not open to the public, because confirmation email is not connected yet.

Your profile

Your profile can hold: the name you want employers to see, where you live (a town or area; we ask you not to give a street address), your preferred language and time zone, how you want to be contacted (email, phone, text or WhatsApp) and that contact detail, the shifts you want, your skills, a short summary, work history (job title, type of work, years, a description, and whether the experience was gained in the U.S. or outside it, without the country), training and certificates you add, and accomplishments.

You can also answer guided questions about your work and skills by typing. The voice recorder on that page lets you listen to yourself while you type; see AI and other automated help for what happens to recordings.

Job preferences and alerts

Job preferences are the kinds of work, shifts and pay you want, how far you will travel, and an approximate area for job alerts (the center of a ZIP code, never a street address). Alerts appear in your account. Email alerts are off unless you turn them on, and we do not send them in this version.

Resumes, cover letters and an optional photo

Building a resume without an account

Anyone can build and preview a resume. What you type (name, email, phone, town, region and country, a summary, work history, education, skills, languages and certificates) is saved on our server in encrypted form. The key is a random value kept only in a cookie in your browser; our server keeps only a one-way hash of it. Without that browser, the draft cannot be read from our database alone. The draft expires 7 days after your last change. You can discard it at any time, and it is removed when you save it to an account. We never put the draft in a page address and never count its content.

Resumes and cover letters in your account

You can save resumes, and resumes and cover letters prepared for a particular job, in your account. We keep each saved version so you can go back to it. If you paste a job description, we keep it with that document. These documents are for you to download and send yourself: ufaamu does not send them to employers.

Uploading a resume file. If you upload a PDF or Word file, we read the text from it and do not keep the file. We keep the text only if you choose to save it to your profile.

An optional photo

You can add a photo to one resume style. For most U.S. job applications we recommend a resume without a photo. If you add one, we crop it, make a new image from the pixels, and throw away everything else in the file, including the camera’s location data. We store that image with your account. Only you can see it through ufaamu. We never send it to an AI service and never show it to employers. It appears in a document only if you choose it for that document, and you can remove it at any time. We do not analyze faces or use photos to identify anyone.

Saved jobs, alerts, applications, messages and help

• Saved jobs are private to your account.
• Employer websites you open while signed in: we keep a private note that you opened the employer’s application page, so you can later tell us whether you applied. Opening the page is not treated as applying. We record “applied” only if you tell us.
• Applications through ufaamu (for jobs posted by employers on ufaamu) have a status, such as interested, introduced to the employer, interview, offer or started work. We keep that history, the consent you gave for each job, interview times and places, offers and your answers.
• Messages between you, ufaamu staff and employers stay inside ufaamu. We do not send them by text message, email or WhatsApp.
• Help from a person: when you ask for help, we keep your request, the conversation, your contact preference, any appointment and the notes staff keep about the time they spent. If you allow it for a request, staff can propose changes to your profile, and each change needs your approval.
• Interpreters and accommodations: if you ask for an interpreter or an accommodation for an interview, the request goes to ufaamu staff. It may reveal health or disability information. We do not show it to the employer. Staff tell the employer only what you agree they should, and we never use it for matching or search.
• Outcomes: if you tell us you applied, had an interview or started work, or an employer confirms it, we record that so we can see whether ufaamu is helping.

Employer and ufaamu team accounts

Employers. An employer account holds the person’s name, work email and password hash, and the organization’s name, industry, city and contact email. We check that the organization is real and that the person works there before any employer feature is turned on. We keep job postings, invitations, messages, interview details, offers and the outcomes employers record.

ufaamu team. Team accounts are created by an administrator. They hold the staff member’s name, email and password hash, their availability for appointments, office details, and the time they record on requests. Team members must confirm their email before they can see anyone’s information, and the actions they take are recorded in an activity log.

Status today: employer and team features exist in the software, but only fictional test accounts use them. No real employer has an account yet.

Search location and browser permissions

Choosing a place

You can type a town or ZIP code, or press “Use my current location”. Your search area is used only to show distances to jobs. It is not your profile location and not the area used for your job alerts, and searching never changes either of them. Using your search area for job alerts is a separate button.

“Use my current location”

• Your browser asks for your location only after you press the button, and only on the home page and the job search page. Every other page blocks location, camera and microphone unless it needs them.
• The browser gives the page your position. The page rounds it to one decimal place (roughly 10 km) and sends that rounded position to our server. Your exact position is not sent.
• Our server rounds it again and, if it is near a town we know, replaces it with that town. The result is saved in the ufaamu_area cookie in your browser for 180 days. It is not saved in our database or in your account.
• Your browser sends that cookie back with each page, so the server can show distances. We also turn it into a very coarse region (our pilot area, a U.S. state, or none) when we count visits.
• Employers never see your search area.

Sharing a search

A link to a search you typed includes the town or ZIP code and distance. A location that came from your device is never put in a link. Such a link says “device” instead, and whoever opens it is asked to choose their own place. You can choose to put the matching town in the link instead.

Camera and microphone

The microphone is used only on the guided questions page, when you press Record. The camera and microphone are used only on an interview page, when you press the device check. Neither the check nor your recordings are sent to us; see AI and other automated help.

Cookies, browser storage, security records and measurement

ufaamu uses 9 kinds of cookies, all set by ufaamu itself, and two small items of browser storage. The full list, with what each holds and how long it lasts, is on the cookies and browser storage page. We do not use advertising cookies, social-media buttons or other companies’ analytics scripts, and our pages only load files from ufaamu.

Counting visits

To learn whether ufaamu is useful, we count: visits, job details shown, searches, clicks on “Continue to employer website”, and steps in the resume builder. Each count keeps only the kind of event, the time, the job and type of work (for job events), a coarse region and whether the visitor was signed in as a job seeker, employer or staff member. It does not keep names, email addresses, account ids, search words, precise locations, network addresses or full page addresses. A random value in a cookie that lasts 30 minutes lets us avoid counting one visit twice; it is not stored with the counts. The detailed counts are kept for 180 days and then combined into daily totals.

Global Privacy Control and Do Not Track. If your browser sends either signal, we do not count your visits at all and do not set the counting cookie. You can also turn counting off in your browser on the cookies page.

Security records

We keep an activity log of important actions, such as signing in to staff tools, consent decisions, sharing, changes to settings and staff viewing a request. Entries record who acted, what they acted on and when. We also keep a record of each email we try to send (the address, subject and a copy without codes or links) and a count of AI requests (the feature and the amount of text, not the text itself). To stop password guessing, the server briefly remembers failed sign-ins by email address and network address in memory; this is not saved. Our hosting provider may also record technical details of requests: [Owner to provide: What the hosting provider records about requests (for example network addresses) and for how long].

How we use information

We use information to:

• show jobs, distances, and matches with the preferences you set (matches never check or judge your qualifications);
• run your account, keep you signed in and confirm your email address;
• build the resumes and cover letters you ask for, from what you entered;
• share your profile with an employer when you approve it, and run invitations, interviews and offers;
• let ufaamu staff help you when you ask, and answer your privacy requests;
• keep ufaamu safe: prevent abuse and fake employers, and find and fix problems;
• understand, in totals, whether ufaamu helps people find work;
• meet legal obligations.

We do not use your information for advertising, we do not sell it, and we do not build profiles of people for other companies. We do not send marketing email.

When information is shared, and with whom

• Employers on ufaamu: only as described in Employer discovery and sharing an application.
• ufaamu staff: authorized staff with confirmed team accounts can see job seekers’ profiles, applications, help conversations and appointment details when they work on them, for example when you ask for help or an application needs attention. Their views and actions are recorded in the activity log. Staff do not see your password or your guest resume draft.
• Service providers that run parts of ufaamu for us, under our instructions:
  • hosting of the website and database (planned: Fly.io, in Virginia);
  • encrypted copies of the database for recovery (planned: Backblaze);
  • sending confirmation codes by email (planned: Postmark); they receive your email address and the message;
  • monitoring that our scheduled tasks ran (planned: Healthchecks.io) and that the site is up; these receive no personal information.
  None of these is in use yet: ufaamu has not been launched. We will update this list before launch.
• An AI service, only if one is connected and you turn it on; see AI.
• When the law requires it, or to protect people’s safety or ufaamu against fraud, and to a successor if ufaamu’s operator changes, who must honor this notice.

Employer discovery and sharing an application

Being findable by employers (“Let employers find me”)

This setting is off unless you turn it on, and you can turn it off at any time. While it is on, verified employers searching for one of their published jobs can see a limited card: your skills; for each job you listed, its title, type of work and years, and whether it was outside the U.S.; your shift preference; and a distance band from their job (for example “within 10 miles”), worked out from your job-alert area.

The card does not show your name, contact details, location, summary, resume, recordings or language. It carries a label and a reference that are different for every employer, so employers cannot compare notes to link you across organizations. That makes the card pseudonymous, not anonymous: in a small community, your skills and work history together may be enough for someone to recognize you.

An employer can invite you to consider one job. Accepting an invitation does not share your profile.

Sharing your profile for one job

An employer on ufaamu sees your profile only after you approve a request for a specific job. The request lists exactly what will be shared, which can include your full name, contact method and detail, preferred language, general location, shift preference, skills, work experience, summary and resume text, training and certificates, and a job-specific summary you approved. The approval covers only that job and that employer. You can stop sharing at any time; the employer then loses access through ufaamu.

What employers keep. Turning discovery off, stopping sharing or deleting your account stops future access through ufaamu. It cannot remove what an employer already saw, wrote down, downloaded or received in messages. Those copies are the employer’s responsibility under its own privacy practices.

Employer websites outside ufaamu

Most jobs on ufaamu are listed from employers’ own career websites. “Continue to employer website” is an ordinary link that opens the employer’s page in a new tab. We checked what leaves ufaamu when you use it:

• The link is the employer’s own application address from the listing. We do not add your name, email, profile, resume or anything else about you to it.
• Your browser is told not to send the employer the address of the ufaamu page you came from.
• At the same moment, your browser tells ufaamu that the button was pressed. That message holds only a random one-time value and whether the browser is automated. We count it as a click, never as an application. If you are signed in as a job seeker, we also keep the private note described in Saved jobs, alerts, applications.

Once you are on the employer’s website, anything you give them is governed by that employer’s own privacy practices, not by this notice. ufaamu does not receive what you enter there and cannot tell whether you applied.

AI and other automated help

What happens today

No AI service is connected in this version of ufaamu. Suggestions for your resume, cover letters, interview practice and staff message drafts are made by fixed rules and templates on our own server, and are labelled as such. Nothing is sent to an AI company. Speech-to-text and video calls are also not connected.

If an AI service is connected later

The software can use Anthropic’s Claude models. If we connect it, these rules apply:

• Your resume and profile are sent only after you turn on “AI help”, a separate choice from sharing with employers and from discovery. Turning it off stops future sending. Without it, you still get the rule-based help.
• When it is on, the text sent can include: resume text you paste or upload, your profile facts (work history, skills, training) for suggestions and cover letters, the name that signs a cover letter, and the job description. Your contact details and photo are not sent.
• Some features send no personal information: translating a posted job, and interview practice questions built from a job description.
• English versions of your resume and cover letter are made by the service only after you choose “Write the English for me”; you can write the English yourself instead. The text sent is what you typed in your resume and letter answers, including employers, places and dates, and, when you ask for it, the English documents themselves so they can be explained in your language. Before sending, your name, email addresses, phone numbers, web links and street addresses in common formats are replaced with placeholders. Anything else you typed, such as another person’s name, is sent as written. Your photo is never sent. The results are kept only in that application.
• Staff and employers can ask for help drafting a message to you. Without your AI consent, your first name is replaced with a placeholder before sending. Notes typed by staff or employers are sent as written, so staff are told not to include sensitive details. A staff member can also ask for a translation of their own reply, which sends that reply’s text.
• Everything AI produces is a suggestion for a person to check. It never ranks, screens or rejects anyone, and it is told not to guess immigration status, national origin or other protected characteristics.

Before any AI service is connected, we will confirm in writing the provider’s terms on how long it keeps what we send and whether it can use it to train its models, and update this notice. We make no promise about a provider’s training or retention until we have confirmed it.

Recordings and camera

Voice recordings on the guided questions page stay in your browser so you can listen back; they are not uploaded, because no speech service is connected. The interview device check shows your camera to you only; nothing is recorded or sent. We do not record interviews or use voice or face analysis.

What we do not ask for

ufaamu never asks for your immigration or refugee status, citizenship, visa or work permit, passport or other identity documents, Social Security number, race or ethnicity, religion, date of birth, or sex. We checked every form in ufaamu for these questions. Employers handle hiring paperwork, such as Form I-9, directly with you after they hire you, outside ufaamu.

Some things you choose to write, such as the languages you speak, a school or town outside the U.S., or free-text answers, may say something about where you are from. We use them only for the purpose you gave them. Please do not put sensitive details in free-text fields.

Choosing where to list jobs. To decide which regions to add jobs for, the ufaamu team looks at published, area-wide population statistics, including figures about immigrant and refugee communities. This is planning with totals for places. It uses no information about any person, and nothing about you is compared with it.

How long we keep information, deletion and backups

What we can say today, from how the software works:

• Guest resume drafts: expire 7 days after your last change. From then on they can no longer be opened. The encrypted copy is deleted the first time any of these happens: the draft is opened again in your browser, anyone saves a guest draft on ufaamu, or our daily cleanup runs. The daily cleanup depends on ufaamu’s scheduled jobs running; until they do, an expired copy can remain on our server, unreadable without the key in your browser.
• Detailed visit counts: kept for 180 days, then combined into daily totals and deleted by the daily cleanup.
• Sign-in: a sign-in lasts at most 7 days. Signing out ends it at once.
• Email confirmation codes expire after 30 minutes and can be used once.
• Accounts, profiles, resumes and photos: kept until you ask us to delete them or [Owner to provide: How long accounts, profiles and resumes are kept after an account is closed or inactive].
• Applications, messages, help conversations and appointments: [Owner to provide: How long applications, messages, help conversations and appointments are kept].
• Activity log, email records and AI usage counts: [Owner to provide: How long security and activity records (audit log, email records, AI usage counts) are kept].

Status today: the daily cleanup is written and scheduled in the server set-up, but ufaamu is not running anywhere yet, so no cleanup has run on a schedule.

Deletion

If you ask us to delete your account, we delete your account, profile, resumes, cover letters, photo, applications, saved jobs, alerts, messages and help requests from ufaamu, and we remove your name and email from records we must keep (such as the activity log). We may keep information when the law requires it, to resolve a dispute, or to prevent fraud or abuse, and only as long as needed. Employers keep what they already received; see Employer discovery.

Backups

To recover from mistakes or failures, the database is copied continuously to encrypted backup storage, with a restorable history of about 7 days, and before each software update (the five most recent copies are kept). Deleted information stays in these copies until they are replaced, so it is not erased from backups immediately. If we ever restore a backup, we will delete again anything you had asked us to delete. Status today: backups are designed and tested on a local computer, but not yet running with a backup provider.

Your choices and requests

• Settings you control yourself: AI help on or off; being findable by employers on or off; approving or declining each sharing request, and stopping sharing; voice recordings allowed or not; adding or removing your photo; editing your profile, preferences and alerts; saving and unsaving jobs; discarding a guest resume draft; turning visit counting off on the cookies page; and your browser’s location permission. Each choice is separate. Reading this notice does not turn anything on.
• Things you ask us to do: a copy of your information, correcting something you cannot edit yourself, or deleting your account. There is no button for these yet. A person handles each request; see How to contact us.

Depending on where you live, privacy laws may give you further rights, such as appealing a decision about your request. We will explain them when we answer. We will not treat you differently for making a request.

Security

We protect information with measures that include: encrypted connections, passwords stored only as one-way hashes, sign-in tokens stored only as hashes, limits on repeated sign-in attempts, access checks on every page and action, email confirmation for staff and for sharing steps, an activity log, and encryption of guest resume drafts. Uploaded files are checked and are not kept. No system is perfectly secure. If a security incident affects your information, we will tell you as the law requires.

Who can use ufaamu

ufaamu is for people looking for work and for employers. It is not meant for children. You must be at least [Owner to provide: Minimum age to create an account] to create an account. If we learn that a child under that age has an account, we will delete it.

Changes to this notice

This is draft version 0.1-draft, last updated 2026-09-27. It is not in effect until approved; the date it takes effect will be [Owner to provide: The date this notice takes effect, after approval]. When we change this notice, we will change the version and date at the top, and for important changes we will tell account holders in ufaamu before the change applies.

How to contact us about privacy

• If you have a job-seeker account: sign in and choose Get help → Privacy. Say what you would like: a copy, a correction or deletion. A ufaamu staff member answers in the same conversation. Because you are signed in, we know the request comes from the account holder.
• Everyone else (visitors, people who cannot sign in, employers): [Owner to provide: A monitored privacy contact (email address or phone number) for people without a job-seeker account]. We may ask questions to confirm the request comes from the right person before we act on it.

We aim to answer within [Owner to provide: How quickly ufaamu answers privacy requests].