CoolMind Privacy Policy

Effective date: 2026-10-21

CoolMind (coolmind.ai) is operated by Dongyu Jia, an individual ("CoolMind", "we", "us"), who is responsible for your information under this policy.

• Privacy questions and requests: [email protected]
• General help: [email protected]

This policy explains what information CoolMind collects, how we use it, who we share it with, how long we keep it, and how you can download or delete it. Section 5 covers in detail the mailbox your applications use: your CoolMind address, or the Gmail you choose to connect.

1. What CoolMind does

CoolMind finds US job openings that fit the preferences you set and submits applications to employers' hiring systems in your name. We process the information below only to provide that service to you, to keep it secure, and to meet our legal obligations.

2. Information we collect

We do not collect government ID numbers, bank card numbers or payment passwords. Once you are signed in, CoolMind uses only the cookies the site needs to work, such as keeping you signed in and protecting sign-in. We use no analytics cookies.

Measuring our ads, before you sign in. On coolmind.ai, while you are not signed in, our pages load Google's advertising tag (Google Ads) so that we can tell which of our ads bring visitors. It sets Google's advertising cookies in your browser and sends Google the page you are on, the ad you came from, if any, and technical details of your browser and device. We set it to ask for no personalized ads and no remarketing, and Google processes this for us as our service provider. It never loads on any page once you are signed in, so it never sees your profile, your applications or your mailbox. It does not load at all if your browser sends a Global Privacy Control signal, and in the European Economic Area, the United Kingdom and Switzerland it sets no advertising cookie.

If you arrive by a link another CoolMind user shared, the page keeps which way it was shared (a copied link, a WeChat QR code or your device's share menu) in that browser tab only, not in a cookie, and forgets it when you sign in or close the tab. If you have just created your account, we record that one word and the date: nothing that identifies you or the person who shared the link. So that one account counts once, we keep a one-way fingerprint of the new account, apart from that record, for one hour, then delete it.

A link a signed-in user shares also carries their referral code. Your browser keeps the code until you sign in, then sends it to us once. If your account can still use a code (no profile yet, or signed up a short time ago, as the Credits page says), we record whose code it used and when, so that you both receive referral credits, and record your first purchase, made before or after, when it gives you both more. The person whose code you used sees only how many people signed up with it, never who. Using a code is up to you: a link without one works the same.

If you choose Auto-apply on a posting on our jobs page before your profile is saved, your browser keeps which postings you chose (their title, company and our id for each) for up to a day, until you remove them or save your profile; saving sends them to us once, to add them to your list.

Job listings come from a job-listings provider. We send it none of your information.

Accuracy of what we send. Everything sent to employers is in English. Facts about you (contact details, work authorization, education, experience) are only ever what you gave us or what your résumé states — except the email address on the form, which is your CoolMind address unless you connected Gmail (section 5). Answers to open questions (for example "Why do you want to work here?") and cover letters are written for you from your résumé, your profile, the job's description and, if you gave them, your own answers to common questions, and never state a fact about you that those do not.

3. How we use your information

• To find jobs, decide whether they match your preferences, and score them.
• To fill in and submit applications in your name, and show you each result and its proof.
• To give employers your CoolMind address on the applications we submit (unless you connect Gmail), to read the verification code or link an employer emails there while we submit that application and its confirmation email right after, and to forward everything that arrives there to the address you sign in with, unless you turn that off (section 5).
• In "Full auto" mode, each day we pick new jobs that fit your preferences, up to that day's scoring allowance, to score; jobs that score at or above your threshold are applied to. In "I'll review" mode we pick nothing for you unless you ask us to (the "Refill now" button on your dashboard), and only the jobs you add or approve are submitted.
• To let you watch an application while it is being filled in, take it over (for example to answer a question only you can answer), and replay its recording afterwards. We can turn off live watching for an account; the application then still runs, and you still see its result and proof.
• To show you proof that each application went in: the confirmation-page screenshot, the recording, and what was written for you. We can turn this display off for an account; that hides it and deletes nothing.
• To check the text you save (your résumé, your profile and your answers to common questions) for passages meant to give instructions to the system that applies for you. A save that contains them is refused and the passages are shown to you. We keep only a one-way fingerprint of text that passed, so it is not checked again; we keep neither the passages nor the reasons.
• To pace the work: each account has a daily allowance of jobs scored and applications sent, which resets at midnight US Pacific time. You can see yours; only we can change it.
• To send a weekly progress email to the address you sign in with: that week's applications employers confirmed (company and role), the jobs scored for you, any jobs waiting for your OK, a reminder when your Gmail connection has stopped working or is about to, and, if you approve each application yourself, the credits you have left. A week with nothing to report gets no email. You can turn it off at any time in Account & data, or with the unsubscribe link in the email, without signing in.
• To send a daily progress email to the address you sign in with, the morning after a day an employer confirmed one of your applications: those applications (company and role), the credits you have left, and any jobs waiting for your OK. No email after a day with none, or while you have no credits left. You can turn it off at any time in Account & data, or with the unsubscribe link in the email, without signing in.
• If you turn notifications on for a device, to notify it each time an employer confirms one of your applications (the company), in the language of the pages you last used while signed in.
• To sell and count credits: one credit is used for each application an employer's site confirms. An application that fails, or is never sent, uses none. When you run out, applications wait until you buy more.
• To answer an employer's questions about citizenship and equal opportunity, and for nothing else: your citizenship answers only a citizenship question; an equal-opportunity answer is given only when the employer's form requires an answer and offers no way to decline — otherwise your applications always decline. We never use them for matching, scoring or analytics.
• To debug failures, we keep a step-by-step record of each application: the pages the agent saw and what it did and typed there, which includes your profile details as typed into the form. It never contains your email content, verification codes or links, or your password for employer sites: these are taken out before the record is stored. It is kept for a short period, at most 30 days (typically 7), is visible only to our administrators, and is then deleted.
• To keep the service secure, prevent abuse, diagnose failures and support you.
• To limit searches on our jobs page: we keep a one-way fingerprint of your network address (everyone on that network shares it) and of the wider address block it belongs to — or, when you're signed in, of your account — with a count of that day's searches, deleted when the US Pacific day ends. We do not keep what you search for.

AI models. We use large language models (AI models) to read your résumé, check the text you save, score jobs, understand application forms, write answers and cover letters, and fill in and submit application forms. We do not name the models or their providers here because they change as better ones become available; whichever we use, these rules hold:

• They receive only what the task needs, and use it only to return a result to us.
• They may not use your information to train or improve their models.
• Reading your résumé and checking the text you save (when you set up your profile) uses an AI model provider we call directly, under its paid commercial terms: it does not train on your data, and may keep a request for a limited time solely to detect abuse, then deletes it.
• Scoring jobs, understanding application forms, writing answers and filling in forms — including reading the verification emails and checking the confirmation emails described in section 5 — go through our AI model routing service, only to providers with zero data retention: they do not keep what they are sent.
• They never receive your Gmail authorization or any access token.
• The help chat (on our home, rules, pricing and FAQ pages, and on every page once you're signed in) sends the question you type (and the last few messages of that chat) to an AI model to answer it from our FAQ, our rules and our prices; it is told nothing about your account. We do not store the conversation. To limit how much anyone can ask, we keep a one-way fingerprint of your network address — or, when you're signed in, of your account — with a count of your questions, deleted within two days.

Apart from measuring our own ads before you sign in (section 2), we do not use your information for advertising; we do not sell it or "share" it for cross-context behavioral advertising, do not use it for credit or lending decisions, and do not use it to train AI models.

4. Who we share it with

Employers and their hiring systems (for example Greenhouse, Lever, Ashby and Workday). When we submit an application, the profile details the form asks for, your résumé, your transcript when the form asks for one, and the answers and cover letter written for that application go to the company you are applying to. This is the service itself, and happens only for jobs you asked us to apply to, directly or through the mode you chose. Once sent, an application is held by that employer under its own privacy policy, and we cannot withdraw it.

Service providers that process information on our behalf, under contract, only to provide their service to us:

Stripe keeps its payment records under its own legal obligations as a payment processor (stripe.com/privacy).

Your device's push service. If you turn notifications on, each one reaches your device through the push service your browser or phone uses, run by the company that makes that browser or phone. The notification is encrypted so that only your device can read it; the push service receives the encrypted message, your device's push address and when we sent it.

The machines that submit applications. Applications are filled in by an AI agent program that runs on machines we operate ourselves or rent from our cloud-computing provider, and drives the cloud browser. A machine receives what one application needs, for that application only: your profile details, résumé, transcript (if you keep one) and written answers, and, when needed, your password for employer sites and either a short-lived Gmail access token or the recent messages of your CoolMind address that it asks our servers for (section 5). It holds the password, the token and those messages in memory only, never writes them to a log or a report, and discards them when the application ends. Its working files are kept in a temporary folder that is deleted when the application ends. These machines never hold a credential for our database.

Your password for employer sites. Only during an application whose employer requires a candidate account, the machine submitting it receives your password, and the AI model filling in the form sees it and types it into that employer's own account form. That employer's hiring system then holds an account in your name with this password. Use a password you do not use anywhere else.

Legal requirements. We may disclose information where the law, a court order or a regulator requires it, or where needed to protect the rights, safety or security of you, others or CoolMind.

We share your information with no one else.

Our own access. Only named administrators, signed in with their own accounts, can view an account, and only for support, operations and security: your profile summary (name, email, target roles and locations, preferences, whether a résumé is on file), your applications with their status, scores and proof, your allowance and usage, the log of work done for you and the record of your actions, and the recordings and debug records of your applications (section 3). They can change your allowance, whether you can see proof or watch applications live, and add or take back credits; every change is recorded with who made it and when. To help you, an administrator can also view the site as you, seeing what you see when signed in (including your CoolMind address, and whether Gmail is connected and its address). Each use is logged, and it cannot download or delete your account. Administrators never have access to your email, your Gmail authorization or your password for employer sites, and of your citizenship and equal-opportunity answers they see only whether you gave one — unless an application's recording shows one being entered into a form that required it. Nobody, including you, can see that password again once it is saved; you alone can replace or remove it.

Investigating a problem. To investigate a failure or a security problem with your account — for example, an application that keeps failing, or instructions hidden in a résumé to mislead the agent — an administrator may also view, for your account only and only as far as the investigation needs, the text of your résumé and the profile details and answers the failing application used, with your contact details masked. They may do this themselves or with a tool they operate under their own account, such as an AI assistant. Each such view is recorded with who made it, when and why. It never extends to your email, your Gmail authorization, your password for employer sites, or your citizenship and equal-opportunity answers.

5. The mailbox your applications use

Reading the email employers send serves two purposes, both part of submitting your applications. First, some hiring systems email you a verification code or a link to confirm your email address before they accept the application; we use that email to finish the application for you. Second, when an application has been submitted but the employer's page did not clearly confirm it, we look for the employer's confirmation email, so that an application that went in is counted as submitted.

So your applications give employers an email address we can read, and you choose which on the Mailbox page: your CoolMind address, which every account has and uses unless you connect Gmail, or your own Gmail. Connecting Gmail switches your applications to it; disconnecting Gmail switches them back to your CoolMind address. Your profile keeps the address you sign in with either way, and your CoolMind address keeps forwarding whatever arrives at it unless you turn forwarding off.

Your CoolMind address (the default). When you create your account, we make you an address at coolmind.ai from your name (as your Google account gives it, or the start of your email address when that name has no Latin letters) and four random characters.

• Everything that arrives there is forwarded to you, unless you turn that off. Our hosting and email-delivery provider receives each message sent to your CoolMind address and passes it to our servers, which keep it and send a copy to the address you sign in with: the sender's own words under its subject, with a line saying which address it arrived at and from whom, and the sender as the reply-to address, so replying reaches them directly. Attachments are forwarded with the copy but never kept: each passes through our servers into your copy and is discarded once it is sent. One that would make the copy too large (at most 5 MB, attachments included), or a kind of file email providers refuse (programs, scripts and archives, such as .exe, .js or .zip), is left out, and the copy names it, so you can ask the sender to send it another way. To keep a flood of unwanted mail out of your inbox, at most 50 copies are sent from one address in 24 hours; past that, messages are still kept and read for your applications, but not forwarded. Forwarding is on when your address is made; you can turn it off, and on again, on the Mailbox page. While it is off, messages are still kept and read for your applications as described here, but no copy is sent to you.
• What is kept. For each message: the sender's address and name, the subject, when it arrived, its text and HTML, the names, types and sizes of its attachments and which of them are images shown in the message itself (never the attachments themselves), and whether and when it was forwarded. Each message is deleted 7 days after it arrived (section 6), and all of them with your account.
• When it is read. The AI agent submitting one of your applications reads this address the way it reads a connected Gmail, within the same limits (below, "Exactly what is read, and when"): only while that application waits on a verification email or right after it is submitted, only recent mail from that application's employer and hiring system, and only to find the code or link, or the confirmation. It reads through our servers, only while it is submitting that application, and is never given a key to the mailbox. What it reads reaches the AI model filling in the form as Gmail's does (below, "Who handles your mail"), and we keep from a confirmation email only what we keep for Gmail: the sender's domain and the time.
• Who else sees it. Our administrators' pages do not show your messages. People see one only when you ask us to look at a specific application for support, when needed to investigate security or abuse, or when the law requires it.
• It is your applications' address. Anyone who has it can write to it; what they send is kept and forwarded the same way, and used for nothing else.

Connecting Gmail (optional). If you connect Gmail, the applications we submit give employers your Gmail address instead, and we read your verification and confirmation emails in Gmail, as follows. If you do not, your CoolMind address does this, and nothing else changes.

What we ask Google for. Two permissions, and only these:

• gmail.readonly: read-only access to your mail, used only as described below. We cannot send, change, delete or label your mail.
• userinfo.email: your Gmail address, so the Mailbox page can show which account is connected, and so the applications we submit use it as your email — the address employers send their verification codes to, which must be the one we can read (your application email must match it).

Exactly what is read, and when.

• Mail is read only while an application we are submitting for you is waiting on a verification email, or right after an application is submitted, to confirm the employer received it (below). It is never read on a schedule, in bulk, or for any other purpose.
• Only mail received in the last 15 minutes from that application's hiring system (the employer's own domain and its applicant-tracking system's mail domains) can be listed. At most 10 messages are listed at a time, by sender, subject, time and a short preview. Nothing else in your mailbox is searched.
• The AI agent submitting the application may then open one of those listed messages to read its text (up to 8,000 characters). Attachments are never opened. Each message is checked again against the sender and time limits before it is read.
• The agent uses the email only to find the verification code or link, then types the code into that application's form or opens the link in that application's browser.
• To confirm the application was received. Only after the agent reports that it submitted an application, and only when the employer's page did not already confirm it, we look for a confirmation email for up to 2 minutes: only mail from that application's employer and hiring system that arrived after the application began, and only its sender, subject, time and the short preview Gmail shows in your inbox. The email itself is never opened. We check the subject and preview for wording such as "thank you for applying"; when that is unclear, an AI model is shown the sender's domain (the part of the address after the @), subject and preview once, and must point to the words that confirm it. We keep only the sender's domain and the time the email arrived, as the reason the application counts as submitted, and show you that reason with the application ("A confirmation email arrived from ‹domain›").

Who handles your mail.

• For that application only, the machine submitting it receives a short-lived, read-only access token for your mailbox, valid for at most one hour. It is issued only to the machine currently assigned that application, kept in memory, never written to disk or logs, and discarded when the application ends.
• The AI model filling in the form reads the listed messages (sender, subject, time, preview) and the text of the messages it opens, to find the code or link. It is reached through our AI model routing service, only at providers with zero data retention: they use the messages only to return that result, keep nothing, may not use your email to train or improve models, and never receive your Gmail authorization or token.
• To confirm an application was received, an AI model sees only the sender's domain, subject and preview of an email from that application's employer or hiring system, once, for at most three emails, and only when our wording check is unclear. It is reached the same way, with zero data retention, and never sees the rest of the email.
• Your long-lived Gmail authorization is stored encrypted on our servers and never leaves them.
• We do not store your emails, the code or the link, and we do not log their content. From a confirmation email we keep only the sender's domain and the time it arrived. The agent program keeps no record of its session; the debug record we keep of each application (section 3) leaves out your email, and every code and link read from it.
• A recording of an application (section 2) can show a verification code being typed into the form, or the verification page the link opened. It never shows your inbox. It is kept by our cloud-browser provider for up to 31 days (section 6).
• No human reads your email. Our administrators have no access to your mail. People see Gmail-derived content, such as a code shown in an application's recording, only when you ask us to look at a specific application for support, when needed to investigate security or abuse, or when the law requires it.

What we never do with Gmail data. We do not use it for advertising, sell it, or transfer it to anyone except as needed to provide the verification and confirmation steps above, for security, or to comply with the law. We do not use it to develop, improve or train AI or machine-learning models, and we do not use it to determine credit-worthiness or for lending.

Disconnecting. You can disconnect at any time on the Mailbox page in CoolMind; your applications then give employers your CoolMind address. We revoke the authorization with Google, which also ends any access token issued from it, and delete it from our servers. If Google does not confirm the revocation, we keep the connection and tell you, so that no authorization is left that you cannot end from CoolMind. You can also remove CoolMind's access at any time in your Google Account, under Third-party apps and services. Deleting your CoolMind account disconnects Gmail the same way first.

Google API Services User Data Policy. CoolMind's use and transfer to any other app of information received from Google APIs will adhere to the Google API Services User Data Policy, including the Limited Use requirements.

6. How long we keep it

When you delete your account, we keep one thing: if the account received the free credits, a one-way fingerprint of the email address you signed in with, for one year. It is a keyed hash that cannot be turned back into your address, stored with nothing but the date it was recorded. We keep it only so that a new account with the same address does not receive the free credits again within that year, and delete it when the year is up.

Deleting your account removes your information from our live systems immediately. Copies that may remain in our database provider's automatic backups are overwritten as those backups rotate out.

7. Your choices and rights

• Download your data. In Account & data, download one JSON file with your profiles and preferences, your answers to common questions, your transcript's file name, size and upload date, every application with its receipts and what was written for it, your résumé upload history, your mailbox connection (address and status), your CoolMind address with where its mail is forwarded and, for each message it holds, who sent it, its subject, when it arrived, its attachments' names and whether it was forwarded (not the message itself, which is in your inbox), whether a password for employer sites is set (never the password), your daily usage and the log of work done for you, your credits, purchases and refunds, the messages you sent us from the "Suggest a feature" page, your email settings with the record of progress emails sent, and the devices you turned notifications on for (when, and which push service).
• Correct it. Edit your profile at any time.
• Choose your mailbox. On the Mailbox page: your CoolMind address, or Gmail. Disconnecting Gmail, there or in your Google Account (section 5), switches your applications to your CoolMind address.
• Remove your password for employer sites, your transcript or your answers to common questions at any time.
• Turn off the weekly or the daily progress email. In Account & data, or with the unsubscribe link in the email; turn it back on in Account & data whenever you like.
• Turn notifications off. In Account & data on that device, or in your phone's or browser's settings. Signing out on a device turns them off there.
• Delete your account. In Account & data. This deletes your profile and preferences, résumé files, your transcript, answers to common questions, application history with its screenshots, what was written for it and its debug records, your allowance, usage and work log, your CoolMind address and the messages it holds, your Gmail authorization (revoked with Google first), your password for employer sites and your saved browser profile, your credits, purchase and refund history, the messages you sent us from the "Suggest a feature" page, your email settings, your notification subscriptions, and your sign-in. What stays is described in section 6: the email fingerprint (one year), recordings at our cloud-browser provider (up to 31 days), operational logs (up to 14 days), machine output (up to 7 days) and Stripe's payment records. Applications already sent stay with the employers, and their emails stay in your own inbox.
• Ask us. You can also ask us to access, correct or delete your information, or ask any privacy question, at [email protected]. We will not discriminate against you for exercising your rights.
• Turn off ad measurement. Turn on Global Privacy Control in your browser, or block third-party cookies; once you are signed in, it does not run.
• California residents have rights under the CCPA/CPRA to know, access, correct and delete personal information, and not to be discriminated against for using them. We do not sell or "share" personal information: Google Ads measurement runs for us as our service provider, with no personalized ads (section 2), and we honor Global Privacy Control. We do not use sensitive personal information to infer characteristics about you.

8. Security

• Information is encrypted in transit throughout.
• Our database is closed to the browser entirely: every read and write goes through our servers, which check who you are.
• Your Gmail authorization and your password for employer sites are stored encrypted, in a vault only our servers can reach.
• The machines that submit applications never hold a database credential, and receive only what one application needs, for that application, including a Gmail access token that expires within an hour and is never stored, or the recent messages of your CoolMind address, which our servers give only to the machine submitting that application.
• Each person's applications, recordings and live view are visible only to that person (and to administrators as section 4 describes).
• Access is granted on least privilege, and administrators sign in with their own accounts.

No system is perfectly secure. If an incident affects your information, we will notify you as the law requires.

9. Children

CoolMind is for job seekers aged 18 and over. We do not knowingly collect information from anyone under 18. If you believe a minor has given us information, contact [email protected] and we will delete it.

10. Changes to this policy

If we change this policy materially, we will tell you by email or in CoolMind before the change takes effect, and update the effective date above.

11. Contact

Dongyu Jia, operator of CoolMind

• Privacy: [email protected]
• General help: [email protected]