Legal

Privacy Policy

Last updated: October 30, 2026

This Privacy Policy explains what personal information Aimwell AI ("Aimwell," "we," "us") collects through aimwellai.com and its related pages (the "Site"), how we use it, who we share it with, and the choices you have. It covers job seekers ("candidates"), people at companies we email about our services, people who contact us about hiring, and other visitors.

Information we collect

When you apply or join the talent pool

Your name, email address, phone number, city and state, LinkedIn profile, your professional field, the roles you're interested in, your resume, anything you choose to tell us in the notes field, and your consent choices. If you apply to a specific role, we record which one.

Your application, including your resume and notes, is kept by our form provider. We also keep a short profile with your contact details, the field and roles you chose, your consent choices and the tags described in How we use AI, so a recruiter can find you when a client role fits. The form provider also records technical details sent with the form, such as your IP address and browser.

When you use the Resume Builder

The resume and job posting you provide, and the tailored resume our AI agent produces. If you give us a link to a job posting, we retrieve that posting's text from the employer's careers site.

Using the Resume Builder requires your agreement that Aimwell keeps a copy of the resume you provide in our candidate database. We keep: the resume as you gave it (the file you upload, or the text you paste), the name, email address and phone number in it, the job title you tailored it for, tags our AI notes from it (your field, level, location and skills; see How we use AI), the version and time of your agreement, when you first and last used the Resume Builder, and how many times. We don't keep the job posting or the tailored resume. If you use the Resume Builder again, the newest resume replaces the one we had.

When you chat with Aim

Aim is the AI guide on the side of each page. When you type a question, we send it, along with the recent messages in that chat and the name of the page you're on, to our AI provider to write Aim's answer. To limit how many questions can be asked each hour, we keep a counter tied to your IP address, which is replaced every hour. The chat itself is kept only in your own browser tab and is cleared when you close it. The quick-reply buttons work without sending anything. Please don't share personal details such as your Social Security number, date of birth, passwords or payment information with Aim.

When you contact us

When you send the Site's contact form, we receive your name, email address, phone number, company, the topic you choose and your message. Our form provider keeps the submission, along with technical details sent with the form, such as your IP address and browser, and we email it to our team so a person can reply. If you're a company asking about our staffing or AI services, we also record your name, email address, phone number, company and message in HubSpot, the system we use to keep track of business contacts, and we email you a confirmation with a link to book a call. If you email us directly at hello@aimwellai.com or candidates@aimwellai.com, we receive whatever you choose to send.

When you book a call

If you book a call through our scheduling link, our scheduling provider, Cal.com, collects your name, email address, the time you choose and anything you add to the booking. We record your name, email address and the booked call in HubSpot.

Automatically

Like most websites, our hosting provider records basic technical information when you visit, such as your IP address, browser type, the pages requested and the time of the request, to operate and secure the Site. The Resume Builder is free, with a fair-use limit of 5 tailored resumes per visitor per day. To count them, we keep a counter tied to a one-way hash of your IP address (not the address itself), holding only the day and the number of tailored resumes used that day. To understand how the Site is used, we use Plausible Analytics, which counts page visits and a few actions (such as sending the contact form or finishing a tailored resume) without cookies and without collecting personal data; it does not identify you or follow you to other sites. We do not use advertising or analytics cookies, and we do not track you across other websites.

How we use your information

To consider you for roles we are recruiting for, now or in the future, to confirm by email that we received your application, and to contact you about roles.
To create the tailored resume you request in the Resume Builder.
If you use the Resume Builder: to keep the resume you provide in our candidate database, so a recruiter at Aimwell can consider you for roles with our clients and contact you about a specific role that may fit. A person at Aimwell decides each time whether to contact you; we don't send automatic or marketing email to Resume Builder users. Using the Resume Builder doesn't promise you a role, an interview, a referral or a placement, and we don't share your resume with a company without your OK.
To answer the questions you ask Aim, our AI guide.
To respond to your messages and requests, to confirm we received them, to schedule calls you book, and to keep track of our conversations with companies about our services.
To operate, secure and improve the Site and our services.
To comply with the law, including employment record-keeping requirements, and to protect our rights.

How we use AI

Aimwell uses AI agents, built on models provided by Anthropic, to help screen candidates against job-related criteria, to tailor resumes, and to power Aim, the AI guide that answers questions about the Site. Aim is an AI, not a person, and its answers can be wrong; it can't see your account or applications. When you apply, join the talent pool or use the Resume Builder, our AI reads your resume and notes your field, level, location and skills, so a recruiter can find you when a client role fits. These tags describe your experience; they don't score, rate or rank you, and they're based only on job-related information in your resume. AI never makes a hiring decision on its own: a recruiter reviews every shortlist before it goes to a company, and hiring decisions are made by the employer. Our screening focuses on job-related evidence such as skills, experience and results. If you'd like to ask how your information was evaluated, or ask for a review by a person, email candidates@aimwellai.com.

When we share your information

With employers, only with your OK. We share your profile or resume with a company only after you agree to be considered for that company's role.
With service providers who handle data for us under contract and only to provide their services: Netlify (website hosting, application and contact forms, and profile storage), Supabase (our candidate database and resume storage), Anthropic (AI processing for reading resumes, screening, the Resume Builder and Aim, and for classifying replies to our business outreach), Resend (emails about your application or message), Hunter (finding business contacts' work email addresses), Instantly (sending business outreach email), HubSpot (keeping track of business contacts), Cal.com (scheduling calls), and Google Workspace (email and document storage).
When required by law, or to protect the rights, safety or property of Aimwell, our users or others.
In a business transfer, such as a merger or sale of assets, subject to this Policy.

We do not sell your personal information, and we do not share it for cross-context behavioral advertising.

Business outreach

Aimwell is a professional services firm. We email people at growing businesses about our services. For that outreach we collect business contact details: a person's name, job title and work email, the company's name and domain, and similar public professional information. We get these from Hunter, a business-contact data provider, and from public sources such as companies' job postings.

We send the outreach emails through Instantly. A person at Aimwell approves a day's contacts before they are emailed. When we record that we contacted someone, we may save the company, the person's name, job title and work email in HubSpot, the system we use to keep track of business contacts. A reply may be recorded there too.

We use Anthropic, an AI provider, to help classify a reply to one of these emails. We send Anthropic the reply's subject and the text of the reply, so it can sort the reply (for example interested, not now, unsubscribe or angry). We don't send it the rest of that person's record, and we don't use it to write the outreach emails.

We do this on the basis of our legitimate interest in contacting businesses about our services.

You can opt out by replying "unsubscribe" to one of these emails, or by emailing hello@aimwellai.com. The email says: reply "unsubscribe" and we won't contact you again. An address that opts out goes on a suppression list we keep so we don't contact it again. An unsubscribe stays on that list with no end date. If you ask us to try again later, we keep that pause for 90 days, and then it ends.

We keep the business contact details we use for this outreach while we use them to run it. The code does not set an automatic deletion date for those contact records.

How long we keep it

Resume Builder: we keep the resume you provide and the details listed above for 2 years after the last time you use the Resume Builder, then delete them. If you apply to a role, your application is kept as described below. We don't keep the job posting or the tailored resume after your session. Aim: Aimwell doesn't store the chat after your session. Our AI provider may retain request data for a limited period under its own data policies. Applications and talent pool profiles: we keep these while they are useful for matching you with roles and as long as employment and anti-discrimination laws require us to keep hiring records, which in California can be up to four years. Contact form messages and business contact records: we keep these while we're in touch with you about our services. If you ask us to delete your information, we delete your talent-pool profile, your application or message in our form provider, and your record in HubSpot, except records we are legally required to keep. Our AI provider may retain the resume it read for a limited period under its own data policies.

Your choices and rights

You can ask us at any time to access, correct or delete your information, or to stop contacting you, by emailing candidates@aimwellai.com. To see the copy of your resume we keep from the Resume Builder, or to have it deleted, email candidates@aimwellai.com or hello@aimwellai.com. When you ask us to delete it, we remove it from our candidate database, including the resume file, and stop contacting you about roles. If you are a California resident, you have the right to know what personal information we collect and how we use and share it, to request a copy, to request correction or deletion, to limit our use of sensitive personal information, and to not be discriminated against for exercising these rights. You may use an authorized agent. We will verify your request by confirming it from the email address you gave us, and respond within the time the law requires.

Security

We use reasonable administrative, technical and physical safeguards, including encrypted connections, access controls and two-step verification on our accounts. Resumes kept from the Resume Builder are visible only to Aimwell staff, never to client companies. No method of transmission or storage is completely secure, so please don't include highly sensitive information (such as Social Security or financial account numbers) in your resume or notes.

Children

The Site is for adults seeking employment and is not directed to anyone under 18. We do not knowingly collect information from children.

Changes to this Policy

We will post any changes on this page and update the date above. If the changes are significant, we will tell candidates in our talent pool by email.

Contact us

Aimwell AI, Huntington Beach, California. Email candidates@aimwellai.com for privacy requests and hello@aimwellai.com for anything else.