Policy – ApplyPro

Privacy Policy

Privacy & Policy

This privacy notice for ApplyPro.io (“we,” “us,” or “our”) describes how and why we might collect, store, use, and/or share (“process”) the information of our B2B partners and their prospective students when you use our services (“Services”), such as when you:

Visit our website at https://applypro.io, or any website of ours that links to this privacy notice.
Engage with us in other related ways, including any sales, marketing, or events specifically targeted toward Educational Agencies and University Partners.

Questions or concerns?

Reading this privacy notice will help you understand your privacy rights and choices. If you do not agree with our policies and practices, please do not use our Services. If you still have any questions or concerns, please contact us at info@applypro.io.

1. WHAT INFORMATION DO WE COLLECT?

Personal information you disclose to us

In short: We collect personal information from you (our B2B partners) and on behalf of the students you represent.

We collect personal information that you voluntarily provide to us when you express interest in obtaining information about our B2B services, register an agency account, participate in activities on the Services, or contact us.

A. Partner (Agency/Institution) Information

This information relates to the individuals acting on behalf of the partner organization and may include:

Names
Phone numbers
Email addresses
Mailing addresses (Business address)
Contact preferences
Contact or authentication data

B. Student Application Data (Submitted by Partner)

As a B2B platform focused on international student recruitment, our primary function is the processing of application data on behalf of our Educational Agency partners. This data is necessary for the submission and processing of student applications to our partner universities and may include:

Student Names and Contact Information
Academic History and Transcripts
CVs/Resumes
Statements of Purpose (SOPs)
Letters of Recommendation (LORs)
Other application-related documents and Personally Identifiable Information (PII).

Sensitive Information

We do not generally seek to process sensitive personal information (such as data revealing racial or ethnic origin, political opinions, religious or philosophical beliefs, or data concerning health) from partners or students, unless such information is required explicitly by the Partner University for admission or visa purposes (e.g., medical forms required for certain study destinations).

By submitting Student Application Data, the B2B Partner warrants they have obtained all necessary consents from the student for ApplyPro.io to process such data in accordance with the terms of our Data Processing Agreement (DPA). The security and handling of all PII is governed by strict B2B security protocols.

All personal information you provide to us must be true, complete, and accurate. You must notify us of any changes to such personal information.

Information automatically collected

In short: Some information — such as your Internet Protocol (IP) address and/or browser and device characteristics — is collected automatically when you visit our Services.

We automatically collect certain information when you visit, use, or navigate the Services. This information does not reveal your specific identity (like your name or contact information) but may include device and usage information such as:

IP address
Browser and device characteristics
Operating system
Language preferences
Referring URLs
Device name
Country and location
Information about how and when you use our Services (Log and Usage Data)

This information is needed primarily to maintain the security and operation of our Services, as well as for our internal analytics and reporting purposes.

We also collect information through cookies and similar technologies. You can find more about this in our Cookie Notice.

2. HOW DO WE PROCESS YOUR INFORMATION?

n short: We process your information to provide, improve, and administer our B2B Services (student recruitment and application management), communicate with you, ensure security, and comply with legal requirements.

We process your personal information for a variety of reasons depending on how you interact with our services, including

To deliver and facilitate B2B services: This includes processing student application data, conducting thorough candidate vetting , managing the application pipeline , and facilitating communication between the agency and the partner university.
To respond to user inquiries and offer support: Specifically, utilizing Dedicated Business Development Managers (BDMs) to provide strategic and operational support to our agency partners.
To send marketing and strategic communications: To keep B2B partners informed about new university partners, program updates, and exclusive opportunities like the Innovation Partner Program.
To protect our Services: To prevent fraud and ensure data integrity.
To evaluate and improve our Services, marketing, and your experience: By collecting feedback and monitoring usage to continuously enhance platform features.

3. WHEN AND WITH WHOM DO WE SHARE YOUR PERSONAL INFORMATION?

In short: We share information in specific B2B situations, primarily with the partner institutions you are applying to on behalf of the student.

We may need to share your personal information in the following situations:

Partner Universities: The core function of ApplyPro.io is to facilitate student enrollment. We share the Student Application Data (including PII) you submit with the specific Partner Universities (e.g., The University of Huddersfield, Yoobee College of Creative Innovation ) to which you are submitting an application on the student’s behalf. This sharing is essential for the university to review the application and issue an offer letter.
Legal Compliance: We may disclose your information where we are legally required to do so to comply with applicable law, governmental requests, a judicial proceeding, court order, or legal processes.
Business Transfers: We may share or transfer your information in connection with any merger, sale of company assets, financing, or acquisition of all or a portion of our business to another company.

Third-Party Integrations: We share data with third parties necessary to the operation of the platform, such as cloud providers and systems (e.g., ATS/CRM systems ) that facilitate the application workflow.

4. DO WE USE COOKIES AND OTHER TRACKING TECHNOLOGIES?

In short: Yes, we may use cookies and other tracking technologies. We may use cookies and similar tracking technologies to collect and store information. You can find more about this in our Cookie Notice.

5. HOW LONG DO WE KEEP YOUR INFORMATION?

In short: We keep your information as long as necessary to fulfill the purposes outlined in this privacy notice and the specific terms of our Partner Agreement (SLA)/Data Processing Agreement (DPA), unless otherwise required by law.

When there is no ongoing legitimate business need to process your personal information, we will either delete or anonymize it. If deletion is not possible (e.g., due to backup archives necessary for regulatory or legal compliance), we will securely store your information and isolate it from further processing until deletion is possible.

6. HOW DO WE KEEP YOUR INFORMATION SAFE?

In short: We aim to protect your personal information with robust organizational and technical security measures commensurate with our role as a B2B data processor.

ApplyPro is committed to maintaining a high standard of data security. Our B2B platform architecture is designed to enforce secure-by-design assurance and we utilize PII in code detection to prevent sensitive data exposure. Compliance demands, such as those related to GDPR and other international regulations, require ongoing effort , and we implement robust security controls. Despite our efforts to secure your information, no electronic transmission over the Internet is 100% secure. Therefore, we cannot guarantee that unauthorized third parties will not be able to improperly collect, access, or modify your information.

7. DO WE COLLECT INFORMATION FROM MINORS?

In short: We do not knowingly collect data directly from or market to children under 18 years of age.

The ApplyPro.io Services are intended solely for use by authorized B2B partners (Educational Agencies and Institutions) who must be at least 18 years old. While our partners may submit application data for students who are under 18 (e.g., for undergraduate programs), this data is provided to us by the authorized, contractually obligated partner, not directly by the minor. If we learn that personal information from users under 18 has been collected directly via the partner interface, we will take reasonable steps to ensure compliance with applicable law. If you become aware of any data collected from children under 18 that violates these terms, please contact us.

8. WHAT ARE YOUR PRIVACY RIGHTS?

In short: You can review, change, or terminate your partnership account at any time.

As a B2B partner, to withdraw consent or request access, changes, or deletion of your agency’s data, contact us at info@applypro.io. Student data submitted by your agency must be managed primarily through the partnership agreement, and requests related to student PII will be processed in accordance with the Data Processing Agreement (DPA) you have executed with us.

9. CONTROLS FOR DO-NOT-TRACK FEATURES

We do not currently respond to Do-Not-Track browser signals.

10. DO CALIFORNIA RESIDENTS HAVE SPECIFIC PRIVACY RIGHTS?

In short: Yes, California residents have specific rights. California residents can request information regarding the categories of personal data shared with third parties for direct marketing and the removal of certain data.

11. DO WE MAKE UPDATES TO THIS NOTICE?

In short: Yes, we will update this notice as necessary to stay compliant with relevant laws.

12. HOW CAN YOU CONTACT US ABOUT THIS NOTICE?

If you have questions or comments about this notice, you may contact us by mail or phone: ApplyPro.io 2nd Floor, College House, 17 King Edwards Road, Ruislip, London, HA4 7AE, UK, Ruislip, United Kingdom

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