Last updated: 7 May 2026
The short version: Aptly processes CV and job data to generate screening results and builds a searchable candidate database on your behalf. Candidate screening data is stored securely and is under your control — you can delete any record at any time. Your data is never sold, shared with third parties, or used to train AI models.
Aptly is an AI-powered recruitment screening platform operated by Black Wolf Analytics (Pty) Ltd. We provide tools that help recruiters screen candidates against job specifications and manage their candidate pipeline.
If you have questions about this policy, contact us at hello@aptly.pro.
Account data — when you register, we collect your name, email address, and company name. This is stored securely in our database and used to manage your account and communicate with you.
Usage data — we track how many CV screenings you run (your scan count) to manage your plan limits.
CV and job data — when you upload CVs and job specifications for screening, this data is processed by our AI engine. The following information is extracted and stored securely in your account:
Raw CV files (PDF or Word documents) are never written to persistent storage. Only the extracted text and screening results are stored.
Candidate database — Aptly builds and maintains a candidate database on your behalf. Each time a candidate is screened, a candidate record is created or updated in your account. This record stores the candidate's name, email address, and extracted CV text, enabling you to search and revisit past candidates across roles. You retain full control over this data and may delete any candidate record at any time from within the application or by contacting hello@aptly.pro.
Screening history — screening results are stored in your account indefinitely to provide screening history functionality. You may delete individual screenings at any time from within the application.
Email data — if you use Aptly to send emails to candidates, we process the candidate email addresses solely to deliver those emails via our email provider (Resend). Email delivery logs are retained by Resend for 30 days for troubleshooting purposes.
Analytics data: if you give consent via our cookie banner, we collect anonymous usage data to help us improve Aptly. This includes pages visited, buttons clicked, feature usage, browser type, and approximate location (country level). Once you sign in, this usage data is associated with your user account so we can analyse the sign-up funnel and feature adoption. We do not record session video. We do not send candidate or CV content to our analytics provider. Analytics is provided by PostHog, hosted in the European Union. You can withdraw consent at any time via the "Cookie preferences" link in the footer.
We do not use your data for advertising. We do not sell your data to third parties. We do not use candidate CV data to train AI models.
Aptly acts as a data processor on your behalf. You, as the recruiter or hiring organisation using Aptly, are the data controller for any candidate personal data you process through the platform.
This means:
Our full obligations as data processor are set out in our Data Processing Agreement, which forms part of our Terms of Service.
Account and candidate data is stored in a PostgreSQL database hosted by Render.com in Frankfurt (EU Central). All data in transit is encrypted using TLS. Passwords are hashed using bcrypt and are never stored in plain text.
Our AI processing uses the Anthropic Claude API. CV and job data sent to the Claude API is subject to Anthropic's privacy policy. Anthropic does not use API inputs for model training; standard abuse-monitoring retention applies per Anthropic's API terms. See our Security overview for full technical details on infrastructure, authentication, and data flow.
Depending on your location, you may have the following rights regarding your personal data:
To exercise any of these rights, email us at hello@aptly.pro. We will respond within 30 days.
South African users have rights under the Protection of Personal Information Act (POPIA). EU and UK users have rights under the General Data Protection Regulation (GDPR).
Candidate rights: If you are a candidate whose data has been processed through Aptly by a recruiter, your data subject rights are primarily exercisable against the recruiter (the data controller). You may also contact us directly at hello@aptly.pro and we will assist in facilitating your request.
Aptly uses cookies and browser localStorage in two categories.
Aptly does not use advertising cookies or third-party tracking for ad personalisation. You can change your cookie preferences at any time via the "Cookie preferences" link in the footer. For full details, see our Cookie Policy.
We may update this privacy policy from time to time. When we do, we will update the "last updated" date at the top of this page. For significant changes, we will notify registered users by email.
For any privacy-related questions or requests, contact us at:
hello@aptly.pro
Aptly / Black Wolf Analytics (Pty) Ltd
39 Kingsway Crescent, Hermanus, Western Cape, South Africa, 7201
Billing entity: Black Wolf Analytics LLC, Wyoming, USA