Free edition | Effective date: 17 October 2026
Applicant Packager Privacy Notice
This notice explains the current desktop application's handling of applicant information and Ramy Elbeitam's separate handling of customer correspondence and order records. Questions may be sent to [email protected] or 37 Aberdeen St, Parañaque City, Metro Manila, Philippines. Ramy Elbeitam publishes the Software personally and free of charge; no separate company is involved. "Seller" below means Ramy Elbeitam.
Local operation and responsibility
In ordinary use, the application does not send applicant data, passwords, usage analytics, activation events, or crash reports to Ramy Elbeitam. There is no seller-operated cloud processing service. If the user selects IMAP, the application connects directly to the user's chosen email server. The mailbox provider receives the connection and authentication information and operates under its own arrangements with the user. Customer-configured shared drives, backups, or sync services may also receive files placed in their folders.
The recruiting organization or individual determines the purposes and manner of applicant processing and is responsible for its corresponding privacy duties. Providing desktop software alone does not give the Seller access to local applicant records. Roles depend on actual activity: if the Seller later receives data to provide a service, the purpose, instructions, and appropriate contractual safeguards must be assessed separately.
What the application processes
For search, the app reads mailbox messages, subjects, senders, dates, message identifiers, text or HTML bodies, attachment names, and attachment content as needed to read messages and save selected files. It applies user-defined role and keyword criteria and deterministic scoring rules. It does not use a hosted AI service. It searches attachment filenames; it does not verify qualifications by reading every CV's contents.
Email bodies and fetched attachments are handled in memory during processing. Scan history does not intentionally store full email bodies or attachment payloads. It does store identifying metadata and results. CVs or messages may contain sensitive information even when the application does not require it. Limit inputs and outputs to what is necessary for authorized recruitment.
Stored information
| Location | Information and purpose |
|---|---|
%APPDATA%\Applicant Packager\scan_history.sqlite3 | Applicant names, sender details, subjects, dates, roles, matched keywords, attachment names, scores, classifications, match reasons, message/source identifiers, and shown-state checkpoints used for progressive scanning. |
%APPDATA%\Applicant Packager\imap_accounts.json | Account labels, server, port, SSL setting, username, remote folder, and account identifier. No plaintext password is intentionally saved in this file. |
%APPDATA%\Applicant Packager\applicant_state.json | Recruiter-entered classifications, per-message notes, download records, and link/keep-separate decisions used for applicant continuity. Local only; notes may contain sensitive information the recruiter typed. |
| System credential backend, when available and verified | Remembered IMAP passwords. The app probes the backend with a write/read/delete round trip before claiming storage works; unverified backends fall back to session-only passwords. On supported Windows setups with keyring installed this is normally Windows Credential Manager, verified working on the release machine. |
Preset files in the application's presets folder | Search terms, role rules, limits, settings, output/mailbox paths, and selected account identifiers. Presets may reveal recruitment requirements or identifying folder names. |
| User-chosen download folder | Selected attachments, organized into folders containing search, role, and applicant names. Files can contain sensitive personal information. |
| In-memory activity and result displays | Scan status, errors, paths, and candidate details during the session. Screenshots or copied diagnostics can disclose this information. |
The database and ordinary local files are not encrypted by the application. Fingerprints identify messages; they do not anonymize the surrounding applicant records. Device permissions, disk encryption, physical security, and backup controls are the user's responsibility. The production app requires verified SSL/TLS for IMAP; a separate development-only plaintext override must never be used with real mailboxes. OAuth-only providers are not supported.
Retention, deletion, and applicant requests
The recruiter must choose a justified retention period, apply it to local records and backups, and address access, correction, objection, or deletion requests under the law that applies. The app offers general retention guidance, not legal advice or a universal schedule. Contact the recruiter handling an application for applicant-record requests; the Seller cannot search the recruiter's computer remotely.
Data & retention in the app header deletes scan history by mailbox, search name, applicant/sender, and date range, with a preview count and confirmation first. Deleting history also removes the linked classifications, notes, download records, and link decisions, and reports exactly what was deleted and what remains. It never touches downloaded files, the original mailbox, presets, accounts, or credentials; downloaded files are deleted only through the separate opt-in file step, which lists exact folders inside the output folder and refuses anything outside it. Automatic metadata cleanup is an optional setting, disabled by default, limited to dated local metadata, and requires a preview and confirmation before every run. Unknown dates and downloaded files are excluded. There is no app-level undo; backups and synced copies may remain. Closing the app and deleting its whole history database resets all scan history and can cause old applications to appear again. Deleting an account profile or uninstalling must not be assumed to clear those other stores. Ordinary file deletion is not a guarantee of forensic erasure.
The Customer must also deal with any legal hold or mandatory retention duty. Do not send the entire database or mailbox to the Seller to request deletion of records that remain only on the Customer's device.
Seller sales and support records
When a customer contacts or purchases from Ramy Elbeitam, he may receive its contact details, organization, order/license details, invoice information, payment confirmation, and correspondence. These are used to respond to enquiries, deliver and administer the license, provide requested support, handle complaints or refunds, and meet applicable legal recordkeeping duties. Processing grounds depend on the purpose, including contractual necessity, applicable legal duties, and legitimate interests where law permits; consent is sought separately where required. License acceptance is not consent to marketing or unrelated data use.
These records are received through the sales, email, and payment channels used for the transaction, not through app telemetry. The stated contact uses Gmail, so correspondence is handled through that email service. Banks, payment services, accounting or legal advisers, and authorities may receive relevant records as necessary for payment, administration, advice, or a legal requirement. The selected services and their international handling must be assessed for the actual sales channel. This notice does not claim that all correspondence remains in the Philippines.
The Seller does not request mailbox passwords, whole inboxes, CV collections, or the scan-history database for ordinary support. Send sanitized examples instead. If applicant data is accidentally supplied, the Seller will limit access, assess the appropriate response, and arrange deletion or another lawful handling step; sending it does not authorize unrelated use.
The Seller retains order, invoice, and related compliance records for 10 years from creation. Customer correspondence is retained for 5 years from creation. Backups follow the same schedule as their underlying records. The Seller administers these periods manually and deletes records when their applicable period ends, subject to a legal hold or other applicable legal requirement. The Seller reports that these periods follow professional advice; this notice does not claim independent verification of the applicable legal retention rules. These are seller-side procedures, not automatic deletion controls in Applicant Packager. Unneeded applicant material received inadvertently should be removed promptly after the incident or request is resolved, subject to lawful preservation requirements.
Rights, security, and changes
For personal information the Seller actually holds, contact the address above to request access, correction, deletion or blocking, objection, or other rights available under applicable law. Reasonable identity verification may be needed; avoid providing excessive identification. If a request cannot be fulfilled, the Seller will explain the applicable reason and any available next step. This notice does not remove the right to complain to the Philippine National Privacy Commission or another competent authority.
The Seller must restrict access to his business records and maintain reasonable security appropriate to them. No security measure guarantees that all incidents can be prevented. Any legally required incident assessment, notification, or cooperation is handled under applicable law; this notice is not a claim of certification or a guaranteed incident response time.
The version and effective date identify the notice applicable to a release. Any future activation, analytics, uploads, cloud processing, remote support, or automatic updates require reassessment and a revised notice before deployment, together with consent or other legal steps where required.
The Software is free and nothing is sold through the website. Voluntary donations are made through PayPal, which shares the donor's name, email address, amount, and note with the Seller; these are kept as donation records and are never linked to applicant data. Applicant data, mailbox contents, and passwords are never part of a donation.