Privacy Policy

Applybase ("Applybase", "we", "us") provides a multi-tenant application management platform that enables universities, academies, corporate education programs, and other institutions ("Institutions") to run branded application portals, collect applicant documents, and manage admissions decisions. This policy explains how we handle personal data on our website and on the platform itself.

For questions about this policy or about your data, contact us at contact@applybase.io.

Applybase acts in two distinct capacities, and your rights differ depending on which applies:

• As a controller for data collected through our own website — for example, when you submit our contact form or email us. We decide how and why this data is used.
• As a processor for applicant data submitted through an Institution's branded portal. The Institution you apply to is the controller of that data; we process it strictly on the Institution's instructions under a data processing agreement.

If you are an applicant and want to exercise rights over your application data (access, correction, deletion), the fastest route is to contact the Institution you applied to. We will support every such request.

Website visitors and prospective partners: name, work email address, institution name, and the contents of any message you send us through the contact form or by email.

Applicants (processed on behalf of Institutions): the information an Institution's application requires — which typically includes identity and contact details, educational history, and supporting documents such as transcripts, identification documents, and recommendation letters — together with account credentials and application status history.

Institution staff: name, work email address, role, and activity connected to reviewing applications on the platform.

We also collect limited technical data necessary to operate the service securely, such as authentication logs and error diagnostics.

• To operate application portals and admissions dashboards on behalf of Institutions.
• To notify applicants and reviewers about application progress by email.
• To respond to demo requests and partnership enquiries.
• To secure the platform, prevent abuse, and diagnose technical issues.
• To comply with legal obligations.

We do not sell personal data, and we do not use applicant data for advertising or for training machine-learning models.

Platform data is hosted on Supabase infrastructure located in the European Union (Frankfurt, Germany). Uploaded documents are stored in encrypted, private storage buckets — never publicly accessible — and access is enforced through role-based permissions at the database and storage layer: applicants can only access their own files, and Institution staff can only access applications belonging to their Institution.

We share personal data only with the Institution an applicant applies to, and with the infrastructure providers required to run the service (such as our hosting and email delivery providers), each bound by contractual data protection obligations. We may also disclose data where required by law.

Applicant data is retained for as long as the Institution's admissions process and record-keeping requirements dictate, as agreed in our contract with each Institution, after which it is deleted or anonymized. Contact form submissions are retained for as long as needed to handle the enquiry and maintain our business records.

Depending on your jurisdiction, you may have the right to access, correct, delete, or receive a copy of your personal data, to restrict or object to its processing, and to lodge a complaint with a supervisory authority. To exercise these rights, contact the Institution you applied to (for application data) or us directly at contact@applybase.io (for website data).

The Applybase marketing website does not use advertising or third-party analytics cookies. The platform uses strictly necessary cookies to keep users signed in and to protect against cross-site request forgery.

We may update this policy as the service evolves. Material changes will be announced on this page with an updated "Last updated" date, and Institutions will be notified directly of any change affecting the processing of applicant data.