Privacy Policy

Privacy Policy

Effective Date: 25th April 2025

Last Updated: 5th May 2026

At SmartCVs.AI, your privacy is our priority. This Privacy Policy outlines how we collect, use, store, and protect your personal information. We are committed to complying with global data protection regulations including the General Data Protection Regulation (GDPR), California Consumer Privacy Act (CCPA), and the New Zealand Privacy Act 2020 and Australia's Privacy Act 1988.

By using our platform, you agree to the practices described in this policy.

1. Who We Are

SmartCVs.AI is an AI-powered platform that helps individuals tailor their CVs and cover letters to specific job descriptions. Our services are designed to support job seekers around the world in improving their chances of securing interviews.

For the purposes of data protection laws, SmartCVs.AI acts as the Data Controller of your personal information.

2. Information We Collect

We collect and process the following categories of data:

a) Information You Provide Directly

• Email Address (required at registration)

• Uploaded CVs or Resumes

• Pasted Job Descriptions

• Cover Letters Generated via Platform

• Any feedback or messages sent via our contact forms or support

b) Information We Generate

• CV-to-Job Match Scores

• AI-Tailored Suggestions

• Revision History and Saved Drafts

c) Automatically Collected Information

When you interact with our website, we may collect:

• IP address

• Browser type and settings

• Device information

• Pages visited and actions taken

• Referring URL

Collected through:

• Google Analytics

• Meta Analytics (Meta Pixel, Conversion APIs, where used)

Cookies and similar technologies may be used to collect this information. You can control these in your browser settings.

3. How We Use Your Data

We use your personal information to:

• Provide and operate our core services

• Generate tailored CVs and cover letters using AI

• Maintain and improve platform performance

• Deliver customer support and respond to queries

• Send transactional emails (e.g., match results, password resets)

• Send promotional or feature update emails

• Prevent misuse, fraud, or abuse of our platform

We do not use your data to train or improve AI models. All tailoring is performed via integrated APIs, and your documents remain private to you unless you choose to delete them.

4. Legal Basis for Processing

Under the GDPR, our lawful bases for processing your data are:

• Consent – When you sign up or upload documents

• Contractual necessity – To provide our services as promised

• Legitimate interest – For improving product performance, security, and engagement

• Legal obligation – For compliance with law enforcement or regulatory obligations

5. Data Storage & Retention

Your data is stored securely on Amazon Web Services (AWS) servers with industry-standard encryption.

We retain your uploaded CVs and generated documents until:

• You choose to delete them manually or

• You delete your account.

We may retain anonymised logs and analytics data for statistical purposes.

6. Third-Party Tools and Providers

We share limited data with third parties only when necessary to operate the platform. These include:

• Stripe – To process payments securely (we do not store card details)

• AI APIs – Used for CV tailoring, anonymised input/output only

• Google Analytics / Meta Analytics – For aggregated usage insights

All partners are vetted to meet industry-standard privacy compliance.

7. Marketing Communication

If you are on a free plan, you may receive periodic marketing emails to showcase new features, promotions, or job-seeking tips.

You can opt out at any time via the "unsubscribe" link included in every email.

We do not send marketing messages to monthly paid users while they use the website as a paid active user. Once the subscription is expired, we may send marketing emails to users, however, can opt out at any time via the "unsubscribe" link included in every email.

8. Your Rights

You have the following rights under applicable data protection laws:

• Right to Access – Know what data we hold about you

• Right to Rectification – Fix incorrect or outdated information

• Right to Erasure – Delete your account and associated data

• Right to Data Portability – Receive a copy of your data

• Right to Restrict Processing – Limit how we use your data

• Right to Object – Opt-out of certain uses like direct marketing

To exercise any of these rights, please contact us at info@smartcvs.ai.

9. Account Deletion & Cancellation

You may delete your account or cancel your premium plan at any time directly via your profile dashboard.

Upon deletion:

• All uploaded CVs and cover letters will be permanently removed

• Your email and account record will be securely deleted unless required for legal or financial audit

10. Data Transfers

We operate globally, and your data may be stored in or transferred to jurisdictions outside of your country, including the United States.

In such cases, we ensure appropriate safeguards (such as Standard Contractual Clauses) are in place to protect your data.

11. Security Measures

We take your privacy seriously. Measures include:

• Encrypted storage (at rest and in transit)

• HTTPS-secured platform

• Role-based access to servers

• Regular security audits

However, no system is entirely immune from risks. We encourage you to use a strong password and log out when finished.

12. Policy Changes

We may update this Privacy Policy from time to time. When we do, the Effective Date at the top will change.

All changes will be reflected on this page, and a summary of updates will be made available at the bottom of the page. For significant changes, we may notify you by email or through in-app alerts.

13. User Responsibility

As a user of SmartCVs.AI, you agree to:

• Provide accurate and lawful information when registering, uploading CVs, or entering job descriptions.

• Ensure that any CVs, cover letters, or job descriptions you upload do not contain sensitive or confidential third-party information unless you have obtained proper consent.

• Use SmartCVs.AI only for lawful job-seeking purposes and not to engage in misuse, reverse engineering, or tampering with platform features.

• Keep your login credentials secure and not share access to your account with others.

We are not responsible for any loss or misuse resulting from failure to comply with these responsibilities.

14. SmartCVs Browser Extension

The SmartCVs browser extension (Chrome and Edge) lets Pro users send job descriptions from any website to their SmartCVs account.

What the extension collects:

• Selected job text. Only when you invoke the extension via the right-click menu or paste it into the popup, the extension reads the text you have explicitly selected on the active webpage.

• Page metadata. The active tab's URL and page title (including the <meta og:title> value if present), captured at the moment you invoke the extension.

• Authentication token. A bearer token issued by the SmartCVs.AI backend, stored only in your local browser via chrome.storage.local. You can revoke this token at any time from https://app.smartcvs.ai/extension.

What the extension does NOT collect:

• The extension never reads page content unless you have explicitly invoked it on the current tab.

• The extension does not track browsing history, scroll behaviour, time on page, or any other web activity.

• The extension does not request <all_urls> permissions and never reads from background tabs.

Where the data goes:

The selected text, page URL, page title, and your chosen CV ID are transmitted only to https://app.smartcvs.ai - your own SmartCVs account. The same data is then processed by the existing SmartCVs job-analysis pipeline described elsewhere in this policy. No data is shared with any third party.

Retention:

Data sent through the extension is stored as a job record on your SmartCVs account, with the same retention policy as jobs created through the web app. Deleting that record on SmartCVs.AI removes it from our systems. Local extension data (bearer token, recently-sent jobs cache) is removed when you sign out from the extension popup or uninstall the extension.

Sign-out and revocation:

Signing out from the popup revokes the bearer token server-side and clears the local cache. Pro users can also disconnect any connected browser from https://app.smartcvs.ai/extension at any time.