When you sign up for a SmartCV account, you provide us with your basic information, as well as any other data you want to be included in your resume, cover letter and/or online portfolio. This information helps us provide you with personalized assistance in your job seeking & career development journey.
To create an account, you must provide:
Without this essential information, you won't be able to use SmartCV's services. We recommend keeping your account information up to date at all times.
Like many web applications, we automatically collect certain information when you visit SmartCV. This information helps us improve our services, ensure security, and provide you with a better user experience:
We collect your IP address and approximate location (city, country) to ensure service reliability, prevent fraud, and comply with legal requirements. This also helps us provide region-specific features and content.
Understanding your browser type and version helps us optimize our website's performance and ensure compatibility. This information is essential for troubleshooting technical issues and improving your browsing experience.
We track which pages you visit, when you visit them, and how long you spend on each page. This helps us understand which features are most valuable to our users and identify areas for improvement. For example, if we notice many users spending extra time on certain resume templates, we might prioritize developing similar designs.
We monitor your session duration and interactions to maintain security and prevent unauthorized access to your account. This data also helps us optimize our website's performance and user experience.
Our AI-powered features are designed to provide you with personalized assistance and improve your job-seeking journey. Here's how we handle data in these features:
When you use our AI resume review system, we store your conversations to provide continuity in your resume improvement journey. This allows you to refer back to previous suggestions and track your progress over time. These conversations are private and are not used to train our AI models.
Our AI career coach provides personalized guidance based on your profile and goals. While these conversations are powered by ChatGPT/OpenAI, we maintain strict privacy controls. Your data is only used to provide you with relevant advice and is not shared for any other purpose.
Privacy Commitment: We understand the sensitive nature of your career-related data. All AI features are designed with privacy-first principles, ensuring your information is used solely for providing and improving our services to you. You maintain control over your data and can request its deletion at any time through your account settings.
To enhance your resume and career development experience, you may choose to provide:
Educational background, work experience, skills, achievements, and other professional information
Used for your professional profile and analyzed (with your consent) to provide optimization suggestions
Additional contact details for enhanced communication options
Securely processed and stored when you subscribe to premium features
At SmartCV, we are committed to using your personal data responsibly and transparently. We process your information only for purposes directly related to providing and improving our services. Here's a detailed explanation of how we use your data:
Your personal data is essential for operating SmartCV and providing you with our core services:
We use your data to verify your identity during sign-in, maintain account security, and manage your profile settings. This ensures that your resume information and personal data remain protected and accessible only to you.
Your information is used to automatically populate resume templates, save your progress, and maintain document versions. This allows you to create, edit, and manage multiple versions of your resume efficiently while ensuring no work is lost.
We analyze your preferences, usage patterns, and career goals to customize your experience. This includes recommending relevant templates, suggesting content improvements, and providing personalized career guidance.
Your feedback and usage data help us identify and resolve technical issues, improve our services, and develop new features that better meet your needs. We continuously monitor system performance to ensure a smooth experience.
We use your contact information to enhance your career development journey:
We send important notifications about service changes, security updates, and system maintenance to ensure you're always informed about changes that might affect your use of SmartCV.
Based on your profile and interests, we share relevant job search tips, industry insights, and career development resources to help you advance in your professional journey.
We use your contact information to respond to your inquiries, provide assistance, and gather feedback about our services. Your input helps us improve and adapt our platform to better serve your needs.
For users engaging with our AI-powered features, we process data with enhanced privacy controls:
Our AI system analyzes your resume content to provide personalized suggestions for improvement, including content optimization, formatting recommendations, and industry-specific best practices.
Through our AI coaching system, we process your career goals and preferences to deliver tailored advice and guidance. This includes interview preparation tips, career path recommendations, and skill development suggestions.
Privacy Commitment: All AI features are designed with privacy-first principles. Your data is processed securely and is not used to train AI models. We maintain strict data protection measures and ensure your information is used solely for providing you with personalized services.
At SmartCV, we maintain specific data retention policies to ensure your information is kept only as long as necessary while complying with legal requirements and enabling you to access your career development history when needed.
Your personal information and resume data will be retained on our secure servers for up to 6 years from your last activity on SmartCV. This extended retention period ensures you can access your professional documents even after long periods of inactivity, which is particularly useful when returning to job searching or career development.
For active accounts, we maintain all your data to ensure continuous access to your resumes, cover letters, and career development tools. Regular activity keeps your account in active status.
After 2 years of inactivity, we'll send notification emails about your account status. You can log in to reactivate your account or request data deletion if you no longer need our services.
We handle AI-related data with specific retention policies to balance functionality with privacy:
Your AI resume review conversations are stored for the duration of your account's active status. You can access past suggestions and track improvements over time, or manually delete these conversations at any point through your account settings.
Conversations with our AI career coach are retained as long as you maintain an active account. This allows you to reference previous career advice and maintain continuity in your career development journey. You have the option to delete these conversations at any time.
Aggregated usage data is retained for up to 24 months to help us improve our services and understand user behavior patterns. This data is anonymized after 12 months.
Security-related logs, including login attempts and account modifications, are retained for 12 months to maintain platform security and investigate potential unauthorized access.
You maintain control over your data throughout its retention period. Through your account settings, you can:
SmartCV processes personal data in accordance with applicable data protection laws. We rely on several legal bases to process your information, ensuring transparency and lawfulness in all our operations.
The primary legal basis for processing your personal data is the execution of our service agreement with you. This includes:
Processing necessary to create and maintain your account, manage your resume documents, and provide our core resume-building services. Without this processing, we cannot deliver our fundamental services to you.
Processing required to provide additional features and services you've specifically subscribed to, including AI-powered resume reviews and career coaching services.
We process certain data based on our legitimate business interests, always balancing these against your rights and freedoms:
Analyzing user behavior and feedback to enhance our platform's functionality, user experience, and resume-building tools. This helps us develop features that better serve our users' career development needs.
Implementing and maintaining security measures to protect your data, prevent fraud, and ensure platform stability. This includes monitoring login attempts and suspicious activities.
Sending service updates, maintenance notifications, and essential product information to ensure you're informed about changes that might affect your use of SmartCV.
For certain processing activities, we rely on your explicit consent:
Sending newsletters, career tips, and promotional materials. You can withdraw this consent at any time through your account settings or by clicking the unsubscribe link in our emails.
Processing your resume content and career information through our AI systems for personalized suggestions and improvements. You can control these features through your privacy settings.
Processing additional profile information you choose to provide, such as profile pictures or portfolio links, to enhance your resume presentation.
We process certain data to comply with our legal obligations:
Maintaining necessary records for premium subscriptions and payments as required by applicable tax and financial regulations.
Processing necessary to respond to data subject rights requests and maintain records of privacy preferences and consents.
Regardless of the legal basis for processing, you maintain certain rights regarding your personal data:
SmartCV is committed to protecting your privacy and only shares your personal data when necessary to provide our services or as required by law. We carefully select and monitor all our partners and service providers to ensure your data remains protected.
We work with trusted third-party service providers who help us deliver and improve our services:
We use secure cloud services (AWS/Google Cloud) to host our platform and store your data. These providers maintain high security standards and data protection certifications, ensuring your information remains safe and accessible.
Our AI-powered resume review and career coaching features utilize OpenAI's technology. When you use these features, your resume content and career-related queries are processed through their secure API with strict privacy controls and data handling agreements in place.
For premium subscriptions, we partner with secure payment processors (e.g., Stripe) who handle your payment information. We never store complete credit card details on our servers.
To improve our platform and user experience, we share limited data with:
We use analytics tools to understand how users interact with our platform. This data is anonymized and aggregated, focusing on usage patterns rather than individual user behavior. You can opt-out of analytics tracking through your privacy settings.
To maintain platform stability and quickly resolve technical issues, we use error monitoring tools that collect technical data about any problems you encounter. This data is stripped of personal identifiers and used solely for technical improvement.
In certain situations, we may need to share your data for legal or corporate reasons:
We may share your information if required by law, court order, or other legal process. We'll notify you about such disclosures unless legally prohibited from doing so.
If SmartCV undergoes a business transition (merger, acquisition, or sale), your data may be transferred as part of the company assets. We'll notify you via email and provide options regarding your data in such cases.
We may share data to protect our rights, privacy, safety, or property, as well as those of our users or others. This includes investigating and preventing fraud or other illegal activities.
When sharing data with third parties, we implement these protective measures:
All our service providers are bound by strict data processing agreements that require them to protect your data and use it only for specified purposes.
We verify that all partners maintain appropriate security certifications and implement industry-standard security measures to protect your data.
We share only the minimum amount of data necessary for each specific purpose, ensuring that service providers can't access information they don't need.
You maintain control over how your data is shared:
Under data protection laws, you have important rights regarding your personal information. SmartCV is committed to honoring these rights and making it easy for you to exercise them.
You can request a copy of all personal data we hold about you. This includes your resume content, account information, and usage history. We'll provide this information in a structured, commonly used format within 30 days of your request.
You can update or correct any inaccurate information in your profile at any time through your account settings. For information you can't directly edit, contact our support team for assistance.
You can request deletion of your account and associated data. Note that some information may be retained for legal or security purposes, such as transaction records for premium subscriptions.
You can export your resume data and account information in common formats (PDF, DOCX, JSON) to use with other services. This includes all content you've created using SmartCV.
Control what emails and notifications you receive through your account settings. You can opt out of marketing communications while still receiving essential service updates.
Manage how our AI features process your data. You can disable AI-powered suggestions, delete conversation history, and control what information is used for personalization.
Choose what information is visible in your public profile and control how your resume data is shared. You can make resumes private or share them using secure, time-limited links.
You can enable two-factor authentication, review login history, and manage active sessions. We recommend regularly updating your password and reviewing security settings.
When sharing resumes or portfolios, use our secure sharing features that let you control access and revoke permissions. Be cautious when sharing personal information through external platforms or email.
To exercise any of your data rights, you can:
We'll respond to your requests within 30 days. For complex requests or multiple requests, we may extend this period by an additional 60 days, but we'll inform you if this is necessary.
Need Help? If you need assistance understanding or exercising your rights, our support team is here to help. Contact us through the help center or email privacy@smartcv.com.
SmartCV may update this Privacy Policy from time to time to reflect changes in our practices, technologies, legal requirements, and other factors. We are committed to keeping you informed about any significant changes to how we handle your data.
When we make material changes to this Privacy Policy, we will notify you through prominent notices within the SmartCV platform and by sending an email to your registered address. When possible, we will provide advance notice of significant changes to give you time to review the updates and make informed decisions about your data.
You can always find the current version of our Privacy Policy on this page. If you do not agree with the changes, you can adjust your privacy settings, export your data, or contact our support team to discuss your concerns. Your continued use of SmartCV after any changes to this Privacy Policy constitutes your acceptance of the updated terms.
Last Updated: January 2025
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