Privacy Policy

This Privacy Policy explains how CvFax collects, uses, shares, and protects your personal information when you use our sites, services, tools, and features (collectively, the "Services"). We are committed to protecting your privacy in compliance with UK data protection laws, including the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

By using or accessing the Services, you agree to the terms of this Privacy Policy and our Terms & Conditions. Please read this policy carefully to understand our practices regarding your personal data.

Contact us at [email protected] if you have questions about this policy or your data.

1. Information We Collect

We collect information you provide directly to us, such as when you create an Account, fill out the CV distribution form, purchase services, or contact support. This includes:

• Contact Information (name, email, phone number, address)
• Professional Information (CV, cover letter, work experience, education, skills, job preferences - location, industry)
• Account Information (username, password - hashed)
• Payment Information (processed securely by third-party processors, we don't store full card details)
• Communications with us.

We also collect limited technical information automatically (IP address, browser type, device information) for service operation and security.

2. How We Use Your Information

We use your information for the following purposes, based on lawful grounds under UK GDPR:

• To Provide and Manage the Services (Contractual Necessity): Create and manage your account, process payments, distribute your CV and related information to relevant UK recruiters/companies based on your selections, provide distribution reports.
• To Communicate With You (Contractual Necessity / Legitimate Interest): Send service updates, support responses, invoices, and (with consent where required) marketing information about CvFax or relevant job market insights.
• To Improve Our Services (Legitimate Interest): Analyse usage patterns (often anonymised/aggregated) to enhance functionality and user experience.
• For Security and Fraud Prevention (Legitimate Interest / Legal Obligation): Protect our services and users.
• To Comply with Legal Obligations: Respond to legal requests or prevent illegal activities.

3. How We Share Your Information

The core purpose of our service is to share your professional information:

• With Recruiters and Employers: We distribute your CV, cover letter, and relevant profile details to third-party recruitment agencies, staffing firms, and potentially direct employers within the UK, based on the industry and location criteria you provide.

We may also share information with:

• Service Providers: Third parties who perform services on our behalf (e.g., payment processing, email delivery, hosting). They only access data needed for their functions and are bound by confidentiality and data protection agreements.
• Legal Requirements: If required by law, regulation, or legal process (e.g., court order, government request).
• Business Transfers: In connection with a merger, acquisition, or sale of assets, your information may be transferred.

We do not sell your personal data.

4. Data Retention

We retain your personal data for as long as necessary to provide the Services, fulfill the purposes outlined in this policy, comply with legal obligations (e.g., tax, accounting), resolve disputes, and enforce our agreements. Account information may be retained while your account is active and for a reasonable period afterward for administrative purposes or as required by law. Distribution report data may be retained for a period allowing you access.

5. Your Data Protection Rights (UK GDPR)

Under UK data protection law, you have rights including:

• Right to Access: Request copies of your personal data.
• Right to Rectification: Request correction of inaccurate or incomplete data.
• Right to Erasure ('Right to be Forgotten'): Request deletion of your data under certain conditions.
• Right to Restrict Processing: Request restriction of processing under certain conditions.
• Right to Object to Processing: Object to processing based on legitimate interests.
• Right to Data Portability: Request transfer of data you provided to another organization or directly to you, under certain conditions.
• Right to Withdraw Consent: Withdraw consent at any time where processing is based on consent (e.g., for marketing emails).

To exercise these rights, contact us at [email protected]. We may need to verify your identity. You also have the right to lodge a complaint with the UK Information Commissioner's Office (ICO).

6. Data Security

We implement appropriate technical and organisational measures to protect your personal data against accidental or unlawful destruction, loss, alteration, unauthorised disclosure, or access. However, no internet transmission is completely secure.

7. International Data Transfers

While our target market is the UK, some service providers (e.g., hosting, email) might be located outside the UK/EEA. If we transfer data internationally, we ensure appropriate safeguards are in place as required by UK GDPR (e.g., Adequacy Decisions, Standard Contractual Clauses).

8. Cookies

We use cookies and similar technologies. Please see our Cookie Policy for details on types of cookies used, their purpose, and how to manage your preferences.

9. Changes to this Policy

We may update this Privacy Policy. We will notify you of significant changes by posting the new policy on our site and updating the effective date. We encourage you to review it periodically.

10. Contact Us

For questions about this Privacy Policy or your data, please contact CvFax at: [email protected]