This Privacy Policy explains how CV FAX LTD (“CvFax”, “we”, “us”) 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.
For any questions regarding this policy or your data, contact us at: [email protected]
1. Information We Collect
We collect information you provide directly to us, such as when you create an Account, complete the CV distribution form, purchase services, or contact support. This includes:
- Contact Information (e.g., name, email, phone number, address)
- Professional Information (e.g., CV, cover letter, work experience, education, skills, job preferences such as location and industry)
- Account Information (e.g., username, hashed password)
- Payment Information (processed securely via third-party payment processors; we do not store full card details)
- Communications with us (e.g., emails, support messages)
We also collect limited technical data (e.g., IP address, browser type, device details) for service performance and security.
2. How We Use Your Information
We process your information for the following purposes under lawful bases defined by UK GDPR:
- To Provide and Manage the Services (Contractual Necessity): Creating your account, processing transactions, distributing your CV and related materials to selected UK recruiters and companies, and delivering reports.
- To Communicate With You (Contractual Necessity / Legitimate Interest): Sending service updates, transaction confirmations, support responses, and (with your consent, where required) promotional emails or job market updates.
- To Improve Our Services (Legitimate Interest): Analyzing usage patterns (often anonymised) to optimize features and functionality.
- For Security and Legal Compliance (Legitimate Interest / Legal Obligation): Preventing fraud, protecting accounts, and complying with applicable legal requirements.
3. How We Share Your Information
We share your data only as necessary for delivering the service or as required by law:
- With Recruiters and Employers: We share your CV, cover letter, and relevant professional information with third-party recruitment firms and potential employers in the UK based on your preferences.
- With Service Providers: Third-party vendors (e.g., hosting, payment, email) access data solely to perform contracted services. All providers are bound by confidentiality and data protection agreements.
- For Legal Reasons: We may disclose data if legally obligated (e.g., court order, investigation, or government request).
- In Business Transfers: If CvFax is involved in a merger, acquisition, or asset sale, user data may be transferred as part of the transaction.
We do not sell your personal information.
4. Data Retention
We retain your personal data only as long as necessary for service delivery, legal compliance, dispute resolution, and internal purposes. Account data may remain for a reasonable period after deactivation unless you request deletion. Distribution reports are retained temporarily to allow your access.
5. Your Data Protection Rights (UK GDPR)
You have the following rights under UK GDPR:
- Right to Access – Request a copy of your data
- Right to Rectification – Request correction of incorrect or incomplete data
- Right to Erasure ("Right to be Forgotten") – Request deletion under certain conditions
- Right to Restrict Processing – Request limitation of processing
- Right to Object – Object to processing based on our legitimate interests
- Right to Data Portability – Request data transfer to another service
- Right to Withdraw Consent – Withdraw consent at any time for optional processing (e.g., marketing)
To exercise your rights, email [email protected]. We may request identity verification. You also have the right to file a complaint with the UK Information Commissioner’s Office (ICO).
6. Data Security
We apply technical and organizational safeguards to protect your data from unauthorized access, loss, or misuse. While no online system is fully immune to threats, we take data security seriously and review practices regularly.
7. International Data Transfers
Although our services are intended for UK users, some third-party providers (e.g., email, cloud services) may process data outside the UK/EEA. Where applicable, we ensure proper safeguards such as UK-approved Standard Contractual Clauses or Adequacy Decisions.
8. Cookies
We use cookies and similar tracking technologies to improve performance and user experience. For details on what cookies we use and how to manage them, please review our Cookie Policy.
9. Changes to This Policy
We may update this Privacy Policy from time to time. Material changes will be posted on our website with an updated effective date. You are encouraged to review this page periodically.
10. Contact Us
If you have questions about this Privacy Policy or your data, contact us at:
CV FAX LTD
Email: [email protected]