Privacy Policy

    Last updated: 2025-11-20

    JobTailor is committed to protecting your privacy. Below is a summary of what we collect, how we use it, and how you can control your data.

    Quick summary

    • We collect basic account details, device & usage data, and content you submit to generate templates.
    • AI processing is performed locally where possible; otherwise anonymized data may be sent to trusted providers.
    • You can request access, correction, deletion, or portability of your data by contacting support.
    • We do not knowingly collect data from children under 13.

    About JobTailor AI & third-party providers

    JobTailor may use AI features to enhance content generation and suggestions. When external processing is required, only the minimum data necessary is transmitted and we use trusted partners under data protection agreements.

    PII scrubbing, anonymization & training

    • Personal data scrubbing: Before any data is sent to external AI providers, JobTailor applies automated scrubbing and anonymization to remove or redact obvious personally identifiable information (PII) such as names, email addresses, phone numbers, national IDs, and other direct identifiers where feasible.
    • No PII to LLMs: We do not knowingly transmit unredacted PII to third-party LLMs. If a user includes sensitive personal information in a prompt, our scrubbers will attempt to remove it; however, users should avoid submitting sensitive or confidential data whenever possible.
    • Not used to train models:Data sent to third-party AI providers is not used by JobTailor's to train or improve those providers' general-purpose models. We maintain contractual and technical safeguards with providers to prevent such use where required by our agreements.
    • Security & retention: Transmissions to external providers are encrypted in transit. Any transient data retained by partners for debugging or abuse detection is limited in scope and retention time according to our agreements and will be deleted when no longer needed, except where retention is required by law.

    Despite these measures, no automated scrub is perfect. If you need to process highly sensitive personal data (e.g., health, financial account numbers, or government identifiers), we recommend not including it in prompts and instead using offline or dedicated, consented workflows. Contact contact@jobtailor.orgfor more information about our AI handling practices.

    Information we collect

    • Account: name, email, and other profile fields you provide.
    • Usage & device data: IP, device, browser, OS, and usage metrics.
    • Content & transaction data: inputs and generated documents/templates.
    • Payment data: billing address, transaction history, and credit purchase records. We do not store full credit card numbers; payment card details are processed by our third-party payment processor.
    • Cookies & tracking: for analytics, preferences, and security.

    How we use information

    • Provide and improve JobTailor features and AI-assisted suggestions.
    • Respond to support requests and send important service communications.
    • Detect and prevent fraud and abuse, and comply with legal obligations.

    Sharing & security

    We share data only with service providers (hosting, analytics, AI, payment processing) under contracts that require appropriate safeguards. These may include:

    • Payment processors: Payment card details, billing address, and transaction history are shared with our third-party payment processor to process credit purchases. We do not store full card data.
    • Hosting providers: Infrastructure providers store your account and document data in secure, encrypted environments.
    • AI & analytics providers: Anonymized or pseudonymized usage data is shared for service improvement.

    We use TLS (HTTPS) for data in transit and follow industry-standard encryption practices for data at rest. All third-party processors are contractually bound to protect your data in accordance with applicable data protection laws.

    Your rights

    Depending on your jurisdiction you may have the right to access, correct, delete, or export your data. To exercise these rights, email contact@jobtailor.org.

    Data Retention Schedule

    We retain your data according to the following schedule:

    • Active accounts: Account data, documents, and usage logs are retained as long as your account is active.
    • Deleted accounts: Upon account deletion, most data is deleted within 30 days. Limited metadata (ID, deletion date) may be retained for 6 months for legal or fraud-prevention purposes.
    • Payment records: Invoices and transaction records are retained for 7 years to comply with tax and financial regulations.
    • AI processing logs: Transient logs used for debugging are retained for up to 30 days and then deleted.
    • User-reported data: Contact form submissions and support tickets are retained for 2 years or until the issue is resolved, whichever is longer.

    Account deletion and limited retention

    When you request deletion of your account, we will promptly begin the deletion process. While deletion is being processed access to your account may be restricted and any remaining credits will be forfeited. To comply with legal obligations and to prevent fraud or abuse, we may retain a minimal set of account metadata (for example, account identifier and deletion timestamp) for up to 6 months after the deletion request. This information is limited in scope and used only for administrative, legal, or abuse-prevention purposes.

    Legal Basis for Processing

    We process your personal data based on one or more of the following legal bases:

    • Contract: Processing necessary to provide the Service (e.g., account creation, document generation, payment processing).
    • Legitimate interests: Processing for fraud prevention, security, analytics, and service improvement.
    • Consent: Processing for certain optional features (e.g., email marketing, optional analytics).
    • Legal obligation: Processing required by law (e.g., tax records, legal requests).

    You may withdraw consent at any time by adjusting your notification preferences or contacting us at contact@jobtailor.org.

    Legal basis for processing (GDPR & other regulations)

    If you are located in the EU, UK, or other jurisdictions with data protection laws (such as GDPR or similar regulations), we process your personal data on the following legal bases:

    • Contract: Processing necessary to fulfill your request to use JobTailor (account creation, document generation, billing).
    • Legitimate interests: Analytics, fraud prevention, security, service improvement, and marketing communications (where permitted).
    • Legal obligation: Compliance with tax laws, payment processor requirements, and law enforcement requests.
    • Consent: For marketing emails and optional analytics (you can withdraw consent anytime via account settings).

    Legal basis for processing (GDPR & other regulations)

    If you are located in the EU, UK, or other jurisdictions with data protection laws (such as GDPR or similar regulations), we process your personal data on the following legal bases:

    • Contract: Processing necessary to fulfill your request to use JobTailor (account creation, document generation, billing).
    • Legitimate interests: Analytics, fraud prevention, security, service improvement, and marketing communications (where permitted).
    • Legal obligation: Compliance with tax laws, payment processor requirements, and law enforcement requests.
    • Consent: For marketing emails and optional analytics (you can withdraw consent anytime via account settings).

    Children

    We do not knowingly collect personal data from children under 13. If we learn we have collected such data, we will delete it promptly.

    Changes to this policy

    We may update this policy; any changes will be posted here with an updated "Last updated" date. Your continued use signifies acceptance of the updated policy.