Privacy Policy

Workfave operates a job-search service that finds roles for you and, where you ask it to, applies to them on your behalf. For the purposes of data-protection law we are the controller of the personal data described below.

Reach us at privacy@workfave.com for anything in this document, including to exercise any right it describes.

We collect only what the service needs to do its job. In practice that is:

• Your account — name, email address and country. Your country determines your billing currency and which rules apply to your account.
• Your professional profile — the work history, education, skills and contact details that go into an application. Most of this comes from a CV you upload; you confirm and correct it before it is saved.
• Your applications — which role, which employer, what was sent, and what happened next.
• Your activity — a record of what the system did on your behalf and what you did here, so you can see it and question it.
• Technical data — sign-in times, IP address and browser, kept to keep your account secure and to investigate abuse.

We do not ask for your salary history, and we do not store it if a CV contains it. Asking is banned in much of Europe and many US states, and it is not information we need.

We do not ask for data about your race, religion, health, sexual orientation, political views or trade-union membership, and none of it is ever put into an AI prompt.

When you upload a CV we extract the text, parse it into structured fields, and show you the result to confirm or correct. The file itself is then discarded. We keep the extracted text, the parsed fields you approved, and a one-way fingerprint of the file that lets us recognise a re-upload without holding the document.

The extracted text is kept for 30 days and then deleted automatically. It exists so that an improvement to our parser can be applied to your import without asking you to upload again, and so we can reproduce a bad parse if you report one.

Reading a CV is done by our own software. When a CV is laid out unusually and that software cannot make sense of a section, we may send the relevant text to a language-model provider to help structure it.

When that happens:

• Only the text needed for the task is sent — never your full account or history.
• Anything the model returns is checked against your original document. If a value does not appear in your CV, it is discarded rather than saved. The system never invents an answer on your behalf.
• Responses are cached for up to 30 days so the same text is not sent twice.

AI is used to structure and match, never to decide. No rejection, and no adverse decision about you, is made automatically.

Employers. When you apply — or when you have asked us to apply on your behalf within rules you set — your application reaches that employer, containing the profile details the role requires. That is the purpose of the service. We do not sell your profile to recruiters, and we do not share it with employers you have not applied to.

Service providers. We use a small number of processors to run the service: cloud hosting and storage, an email provider for account and application mail, and payment providers for subscriptions. Each is bound by contract to use your data only to provide their service to us.

Where the law requires. We disclose data where we are legally obliged to, and to protect the service and its users from abuse.

Personal data is kept while your account is open, and beyond that only where a specific record must be retained. Automatic deletion applies to:

• Uploaded CVs — the file is never stored; the extracted text is deleted after 30 days.
• Data exports — the download expires after 7 days and the file is deleted.
• Your activity log — kept for 2 years, so a question about something done on your behalf can still be answered.
• Sign-in sessions — expire on their own and are removed.

Records of applications already sent, and financial records, are kept longer where we are legally required to retain them. Section 8 explains what that means if you ask us to delete your account.

You can, at any time and without asking us:

• Get a copy of everything we hold — your profile, every application, and your full activity log, as a file you can download.
• Correct anything wrong — your profile is editable in full.
• Stop automated applications instantly — one control, honoured immediately, including for work already in progress.
• Delete your account.

All of these are in your settings. You also have the right to object to processing, to restrict it, and to complain to your local data-protection authority.

We would rather be precise than reassuring, because the difference matters if you are relying on it.

When you ask us to delete your account, nothing happens for seven days, and you can cancel at any point in that window. We tell you the date it will happen. The delay exists because deletion cannot be undone and is often requested in a moment of frustration, or by someone who has lost control of their account.

After that:

• Your profile, CV text, automation settings and activity log are deleted outright.
• All your sessions are ended and every sign-in credential is invalidated.
• Your account record is anonymised rather than removed — your name and email are replaced, and it can no longer be signed into or connected to you.
• Applications you already sent are kept, with your details stripped out. The employer holds their own copy and we cannot unsend it; keeping a record of what went where is also what protects you if one is ever disputed.

If a record is under a legal retention requirement, deletion of that record waits until the requirement lapses — and then happens without you having to ask again.

Data is encrypted in transit and at rest. Passwords are stored using argon2id and are never recoverable, by us or anyone else. Sign-in tokens are stored only as one-way hashes, so a database leak yields nothing usable. Download links for your data export are single-use and expire.

No system is perfect. If we ever suffer a breach affecting your data, we will tell you and the relevant authority within the time the law requires.

Workfave operates internationally, so your data may be processed outside your country, including in jurisdictions with different data-protection laws. Where that happens we rely on the safeguards the law provides for such transfers, and our processors are contractually bound to equivalent protection.

If we change how we use your data in a way that materially affects you, we will tell you directly rather than relying on you noticing a new date at the top of this page. The date shown is when this version took effect.