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Privacy Policy

What we collect, why, and what you can ask us to do with it.

Last Updated: September 2026
Effective Date: January 2025
Version: 2.0

1. Introduction

Welcome to AceJobs ("we," "our," or "us"). We are an AI-powered career platform that helps professionals create tailored resumes and practice interviews. We are committed to protecting your privacy and being transparent about how we collect, use, and share your personal information.

This Privacy Policy explains our data practices for the AceJobs platform, including our AI-powered resume generation, interview simulation services, and all related features.

Data Controller Information:

  • Company Name: AceJobs
  • Contact Email: [email protected] — privacy, data protection and support requests all reach this address
  • Address: [Your Business Address]

2. Legal Basis for Processing

We process your personal data under the following legal bases:

2.1 Contract Necessity (GDPR Art. 6(1)(b))

  • Account creation and management
  • Resume generation and storage
  • Job application tracking
  • Subscription management
  • Customer support

2.2 Consent (GDPR Art. 6(1)(a))

  • AI processing with third-party services
  • Analytics and performance monitoring
  • Advertising measurement, for visitors in the EU/EEA, UK and Switzerland (see "Advertising" below)
  • Marketing communications
  • Voice recording for interviews
  • Sending job applications to employers on your behalf (see "Applications Sent On Your Behalf"); off by default, scoped by you, withdrawable at any time

2.3 Legitimate Interest (GDPR Art. 6(1)(f))

  • Security and fraud prevention
  • Service improvement and development
  • Legal compliance and dispute resolution
  • Internal analytics (anonymized)

3. Information We Collect

3.1 Account Information

When you create an account using Google OAuth, we collect:

  • Name (from Google profile)
  • Email address (primary identifier)
  • Profile picture (optional, from Google)
  • Google User ID (for account linking)
  • Account creation timestamp
  • Last login activity

3.2 Professional Profile Data

You may choose to provide:

  • Work Experience: Job titles, company names, employment dates, job descriptions, achievements
  • Education: Degrees, institutions, graduation dates, academic achievements
  • Skills and Competencies: Technical skills, soft skills, certifications
  • Projects: Personal and professional projects, descriptions, technologies used
  • Contact Information: Phone number, location, LinkedIn profile, portfolio URLs
  • Professional Summary: Career objectives, specializations

3.3 Resume Documents and Processing

When you upload or create resumes:

  • PDF Files: Original resume documents you upload
  • Extracted Text: Content parsed from your documents using OCR and AI
  • Structured Data: Information organized into standardized fields (experience, education, etc.)
  • Parsing Metadata: Confidence scores, extraction timestamps, processing logs
  • AI-Enhanced Content: Resume versions optimized by our AI services

3.4 AI-Generated Content and Interactions

Our AI services create and store:

  • Enhanced Resume Versions: Job-specific resume variations and optimizations
  • Conversation History: Your interactions with our AI resume assistant
  • Feedback Loops: Your requests for improvements and AI responses
  • Iteration Tracking: Version history of resume modifications
  • Custom Instructions: Your specific requirements for resume generation
  • Interview Responses: Practice interview answers and AI feedback

3.5 Voice Data (Interview Simulation)

With your explicit consent:

  • Voice Recordings: Audio captured during interview practice sessions
  • Speech Analysis: Transcription and analysis of your responses
  • Performance Metrics: Speaking pace, confidence indicators, content analysis
  • Feedback Data: AI-generated improvement suggestions
  • Session Metadata: Practice session duration, question types, scores

3.6 Job Information

You create or interact with:

  • Job Descriptions: Manually entered or scraped job postings
  • Company Information: Employer details, requirements, benefits
  • Application Status: Tracking your job applications and their progress
  • Job URLs: Links to external job postings
  • Scraping Data: Information extracted from job posting URLs
  • Matching Preferences: Criteria for job recommendations

3.7 Usage and Analytics Data

We automatically collect:

  • Feature Usage: Which tools you use, frequency of use, session duration
  • Subscription Data: Current tier, usage limits, remaining quota
  • Performance Metrics: Page load times, error encounters, success rates
  • Device Information: Browser type, operating system, screen resolution
  • Network Data: IP address, location (city/country level), ISP
  • Interaction Patterns: Click paths, feature adoption, user flows

3.8 Payment and Subscription Information

Processed through Stripe:

  • Payment Methods: Credit card information (stored securely by Stripe)
  • Billing Address: For payment processing and tax calculations
  • Transaction History: Payment records, subscription changes, refunds
  • Stripe Customer ID: For subscription management
  • Tax Information: As required by local regulations

4. Third-Party AI Services and Data Processing

⚠️ IMPORTANT: AceJobs uses advanced AI services that require international data transfers.

4.1 OpenAI (United States) - Resume Generation

Service: GPT-4, GPT-4-mini models for resume enhancement

  • Purpose: Create tailored resumes, optimize content, generate job-specific variations
  • Data Transmitted: Professional experience, education, skills, job descriptions, custom instructions
  • Processing Location: United States (OpenAI infrastructure)
  • Legal Basis: Your explicit consent (GDPR Art. 6(1)(a))
  • Retention by OpenAI: Not stored per OpenAI's API data usage policy
  • Data Safeguards: Standard Contractual Clauses, encryption in transit
  • Privacy Policy: https://openai.com/privacy

4.2 ElevenLabs (United States) - Voice Processing

Service: Voice cloning and speech synthesis for interview simulation

  • Purpose: Realistic voice-based interview practice and feedback
  • Data Transmitted: Voice recordings, interview responses, performance data
  • Processing Location: United States (ElevenLabs servers)
  • Legal Basis: Your explicit consent (GDPR Art. 6(1)(a))
  • Retention: Voice data deleted within 30 days maximum
  • Data Safeguards: Secure API transmission, limited retention
  • Privacy Policy: https://elevenlabs.io/privacy

4.3 AI Processing Safeguards

We implement additional protections:

  • Data Minimization: Only necessary data is sent to AI services
  • Encryption: All data transmitted using industry-standard encryption
  • Audit Logs: Processing activities are logged and monitored
  • Consent Controls: Granular consent for each AI service
  • Opt-Out Options: Continue using core features without AI processing

Legal Basis for Processing

We process your personal data based on:

  1. Consent: For AI processing of your career data
  2. Contract: To provide our resume and interview services
  3. Legitimate Interest: For security and service improvement

International Data Transfers

Some of our AI partners are located outside the EU:

  • OpenAI (United States): Resume generation and optimization
  • ElevenLabs (United States): Voice interview simulation

We ensure adequate protection through Standard Contractual Clauses (SCCs) and your explicit consent.

Data Retention

  • Profile Data: Retained while your account is active + 3 years after deletion request
  • Resume Data: Retained for 2 years after account deletion (unless you request immediate deletion)
  • Voice Recordings: Automatically deleted after 30 days
  • Payment Data: Retained as required by law for tax and accounting purposes

Your Rights

Under GDPR, you have the right to:

Access Your Data

Request a copy of all personal data we hold about you.

Rectify Your Data

Correct inaccurate or incomplete information.

Delete Your Data

Request deletion of your personal data ("right to be forgotten").

Restrict Processing

Limit how we use your data in certain circumstances.

Data Portability

Receive your data in a structured, machine-readable format.

Object to Processing

Object to processing based on legitimate interests.

Withdraw Consent

Withdraw consent for AI processing at any time.

Opt Out of Sale or Sharing (US state privacy laws)

Opt out of advertising measurement — the sharing described under "Advertising" — with Don't sell or share my info in the cookie banner, the Advertising switch in Privacy settings, or a Global Privacy Control signal from your browser.

To exercise these rights, contact us at [email protected]

Cookies and Local Storage

We use the following types of data storage:

Essential (Required)

  • Authentication tokens: Keep you logged in
  • User preferences: Remember your settings

Analytics (Optional)

  • Usage statistics: Help improve our service
  • Performance monitoring: Identify technical issues

Advertising (Optional; default depends on your region)

  • Ad conversion measurement: While Advertising is on, the Meta Pixel, Google Ads tag, Reddit Pixel and Whop Pixel tell those platforms when someone who clicked one of our ads signs up or subscribes, and our server sends the same sign-up and purchase events to Meta and Reddit. For Meta, Google and Reddit your email is sent only as a SHA-256 hash (Google's tag hashes it in your browser), with your IP address, browser user agent, the ad click id, and the purchase amount. Whop (which runs some of our Meta ad campaigns through Whop Ads) receives page views, the sign-up event with your email address in plain text (Whop does not accept hashed emails), your AceJobs account id and name, the purchase amount and currency, and its own _wuid browser id. See the Cookie Policy section 3.4 for the full list.
  • When it is on:
    • EU/EEA, United Kingdom, Switzerland: off until you opt in (our legal basis is your consent).
    • Everywhere else: on until you opt out (our legal basis is our legitimate interest in measuring our advertising). Sharing this information with ad platforms may count as a "sale" or "sharing" of personal information under California and other US state privacy laws; you can opt out at any time with Don't sell or share my info in the cookie banner, or the Advertising switch in Privacy settings.
    • Global Privacy Control: if your browser sends it, we treat it as an opt-out everywhere, and it overrides any earlier choice.
    • We tell which region applies from your device's time-zone setting, not your IP address; a device set to a European time zone gets the opt-in rules.
  • Turning it off stops the pixels at once, deletes their cookies (including Whop's _wuid), and stops our server-side sends; nothing is sent while it is off.

AI Processing (Optional)

  • Consent preferences: Remember your AI processing choices

You can manage cookie preferences through our consent banner or privacy settings.

Data Security

We protect your data through:

  • Encryption: All data transmitted using HTTPS/TLS
  • Access Controls: Limited access to authorized personnel only
  • Regular Security Audits: Ongoing security assessments
  • Secure Infrastructure: Industry-standard cloud security

Applications Sent On Your Behalf

If — and only if — you explicitly authorise it, AceJobs can send job applications to employers as you. This is off by default and is never enabled by anything you say to the AI assistant; it can only be turned on by you, from the consent screen, where you set its terms.

What you authorise. The consent you give is a scope, not a switch: whether applications are sent automatically or only after you press send, a maximum number per day, a minimum fit score below which nothing is sent, and the channels that may be used. It expires automatically after the period you choose.

What is shared, and with whom. An application sends the tailored resume you have built, the cover letter and screening answers drafted for that role, and your name and email address, to the employer or recruiter named in the job posting. Employers are independent controllers of the data you send them; once an application has been sent we cannot recall it, and their handling of it is governed by their own privacy policy.

How it is sent. Application emails are sent from AceJobs' mail server, not from your mailbox. The message identifies AceJobs as the sender acting on your authorisation, and sets your address as the reply-to so the employer's response reaches you directly. We do not send email that misrepresents itself as having come from your own address.

Applications through employer websites. Where a posting uses a company's own application form, AceJobs does not complete or submit that form. It prepares the material and you submit it yourself.

Withdrawal. You can withdraw this authorisation at any time, in privacy settings or by telling the assistant to stop. Withdrawal takes effect immediately and cancels any application that has not yet been sent. It cannot recall applications already delivered.

Record. Every grant, withdrawal, expiry, application sent, and application refused (with the reason) is recorded and shown to you in privacy settings. This record is retained for the life of your account and deleted with it.

Automated Decision Making

We use AI to:

  • Generate resume content based on your profile and job requirements
  • Optimize resume formatting for better presentation
  • Provide interview feedback based on your responses

You have the right to:

  • Request human review of AI-generated decisions
  • Contest automated decisions that significantly affect you
  • Understand the logic behind AI recommendations

Third-Party Services

We work with these trusted partners:

Google OAuth

Meta, Google Ads and Reddit (only while Advertising is on)

Whop (only while Advertising is on)

  • Purpose: Measuring sign-ups and subscriptions from Meta ad campaigns we run through Whop Ads
  • Data Shared: Pages viewed; the sign-up event with your email address (plain text), AceJobs account id and name; purchase events with amount and currency; the _wuid browser id, IP address and user agent
  • Privacy Policy: https://whop.com/privacy/

Stripe

OpenAI

  • Purpose: AI resume generation and optimization
  • Data Shared: Profile and career information
  • Privacy Policy: https://openai.com/privacy

ElevenLabs

Children's Privacy

AceJobs is not intended for children under 16. We do not knowingly collect personal information from children under 16.

Changes to This Policy

We may update this privacy policy from time to time. We will notify you of significant changes by:

  • Email notification to your registered email address
  • Prominent notice on our website
  • In-app notification when you log in

Privacy Contact

For privacy-related questions or concerns:

We have not designated a Data Protection Officer. GDPR Art. 37 requires one only where processing is carried out by a public authority, or where an organisation's core activities consist of large-scale regular and systematic monitoring of individuals or large-scale processing of special categories of data. None of those apply to us. The address above is the contact for everything a DPO would otherwise handle.

Supervisory Authority

You have the right to lodge a complaint with your local data protection authority if you believe we have violated your privacy rights.

Contact Us

For any questions about this privacy policy or our data practices:

Email: [email protected]
Website: https://acejobs.ai
Address: [Your Business Address]

This privacy policy complies with the EU General Data Protection Regulation (GDPR) and other applicable privacy laws.