Privacy Policy | procoverletter

1. Introduction

procoverletter ("we," "our," or "us") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our AI-powered cover letter generation service.

By accessing or using procoverletter, you agree to this Privacy Policy. If you do not agree with our policies and practices, please do not use our service.

2. Information We Collect

2.1 Information You Provide

Account Information: Email address, name, and password when you create an account
Resume/CV Data: Your uploaded resume files, work experience, education, skills, and professional information
Job Application Details: Job descriptions, company names, and position titles you're applying for
Generated Content: Cover letters and other content created using our service
Payment Information: Billing details processed securely through our payment processor (we do not store credit card information)

2.2 Automatically Collected Information

Usage Data: Information about how you interact with our service, including features used and time spent
Device Information: IP address, browser type, operating system, and device identifiers
Cookies and Tracking: We use cookies and similar technologies to enhance user experience and analyze service usage

3. How We Use Your Information

We use the collected information for the following purposes:

Service Delivery: Generate personalized cover letters using AI technology
Account Management: Create and manage your account, authenticate users, and provide customer support
Service Improvement: Analyze usage patterns to improve our AI algorithms and user experience
Communication: Send service-related notifications, updates, and promotional materials (with your consent)
Payment Processing: Process subscription payments and manage billing
Security: Detect and prevent fraud, abuse, and security incidents
Legal Compliance: Comply with legal obligations and enforce our terms of service

4. Data Sharing and Disclosure

4.1 Third-Party Service Providers

We may share your information with trusted third-party service providers who assist us in operating our service, including:

Cloud hosting and storage providers
AI and machine learning service providers (OpenAI for content generation)
Payment processors for subscription management
Analytics and performance monitoring services

4.2 Legal Requirements

We may disclose your information if required by law, court order, or government regulation, or to protect our rights, property, or safety.

4.3 Business Transfers

In the event of a merger, acquisition, or sale of assets, your information may be transferred to the acquiring entity.

5. Data Security

We implement industry-standard security measures to protect your personal information:

Encryption of data in transit and at rest using SSL/TLS protocols
Secure authentication and access controls
Regular security audits and vulnerability assessments
Employee training on data protection and privacy practices
Secure backup and disaster recovery procedures

However, no method of transmission over the internet is 100% secure. While we strive to protect your information, we cannot guarantee absolute security.

6. Data Retention

We retain your personal information for as long as necessary to:

Provide our services and maintain your account
Comply with legal obligations and resolve disputes
Enforce our agreements and protect our legal rights

When you delete your account, we will remove your personal information within 30 days, except where retention is required by law.

7. Your Privacy Rights

Depending on your location, you may have the following rights:

Access: Request a copy of the personal information we hold about you
Correction: Request correction of inaccurate or incomplete information
Deletion: Request deletion of your personal information
Portability: Request transfer of your data to another service
Objection: Object to processing of your personal information
Restriction: Request restriction of processing your information
Withdrawal of Consent: Withdraw consent for processing where we rely on consent

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

8. Cookies and Tracking Technologies

We use cookies and similar tracking technologies to improve user experience. You can control cookies through your browser settings. Types of cookies we use:

Essential Cookies: Required for the service to function properly
Functional Cookies: Remember your preferences and settings
Analytics Cookies: Help us understand how users interact with our service
Marketing Cookies: Used to deliver relevant advertisements (with your consent)

9. International Data Transfers

Your information may be transferred to and processed in countries other than your country of residence. These countries may have different data protection laws. We ensure appropriate safeguards are in place to protect your information in accordance with this Privacy Policy.

10. Children's Privacy

Our service is not intended for individuals under the age of 18. We do not knowingly collect personal information from children. If we become aware that we have collected information from a child, we will take steps to delete such information.

11. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. We will notify you of any material changes by posting the new Privacy Policy on this page and updating the "Last Updated" date. Continued use of our service after changes constitutes acceptance of the updated policy.

12. California Privacy Rights (CCPA)

California residents have additional rights under the California Consumer Privacy Act (CCPA):

Right to know what personal information is collected, used, shared, or sold
Right to delete personal information held by businesses
Right to opt-out of the sale of personal information
Right to non-discrimination for exercising CCPA rights

Note: We do not sell your personal information to third parties.

13. GDPR Compliance (European Users)

For users in the European Economic Area (EEA), we process your data based on the following legal grounds:

Contract Performance: Processing necessary to provide our services
Consent: Where you have given explicit consent
Legitimate Interests: For service improvement and security
Legal Obligation: Where required by law

You have the right to lodge a complaint with your local data protection authority.