Privacy Policy

This policy explains how CareerVidence Software Solutions ("CareerVidence", "we") handles personal information when you use the CareerVidence website and service. Effective date: November 12, 2026.

Who we are and who to contact

CareerVidence is operated by CareerVidence Software Solutions. Our Privacy Officer can be reached here:

Privacy Officer

Where applicable, CareerVidence may provide additional business contact information on the Contact page, during checkout, or on purchase receipts.

Information we collect

  • Account information: your email address and a password, which we store only as a one-way hash. When you choose to sign in with Google, Google provides an ID token that CareerVidence uses to verify your sign-in. CareerVidence uses and stores only your Google account identifier and verified email address for account sign-in and linking. CareerVidence does not store a Google access token or refresh token and does not request access to your Google account services.
  • Candidate profile (Career Evidence Library): work history, education, certifications, projects, skills and other details you enter, or that you review and apply after a resume import. You are responsible for their accuracy; we do not add qualifications you have not provided.
  • Resume uploads: the PDF or DOCX file you upload, which is held temporarily and scanned before anything is read from it. See "Resume uploads and imported text" below.
  • Applications and generated documents: for each application you create, the job description you submit, the analysis and match results (including earlier results for the same application), the resumes and cover letters generated for you (including earlier versions), and the PDF and DOCX files created from them. An application can be active, paused or archived.
  • Application evidence: each application keeps its own career evidence, which starts empty. It contains only what you choose from your Career Evidence Library, approve from a resume you upload for that application, or enter yourself. It is kept separately from your Career Evidence Library and from your other applications. When we calculate a match or generate documents, we may also keep a fixed copy of the evidence that was used so the result can be reproduced consistently.
  • Purchases and payments: the plan bought, price, sales tax, total, currency, dates, your billing province or territory and postal code (used to determine sales tax), the payment provider's reference, refund and dispute status, and the versions of the Terms and Refund Policy you accepted. We also keep the notifications our payment providers send us about your payment (for example confirmations and refunds), which can include details the provider shares with us such as the payer's name or email address. We do not receive or store your full card number.
  • Usage records: a record of each AI action you run (its type, time and outcome) so we can apply your daily allowance.
  • Feedback: the category, optional rating and message you choose to send, and the time you sent it. Your feedback is associated with your CareerVidence account internally. The owner feedback view does not display your identity. Feedback is therefore not anonymous in our storage. Please do not include passwords, payment card information, resume contents or other sensitive information you do not need to share in a feedback message; it is free text, and we cannot tell what you type.
  • Authentication and security records: sign-in and account events (such as sign-in success or failure, email verification and password reset), the client IP address and time of each, a keyed one-way fingerprint of the account email used to detect repeated failed sign-in attempts, session records, and single-use verification, password-reset and Google account-link tokens with their expiry times. We use these to keep accounts secure and to prevent abuse.
  • Support and privacy requests: anything you send us by email, including your email address, and a short record of how we handled a request.

Resume uploads and imported text

  • Uploaded file: held temporarily in a restricted area while it is scanned and processed, and deleted when processing finishes. If processing is interrupted, a file can remain in that restricted area until our cleanup process removes it.
  • Extracted text: the text of your resume is read in memory and sent to OpenAI to draft a profile for you to review. For imports made with the current version of the service, the extracted text is not saved. We keep only a short record of the upload (file name, type, size, status and time).
  • Older imports: an earlier version of the service saved the extracted text of imported resumes. Those older copies have not been removed automatically and may still exist. You can ask us to delete them (see "Your rights").
  • Evidence you approve: what you review and apply is saved as structured information, either in your Career Evidence Library or, when you add a resume inside an application, only in that application. We keep this information according to the retention rules described below.

How we use information

To run your account, analyze job descriptions against your profile, produce tailored resumes and cover letters, apply your daily allowance, process payments and refunds, calculate and record sales tax, send transactional email (verification, password reset, a notice when your password is changed, and purchase confirmation), respond to support and privacy requests, review feedback, and prevent fraud and abuse and keep the service secure. We do not sell your personal information.

OpenAI and AI processing

CareerVidence uses the OpenAI API to provide its AI-assisted features, and sends OpenAI personal information to do so. What is sent depends on the feature and may include the text extracted from a resume you upload, job descriptions, career evidence from your Career Evidence Library or from the application you are working on, job-related information, and the instructions needed to generate a result. Resume import sends the extracted resume text; the other features send job description text and the career evidence for the application, reduced to what is relevant to the job.

CareerVidence configures applicable OpenAI API requests not to store response application state. OpenAI states that API data is not used to train its models unless the customer has explicitly opted in to data sharing. OpenAI may retain limited information for abuse monitoring or as otherwise described in its applicable data policies, which we do not control. Please do not include information in your profile or job text that you do not want processed in this way. Feedback is not sent to OpenAI.

Service providers that process information

  • OpenAI - AI processing as described above.
  • Supabase - CareerVidence uses Supabase to host its primary database, which holds your account, profile, job, purchase, usage, feedback and security records. The service is hosted on infrastructure selected for the project. Supabase and its subprocessors may process information outside your province or country, and information processed outside Canada may be subject to the laws of the jurisdiction where it is processed.
  • DigitalOcean - hosts the application servers, including the generated PDF and DOCX files and short-lived upload files.
  • Cloudflare - delivers the website and sits in front of the application for performance and protection, so it handles your requests, including their IP addresses, in transit.
  • Resend - delivers our transactional email, so it receives your email address and the content of those messages.
  • Stripe and PayPal - process payments and refunds. They handle your payment details under their own privacy policies, and send us payment notifications.
  • Google - provides Google Sign In. On the sign-in and sign-up pages your browser loads Google's script as the page opens, so Google may receive technical information such as your IP address before you press the button. If you sign in with Google, Google tells us your account identifier and verified email address.

These providers may be located outside Canada, so your information may be processed in other countries and be subject to their laws.

Cookies and local storage

The application keeps your sign-in token in your browser's session storage for the current tab and does not set cookies of its own. No advertising or analytics trackers are included in the application. Our hosting, security and payment providers (and Google, on the pages that offer Google Sign In) may set their own cookies or similar technologies.

How long we keep information

We do not currently run an automatic deletion schedule for any category below, and we do not promise one. The one fixed period we state, 180 days for feedback, is applied by a maintenance process that we run ourselves. We keep information only as long as we need it for the purpose it was collected, and as the law requires.

  • Account, profile, applications and generated documents: kept while your account exists or until you delete the applicable item, subject to the retention rules below. Pausing or archiving an application does not delete it or anything in it. Permanently deleting an application removes the application and the information kept only for it, including its job description, career evidence, match results, and generated resumes and cover letters. Its associated PDF and DOCX files are also removed through our deletion procedures. Deleting an application does not delete your other applications or your Career Evidence Library, and deleting a candidate profile does not delete documents already generated for applications. Records of your AI actions are kept for the purposes described above but are no longer connected to a deleted application. There is no self-service account deletion yet; contact us to request account deletion.
  • Saved copies of evidence and generated files: a fixed copy of evidence used for a match or generated document is kept for as long as a result or document that relies on it is kept. When an application is permanently deleted, evidence copies that nothing else uses are removed as well. Generated files are removed as part of our deletion procedures. If removal cannot be completed immediately, we retry it, so file removal may take additional time. Backup copies may remain until they are removed through our providers' normal backup retention processes.
  • Resume uploads: the file is deleted when processing finishes; extracted text is not saved for current imports (see above for older imports).
  • Authentication and security records, sessions and tokens: kept as needed for security, fraud and abuse prevention. Sessions, tokens and Google account-link requests expire quickly, but an expired record is not removed the moment it expires; we remove expired authentication records through maintenance that we run ourselves.
  • Purchase, tax, refund and payment records: kept as required for accounting, tax, fraud-prevention and legal purposes, even if you stop using the service.
  • Payment provider notifications: kept as long as needed to reconcile payments, handle refunds and disputes, and meet legal obligations.
  • Feedback: kept in the active service for up to 180 days after you send it, for service review and improvement, and then deleted. We may keep a message longer where we must for a legitimate legal, security or dispute reason. Deletion of older feedback is done by a maintenance process that we run periodically (it is not an instant or automatic per-message timer), so a message can remain for a short time after the 180 days. When feedback is deleted from the active service, copies may remain temporarily in routine database backups until those backups expire under our backup provider's retention settings; we do not promise that a deleted message disappears from every backup immediately. You can also ask us to delete your feedback sooner (see below).
  • Support and privacy request communications: kept as long as reasonably necessary to respond to the request, maintain an appropriate record of how it was handled, resolve disputes, and meet applicable legal obligations.

Deleted information can remain for a limited time in backups held by our providers. Where retention depends on legal, accounting, fraud, security or operational needs, we keep records for as long as those needs apply.

Your rights and how to ask

You may ask us for access to the personal information we hold about you, to correct it, to delete it where applicable, or to answer questions about this policy. Email the Privacy Officer at support@careervidence.com from the address on your account (we may ask you to verify your identity first) and say what you are asking for.

Feedback: to ask for a copy of the feedback you have sent, or to ask us to delete it, email the same address from the address on your account. We verify your identity first, then handle the request manually. We do not offer a self-service export button for feedback, and deletion is not immediate. We may need to keep a message where a legitimate legal, security or dispute reason applies, and we will tell you if we do.

The application does not yet offer self-service account deletion or data export, so those requests are handled manually. You can permanently delete an individual application yourself in the service. We will respond within the time required by applicable law. We may need to keep some records (for example payment and tax records) even after a deletion request, and we will tell you if we do. If you are not satisfied, you may contact the Office of the Privacy Commissioner of Canada.

Security

We use access controls, hashed passwords, email verification, malware scanning of uploads and rate limiting. No system is perfectly secure, and we cannot guarantee absolute security.

Changes to this policy

We will post changes on this page and update its effective date. Where applicable law requires it, we will also notify you directly.