Privacy policy

Privacy policy

This policy explains how CVSheets handles your personal data: what we collect, why, who helps us, how long we keep it and what your rights are. It applies to this website, the CVSheets app and the emails we send.

Who is responsible

CVSheets is run by , a sole trader in the United Kingdom, at . For UK and EU data protection law, we are the controller of your personal data. Our registration number with the Information Commissioner's Office (ICO) is .

Write to us at or use the contact form, and choose "Privacy and my data".

Our representative in the European Union is . You can contact them instead of us about anything in this policy.

Who can use CVSheets

You must be 18 or over to create an account. We do not knowingly hold data about anyone under 18. If you think a child has given us their data, tell us and we will delete it.

What we hold and why

Data	Why we use it	Legal basis
Your name, email address and sign-in details (password hash, passkeys, two-factor settings, the provider you sign in with)	To create and secure your account	Contract
Everything you type into a CV, your profile details and your profile photo	To build, save, download and share your CVs	Contract
Sign-in history: time, IP address, device and country	To show you recent sign-ins and to protect your account	Legitimate interests (security)
Devices you have verified	To recognise them and ask for a code on new ones	Legitimate interests (security)
Messages you send us	To answer you	Legitimate interests (support), or contract when it is about your account
Plan and payment status: Paddle customer and subscription IDs, dates and amounts	To give you the plan you paid for and handle refunds	Contract and legal obligation
How many AI actions you used and what they cost (never the text)	To apply fair-use limits and control costs	Contract and legitimate interests
Counts of public link views per day (no visitor data)	To show you how often your link was opened	Contract
Your email preferences	To send only the optional emails you chose	Consent

Passwords are never stored in readable form. Everything in your CVs and profile, your sign-in history and your messages to us are encrypted before they are stored. Your CV data is encrypted with a key that belongs to your account alone, and those keys are protected by Azure Key Vault.

We do not use your data for advertising, we do not build profiles of you for marketing, and we do not make decisions about you by automated means that have legal or similarly significant effects.

Public links

Public links are off until you turn one on. When you publish a CV, we store a separate copy of it, and anyone with the link can see it. You choose whether the link shows your contact details, whether it needs a password and when it expires (at most one year). Public pages ask search engines not to index them. When you turn the link off, the copy is deleted and the old link stops working.

AI features

AI features are part of Premium. They only run when you start one, such as rewriting a bullet point or translating a CV. Each AI action shows a note that your text is sent to our AI service for that action only.

Before your text leaves our system we remove your name, email address, phone number and web links, and we put them back in the answer afterwards. The rest of the text goes to our AI provider, Anthropic, in the United States. We only use providers whose terms say they do not train their models on what we send, and our system refuses to use a provider that does not commit to this. We do not store the text you send or the answers in our databases or logs. An identical answer may be kept in memory for up to 24 hours, so the same request is not paid for twice, and is then dropped. See the AI notice for more.

Payments

Paddle sells Premium to you as the merchant of record, so Paddle handles your payment details, billing address and tax. Paddle is responsible for that data under its own privacy notice. Your card details never reach us. We only receive the Paddle IDs, plan, status, dates and amounts we need to give you Premium. See the billing terms.

Emails

We send emails you need: sign-in codes, security alerts, receipts of account changes and billing notices. You cannot turn these off, because they keep your account safe and tell you about money.

"Tips and product news" emails are optional. They are off unless you switch them on in Preferences in your account, and you can switch them off there at any time. Each of these emails includes a link to your email preferences. We do not use tracking pixels in any email.

Who else sees your data

We use a small number of service providers to run CVSheets. They only act on our instructions. See the full list of sub-processors.

Our staff can never read your CVs on their own. If support needs to see a CV to help you, we ask you first by email. Nothing is visible to staff unless you approve, the access is read-only, ends after 24 hours, and you can end it at any time. Every staff view is recorded.

We may share data if the law requires it, for example a valid court order, or to protect people from harm. We would tell you unless the law forbids it.

Where data is stored

Your account and CV data are stored in Microsoft Azure in the UK South region. Encrypted database backups are copied to a second Azure region for disaster recovery. The website files (which hold no personal data) are served from Azure in Western Europe and through Cloudflare's global network.

Some providers process data outside the UK and the EU, mainly in the United States (Anthropic for AI, Cloudflare). When that happens we rely on the UK and EU adequacy rules where they apply, or on standard contractual clauses with the UK addendum, and on the provider's security measures.

How long we keep data

• Your account and CVs: until you delete your account.
• Inactive free accounts: Inactive free accounts are deleted after 24 months without a sign-in. We email you 30 days before.
• Sign-in history: 90 days.
• Support messages: 24 months.
• Imported files: the uploaded file is deleted as soon as it has been read; the result waits for you for 24 hours, then is deleted.
• Downloads: each prepared file is available for 1 hour and deleted from storage within a day.
• Automatic snapshots of your edits (for undoing mistakes): 7 days.
• AI usage records (counts and costs, never text): 400 days.
• Billing records in our system: charges for 400 days. Paddle keeps its own records for as long as tax law requires.
• Logs: application logs are kept for 30 days and never contain your CV text, passwords or email address.
• Backups: database backups are taken every 4 hours and kept for 8 hours.

When you delete your account, the key that encrypts your data is destroyed first, so your data is unreadable straight away. The data itself is then deleted, and it is gone from every backup within 8 hours. A few records stay, without your CV content: a note that your account was deleted (90 days, so a late payment message cannot recreate it), a record of refunds and referrals tied to your Paddle customer ID but not to you (400 days, so the once-a-year limits still work), and the record of what our staff did on your account.

Your rights

You can ask us to:

• give you a copy of your data (access and portability),
• correct it,
• delete it,
• restrict or object to how we use it,
• withdraw a consent you gave, at any time.

Most of this is in the app: choose "Download my data" to get a copy, edit your details directly, or choose "Delete account" to remove your account and its data. For anything else, write to . We reply within one month. We may ask you to confirm it is you, and we never charge for a normal request.

Extra rights for US residents

If you live in a US state with a consumer privacy law, such as California, Colorado, Connecticut, Virginia or Texas, you have the right to know what personal data we hold about you, to get a copy, to correct it and to delete it.

We do not sell or share your personal data, as "sell" and "share" are defined in the California Consumer Privacy Act and similar laws. We do not use it for targeted advertising or profiling, and we do not use sensitive personal data for anything beyond providing the service. Because nothing is sold or shared, there is nothing to opt out of, and Global Privacy Control signals need no further action.

To use your rights, write to . An authorised agent can ask for you if they show us your signed permission. We will not treat you differently for using your rights. If we refuse a request, you can appeal by replying to our answer, and we will reply to the appeal within 45 days. If you are still unhappy, you can contact your state attorney general.

Complaints

If you are unhappy with how we handle your data, please tell us first so we can put it right. You can also complain to the Information Commissioner's Office (ICO) at ico.org.uk, or, if you live in the EU, to the data protection authority in your country.

Changes

If we change this policy in a way that matters, we tell you by email before the change applies. The date at the top shows the latest version.