Privacy Policy

1. Who we are

WhizCV is an online CV and cover-letter builder operated by WhizCV EOOD, a company registered in Sofia, Bulgaria ("WhizCV", "we", "us"), which is the data controller for the personal data described in this policy. That includes the data a workspace's team records while it supports you, such as its notes about your work together (see section 6).

You can reach us at support@whizcv.com for any privacy question, including to exercise the rights listed in section 10.

2. What we collect

We collect the following kinds of data, and you control most of it.

• Account data — your name, email address and a hashed password. If you sign in with Google or LinkedIn, we receive your basic profile from that service (name, email, profile picture) instead of a password. When you create your account with Google or LinkedIn, or connect either of them to it later, and have no photo yet, we save a copy of that picture as your account photo and add it to your images, so you can choose it for a CV; it is never put on a document for you. You can remove either at any time.
• Document content — everything you put into your CVs, cover letters, career profile, job applications and interview preparation. This typically includes your contact details, photo, employment history, education, skills and languages. You decide what goes in; we do not require any particular field.
• Files and images you upload — files you add to Files, and the original of every CV you import yourself (a PDF, Word, image or text file), which we keep in your Files so you can open or download it again; it counts towards your storage and you can delete it there at any time. A CV imported through our ChatGPT app, or imported by a coach working in your account, keeps no original. Your photo, the images in your gallery, images you attach in a Copilot chat and the page previews we make of your CVs and cover letters are stored at web addresses that are not listed anywhere and contain a random code, but anyone who has one of those addresses can open the image.
• Your AI copilot — your copilot conversations, and what the copilot remembers about you, are stored in your account. You can clear what it remembers at any time.
• Voice — when you practise interview answers out loud, your browser turns your speech into text. We ask it to do that on your device, and WhizCV never receives the audio. If you choose Score me, the transcript is sent to our AI provider for feedback (see section 5).
• Account activity — a record of events on your account, such as sign-ins, downloads and views of your share links, kept on our own servers to keep the service working and your account safe. It does not depend on analytics cookies.
• Usage data — pages visited, actions taken, browser and device information, and an approximate location derived from your IP address, collected by our analytics providers. This is collected only after you accept analytics cookies, and never before.
• Sign-up details — when you create an account, we record the country and city your connection appears to come from, and how you found WhizCV: the website or search engine that sent you, any campaign name in the link, and the WhizCV pages you arrived on and signed up from. We work the location out from your IP address at that moment, on our own servers, and do not keep the IP address. This happens whether or not you accept analytics cookies. If you accept them, the app also keeps how you found WhizCV in your browser tab (session storage) until you sign up or close the tab, so reloading a page does not lose it; if you do not, nothing is stored in your browser to do it. Our team also gets a short email about each new sign-up, with your name, email address, city and country, and how you found WhizCV.
• Billing data — if you buy Pro or run a workspace: your Stripe customer and subscription references, your plan, billing term, period dates, price and any discount or promotion code; for a workspace, also its billing email address and any reason or comment given when cancelling. The billing address and VAT ID entered at workspace checkout are collected and kept by Stripe, not by us, and so are invoices; we fetch invoices from Stripe when you open them.
• Referrals — anyone who opens your referral link sees your name. If you sign up through someone's referral link, they see your name (or the first part of your email address), when you joined, and whether and when you bought Pro.
• Notifications — if you turn on push notifications, the delivery address your browser gives us for them.
• Support and feedback — whatever you send us by email or through the in-app feedback form and surveys, stored with your account, and any votes you cast on the roadmap. Once we have reviewed an idea or bug report, its title and description may appear on the roadmap, which signed-in users can see, without your name.
• People without a WhizCV account — if a coach invites you, we keep the invitation (your name, your email address and any note the coach wrote) with that workspace's records, even if you never join. If you comment on a CV through a share link, we keep the name you type with your comment.
• Workspace data — if you create a workspace, join its team or are supported by it (WhizCV for Agencies): the workspace's name, its team and their roles, the people it supports and the status of that work, its package, Pro seats and billing records, the documents shared with it, the feedback left on them, the goals the person gives the team, their session dates, how the work ended, the notes the team keeps about the people it supports, and the AI copilot conversations a team member has while working in a client's account. Section 6 explains who sees what.

3. What we do not collect

• We never see or store your card details. Stripe handles payment entry; what we do keep is listed under Billing data in section 2.
• We do not buy personal data about you from third parties, and we do not build advertising profiles.
• We do not sell your data to anyone, under any circumstances.

4. Why we use it, and our legal basis

• To provide the service (contract) — creating your account, storing your documents, rendering and exporting them to PDF, generating share links, and taking payment for a subscription.
• To keep the service working and safe (legitimate interests) — diagnosing errors, preventing abuse and fraud, keeping the account activity record in section 2, and maintaining security. When you ask us for help, or when we investigate a problem, our support team can open your account as you, in sessions of at most 30 minutes, each recorded in an audit log.
• To understand how people find WhizCV (legitimate interests) — the sign-up details in section 2 show us which websites, searches and pages bring people who go on to create an account, and which countries they come from, so we can decide where to put our effort. We never use them for advertising and never share them outside WhizCV. You can object at any time and we will delete them.
• To measure and improve the product (consent) — analytics and product-usage measurement. Nothing is collected until you accept, and you can withdraw at any time.
• To send you email (contract and consent) — service emails are part of running your account and are sent whatever your email choices: sign-in and password emails, a reminder if your address is still unconfirmed a day after sign-up, the welcome email, up to two getting-started emails in your first week (when your CV is still empty, and when it has not been downloaded or shared yet), a confirmation when your Pro subscription starts, renewal reminders, billing and subscription emails (a failed payment, a cancellation scheduled, resumed or ended, and workspace billing notices, including one before a workspace trial ends), a notice when you are given Pro, emails when someone comments on your documents or replies to you (one by one or as a digest), our replies to feedback you send, workspace invitations and notices, and an email when a data download is ready. They cannot be switched off one by one today, except the getting-started emails: each carries a link that stops them. Marketing email — "Updates and Offers" in Settings → Preferences → Communication Preferences: discounts, special offers, new features, a monthly CV tip and a reminder when you leave a Pro checkout unfinished — is sent only if you turn it on, and every one carries a link that stops it.
• To run workspaces (contract and legitimate interests) — when a workspace supports you or you are on its team, we process the data in section 6 as its controller, on two bases: our contract to provide the service you and the workspace use, and the legitimate interest you and the workspace share in working together, such as the team seeing what you share, recording your goals and how your work together ended, and keeping notes about that work. You can object to processing based on legitimate interests (see section 10).
• To meet legal obligations (legal obligation) — keeping accounting and tax records for payments we receive.

5. AI features — please read this one

When you use an AI feature, the text it needs (and, for a CV import or the CV checker, the file you uploaded) is sent to one of our two AI providers, OpenAI or Anthropic, so it can generate the response. This is the only way those features can work. Which provider handles a request depends on the model in use. The AI copilot shows its model in its model menu, and you can change it there. Our other AI features run on the model we have set as the default, which at the time of writing is Claude Haiku 5.5 from Anthropic. AI features are optional: the builder, templates, export and sharing all work without ever invoking them.

The AI copilot — which also translates documents, runs the Fix button in the Review panel, and tailors a CV when you ask through our ChatGPT app — sends each request with your name, email address and app language, the name of any workspace you are working in, and what the copilot remembers about you, so its answers fit you. When the model is one of OpenAI's, the Copilot's main requests are sent with OpenAI's standard storage switched on, so OpenAI keeps them for a limited time under its API data-retention terms. When the model is one of Anthropic's, we do not ask Anthropic to store the conversation; Anthropic keeps API requests and replies for a limited time under its own data-retention terms, and an image or scanned file the copilot has to read is sent inside that one request.

Our other AI features — CV import, the CV checker, reading a job ad, the company brief, the fit check, follow-up drafts, offer review, interview preparation and questions, mock-interview feedback, scoring a practice transcript (Score me), grouping questions when you add them, and every other AI action in the app — never ask the provider to keep the request or its response. On OpenAI we ask for them not to be stored; a file OpenAI has to read directly (a scanned PDF, for example) is uploaded to OpenAI for that one request, and we ask OpenAI to delete it as soon as the request is done. On Anthropic a file is sent inside the request itself and nothing is uploaded separately. Either provider may still keep API traffic for a limited time to detect abuse.

With each Copilot request we send a one-way hash of the id of the account the copilot is working in, which lets the provider tell accounts apart for safety without learning who you are. When a coach uses the copilot in your account, their name and email address and your name are sent with each request. Content sent through the OpenAI or the Anthropic API is processed on our behalf as a service provider and, under each provider's API terms, is not used to train their models. We keep our own log of AI requests and replies for 90 days, to investigate problems and abuse.

Even so: treat AI features as you would any cloud service, and do not paste anything into a document that you would not want processed this way.

6. Workspaces (WhizCV for Agencies)

If a career coach, coaching practice, agency or consultancy supports you through WhizCV for Agencies, or you work on its team, some of your data becomes visible inside that workspace. This section spells out exactly what is visible, to whom, and how you control it. The "workspace team" means the workspace's owner and managers.

• Joining is by email invitation only. A workspace that invites you can learn whether another workspace already supports you, which also tells it that you have a WhizCV account. Once you accept, the whole team sees your name, email address, photo and app language, whether you are on the team or supported by it, when you joined, the status of your work together, which coach is assigned to you, when you were last active and how long you have been quiet, and — if you share your job board — the applications on it, including when you move one to the interview stage. The team does not see the rest of your account: not your plan or payments, how you sign in, your email choices, other workspaces you belong to, your usage or your image gallery.
• If the workspace supports you, your CVs and cover letters are shared with it by default while you hold one of its Pro seats, including while your work together is paused. You can make any document private at any time with one switch; a private document is not shared with any workspace, and cannot be until you switch it back. Documents you already had before joining are shared only if you tick them when you accept the invitation; the ones you leave unticked become private, which hides them from every workspace, not only this one. In the invitation, your coach chooses which of your job board, interview practice and career profile they would like to see; the page where you accept shows those ticked, and you can untick any of them then, and change all three at any time afterwards in Settings → Privacy & security → Coaching.
• A shared document's full content — including any contact details or photo it contains — is visible to the whole workspace team, not only the coach assigned to you. This includes the earlier versions saved since the document was last shared, but not versions from before that, such as those from before you shared it or from while it was private; making the document private withdraws access to its history. The team can comment on it, suggest edits, approve it or ask for changes, and download it (PDF, Word or text). While your work together is active — not while it is paused — the team can also edit your shared documents, create CVs and cover letters in your account, and work on your job board, interview practice and career profile when you share them; while it is paused, they can still read and download what you share. They cannot delete your documents or see anything private.
• The team sees the comments you write on a shared document and those written by its own members. It does not see comments from other workspaces' teams, or from people who reviewed your CV through a share link. Team members can delete their own team's comments, never yours.
• Emails we send on behalf of a team member, such as an invitation, feedback or a review, carry that person's email address as the reply address; an email telling the team about your replies carries yours.
• When a team member uses an AI feature in your account, section 5 applies, and it counts against that team member's AI allowance, not yours. Their copilot conversations while working in your account are kept in your account, and you can read them; they cannot read yours.
• The team can keep working notes about your work together, which you do not see, and record the date and agenda of your next session. Your goals — the roles and places you are aiming for, how you want to work, your salary aim, when you could start (straight away or after a notice period, with a note) and what is getting in the way — can be filled in by you or by the team, and the whole team sees them and can change them. When your work together ends, the team records how it ended; if you were hired, that includes the company, the role and your start date. A closing note from the team reaches you in the email we send when the work ends.
• If you are on the workspace team, the rest of the team can see your name, email address and role, when you were last active, how much AI you use and how many documents you have. Your own documents stay in your own account, on your own plan, and are not shared with the workspace unless you share one yourself. The owner can take one of the workspace's Pro seats to add its Pro to their own account; that shares nothing.
• Making a document private, ending your work with the workspace (you can stop it yourself from Settings → Privacy & security → Coaching, or the workspace can close it), leaving its team or being removed from it withdraws your documents and their feedback threads from the workspace immediately. PDF copies the workspace downloaded before that moment remain in its hands. Only the owner can remove or suspend a team member. When the owner removes a team member, the owner can choose to keep a copy of each document that team member had shared with the workspace; those copies are kept in the owner's account and shared with the workspace. Suspending a team member does not withdraw their documents: the documents they shared stay shared until they unshare them, leave or are removed.
• If the workspace stops paying, its team loses access to the content of your documents until it pays again (it still sees your client profile: your name, your goals, the team's notes and the names of your documents). Your documents stay yours either way.
• We are the controller of everything in this section while it is in WhizCV, including what the team records about your work together, so requests about it — such as seeing or deleting the notes the team keeps about you — can be sent to us (see section 10). A copy the workspace downloads is outside WhizCV: what it does with that copy — sending it to an employer, storing it, deleting it — is its own responsibility under its own data-protection obligations, not this policy.
• If you own a workspace, we also store the billing details needed to run it: its package and number of Pro seats, subscription state, billing email address, and any reason or comment given when cancelling. The billing address and VAT ID entered at checkout, and the invoices, are collected and kept by Stripe, which processes the payment exactly as for a personal Pro subscription — we never see card details.

7. Who else processes your data

We use a small number of service providers ("processors") to run WhizCV. Each one only receives what it needs to do its job.

• Microsoft Azure — hosting, database, file storage, backups, PDF rendering and application monitoring.
• OpenAI — AI features, whenever the model in use is one of OpenAI's (see section 5), including when a workspace team member uses one on documents you share with the workspace.
• Anthropic — AI features, whenever the model in use is one of Anthropic's (see section 5), including when a workspace team member uses one on documents you share with the workspace.
• Stripe — payments, subscriptions and invoices.
• Resend — the emails we send you.
• Zoho — our support mailbox (support@whizcv.com): whatever you send us by email.
• Cal.com — the booking calendar on whizcv.com/cv-help. It loads when you scroll to it on that page, and receives what you enter if you book a call.
• Google — sign-in with Google: Google's sign-in script loads on our sign-in and registration pages, and Google handles your sign-in if you choose it. Also Google Analytics, only after you accept analytics cookies.
• LinkedIn — sign-in with LinkedIn: if you choose it, LinkedIn opens in its own window and handles your sign-in, then sends us your name, email address and profile picture. Nothing from LinkedIn loads on our pages before you choose it.
• Microsoft Clarity — product analytics and session replay, only after you accept analytics cookies. Recordings capture the layout of the page, clicks and scrolling, and Clarity records the address of each page you visit, without sign-in codes or email addresses. In the app, the content of your documents and forms is masked, while navigation labels stay readable; on whizcv.com, the CV checker and help search are masked. Recordings are linked to your account id, never to your name or email address.
• Cloudinary — delivers the images on whizcv.com, which means it sees your IP address, as any web host does.
• Your browser's push service (for example Google, Mozilla or Apple) — delivers push notifications, if you turn them on. The content of each notification is encrypted, so the push service cannot read it.

8. Where your data lives

The application, your documents and your uploaded files are hosted in the European Union — application and storage in West Europe (Netherlands), and the database in Germany West Central.

Several providers in section 7 are based outside the European Economic Area, mostly in the United States, or use staff and systems there, and AI requests go to OpenAI's and Anthropic's standard services rather than EU-only ones, so your data may be processed outside the EEA. Where that happens, the transfer relies on a safeguard recognised by EU law, such as the provider's certification under the EU–US Data Privacy Framework or the European Commission's Standard Contractual Clauses.

If you connect WhizCV to ChatGPT and ask for your CV there, we send the CV to ChatGPT. From then on OpenAI handles it as a separate controller, under its own privacy policy, not as our service provider.

9. How long we keep it

• Your account and documents — for as long as your account exists.
• Deleting your account — for 30 days you can change your mind: sign back in and your account comes back with your documents, files, images, job search, interview practice and copilot chats. Share links you turned on keep working during those 30 days, as long as your plan still allows that document to be shared, so turn them off first if you want them to stop straight away. Some things end the moment you delete and do not come back: your place in every workspace, as a client or on its team, and everything you shared with it; any workspace in which you were the only team member (the people it supports do not count: their work with it ends and we email them); your account activity record; CVs from our ChatGPT app waiting to be opened; and any data download you prepared. Your comments lose your name on every document, your own included, and restoring the account does not bring the name back. If you have a personal Pro subscription, it is set to end at the close of the period you have paid for, so you are not charged again; if you come back within the 30 days, Pro runs until that date.
• After the 30 days — a daily clean-up deletes the account's data. We keep only what we must, or what other people rely on: a stripped account record with no name or email address (its id, dates, roles and Stripe customer reference); billing, referral, reward and promotion-code records; counts of the AI you used, without any text, until they are deleted 90 days after each request; ideas you posted on the roadmap, without your name, and your votes on the roadmap; your comments on other people's documents, without your name; our support team's record of actions taken on your account, without your name; if you were on a workspace team, the notes and review decisions you wrote about its clients, and any copy of your documents its owner chose to keep; and the design of any template of yours that someone else's CV still uses. Residual copies of deleted data roll out of our encrypted backups within 35 days.
• Your files, including the original of every CV you import — until you delete them, or until your deleted account is cleared after the 30 days.
• Sign-up details — for as long as your account exists, and until your deleted account is cleared after the 30 days. If you object, we delete them straight away.
• Your copilot conversations and memory — for as long as your account exists; you can clear the memory at any time. Our own log of AI requests and replies is kept for 90 days.
• Account activity — 365 days.
• Data downloads — a download you prepare is kept for 7 days, and the record that you asked for it for 30 days. The email telling you it is ready links to your account, not to the file. Deleting your account deletes the download straight away.
• The CV checker — a CV you check without an account, the job description you paste and your result are deleted after 24 hours, and so is the daily pseudonym derived from your IP address that we use to limit abuse. If you bring the CV into an account with "Fix it in the builder", its original is kept in your Files like any import.
• CVs imported through our ChatGPT app — the parsed CV waiting for you to open it in WhizCV is deleted after 24 hours, or straight away if you delete your account.
• Workspace records — a workspace keeps a record of each person it supports: the status and dates of the work, their goals, their next session and its agenda, how the work ended and any closing note, the notes its team wrote, and a log of activity in the workspace. These records, and the workspace's invitations, are kept for as long as the workspace exists and are deleted when the workspace is deleted. If you delete your own account, the goals you gave a workspace are deleted straight away; when your deleted account is cleared after the 30 days, the team's notes about you, the details of how your work ended, the closing note and the session agenda are deleted too. The workspace keeps only an anonymous record that the work happened — its status, how it ended in one word (for example, hired) and its dates — and almost every activity line that mentioned you no longer shows your name. Comments, suggestions and edits the team made on your documents stay with those documents, which are yours.
• Workspace sharing records — removed the moment a document is made private, or its owner's work with the workspace ends or they leave its team. A workspace's own records (name, team, billing) exist until the workspace is deleted. If the owner keeps copies of a removed team member's shared documents, those copies are documents in the owner's account and are kept until the owner deletes them; deleting the workspace does not delete them.
• Payment records — for as long as accounting and tax law requires us to keep them, regardless of whether your account is still open.
• Stripe customer and subscription records — the billing data in section 2, which lets renewals, reminder emails, cancellations and refunds work. We keep it while a subscription of yours is active, and afterwards for as long as accounting and tax law requires. Invoices themselves are kept by Stripe, and deleting your account does not erase invoices that must be kept by law. None of this includes card details.
• Analytics data — according to the retention period set with each analytics provider; Google Analytics keeps user-level data for at most 14 months.
• Server logs — our application logs are kept for 30 days and our application monitoring data for up to 90 days. Both can contain your account id or email address.
• Support emails and in-app feedback — until they are resolved and no longer needed, or until you ask us to delete them. Ideas shown on the roadmap stay there without your name.

10. Your rights

Under the GDPR you have the right to access your data, correct it, delete it, restrict or object to how we use it, receive a portable copy, and withdraw any consent you have given. Withdrawing consent does not affect processing that already happened. Where we rely on legitimate interests, as we do for sign-up details, you can object and we will stop.

To get a copy of your data, go to Settings → Privacy & security → Your data → Download my data. We prepare a ZIP with your CVs and cover letters as PDFs (those your plan lets you download; the full content of every document is in the data file either way), the files you uploaded, and everything else you keep in WhizCV as a JSON data file, including your copilot chats and your coaching goals, and we email you when it is ready. It does not include the notes a workspace team keeps about you; ask us for those and we will send them to you.

You can also download or delete any single document from inside the app at any time. For anything else, email support@whizcv.com and we will respond within 30 days.

If you think we have handled your data badly, please tell us first — but you also have the right to complain to your local data-protection authority. In Bulgaria that is the Commission for Personal Data Protection (cpdp.bg).

11. Cookies and similar technologies

• Essential — needed for WhizCV to work, so they are not optional: your sign-in (a token kept in your browser's local storage, and a 7-day refresh cookie that scripts on the page cannot read), your language (a cookie that lasts a year and is shared by whizcv.com and the app), a 24-hour session cookie for the CV checker, a draft CV and reviewer name if you use WhizCV without an account (local storage), a working copy of your documents and the files you uploaded so the app works offline (in your browser's database, deleted when you sign out), the findings of a CV check or AI review for up to 7 days so the copilot can show them next to that CV, the workspace you last worked in, your display preferences, and the cookie that records your analytics choice. While a coach or our support team works in someone else's account, their own sign-in is kept aside in their browser until they return.
• Analytics — Google Analytics (cookies _ga and _ga_*) and Microsoft Clarity (cookies _clck and _clsk, and Microsoft's own cookies set from bing.com, such as MUID). These load only after you press Accept on the cookie banner. If you decline or ignore the banner, no analytics script is loaded at all. Accepting also lets the app keep how you found WhizCV in session storage until you sign up or close the tab (see Sign-up details in section 2).
• Your choice is stored in a cookie, whizcv-analytics-consent, shared by whizcv.com and the app, for 180 days; after that we ask again. You can change it at any time from Cookie settings in the footer of whizcv.com, or in the app under Settings → Privacy & security → Cookie settings.

12. Security

Data is encrypted in transit with HTTPS and encrypted at rest. Passwords are hashed, never stored in readable form. Access to production systems is limited to the people who need it, and support sessions in your account are time-limited and logged (see section 4).

No service can promise perfect security. If a breach ever affects your personal data, we will notify you and the relevant supervisory authority as the law requires.

13. Children

You must be at least 16 to use WhizCV. We do not knowingly collect data from children, but we do not check ages when you sign up, so if you believe someone under 16 has created an account, contact us and we will remove it.

14. Changes to this policy

We will update this page when our practices change, and always update the date at the top. If a change materially affects your rights, we will tell you by email or in the app rather than relying on you to re-read this page.

15. Contact

Privacy questions, requests and complaints: support@whizcv.com.