Privacy Policy

1. Introduction

Career Cortex LLC (“Career Cortex,” “we,” “us,” or “our”) operates the Career Cortex web application at www.careercortex.com (the “Platform”) and the Career Cortex Job Extractor browser extension (the “Extension”). This Privacy Policy describes how we collect, use, disclose, and protect your personal information when you use our Platform, Extension, and related services (collectively, the “Services”).

By creating an account and agreeing to our policies during registration, you consent to the collection and use of information as described in this Privacy Policy. If you do not agree with the practices described here, please do not use our Services.

This Privacy Policy is designed to comply with the General Data Protection Regulation (GDPR), the California Consumer Privacy Act (CCPA) as amended by the California Privacy Rights Act (CPRA), and other applicable privacy laws.

2. Information We Collect

2.1 Account Information

When you create an account, we collect the following through our third-party authentication provider:

• Email address
• Name (if provided)
• Password (stored in hashed form by our authentication provider; we never store or have access to plaintext passwords)
• Account preferences and settings

2.2 Resume and Career Documents

When you use our resume optimization features, we collect and process:

• Uploaded Resumes: Resumes you upload are sent to our API for parsing and scoring with the assistance of third-party AI services. The parsed content (work history, skills, education, contact information, and other resume details) and scoring results are stored in our third-party hosted database.
• Resumes Created In-App: If you build a resume within the Platform, the content you enter is stored directly in our database. These resumes undergo the same AI-assisted scoring process as uploaded resumes.
• ATS-Optimized Resumes: When you request ATS optimization, your resume data is sent to third-party AI services along with processing instructions. The optimized resume content is stored in our database.
• Job-Targeted Optimizations: When you optimize a resume against a specific job description, both the resume data and job description are sent to third-party AI services. The optimization results and associated analytics are stored in our database.

2.3 Cover Letters

When you use our cover letter generation features, we collect and process:

• Cover letter content you create or that is generated through our AI-assisted tools
• Associated job descriptions and resume data used as inputs for generation
• Generated cover letter content and any related analysis, which are stored in our database

2.4 Job Descriptions and Job Tracking

We collect and store job descriptions you provide to the Platform, whether entered manually or imported via the Extension. Job descriptions are parsed with the assistance of third-party AI services, and the structured data (job title, company, qualifications, skills, and other details) is stored in our database. We also store job tracking information such as application status, dates, and notes you provide.

2.5 Mock Interview Data

When you use our mock interview features, we collect and process:

• Interview session data, including your responses to interview questions
• Associated job descriptions used to generate interview questions
• AI-generated scores, analysis, and feedback from your interview sessions

All mock interview data is stored in our database and associated with your account.

2.6 Usage Data

We automatically collect certain information when you use the Platform:

• Log data (IP address, browser type, operating system, referring URLs, pages viewed, access times)
• Device information (device type, screen resolution, unique device identifiers)
• Feature usage patterns (which tools you use, frequency of use)

2.7 Cookies and Similar Technologies

We use cookies and similar tracking technologies to operate and improve our Platform:

• Essential Cookies: Required for authentication, security, and core Platform functionality. These cannot be disabled.
• Analytics Cookies: Help us understand how users interact with our Platform so we can improve the experience. You may opt out of analytics cookies.
• Preference Cookies: Store your settings and preferences for a personalized experience.

You can manage cookie preferences through your browser settings or through the cookie consent banner displayed on our Platform. For more details, please see our Cookie Policy. Note that disabling essential cookies may prevent you from using key features of the Platform.

2.8 Payment Information

If you subscribe to a paid plan, payment processing is handled by our third-party payment processor. We do not store your full credit card number or payment credentials on our servers. Your payment information is collected and managed directly by the payment processor in accordance with their own privacy policy and PCI-DSS compliance standards.

3. How We Use Your Information

We use the information we collect for the following purposes:

• Providing Services: To create and manage your account, parse and score your resumes, generate ATS-optimized resumes, produce job-targeted optimizations, generate cover letters, conduct mock interviews, and track your job applications.
• AI Processing: Your resume content, cover letter content, job descriptions, and mock interview responses are sent to third-party AI services via encrypted connections for analysis, scoring, optimization, and content generation. This data is processed in accordance with our agreements with these providers. See Section 5 for more details.
• Improving Services: To analyze usage patterns, diagnose technical issues, and improve the performance and features of our Platform.
• Communications: To send you account-related notifications, security alerts, and (with your consent) product updates and tips.
• Security: To detect, prevent, and respond to fraud, abuse, or security incidents.
• Legal Compliance: To comply with applicable laws, regulations, legal processes, or enforceable governmental requests.

4. Legal Bases for Processing (GDPR)

If you are located in the European Economic Area (EEA), United Kingdom, or Switzerland, we process your personal data based on the following legal grounds:

• Contract Performance: Processing necessary to provide you with the Services you requested (e.g., account management, resume analysis, cover letter generation, mock interviews).
• Legitimate Interests: Processing necessary for our legitimate business interests, such as improving our Services, ensuring security, and understanding usage patterns, where those interests are not overridden by your rights.
• Consent: Where you have given explicit consent for specific processing activities (e.g., marketing communications, optional analytics). You may withdraw consent at any time.
• Legal Obligation: Processing necessary to comply with legal requirements.

5. AI Data Processing and Third-Party AI Services

Career Cortex uses third-party artificial intelligence services to power its core features, including resume parsing, resume scoring, ATS optimization, job-targeted optimization, cover letter generation, and mock interview analysis. It is important that you understand how your data flows through these systems.

5.1 How AI Processing Works

• When you use an AI-powered feature, the relevant content (such as resume text, job description text, or interview responses) is sent via encrypted connection from our API to a third-party AI service.
• The AI service processes the request and returns results such as parsed data, scores, optimized content, generated text, or analytical feedback.
• The returned results are stored in our database and associated with your account for your continued access.

5.2 Third-Party AI Provider Data Handling

• We use commercially licensed AI APIs whose terms prohibit the use of submitted data for model training purposes.
• We maintain data processing agreements with our AI providers that include appropriate data protection safeguards.
• AI providers may temporarily process your data in memory during analysis but do not retain your personal data after processing is complete.

5.3 What Data May Be Sent to AI Providers

• Resume text content (names, work history, skills, education, and other information contained in your resume)
• Job description text
• Cover letter content and associated inputs
• Mock interview responses
• Processing instructions and prompts necessary for analysis

5.4 What Data is NOT Sent to AI Providers

• Your email address or account credentials
• Payment information
• Browsing behavior or analytics data
• Your account identifiers or internal user IDs

We regularly review our AI providers' data handling practices and will update this policy if our providers or their practices change materially.

6. Data Sharing and Disclosure

We do not sell your personal information. We share your data only in the following circumstances:

• Service Providers: We share data with trusted third-party service providers who assist in operating our Platform, including providers for: authentication and database hosting, payment processing, AI processing, transactional email delivery, API hosting, content delivery, and security. Each provider is bound by data processing agreements and processes data only as necessary to perform their services.
• Legal Requirements: We may disclose your information if required by law, regulation, legal process, or governmental request.
• Business Transfers: In the event of a merger, acquisition, or sale of assets, your information may be transferred as part of that transaction. We will notify you via email or prominent notice on our Platform before your information becomes subject to a different privacy policy.
• With Your Consent: We may share information for other purposes with your explicit consent.

7. Career Cortex Job Extractor — Browser Extension

8. Data Retention

We retain your personal information for as long as your account is active or as needed to provide you with our Services. Specific retention practices include:

• Account Data: Retained for the duration of your account. If you delete your account, all data associated with your user ID is permanently deleted immediately.
• Resume and Career Documents: When you delete a resume, cover letter, or other career document, the item is marked as removed and retained in a soft-deleted state for up to 30 days. This temporary retention allows us to restore your data without requiring re-processing by AI services if you re-upload the same document. After 30 days, soft-deleted data is permanently purged. If you delete your account, all data — including soft-deleted items — is permanently deleted immediately.
• Job Descriptions and Tracking Data: Retained in your account until you delete them or close your account.
• Mock Interview Data: Retained in your account until you delete it or close your account.
• AI Analysis Results: Stored with the associated document or session and deleted when that item is deleted or the account is closed, subject to the soft-deletion retention period described above.
• Usage and Analytics Data: Retained in aggregated or anonymized form for up to 24 months for service improvement purposes.
• Payment Records: Retained as required by tax and financial regulations (typically 7 years).

9. Your Rights

9.1 Rights for All Users

Regardless of your location, you have the right to:

• Access the personal information we hold about you
• Correct inaccurate personal information
• Delete your account and all associated data
• Export your resume and career documents
• Opt out of non-essential communications

9.2 Additional Rights Under GDPR (EEA/UK/Swiss Users)

If you are in the EEA, UK, or Switzerland, you also have the right to:

• Restrict processing of your personal data
• Object to processing based on legitimate interests
• Data portability (receive your data in a structured, machine-readable format)
• Withdraw consent at any time without affecting the lawfulness of prior processing
• Lodge a complaint with your local data protection authority

9.3 Additional Rights Under CCPA/CPRA (California Residents)

If you are a California resident, you have the right to:

• Know what personal information we collect, use, and disclose about you
• Request deletion of your personal information
• Opt out of the sale or sharing of your personal information (note: we do not sell personal information)
• Non-discrimination for exercising your privacy rights
• Correct inaccurate personal information
• Limit the use of sensitive personal information

To exercise any of these rights, contact us at privacy@careercortex.com. We will respond to verifiable requests within 30 days (GDPR) or 45 days (CCPA/CPRA). We may request verification of your identity before processing your request.

10. Data Security

We implement appropriate technical and organizational security measures to protect your personal information, including:

• Encryption of data in transit (TLS/SSL) and at rest
• Secure authentication through our third-party authentication provider with hashed password storage
• Row-level security policies ensuring users can only access their own data
• Regular security reviews of our infrastructure and third-party providers
• Access controls limiting access to personal data on a need-to-know basis

While we strive to protect your information, no method of transmission over the Internet or electronic storage is 100% secure. We cannot guarantee absolute security but are committed to promptly addressing any security incidents. For a comprehensive overview of our security practices, including encryption, infrastructure security, and incident response, please see our Security & Data Protection Statement.

11. International Data Transfers

Career Cortex LLC is based in Ohio, United States. If you are accessing our Services from outside the United States, please be aware that your information may be transferred to, stored, and processed in the United States and other countries where our service providers operate.

For users in the EEA, UK, or Switzerland, we ensure appropriate safeguards are in place for international data transfers, including Standard Contractual Clauses (SCCs) approved by the European Commission or other legally recognized transfer mechanisms.

12. Children's Privacy

Our Services are not directed to individuals under the age of 18 (or the applicable age of consent in your jurisdiction). We do not knowingly collect personal information from children. If we become aware that we have collected personal information from a child without parental consent, we will take steps to delete that information promptly. If you believe we may have collected information from a child, please contact us at privacy@careercortex.com.

13. Do Not Track Signals

Our Platform currently responds to “Do Not Track” (DNT) browser signals by disabling non-essential analytics tracking when a DNT signal is detected.

14. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, technology, legal requirements, or other factors. When we make material changes, we will:

• Update the “Last Updated” date at the top of this policy
• Notify registered users via email for significant changes
• Post a prominent notice on our Platform

We encourage you to review this Privacy Policy periodically. Your continued use of the Services after changes are posted constitutes your acceptance of the updated policy.

15. Contact Us

If you have questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact us:

For GDPR-related inquiries, you may also contact your local data protection authority.

For CCPA/CPRA-related inquiries, California residents may also contact the California Attorney General's office.