Privacy Policy

1. What this policy covers

This policy describes how OptimizeResume.ai ("Optimize Resume", "we") handles information when you use the website and its scanning features. It is written to match how the product actually works today; we update it when the product changes.

2. Information we process

• Resume text that you paste, or that your browser extracts from a file you choose.
• Job description text that you paste.
• Scan results: the criteria drawn from the job, the score, category breakdown, evidence quotes, strengths, gaps and suggestions.
• Account data if you sign up: email address, a hashed password (managed by our authentication provider) or a Google sign-in identity, and your name if Google supplies it.
• Scans and referrals: your monthly allowance, a ledger of scans used and granted, your referral code, and which account referred you.
• Consent records: which version of the Terms and this policy you accepted, where and when.
• Anti-abuse signals: salted one-way hashes of your network address, of a random browser id, and (when signed in) of your account id, together with timestamps. See section 6.
• Technical logs: our servers log timing, stage names and error messages for scans, without resume or job text.

3. Free scans without an account

When you run a scan without an account, your resume text and the job description are sent to our server and then to our AI provider, and the result is returned to your browser. We do not save the text or the result to a database under any identity. While the two steps of a scan are in progress, the job criteria travel in an encrypted, signed token held by your browser, and the server keeps only a short-lived hash of that token to stop it being reused. Results live in the page you are looking at; if you close it, they are gone unless you have chosen to save them (section 5).

4. Files: parsed in your browser

If you upload a PDF, Word or text file, the text is extracted inside your own browser. The file itself is not uploaded to us or stored by us. Only the extracted text, which you can see and edit before scanning, is sent to our server and to the AI provider when you press the scan button.

5. Accounts and saved scans

When you create an account and choose to save a scan, or run a scan while signed in, we store the resume text, the job description, the criteria, the results and the date under your account. Access rules restrict these records so that the application only returns them to the signed-in owner. Our staff and systems can access stored data when needed to operate, secure and support the service, and our infrastructure providers host it under their agreements with us.

6. Anti-abuse fingerprints and how long they last

To limit automated abuse of free AI scans we record, for each scan attempt, salted one-way hashes of your network address, of a random id stored in your browser, and, when you are signed in, of your account id, together with the time. We do not store the address, the raw browser id or any of your text in these records. The hashes are deleted automatically after 48 hours. The random browser id itself lives in your browser's local storage until you clear it.

7. AI and other service providers

Your resume text and job description are sent to an AI model provider, through our hosting platform's AI gateway, to generate the criteria and the score. We use hosting, database, authentication and email-delivery providers to run the service. These providers process data on our behalf under their applicable agreements and policies, which may include retaining request data for a period for security, abuse prevention or legal reasons. We cannot independently verify their retention practices. A formal vendor and data-processing inventory is not yet in place; creating and maintaining one is on our list before general launch.

8. Why we process your information

• To produce the scan you asked for and show it to you.
• To create and secure your account and save scans you choose to keep.
• To run the credit allowance and referral programme correctly.
• To prevent abuse, fraud and excessive automated use.
• To keep a record of the terms you accepted.
• To diagnose errors and improve reliability and speed.
• To comply with law and enforce our Terms.

We do not sell personal information and we do not share it with third parties for targeted advertising. There is no advertising or third-party analytics tracking in the product today.

9. How long we keep information

• Free-scan text and results: not stored under any identity; processed and returned.
• Anti-abuse hashes: deleted after 48 hours.
• Scan-step tokens: hashes expire after about 15 minutes and are purged shortly after.
• Saved scans, account, credit ledger and consent records: kept until you delete them or your account.
• Server logs: kept for a limited operational period by our hosting provider.

10. Deleting your account

You can delete your account from your account page. This removes your saved scans, resumes, job descriptions, results, credit history and consent records from our live database, and your sign-in identity. Copies may persist for a limited period in routine encrypted backups held by our infrastructure provider until they expire, and in provider logs as described in section 7. Anonymous anti-abuse hashes cannot be linked back to you and expire on their own schedule.

11. Security

We use encryption in transit, access controls on stored data, server-side checks on every write, signed tokens for scan results, and rate limits. No method of transmission or storage is completely secure, so we cannot promise absolute security. Please use a strong, unique password.

12. Your choices and rights

• Run scans without an account and choose not to save them.
• Remove personal details from your resume text before scanning if you prefer.
• View your saved scans, credits and referral history in the app.
• Delete your account and its data yourself at any time.
• Clear your browser's local storage to remove the browser id and other local state.

Depending on where you live, you may have rights to access, correct, delete, restrict or port your personal data, to object to processing, and to complain to a supervisory authority. Use the contact method below to make a request; we may need to verify that you own the account first.

13. Cookies, local storage and the browser id

We do not use advertising or analytics cookies. Your browser's local storage holds: your sign-in session when you have an account; a random browser id used only for free-scan rate limiting; a referral code if you arrived through an invite link, until it is attributed; and, only after you ask us to save a scan but before your email is confirmed, a copy of that scan bound to your email for up to one hour. Pending consent is held briefly until your account exists.

14. Children

The service is not directed to children under 16, and we do not knowingly collect personal data from them. If you believe a child has provided us data, contact us and we will delete it.

15. Where data is processed

Our providers may process and store data in countries other than yours, including the United States. Where required, transfers rely on the safeguards in our providers' agreements.

16. Changes to this policy

We will update the date and version at the top when this policy changes and, for material changes, give notice in the service or by email if we have your address.

17. Contact

A dedicated privacy contact has not been set up yet. Reply to any email we have sent you. See the launch checklist below.

Related: Terms of Service