Privacy Policy
Effective date: 30 October 2026
This Privacy Policy explains how CareerWin.app ("CareerWin", "we", "us") processes your personal data when you use the CareerWin web application (the "Service"). We are the data controller for this processing under the EU/EEA General Data Protection Regulation (GDPR) and the Norwegian Personal Data Act.
Contact: support@careerwin.app
1. What data we collect
Account data — when you create an account or sign in through our sign-in provider, Clerk, we receive your name, email address and profile image, together with a unique account identifier.
Documents you upload — your resume and job postings (uploaded files, pasted text, or text fetched from a URL you provide). Resumes typically contain personal data such as your work history, education, skills and contact details. Only upload information you are comfortable processing through the Service.
Content created in the Service — gap-analysis results and match scores, your answers to guided questions, and the resumes and cover letters generated for you or written by you in the editor.
My Profile — facts taken from the resumes you upload and the answers you give (for example jobs, education, skills and achievements), each with the short excerpt it came from, and facts you add or edit yourself. When new information disagrees with your profile, we keep both versions until you choose the right one. You can view, edit and delete these facts in My Profile.
Photo — if you add a photo to a resume, we also keep your latest photo with your account so you can reuse it in new resumes. You can remove the saved photo at any time in the resume editor (Forget); resumes you already added it to keep their copy.
Payment data — if you buy a plan: the plan, its status and your Stripe customer identifier. Paid plans are not on sale yet. Payments are handled by Stripe; we never see or store your card details.
Waitlist data — if you join a waitlist for a plan, we store your email address and the plan you were interested in.
Technical data — the sign-in cookies that keep you signed in (see Section 6); when you last used CareerWin, so we can apply the inactivity rule in Section 7; basic usage events (for example, which plan button was clicked) used to understand interest in features; and short server logs of requests (time, the page or API address, the result and how long it took — not your IP address or the content you send). Your IP address is used briefly in memory to limit abuse (rate limiting) and is not stored by us; our hosting provider processes it to deliver the Service.
Analytics data (only if you accept analytics cookies) — which pages you visit, which buttons and links you click (without their text), your browser and device type, approximate location derived from your IP address, and recordings of how you use pages (mouse movements, clicks, scrolling and page layout). In these recordings, everything you type and personal content such as your resumes, cover letters, job postings, gap analyses, profile and email address are hidden. If you are signed in, this data is linked to your account identifier and email address. If you reject analytics cookies, we only count visits anonymously (see Section 6).
Pricing and campaign data — to show plan prices in a currency that suits you, we derive your country from your IP address when a page with prices loads. The lookup runs on our own server against an offline database (IP Geolocation by DB-IP); your IP address is not sent to anyone for this and is not stored. We keep only the country code. If you arrive through one of our ads, we also note the campaign from the link (the utm_source, utm_medium and utm_campaign parameters — never an ad click identifier). We record the currency you were shown and how it was chosen (ad link, your own choice, location or default), your country and the campaign with your account and with the usage events above.
Processing before you sign in
You can run a gap analysis on the landing page without an account. The documents you upload there are processed in the same way as described in this policy (including AI processing under Section 3) even though you are not signed in. A temporary token and a copy of your results are kept in your browser, linking the analysis to you until you sign in or start over.
2. Why we process your data (purposes and legal bases)
| Purpose | Data | Legal basis (GDPR Art. 6) |
|---|---|---|
| Providing the Service: gap analysis, match scores, document generation, saving your projects and your profile | Account data, uploaded documents, created content, My Profile | Performance of a contract (Art. 6(1)(b)) |
| Billing and plan management | Account data, payment data | Performance of a contract (Art. 6(1)(b)) |
| Keeping you signed in; security and abuse prevention | Account data, technical data | Legitimate interest (Art. 6(1)(f)) — running a secure service |
| Applying the inactivity rule and sending its warning email | Account data, when you last used CareerWin | Legitimate interest (Art. 6(1)(f)) — not keeping data longer than needed |
| Keeping a minimal usage record after account deletion | Keyed one-way hash of your email address, usage counts | Legitimate interest (Art. 6(1)(f)) — preventing repeated free allowances |
| Understanding interest in planned features (waitlists, basic usage events) | Waitlist data, technical data | Consent (Art. 6(1)(a)) for the waitlist; legitimate interest (Art. 6(1)(f)) for basic usage events |
| Understanding how the Service is used so we can improve it (product analytics and session recordings) | Analytics data | Consent (Art. 6(1)(a)) — given and withdrawn through the cookie banner; anonymous visit counting without cookies when you reject: legitimate interest (Art. 6(1)(f)) |
| Showing prices in a suitable currency and measuring which campaigns and prices create interest | Pricing and campaign data | Legitimate interest (Art. 6(1)(f)) — presenting relevant prices and understanding demand, using only a country code and campaign name |
| Responding to your requests and legal obligations (e.g. bookkeeping) | Contact and billing data | Legal obligation (Art. 6(1)(c)); legitimate interest (Art. 6(1)(f)) |
We do not use your data for advertising, we do not sell it, and we do not use it to train AI models.
3. AI processing
To provide gap analysis, match scores and document generation, the text of your uploaded documents, your answers and, if you use My Profile, your profile facts are sent to our AI providers — Anthropic and OpenAI. One is our main provider; the other is used only when the first is unavailable. They process the text on our behalf to produce the results you request. We use these providers under agreements that restrict them from using your data for anything other than providing the service to us.
We do not make decisions about you based solely on automated processing. The gap analysis and match score are suggestions for you, not decisions about you.
4. Who we share data with (processors)
We share personal data only with the service providers we need to run CareerWin:
| Provider | Purpose | Location |
|---|---|---|
| Replit | Application hosting | USA |
| Clerk | Sign-in (authentication), including bot protection by Cloudflare Turnstile when you sign up or sign in | USA |
| PostHog | Product analytics and session recordings (only with your consent; anonymous visit counts otherwise) | EU (Frankfurt, Germany) |
| Neon | Database hosting (PostgreSQL) | USA/EU |
| OpenAI / Anthropic | AI analysis and text generation | USA |
| Resend | Sending the inactivity warning email | USA |
| Stripe | Payment processing (once paid plans launch) | USA/EU |
We serve the Service's fonts from our own servers; we do not load fonts from third-party services such as Google Fonts.
We may also disclose data where required by law.
5. International transfers
Some of the providers above are located in the United States. Where personal data is transferred outside the EU/EEA, we rely on the European Commission's adequacy decision for the EU–US Data Privacy Framework and/or Standard Contractual Clauses, as applicable to each provider.
6. Cookies and similar technologies
Necessary cookies and storage — always on, because the Service needs them to work:
- sign-in cookies set by our sign-in provider Clerk (
__client,__client_uatand__session), which keep you signed in until you sign out or your sign-in expires; - a pricing cookie (
cw_pricing, first-party, expires after 30 days) that keeps the currency you see the same throughout your visit — including a currency you chose yourself — and the campaign of the ad link you arrived from, so we can tell which campaigns lead to interest in our plans. It contains no identifier and is never shared; - browser storage for the app itself: interface preferences (for example, whether the sidebar is collapsed) and, for an analysis you run before signing in, the temporary token and a copy of your results; and
- your cookie choice, kept in your browser's local storage so we don't ask again on every visit.
Analytics cookies — only with your consent. On your first visit we ask whether you accept analytics cookies. Until you choose, no analytics data is stored in your browser or sent anywhere. If you click Accept, our analytics provider PostHog (hosted in the EU) sets a first-party cookie (ph_<project key>_posthog, expires after one year) and stores some data in your browser's local storage. These contain a random identifier and session information, so we can understand how CareerWin is used across visits and make the recordings described in Section 1.
If you click Reject, no analytics cookies or browser storage are used, no recordings are made, and your visits are never linked to your account. We still count visits anonymously: PostHog combines your IP address and browser details with a random value that changes every day and is then deleted, and keeps only the resulting one-way hash. This hash cannot be traced back to you or linked across days.
Changing your choice — click Cookie settings at the bottom of any page. If you withdraw consent, analytics cookies and recordings stop from then on; this does not affect processing that happened before.
We do not use advertising cookies, and no data from these cookies is sent to advertising networks.
7. How long we keep your data
- Account and project data — kept while your account is active. You can delete projects one by one, or everything at once with Delete my data in My Profile (your account stays). Delete my profile and account also removes your account, your sign-in and your waitlist entries.
- My Profile — kept until you delete the facts, delete your data or account, or the inactivity rule below applies.
- Saved photo — kept until you remove it in the resume editor, delete your data or delete your account.
- Inactive accounts — if you don't use CareerWin for 18 months, we email you 30 days in advance and then delete your saved profile, saved photo and projects unless you sign in before then. Your account itself is kept.
- Usage record after account deletion — if you delete your account, we keep one minimal record so that signing up again with the same email does not give a fresh free allowance: a keyed one-way hash of your email address (not the address itself) together with the number of free credits and submissions you had used. It contains no other personal data or content.
- Guest analyses — Start over removes the analysis from your browser. An analysis that is not claimed into an account is deleted from our servers after 7 days; if you sign in, it moves into your account.
- Waitlist emails — kept until the relevant plan launches and you have been notified, until you ask us to remove you, or until you delete your account.
- Analytics data — analytics events are kept for up to 12 months and session recordings for up to 30 days, after which PostHog deletes them.
- Billing records — kept as long as required by bookkeeping and tax law.
8. Your rights
Under the GDPR you have the right to:
- access the personal data we hold about you;
- rectify inaccurate data;
- erase your data ("right to be forgotten");
- restrict or object to processing based on legitimate interest;
- data portability — receive the data you provided in a machine-readable format; and
- withdraw consent at any time where processing is based on consent (for example, the waitlist or analytics cookies — use Cookie settings at the bottom of any page), without affecting processing that happened before withdrawal.
You can do much of this yourself: correct or delete your profile facts in My Profile, delete projects, and delete all your data or your account in My Profile. For anything else, including access and portability, email support@careerwin.app. We will respond within one month.
You also have the right to lodge a complaint with a supervisory authority. In Norway this is Datatilsynet (the Norwegian Data Protection Authority, www.datatilsynet.no); if you live elsewhere in the EU/EEA you can complain to your local authority.
9. Security
Data is transmitted over encrypted connections (HTTPS/TLS) and stored with access controls in managed cloud infrastructure. The content of your projects and profile (uploaded resumes, job postings, your answers, generated resumes and cover letters, match scores, saved profile facts and your saved photo) is also encrypted in our database (AES-256), with the encryption keys kept separately from the database. Sign-in cookies are sent only over encrypted connections, and the session token in them expires after one minute and is renewed automatically. No system is perfectly secure, but we take reasonable technical and organisational measures to protect your data and will notify you and the supervisory authority of any breach as required by law.
10. Children
The Service is not directed at children under 16, and we do not knowingly process their data. If you believe a child has provided us personal data, contact us and we will delete it.
11. Changes to this policy
We may update this Privacy Policy from time to time. The effective date at the top shows the latest revision, and we will notify you in the app or by email about material changes.