Privacy policy

Who this policy covers

FormatMyCV ("we", "us") is committed to protecting the data of the recruitment teams who use our platform and the candidates whose CVs are processed through it. This policy explains what we collect, why, how we store it and the rights you have. It applies to our website, the FormatMyCV application and our support channels.

1. Data we collect

• Account data: name, work email, company and role — collected when you sign up.
• Workspace content: CVs, template files and derived outputs uploaded by you or your team.
• Usage data: anonymised telemetry we use to improve the product.
• Billing data: handled by our payment processors; we do not store card numbers.
• Correspondence: messages you send us by email, phone or the contact form.

2. How we use it

We use your data solely to deliver, secure and improve the FormatMyCV service, and to respond to you. We do not sell your data or share it with third parties for advertising.

3. Storage & security

All data is encrypted at rest and in transit. Access is controlled through workspace-level roles and permissions, and access is logged.

4. Your rights

Under GDPR and equivalent regimes you have the right to access, correct, export and delete your data, and to object to or restrict certain processing. Requests can be sent to support@formatmycv.com.

5. Data retention

Workspace content is retained for as long as your account is active. On cancellation, data is retained for 30 days so it can be restored, then permanently deleted. You can delete individual records at any time using the tools in your workspace.

Recruiters, candidates and FormatMyCV

CVs contain personal information about candidates who are not themselves FormatMyCV customers. Responsibilities are shared like this:

• Your agency decides which candidate CVs to upload, why and who to share them with. You remain responsible for having a lawful basis to process each candidate's data and for telling candidates how you use it.
• FormatMyCV processes those CVs on your behalf, only to provide the service, and protects them with encryption and access controls.
• Candidates can exercise their data rights through your agency. If a candidate contacts us directly, we will work with you to respond.

How to make a data request

1. Email support@formatmycv.com with the subject "Data request".
2. Tell us what you would like (access, correction, export or deletion) and which account or records it concerns.
3. We may ask you to confirm your identity before acting on the request.
4. We respond within the time limits set by applicable law — under GDPR, normally within one month.

Good practice for your team

• Upload only the CVs you need for active recruitment work.
• Use anonymisation when a client does not need to know a candidate's identity yet.
• Share CVs through secure links rather than attachments where possible.
• Delete records you no longer need using the deletion tools in your workspace.
• Review team access regularly and remove users who have left.

Our website

Our marketing website loads fonts from Google Fonts and images from Unsplash's image service, which means your browser connects to those providers to display the page. Any contact-form message you choose to send is used only to reply to you.

Changes to this policy

We may update this policy as the service evolves. The date at the top of the page shows when it last changed; material changes will be communicated to account holders.

6. Contact

Questions about this policy or your data can be sent to support@formatmycv.com or FormatMyCV, 20-22 Wenlock Road, London N1 7GU, United Kingdom.

This page is a summary written for readability; the fully binding version of our privacy policy is available on request. For enterprise agreements, contact sales.