Privacy Policy

Privacy contact: matt@reprofile.com.au

1. Who we are and this policy

ReProfile is a product of SpokeCV Pty Ltd (ACN 697 934 884, ABN 23 697 934 884) (ReProfile, we, us or our). ReProfile is a business software service that reformats candidate CVs into recruitment agencies’ configured document templates.

This policy explains how we handle personal information in connection with the ReProfile service, website and related business activities. We handle personal information in accordance with applicable privacy laws and, as a matter of practice, consistently with the Australian Privacy Principles (APPs). Nothing in this policy reduces any right available under applicable law.

2. Our different roles

We handle personal information in different capacities depending on the information and activity:

• For agency account holders, website visitors, billing contacts and people who contact or book meetings with us, we determine why and how that information is used to operate our business and service.
• For Candidate Content submitted by an agency, the agency determines why the information is collected and submitted. We process that information to provide the service on the agency’s instructions.

Australian privacy law does not use the terms controller and processor in exactly the same way as some overseas laws. Where those terms are used in customer contracts, they are contractual shorthand and do not change either party’s obligations under applicable law.

Candidates should ordinarily contact the recruitment agency that holds and submitted their CV about access, correction, deletion or use of candidate information. We will assist the agency where required.

3. Personal information we handle

3.1 Agency users and account holders

We may collect:

• identity and contact details, including display name, work email address and, where a user saves one in their profile for document cover pages, a phone number;
• account data, including user ID, organisation membership, role, account status and authentication events. Passwords are managed by our authentication provider and are not stored by ReProfile in readable form;
• usage and operational metadata, including when a reformat job was run, the user and organisation, template, success or failure, file size, processing time, a sanitised error code, whether each cover-page detail was filled in, the CV source (an upload or a connected applicant tracking system), for a job sourced from a connected system, whether the Output was written back, for a job marked for review, the kind and number of each finding (for example, a possible phone number, or possible missing content), and, for a PDF, counts of words, lines and date ranges from the check that compares the Output with the PDF’s own text, and whether that check could run, and whether images of its pages were sent for the AI step (section 5.2), with page counts and, from a fixed list, the reason for any PDF or page sent as text only. These hold no CV content;
• applicant tracking system connection data, where an agency connects its JobAdder account as described in section 5.7: the agency’s JobAdder account identifiers, connection status, the user who connected it, timestamps, a sanitised error code and the agency’s authorisation credentials for that system, held in encrypted form;
• details typed for a reformat job’s cover page: the six optional placement-detail fields (position title, notice period, availability, charge rate, pre-booked leave and client company) and any other cover-page details an agency’s template asks for, such as a start date, a current location or a professional registration. We use them only to build the Output and do not otherwise keep them. We record only whether each was filled in, never what was typed;
• billing and transaction information, including business name, billing contact, invoices, payment status and records required for accounting; and
• support and communication information, including enquiries and correspondence.

3.2 Candidate Content

A CV may contain a candidate’s name, contact details, employment history, education, qualifications, skills, licences, professional memberships and any other information included by the candidate or agency. It may also identify referees, managers, colleagues or other people. A CV may incidentally contain sensitive information even though the Service does not request it.

3.3 Website and technical information

When someone visits or uses our website or application, we and our infrastructure providers may collect standard technical information such as IP address, browser and device information, requested pages, timestamps, security events and performance information. We do not currently use third-party advertising cookies. If this changes, we will update this policy and provide any required notice or consent mechanism.

3.4 Enquiries, support and bookings

If a person contacts us or books a call, we collect the information they provide, such as name, work email, organisation, booking details and message content. Please don’t email candidate CVs or unnecessary candidate information to our support address unless your agency has agreed with us in writing that CVs may be sent by email for support. Where agreed, we use the CV only to resolve that support request. We delete the CV and any copies we make, including a reformatted version we send back, from our email system and deleted items within 7 days of the request being resolved. If a CV is emailed to us without such an agreement, we delete it on the same basis. Google may keep backup copies for a limited further period under its own terms.

4. How we use personal information

We use agency, account, website and business contact information to:

• create, administer and secure accounts, organisations, seats and templates;
• provide, operate, support and improve the Service;
• authenticate users and investigate security or service issues;
• send transactional communications, including account confirmation and password-reset messages;
• respond to enquiries, arrange demonstrations and provide customer support;
• issue invoices, manage subscriptions and maintain accounting records;
• analyse de-identified or aggregated operational performance;
• enforce our agreements and protect our rights and users; and
• comply with legal, regulatory and accounting obligations.

We use Candidate Content only to provide, secure and support the reformatting requested by the agency, comply with law and respond to an authorised support or security need. We do not sell Candidate Content, use it for advertising or opt in to using it to train Anthropic’s models.

5. How candidate CV data is handled

5.1 Upload and extraction

The uploaded file is processed in memory by the ReProfile application. ReProfile does not intentionally write the original CV file or original filename to its own persistent file or object storage. Text is extracted in memory for the reformatting process. For a PDF, any images of its pages sent for the AI step (section 5.2) are also made in memory and are not intentionally written to ReProfile’s persistent file or object storage.

5.2 AI processing

Extracted CV text is sent to Anthropic’s commercial API in the United States to perform the reformatting step. For a PDF CV uploaded to ReProfile, images of up to its first five pages may also be sent, so the AI can see the page layout. Before the images are sent, the contact details we detect, and any photographs and other pictures, are covered in black. Apart from what is covered, the images show each page as it appears, including the candidate’s name. The AI is instructed to use the images only to see the layout and to take the CV’s words from the extracted text, never from an image. A CV retrieved from JobAdder (section 5.7) is sent as text only. Anthropic states that commercial API inputs and outputs are not used to train its models by default. ReProfile does not opt in to model training or intentionally submit Candidate Content as product feedback. The contact details we detect are also removed from the extracted text before it is sent.

Anthropic ordinarily deletes commercial API inputs and outputs from its backend within 30 days, subject to limited exceptions described in Anthropic’s terms and privacy materials, including legal requirements, usage-policy enforcement or an alternative retention arrangement.

5.3 Output download window

The completed Output is stored encrypted at rest in ReProfile’s active application database for a short download window and is automatically deleted from active application storage within 20 minutes of completion.

The current Service uses organisation-scoped access. During that window, active members of the submitting agency’s organisation account may be able to access the Output. The agency is responsible for managing its organisation membership. In ordinary operation, the Output is returned to the user who submitted the job.

Authorised ReProfile personnel could technically access an Output during the window using administrative access, but such access is restricted to circumstances reasonably necessary for support, security, legal compliance or service operation and is not part of ordinary processing.

5.4 Deletion and residual systems

After the download window, the Output is not available through the Service. Residual encrypted copies may persist temporarily if unavoidably captured in infrastructure backups, security records or provider systems. Those copies are not available through the ordinary product interface and are subject to access controls and the relevant provider’s retention cycle.

Anthropic’s retention of API inputs and outputs is separate from ReProfile’s 20-minute Output window and is described in section 5.2.

5.5 Information retained for operations

ReProfile retains limited operational records: organisation and user identifiers, template, timestamps, job state, input file size, processing time, sanitised error code, whether a consultant summary or default cover answers were requested, whether each cover-page detail was filled in, the CV source, for a job sourced from a connected applicant tracking system, the write-back outcome, for a job marked for review, the kind and number of each finding, and, for a PDF, counts of words, lines and date ranges from the check that compares the Output with the PDF’s own text and whether that check could run, and whether images of its pages were sent for the AI step, with page counts and, from a fixed list, the reason for any PDF or page sent as text only. ReProfile does not intentionally retain the CV body, original uploaded filename, the cover-page details typed for a reformat job or completed Output in active application storage beyond the periods described above.

5.6 Generated content and human review

The Service may generate an optional short consultant summary or, where an agency has expressly enabled the setting, draft content for a missing template section. The Output is designed to leave out the contact details we detect and the details of the candidate’s referees. The Service does not make recruitment or employment decisions. Agency users must review every Output before relying on or disclosing it.

5.7 Connected applicant tracking systems (JobAdder)

An agency’s owner or administrator may connect the agency’s JobAdder account to the Service. JobAdder is a system the agency already uses and controls. By connecting it, the agency authorises us to retrieve a CV from a candidate record the agency selects and to return the completed Output to that record, on the agency’s instruction.

When a consultant uses the connection, the selected CV is retrieved into memory and handled in the same way as an uploaded file under sections 5.1 to 5.5, except that it is sent to the AI as text only, without images of its pages (section 5.2). Once the Output is complete, it is written to the candidate record in JobAdder and the record’s action is marked complete. The copy in JobAdder is the agency’s own record: it is controlled by the agency under the agency’s agreement with JobAdder and is not subject to the Output window described in section 5.3.

We hold the agency’s JobAdder authorisation credentials in encrypted form for as long as the connection is active, renew them while the account remains connected, and erase them when the agency disconnects or when JobAdder finally rejects them. For each job we record that the CV came from JobAdder and whether the Output was written back. We do not retain the JobAdder candidate identifier, attachment identifiers, file names or the CV content beyond the processing periods described above.

6. Service providers and disclosures

We do not sell personal information. We disclose it only as reasonably necessary to provide and secure the Service, operate our business, comply with law or complete a corporate transaction subject to appropriate protections.

Connected systems. JobAdder is not a service provider we engage to operate the Service and does not appear in the table above. Where an agency connects its JobAdder account (JobAdder Operations Pty Ltd, ACN 167 597 953, Australia; hosted on Amazon Web Services in the region matching the agency’s location), it is a system the agency has authorised us to retrieve a CV from and return the Output to, on the agency’s instruction, as described in section 5.7. We hold only the agency’s authorisation credentials for it. JobAdder’s handling of the agency’s records is governed by the agency’s own agreement with JobAdder.

We may also disclose information to professional advisers, insurers, auditors, regulators, courts, law enforcement or transaction counterparties where reasonably necessary and lawful. Where a business sale or reorganisation occurs, the recipient must continue to handle transferred personal information subject to applicable law and this policy or an equivalent policy.

7. Overseas processing

The core ReProfile application database and processing workloads are configured in Sydney, Australia. Some providers process information overseas:

• Anthropic processes extracted CV text, and, for a PDF uploaded to ReProfile, the page images described in section 5.2, in the United States for the AI step;
• Resend stores and processes transactional email information in the United States;
• Google and Xero may process business contact, booking, support or billing information in overseas locations under their terms;
• Google may process a CV emailed to us for a support request, as described in section 3.4, in the United States and other locations under its terms; and
• JobAdder hosts a connected agency’s account in the region matching that agency’s location, under the agency’s agreement with JobAdder.

Where applicable, we take reasonable steps appropriate to the circumstances to ensure overseas recipients handle personal information consistently with applicable privacy requirements. Recruitment agencies are responsible for ensuring their own candidate-facing notices appropriately describe the technologies and overseas processing they authorise.

8. Security

We take reasonable technical and organisational steps to protect personal information from misuse, interference, loss and unauthorised access, modification or disclosure. Measures include, as appropriate:

• encryption in transit using TLS and encryption at rest provided by infrastructure providers;
• individual user accounts, organisation-scoped access controls and database row-level security;
• restricted administrative and service credentials stored in provider secret-management systems;
• data minimisation, a short Output download window and sanitised operational errors;
• dependency and secret scanning, security updates and secure-development review processes; and
• incident assessment and response procedures.

No method of transmission or storage is completely secure. We cannot guarantee absolute security.

9. Retention

10. Access, correction, deletion and complaints

10.1 Agency users and business contacts

A person may request access to or correction of personal information we hold about them. They may also ask us to delete information. We will consider a deletion request subject to legal, accounting, security, dispute and operational retention requirements. We may need to verify identity and authority before acting.

10.2 Candidates and other people named in CVs

The recruitment agency that collected and submitted the CV is ordinarily the first point of contact. Because ReProfile does not maintain a candidate database and generally does not retain CV content after the processing periods described above, we may hold only limited metadata. We will provide reasonable assistance to the relevant agency where required.

10.3 Complaints

Privacy concerns should first be sent to matt@reprofile.com.au. We will investigate and respond within a reasonable period. Where the Privacy Act applies, a person may also be entitled to complain to the Office of the Australian Information Commissioner at oaic.gov.au.

11. Children and people under 18

ReProfile accounts are intended for adult recruitment professionals. Candidate Content may concern a person under 18 where an agency is lawfully handling that information, for example for an apprenticeship or junior role. The agency remains responsible for ensuring that collection and processing are appropriate and lawful.

12. Changes to this policy

We may update this policy to reflect changes to the Service, law or providers. We will publish the updated version with a revised date. Where a change is material, we will take reasonable steps to notify agency account holders before or shortly after it takes effect.

13. Contact

SpokeCV Pty Ltd - ReProfile
Privacy contact: Matt Cameron
Email: matt@reprofile.com.au
Website: reprofile.com.au