Privacy Policy

1. Our Commitment to Privacy

Velexar operates an AI-powered career intelligence and document analysis platform designed to assist individuals in improving professional documents, preparing for interviews, and enhancing career outcomes. We recognise that the information you share with us may include personal and professional details that are important to you.

We are committed to handling your Personal Information in a transparent, secure, and lawful manner. This Privacy Policy explains how we collect, use, store, disclose, and otherwise process your Personal Information when you:

• Create or use a Velexar account;
• Upload resumes, CVs, or other documents;
• Purchase credits or paid features;
• Interact with AI-powered tools and recommendations;
• Visit our website or use our applications; or
• Communicate with us via email, support, or other channels.

This Privacy Policy applies to all users of the Velexar platform, including registered users, unregistered visitors, and individuals who engage with us through external integrations or authentication providers.

By accessing or using Velexar, you acknowledge that you have read and understood this Privacy Policy. If you do not agree with this Privacy Policy, you must discontinue use of the Service.

Capitalised terms used in this Privacy Policy have the meanings set out in the Definitions section of this Policy, unless otherwise stated.

2. Information We Collect

We collect different types of Personal Information depending on how you interact with Velexar, the features you use, and the information you voluntarily provide to us.

A. Account & Registration Data

When you create an account, we may collect:

• Full name
• Email address
• Encrypted password
• Authentication provider details (e.g., Google, LinkedIn)
• Account preferences and settings
• Subscription tier and credit balance
• Communication preferences

B. Uploaded Documents & Profile Data

When you upload resumes, CVs, cover letters, or other documents, we may collect and process:

• Employment history and job titles
• Education details
• Professional summaries
• Skills, certifications, and licences
• Contact information contained within documents
• Salary expectations (if provided)
• Any other information you voluntarily include

You are solely responsible for the content of documents you upload.

C. AI-Generated & Derived Data

When you use Velexar’s AI-powered tools, we may generate and store:

• Resume scores and evaluation metrics
• Skill gap analyses
• Career recommendations
• Interview preparation suggestions
• Content rewrites and enhancements

This derived information may be linked to your account.

D. Usage & Device Data

We automatically collect certain technical information when you use the Service, including:

• IP address
• Device identifiers
• Browser type and operating system
• Pages visited and interaction events
• Date and time stamps
• Referrer URLs and clickstream data

E. Payment & Transaction Data

If you purchase credits or paid services, we may collect:

• Billing name and billing address
• Transaction identifiers
• Payment status and credit history

Payment card details are processed by third-party payment providers. Velexar does not store full credit card numbers.

F. Communications & Support Data

If you contact us, we may collect:

• Email correspondence
• Support tickets and attachments
• Feedback submissions
• Survey responses

We may also retain metadata associated with communications for verification, quality assurance, and support purposes.

3. Sensitive Information

“Sensitive Information” refers to categories of Personal Information that are afforded a higher level of protection under applicable privacy laws. This may include information relating to racial or ethnic origin, political opinions, religious beliefs, trade union membership, health information, biometric data, government-issued identification numbers, financial account information, or criminal history.

Velexar does not require Sensitive Information to provide its services. You should not upload or submit Sensitive Information unless it is strictly necessary and legally appropriate to do so.

In particular, you should not upload:

• Government identification numbers (e.g., passport, driver licence)
• Bank account or payment card details
• Tax file numbers or national ID numbers
• Medical or health records
• Biometric identifiers
• Passwords or authentication credentials
• Confidential third-party information without consent

If you choose to include Sensitive Information within documents you upload, you acknowledge that such inclusion is voluntary and done at your own risk.

Uploaded documents may be processed by automated systems, including artificial intelligence tools, for analysis and content generation. Such systems may process all information contained within the document.

Where your content is made publicly accessible (if public profile functionality is enabled), any Sensitive Information included by you may become accessible to third parties, search engines, or automated indexing systems. Velexar cannot control third-party caching, scraping, or republication.

To the maximum extent permitted by law, Velexar disclaims responsibility for Sensitive Information that you voluntarily submit to the platform contrary to this Policy.

4. How We Use Your Information

We collect and process Personal Information for legitimate business purposes and to provide the Velexar platform. The ways in which we use your information include the following:

A. To Provide and Operate the Service

• Provide AI-powered resume and CV analysis
• Generate interview preparation materials and career insights
• Deliver document improvements and recommendations
• Maintain account authentication and access
• Manage credit balances and subscription features
• Process transactions and payments

B. Automated Processing & Artificial Intelligence

Uploaded documents and user inputs may be processed by automated systems, including artificial intelligence and machine learning models, to generate analysis, scoring, rewriting, and recommendations.

Such processing may involve extracting skills, categorising experience, assessing formatting structure, identifying potential improvements, and generating new content suggestions.

Velexar does not use your uploaded documents to train public large-scale AI models unless explicitly stated and consented to.

C. To Improve and Develop the Platform

• Analyse usage trends and feature performance
• Test new functionality and product improvements
• Conduct internal analytics and research
• Enhance system accuracy and reliability

D. Security, Integrity & Fraud Prevention

• Detect and prevent fraud, abuse, or misuse
• Monitor suspicious activity
• Protect against unauthorised access
• Maintain system integrity and stability

E. Communications

• Send service-related notifications
• Respond to support requests
• Provide product updates
• Send marketing communications (where permitted by law)

F. Legal & Regulatory Compliance

• Comply with applicable laws and regulations
• Respond to lawful requests from authorities
• Enforce our Terms of Service
• Resolve disputes and protect legal rights

We process Personal Information based on one or more of the following legal bases, depending on your jurisdiction:

• Performance of a contract
• Legitimate business interests
• Your consent (where required)
• Compliance with legal obligations

5. How We Share Information

We do not sell your Personal Information to third parties.

We may share Personal Information in the limited circumstances described below and only where necessary to operate, protect, or improve the Velexar platform.

A. Service Providers & Infrastructure Partners

We may share Personal Information with trusted third-party service providers who assist us in operating the Service, including but not limited to:

• Cloud hosting and storage providers
• Authentication and identity verification providers
• AI and machine learning infrastructure providers
• Payment processors and billing services
• Analytics and monitoring providers
• Email and communications platforms

These providers are contractually required to process Personal Information only for the purpose of providing services to Velexar and in accordance with appropriate security safeguards.

B. User-Initiated Sharing

If you choose to export, download, or share content generated by Velexar (for example, sharing a resume or interview output), you are solely responsible for how that information is used once shared externally.

If public profile features are enabled and you choose to make your information publicly visible, your information may become accessible to search engines, third-party platforms, and automated indexing systems.

C. Legal & Regulatory Requirements

We may disclose Personal Information where required to:

• Comply with applicable laws or regulations
• Respond to lawful requests from courts or authorities
• Enforce our Terms of Service
• Protect the rights, safety, or security of Velexar, our users, or the public

D. Business Transfers

In the event of a merger, acquisition, restructuring, financing, or sale of assets, Personal Information may be transferred to the acquiring or successor entity, subject to applicable confidentiality obligations.

E. Aggregated or De-Identified Information

We may use and share aggregated or de-identified data that cannot reasonably identify you for analytics, research, business intelligence, or product development purposes.

Except as described above, we do not disclose your Personal Information to third parties without your consent.

6. International Data Transfers

Velexar operates using cloud-based infrastructure and third-party service providers that may process Personal Information in jurisdictions outside your country of residence.

This may include processing in countries where our cloud hosting, analytics providers, authentication providers, payment processors, or AI infrastructure providers operate their systems.

These jurisdictions may have data protection laws that differ from, and in some cases may be less protective than, those in your country of residence.

Safeguards

Where Personal Information is transferred internationally, we take reasonable steps to ensure appropriate safeguards are implemented. These safeguards may include:

• Contractual data protection obligations with service providers
• Standard contractual clauses (where required)
• Secure cloud infrastructure controls
• Access restrictions and encryption measures

Public & Global Accessibility

If public profile or sharing features are enabled and you choose to make your content publicly accessible, your Personal Information may become globally available and accessible to users, search engines, automated indexing tools, and third-party platforms worldwide.

Velexar does not control how third-party platforms process, store, cache, or redistribute publicly accessible information.

By using Velexar, you acknowledge and consent to the transfer, storage, and processing of your Personal Information in accordance with this Privacy Policy, subject to applicable law.

7. Data Security

We take reasonable technical and organisational measures to protect Personal Information against misuse, interference, loss, unauthorised access, modification, or disclosure.

Security Measures

• Encryption of data in transit (HTTPS/TLS)
• Role-based access controls
• Secure cloud infrastructure environments
• Authentication and session management controls
• Monitoring systems to detect suspicious activity
• Restricted internal access on a need-to-know basis

Third-Party Providers

Where we use third-party service providers (including cloud hosting, AI infrastructure, analytics, and payment processors), we select providers that implement appropriate security controls. However, we do not control and are not responsible for the independent security practices of third parties.

User Responsibilities

You also play an important role in protecting your information. You are responsible for maintaining the confidentiality of your login credentials and for restricting access to your account.

You should notify us immediately if you become aware of any unauthorised access to your account.

No Absolute Guarantee

While we implement reasonable safeguards, no method of transmission over the internet and no electronic storage system can be guaranteed to be completely secure.

To the maximum extent permitted by law, Velexar disclaims liability for unauthorised access, data breaches, or other security incidents that are beyond our reasonable control.

8. Data Retention

We retain Personal Information for as long as necessary to fulfil the purposes outlined in this Privacy Policy, including providing the Service, complying with legal obligations, resolving disputes, and enforcing our agreements.

Active Accounts

If you maintain an active Velexar account, we will retain your account information, uploaded documents, and generated outputs for the duration of your account’s existence.

Account Deletion Requests

You may request deletion of your account at any time. Upon receiving a verified deletion request, we will take reasonable steps to delete or de-identify your Personal Information within a reasonable timeframe, subject to the limitations below.

Legal & Operational Retention

We may retain certain information after account deletion where retention is reasonably necessary to:

• Comply with legal or regulatory obligations
• Maintain financial and transaction records
• Prevent fraud or detect abuse
• Resolve disputes or enforce agreements
• Maintain system backups and disaster recovery systems

Backup & Archive Systems

Information may remain in encrypted backups or archive systems for a limited period after deletion. Such information is retained solely for restoration or compliance purposes and is not actively processed.

Third-Party Recipients

If you have exported or shared information externally, or if your information has been processed by third-party service providers, we cannot guarantee deletion from those external systems. You may need to contact those third parties directly.

Where permitted by law, we may retain de-identified or aggregated data that no longer reasonably identifies you for research, analytics, and product improvement purposes.

9. Your Rights

Depending on your jurisdiction, you may have certain rights in relation to your Personal Information.

A. Right of Access

You may request confirmation of whether we hold Personal Information about you and request a copy of that information.

B. Right to Rectification

You may request correction of inaccurate or incomplete Personal Information.

C. Right to Deletion

You may request deletion of your Personal Information, subject to legal and operational retention requirements described in Section 8.

D. Right to Restrict Processing

In certain circumstances, you may request that we restrict the processing of your Personal Information.

E. Right to Object

You may object to the processing of your Personal Information where such processing is based on legitimate interests or for direct marketing purposes.

F. Right to Data Portability

Where applicable, you may request a copy of your Personal Information in a structured, commonly used, and machine-readable format.

G. Automated Decision-Making

Velexar uses automated systems and AI tools to generate analysis and recommendations. These outputs are not legally binding decisions and do not produce legal or similarly significant effects without human review.

H. Withdrawal of Consent

Where processing is based on consent, you may withdraw that consent at any time. Withdrawal does not affect processing conducted prior to withdrawal.

I. Complaint Rights

If you believe your Personal Information has been processed unlawfully, you may lodge a complaint with your local data protection authority, where applicable.

Identity Verification

We may require reasonable verification of your identity before responding to rights requests to protect against unauthorised access.

We will respond to requests within a reasonable timeframe and in accordance with applicable privacy laws.

10. Cookies & Tracking

We use cookies and similar technologies to operate, secure, and improve the Velexar platform.

What Are Cookies?

Cookies are small text files stored on your device when you visit a website. We may also use similar technologies such as local storage, device identifiers, tags, scripts, and analytics tools.

Types of Cookies We Use

• Essential Cookies: Required for platform functionality, authentication, security, and session management.
• Performance & Analytics Cookies: Help us understand how users interact with the platform and improve features.
• Functional Cookies: Remember user preferences and settings to enhance experience.
• Security Cookies: Detect abuse, fraud, or malicious activity.

Analytics & Measurement

We may use third-party analytics providers to collect aggregated usage statistics, including page views, session duration, and feature interaction data. This information helps us improve reliability and performance.

Device & Technical Data

We may collect device identifiers, browser type, operating system, IP address, and similar technical data to secure and optimise the Service.

Managing Cookies

You can control or disable cookies through your browser settings. Please note that disabling certain cookies may impact functionality and prevent access to some features of the platform.

By continuing to use Velexar, you consent to the use of cookies and tracking technologies in accordance with this Privacy Policy, subject to applicable law.

11. Updates to This Policy

We may update or modify this Privacy Policy from time to time to reflect changes in our practices, technology, legal requirements, or operational needs.

When we make changes, we will update the “Last updated” date at the top of this Policy.

Where required by applicable law, we may provide additional notice of material changes, which may include notification via email, in-platform alerts, or other prominent notice.

Your continued use of Velexar after any updates become effective constitutes your acknowledgment of the revised Privacy Policy.

If you do not agree with any updates, you must discontinue use of the Service and may request deletion of your account in accordance with Section 8.

12. Contact Us

If you have any questions, concerns, or requests regarding this Privacy Policy or the way we handle your Personal Information, you may contact us using the details below.

Privacy & Data Requests

Email: support@velexar.com

When submitting a privacy-related request, we may require reasonable verification of your identity before processing the request to protect against unauthorised access.

We will respond to privacy inquiries within a reasonable timeframe and in accordance with applicable privacy laws.

Complaints

If you believe your Personal Information has been processed in a manner inconsistent with applicable law, you may lodge a complaint with your local data protection authority. We encourage you to contact us first so we can attempt to resolve the issue directly.

13. Definitions

In this Privacy Policy, unless the context requires otherwise, the following terms have the meanings set out below:

“Velexar”, “we”, “us”, “our” refers to the Velexar platform and its operators.

“Personal Information” means information that identifies or could reasonably identify an individual, whether directly or indirectly.

“Sensitive Information” means categories of Personal Information that are subject to enhanced protection under applicable privacy laws, including but not limited to government identifiers, health information, biometric data, financial account details, and information relating to race, religion, political opinions, or criminal history.

“Processing” means any operation performed on Personal Information, including collection, storage, use, disclosure, transmission, analysis, or deletion.

“Service” means the Velexar website, applications, AI tools, features, and related services.

“User”, “you”, “your” means any individual who accesses or uses the Service, whether registered or not.

“AI Systems” means automated tools, machine learning models, or artificial intelligence systems used to analyse, generate, or process content within the Service.

“Third-Party Service Providers” means external vendors engaged by Velexar to assist in operating the Service, including cloud hosting, analytics, authentication, AI infrastructure, payment processing, and communications providers.

Capitalised terms used but not defined in this Privacy Policy may have the meanings given in our Terms of Service.