Privacy Policy

1. Introduction

Profiled (“we,” “us,” “our”) is operated by Profiled Careers Pty Ltd (ABN 89 698 676 309), a company registered in New South Wales, Australia. This policy explains how we collect, use, store, share, and protect personal information when you use profiled.careers or any related service (the “Service”). Profiled is currently in closed beta, offered by invitation to residents of Australia. We have written this policy to a global standard — the protections below apply to everyone who uses Profiled — but until public launch the Service is not directed to users outside Australia. We are committed to transparency: Profiled is built on the principle that candidates should own their professional narrative, and that includes how their data is handled.

2. Information we collect

2.1 From account holders. Account details (name, email, authentication via our sign-in provider); profile content you add (experience, skills, education, portfolio, FAQ responses, values, gaps and weaknesses, AI instructions); private context you mark as private (for example, why you left a role or an honest self-assessment) — used to inform the AI, never displayed to visitors; voice recordings and transcripts if you use voice features (see §6); communications with us, including support conversations; and your subscription selection. Payment card details are collected by Stripe on Stripe-hosted pages and never touch our servers.

2.1a Optional equality-monitoring answers (Australia). If you are in Australia and your profile is published, we may invite you to answer optional questions about your gender, age group, Aboriginal or Torres Strait Islander origin, and whether you have a disability or long-term health condition. You can skip all of them, skip any of them, or answer “Prefer not to say”. We collect these answers only with your separate, express consent, only to check whether our matching tool produces different outcomes for different groups (so that we can find and fix any unfair bias in how it treats people), and only in the form of the answer codes you choose. They are stored apart from your profile under a coded identifier, in a restricted area that our application cannot read. They are never used for matching, ranking, explanations, advertising or AI training, and recruiters and employers never receive them or learn whether you answered. The full terms are in our Equality Monitoring Privacy Notice, linked from the questions. This step is not offered in other countries.

2.2 Documents you upload. Résumés are parsed in memory to build your profile and the file is then discarded — we do not store your résumé file. If you review an import before applying it, what we read from the file is kept so you can review it. It is deleted as soon as you apply or discard the import. If you do neither, it stops being available 72 hours after we finish reading it, and our nightly clean-up deletes it within a day after that (see §8). A technical fingerprint and the filename are kept in our security log.

If you upload a profile document (our template, which has a private section and a section of instructions for the AI chat on your profile), what you write in its private section becomes your private context (see §5) and its AI instructions become your AI instructions, copied word for word. Nothing from either section is ever placed on your public profile, although the chat on your profile follows your AI instructions when it answers visitors. Nothing is saved until you review it and apply it. Screenshots and documents you attach to an answer in the profile assistant are read once and are not stored (see §5).

2.3 Collected automatically. Device and connection data (IP address, browser, operating system), usage data (pages, features, timestamps, referrers), and the items described in §10 (Cookies).

2.4 From visitors and other non-account holders. If you chat with a candidate’s profile or request a fit assessment without an account, we process the messages and job descriptions you submit, plus a one-way hashed fingerprint derived from your IP address for abuse prevention — we do not store your raw IP against your messages. These records are purged on the schedule in §8. If you join our newsletter or recruiter waitlist, we hold the email and name you give us until you ask us to remove them (unsubscribe links, or support@profiledcareers.com). If a referrer invites you by email, we hold the invitation email address for the life of the invitation.

2.5 From third parties. If you sign in with a social provider (currently Google) we receive your name, email, and profile photo. We never receive your social password.

2.6 Feedback and surveys. If you complete a satisfaction survey, or send us a suggestion or feature request, we collect your responses — the ratings you give, the features you tell us you use or would like help with, any free-text comments, and a snapshot of your plan tier at the time — so we can understand how the Service is working for you and improve it. Survey responses are used in aggregate and to follow up on specific feedback; they are never shown on your public profile.

2.7 Testimonials. If you choose to submit a testimonial, we collect the testimonial text, the display name and profession or business name you provide, an optional link, and an optional photo or logo you upload. We record your explicit consent to publish it. Testimonials are reviewed before publication; approved testimonials are displayed publicly, and you can withdraw a testimonial at any time (see §3 and §8).

3. How we use information

To provide the Service (hosting your profile, powering AI conversations, fit assessments, voice features, and support); to operate subscriptions and, when live, the referral program; to improve the Service through first-party analytics; to communicate (transactional email always; marketing only with consent, with working unsubscribe on every message); to prevent abuse and enforce our Terms; and to meet legal obligations. Recruiters on paid tiers can view, assess, and contact you only while your profile is published: publishing is a single on/off control, and unpublishing removes your profile from public view, recruiter search, fit assessments, and recruiter contact; their obligations — including deletion duties when you erase your profile — are in §11 of our Terms of Service.

Testimonials. Testimonials you submit and consent to publish are displayed publicly on profiled.careers and on our marketing website at profiledcareers.com, and may be quoted in our marketing materials. We display only the name, profession or business name, testimonial text, optional link, and optional image you provided for that purpose — never your private profile content. You can withdraw a published testimonial at any time from your dashboard; we remove it from our own surfaces promptly, and it clears from any cached copy on our marketing website within 24 hours.

4. Legal bases (EEA/UK users)

Where the GDPR or UK GDPR applies, we process personal data on the bases of consent (withdrawable at any time), performance of a contract, legitimate interests (service improvement, security, abuse prevention — balanced against your rights), and legal obligation.

5. AI data practices

Profiled is an AI-native platform. Anthropic (Claude) powers all text AI: profile conversations, fit assessments, résumé extraction, and our support assistant. OpenAI powers voice sessions (§6) and the text embeddings behind search. When a visitor chats with your profile, only your public content is sent to the AI provider as grounding; when a fit assessment runs, your public content and private context are sent as grounding for the verdict. When you upload a profile document, its private section is sent to Anthropic once, in a separate request from the public part, so the AI can file it into your private fields for you to review.

The profile assistant. If you use the assistant that helps you fill in your profile, each step sends your profile — your public content and your private context — together with your latest answer to Anthropic, so the assistant can ask about what is missing, notice where your answers and your profile disagree, and draft wording for you. Nothing it drafts is saved until you tick it and press Save, and we do not keep a transcript of the conversation. If you attach screenshots or documents to an answer, they are sent to Anthropic once so the figures in them can be read; we do not store the files, and contact details found in them are never saved to your profile.

No model training. Our providers process your data under data processing agreements or equivalent contractual terms that prohibit using it to train their models, and we have disabled every optional data-sharing setting on our provider accounts.

Private context. Private context is never displayed to visitors, and the visitor chat does not receive it at all. Where the AI does use it (the fit assessment, and the profile assistant that helps you write it), it is instructed to synthesise rather than quote it, and an automated safeguard withholds output that reproduces private phrasing. AI systems can behave unexpectedly, and we cannot guarantee with absolute certainty that fragments of private context never appear in AI output — we explain how we minimise this risk in our AI Disclosure Statement, and you control how much private context you share.

Accuracy. AI output can contain mistakes. Fit assessments and profile answers are honest by design — including honestly negative — but they are informational, not guarantees.

6. Voice data

Voice features are optional; everything on Profiled can be done by text. When you use voice, your audio streams directly from your browser to our voice provider over an encrypted connection — it is never routed through or stored on Profiled’s servers. Your speech is transcribed during the session and the transcript is saved to your account. We do not create voiceprints, we do not use your voice to identify you, and we do not use AI to infer emotions from your voice. Transcripts are retained for 12 months unless you delete them sooner — you can delete any transcript, or all of them, at Dashboard → Settings → Data. Voice session records (dates and minutes used) are retained as billing records. Practice for a job you checked: if you start a practice interview from one of your own job fit checks, that job description, the fit verdict and (where available) the names of the strengths and gaps it found are sent to the voice provider for that session and to the AI provider that writes your debrief; your private profile notes are not. The transcript and the debrief of that session are deleted when the job description is purged (12 months after the check) or when you delete the transcript — whichever comes first — and deleting a transcript also deletes its debrief. You can also ask us to delete a fit check, with its practice transcript and debrief, by emailing privacy@profiledcareers.com. If our backup voice infrastructure is engaged, audio is relayed in real time through LiveKit and processed for transcription and speech synthesis by Deepgram and Cartesia — in-flight only, never stored. See the Sub-processors page for all voice providers.

7. Sub-processors

We share personal information with a small set of service providers under data processing agreements or equivalent contractual terms that limit their use of your data to serving us — never their own marketing, advertising, or model training. The authoritative list — every provider, what they process, and where — is maintained at our dedicated Sub-processors page. We do not sell personal information to anyone.

8. Data retention

Account and profile data: until you delete items or your account. Visitor chat records: message content and visitor identifiers are purged 12 months after the session (records are kept in de-identified form for counts). Fit assessments: the submitted job description is purged 12 months after the assessment; the verdict is retained for the candidate’s analytics until account deletion. Imports awaiting review: what we read from your file or from a voice onboarding interview is deleted when you apply or discard the import. If you do neither, it stops being available 72 hours after we finish reading it, and our nightly clean-up deletes it within a day after that. A record that the import happened, with counts and a technical fingerprint of the file but never its content, is kept for 30 days after you apply or discard it. Voice transcripts and practice debriefs: 12 months, deletable earlier (§6); for a practice interview started from a job fit check, until that job description is purged if sooner, and deleted together. Survey and feedback responses: 24 months, then deleted; de-identified aggregate statistics may be kept. Testimonials: kept while published and until you withdraw them or delete your account, whichever comes first — withdrawal removes the testimonial from our surfaces and clears it from our marketing website’s cache within 24 hours. Equality-monitoring answers: no more than 6 months from when you last answered, and deleted sooner if we no longer need them or when you ask; protected backup copies expire within 7 days of a deletion. Billing records: 7 years, as tax law requires. Security audit logs: retained for security and compliance; they cannot be edited, and when you delete your account your identity within them is replaced with an irreversible hash. Data exports: download links expire and export files are deleted after 7 days.

Account deletion. Request deletion at Dashboard → Settings → Data. Requests enter a 14-day grace window during which you can cancel; after it ends, deletion of your personal data is completed within 30 days. Some data may persist in encrypted backups for up to 90 days before being permanently purged. A small set of records survives deletion in de-identified or lawful-basis form: hashed email-suppression entries (so we never email you again), pseudonymised security logs, deletion tombstones proving the erasure happened, and de-identified analytics. Newsletter and waitlist entries are separate from accounts — unsubscribe or ask and we remove them.

9. Your rights

9.1 Self-serve, for everyone: access and portability — export your data (JSON + CSV bundle) at Dashboard → Settings → Data (one export per day; files kept 7 days); correction — edit your profile directly, or email privacy@ for anything you can’t edit; deletion — the account-deletion flow above, plus per-item deletion of voice transcripts and support conversation data; marketing opt-out — one-click unsubscribe on every non-essential email, enforced by a suppression list on every send.

9.2 EEA/UK users (GDPR). The rights of access (Art. 15), rectification (Art. 16), erasure (Art. 17), and portability (Art. 20) are fulfilled through the self-serve surfaces above. For restriction of processing (Art. 18) or objection to legitimate-interest processing (Art. 21), email privacy@profiledcareers.com — we handle these individually and will restrict or cease processing unless compelling legitimate grounds apply. Automated decision-making (Art. 22): fit assessments are informational decision support only; Profiled makes no automated decisions with legal or similarly significant effects about you, and our Terms prohibit recruiters from using a fit score as the sole basis for rejecting a candidate. You may lodge a complaint with your data protection authority (ICO for the UK).

9.3 California residents (CCPA/CPRA). You have the rights to know, to delete, to opt out of sale or sharing, and to non-discrimination. Profiled does not sell or share personal information as the CCPA defines those terms.

9.4 Australian residents. You have rights under the Australian Privacy Principles to access and correct your personal information, and to complain to us and then to the OAIC if you believe we have breached the APPs.

Equality-monitoring answers. You can withdraw and delete your answers at any time from the equality questions page in Settings, or by emailing privacy@profiledcareers.com. Because our application cannot read these answers, requests to see or correct them are handled by an authorised person, not by the automatic export. Withdrawing does not affect use before you withdrew, and statistics already made genuinely anonymous may remain because we can no longer identify your contribution.

9.5 Computer-assisted decisions. Profiled uses computer programs, including AI models, that help people make decisions about candidates and that run your account by its published rules. We do not make any decision about you solely by a computer program that significantly affects your rights or interests.

Decisions our programs help with:

• Fit assessments. When a visitor or recruiter checks a job against your profile, an AI model produces a fit verdict (“Strong fit”, “Worth a conversation” or “Probably not your person”) with reasons. A person decides what to do with it; it never rejects you.
• Recruiter search results (when available to recruiters). Our matching engine groups candidates by that verdict for a recruiter’s search, with reasons. The recruiter reviews every group, including the one shown collapsed, and decides whom to contact.
• Profile quality checks. Before you publish, a program checks your profile against our publishing requirements and tells you what is missing. You decide what to change.
• Usage allowances. A program counts your use of AI features against the allowance for your plan and pauses a tool when the allowance is used up, until it renews. Every limit is published at Limits and allowances.
• Referral and promotional programs. When you take part in a program, a computer program checks whether you meet its published terms and records what you have earned. If you disagree with the result, a person reviews it.

Information these programs use: the professional profile content you provide (experience, skills, education, portfolio and FAQ answers), the private context you choose to give the AI (used to inform the assessment, never shown to visitors), the job description being checked, your plan and usage counts, and your participation in any program. Before our matching engine judges a profile, it removes your name, contact details and passages about sensitive personal characteristics, and reduces your location to a region. They never use your optional equality-monitoring answers (§2.1a).

You can ask how a fit verdict about you was reached, ask for a person to review it, or ask us to correct the information it used, by contacting privacy@profiledcareers.com.

We aim to respond to privacy requests within 30 days.

10. Cookies and similar technologies

The only cookies Profiled sets are essential: authentication and session cookies from our sign-in provider, Clerk, and — only if you enter the demo password on one of our demonstration profiles — a single first-party cookie (profiled_demo_access, 30 days) that remembers you have done so, so you are not asked again while it lasts. You may need to enter the password again if it is changed or you clear your cookies. It contains no identity and is not used for tracking. We use no advertising cookies and no third-party analytics cookies. Our own analytics use a cookieless, first-party beacon that stores no identifier in your browser and honours Global Privacy Control and Do-Not-Track signals. We record errors through Sentry to keep the Service working (operational telemetry; session replay is off). Your cookie-notice acknowledgement is stored locally on your device and recorded on our servers with a timestamp, IP address, and browser details as evidence of the notice. If we ever introduce optional cookies, we will ask for your consent before setting them.

Email. Our email provider, Resend, can add delivery measurement to the messages we send you: a small invisible image that records when a message is opened, and links that pass through a Profiled-operated redirect (links.profiled.careers) so we can see which links are clicked. Where this is enabled it records the time, your IP address, and your email client or browser. We use it only to check that our messages are arriving and are useful; it is never used for advertising, never combined with your profile content, and never sold. You can prevent open tracking by turning off remote images in your email client, and avoid click tracking by copying a link rather than clicking it.

Trustpilot. Where we show a “Review us on Trustpilot” button (on our home page), the button is loaded from Trustpilot (widget.trustpilot.com) in a frame. When that page loads, your browser contacts Trustpilot, which receives what any website receives from a visit — your IP address, browser details and the address of the page — and records that the button was shown. The button sets no cookies. We send Trustpilot no account or profile information. Elsewhere we link to Trustpilot with an ordinary link, which sends nothing until you click it. A review you choose to write is published by Trustpilot under its own terms and privacy policy. Writing one is always optional and never earns anything on Profiled.

11. Do Not Sell My Personal Information

Profiled does not sell your personal information to third parties. We do not share your data for cross-context behavioural advertising. This commitment applies regardless of whether you have submitted a “Do Not Sell” request. If our practices change in the future, we will update this section and provide a mechanism to opt out before any such sharing begins.

12. Data security

Encryption in transit (TLS 1.2+) and at rest; row-level security in our database so users can only reach their own data; rate limiting on public and API endpoints; access controls on production systems; append-only security audit logging. No method of transmission or storage is 100% secure; if a breach affects your personal data we will notify you in accordance with applicable law, including the Australian Notifiable Data Breaches scheme.

13. International data transfers

Profiled Careers Pty Ltd is an Australian company, and our infrastructure is hosted in the United States: our database and file storage run in AWS us-east-1 (via Supabase), our application on Vercel (US-East primary, global edge network), and our voice failover worker on Fly.io in Ashburn, Virginia. By using Profiled you understand that your personal information is processed in the United States and in other countries where our providers operate. Transfers are protected through data processing agreements or equivalent contractual terms and, where required by law, standard contractual clauses.

14. Age

Profiled is for professionals. You must be at least 18 to use the Service; we do not knowingly collect personal information from anyone under 18, and account creation requires an explicit 18-or-older attestation. If you believe someone under 18 has provided us personal information, contact us and we will delete it.

15. Changes to this policy

We may update this policy as Profiled evolves. Material changes are notified by email, and where our Terms of Service require it, you will be asked to review and accept before the change applies to you. The current version and effective date always appear at the top of this page.

16. Contact

Email: privacy@profiledcareers.com · Privacy Contact: Martin Aranovitch, Profiled Careers Pty Ltd · Postal: PO Box 80, Blackheath NSW 2785, Australia.

17. Changelog

• v2.12 — 21 October 2026: Corrections. §2.2 now states the same deletion timing for an import you neither apply nor discard as §8 (unavailable after 72 hours, then deleted by our nightly clean-up within a day), and notes that the chat on your profile follows your AI instructions. §6 no longer refers to deleting a fit check yourself, which the product does not offer; it names the email route instead. No new data is collected and no new provider is engaged.
• v2.11 — 20 October 2026: §5 describes the profile assistant: what it sends to our AI provider (your profile, including private context, and your latest answer), that nothing it drafts is saved until you approve it, and that files you attach to it are read once and not stored. §2.2 notes the same for attached files.
• v2.10 — 18 October 2026: §2.2 and §8 now describe reviewing an import before it is applied: what we read from your file, or from a voice onboarding interview, is kept only so you can review it, and deleted when you apply or discard the import, or 72 hours after we finish reading it (removed by our nightly clean-up within a day after that); a record of the import with counts and a file fingerprint, never content, is kept for 30 days. §2.2 also describes the profile document template: its private section becomes your private context and its AI instructions are copied word for word, nothing is placed on your public profile, and nothing is saved until you apply it. §5 adds that a profile document’s private section is sent to Anthropic once so the AI can file it into your private fields. We still never store the file you upload, and no new provider is engaged.
• v2.9 — 16 October 2026: Added §9.5 describing the decisions our computer programs help with (fit assessments, recruiter search results, profile quality checks, usage allowances, referral and promotional programs), the information they use, and that no decision about you with a significant effect is made solely by a computer program, as the Australian Privacy Principles require from 10 December 2026. No change to any data practice.
• v2.8 — 16 October 2026: Added §2.1a, a retention line in §8 and a rights paragraph in §9 describing the optional equality-monitoring questions offered to candidates in Australia with a published profile: what is asked, that every question is optional and consent is separate and express, that answers are held apart from the profile in a store our application cannot read, that they are never used for matching or shown to recruiters, the 6-month retention, and how to withdraw. No change to any other data practice. The questions are not switched on until this version is live.
• v2.7 — 10 October 2026: Added to §10 a paragraph on the “Review us on Trustpilot” button: it is loaded from Trustpilot, which receives your IP address, browser details and the page address when the page that shows it loads; it sets no cookies; we send Trustpilot no account or profile information; and writing a review is optional and never rewarded. No change to what we collect from your account or how we use it.
• v2.6 — 10 October 2026: §6 and §8 now describe practice interviews started from one of your own job fit checks: what from that check is sent to the voice and debrief AI providers for that session (the job description, the verdict and the names of its strengths and gaps — never your private notes), and that the session’s transcript and debrief are deleted with the job description, the fit check or the transcript, whichever goes first. No new data is collected and no new provider is engaged.
• v2.5 — 19 September 2026: Added to §10 one first-party functional cookie (profiled_demo_access, 30 days) that is set only when a visitor enters the demo password on one of our demonstration profiles, so they are not asked again while it lasts — it stops working if the password is changed or the visitor clears their cookies. It holds no identity and is not used for tracking; it is set only on that explicit action, so no consent prompt applies. Until the demonstration password wall is switched on, this cookie is never set. No change to any data-collection, retention, or sharing practice.
• v2.4 — 13 September 2026: Corrected §2.5, which named GitHub as a social sign-in provider. GitHub sign-in has never been offered on Profiled and no GitHub integration is configured, so the sentence named a provider that receives nothing. Google is the only social sign-in provider. No change to any data-collection, retention, or sharing practice — this removes a statement that was never true, and narrows rather than widens what we disclose receiving.
• v2.3 — 12 September 2026: Added disclosure of email delivery measurement to §10: our email provider can include an open-tracking image and links that pass through a Profiled-operated redirect, what that records, and how to prevent each. This closes a gap — the section described web tracking in detail but was silent on email — and describes a practice that was already in place. No change to any data-collection, retention, or sharing practice.
• v2.2 — 17 August 2026: Corrected §3’s description of recruiter access to match the control that exists: profile visibility is a single Publish/Unpublish switch, and the earlier phrase “strictly according to your visibility settings” implied granular controls that have not shipped. No changes to any data-collection, retention, or sharing practice — this is a description fix, not a behaviour change.
• v2.1 — 14 July 2026: Added disclosure of our community features. Satisfaction surveys and feedback (§2.6) are collected to improve the Service and retained for 24 months (§8). Testimonials (§2.7) are collected only with your explicit consent and, once approved, are displayed publicly on profiled.careers and on our marketing website at profiledcareers.com; they can be withdrawn at any time and clear from the marketing website’s cache within 24 hours (§3, §8). No changes to any existing data-collection, retention, or sharing practice.
• v2.0 — 11 July 2026: Complete revision to match the platform as built. Added: voice data section (browser-direct architecture; no voiceprints; no emotion inference; 12-month user-deletable transcripts), visitor and non-account-holder section, named hosting regions, and a link to the new AI Disclosure Statement. Corrected: AI provider roles (Anthropic — text; OpenAI — voice and embeddings), retention schedule (visitor chat and fit-assessment inputs now purge at 12 months; audit logs described accurately as append-only), cookies section (essential cookies only; cookieless analytics), and minimum age (18, previously 16). Rights section rewritten to describe the self-serve mechanisms that actually exist. Section numbering revised.
• v1.2 — 11 July 2026: Corrected the named operating entity. Profiled is operated by Profiled Careers Pty Ltd (ACN 698 676 309), registered in New South Wales, Australia. Earlier versions named “Imaginapps Pty Ltd”, a pre-incorporation placeholder; no company of that name was ever incorporated. Contact details updated to PO Box 80, Blackheath NSW 2785. No changes to data collection, retention, or sharing practices.
• v1.1 — 20 May 2026: Sub-processor list extracted to a dedicated page at /sub-processors (now the authoritative reference); LiveKit + Fly.io added to the list (previously implicit via voice infrastructure description). §8.2 EEA/UK rights expanded with explicit GDPR Article 15-22 citations and direct links to the dashboard self-service surfaces. §8.1 updated with direct links to the deletion + export flow. No changes to data collection, retention, or sharing practices.
• v1.0 — 16 April 2026: Initial publication.