Privacy Policy

1. Who we are

CareerPally is an AI-powered career platform operated by Duplex Networks Ltd, a company incorporated in Canada and based in Ontario. We help job seekers build ATS-optimised resumes, practise mock interviews, generate cover letters, optimise their LinkedIn profiles, and track job applications.

For privacy questions, contact us at henryelue@careerpally.com.

2. Data we collect

• Account data — name and email address when you register.
• Profile data — career level, target role, industry, and resume content you enter.
• Usage data — features used, session counts, and quota consumption tracked to enforce plan limits.
• Voice recordings — audio captured during mock interview sessions (Pro plan only) is sent to our transcription provider and is not stored after processing. Transcribed text may be temporarily held within your session to display feedback and is deleted in accordance with our retention policy. You can opt out of voice features entirely by using the text input instead.
• OAuth data — if you sign in with Google or LinkedIn, we receive your name and email from that provider.
• Analytics — page views and feature events collected via PostHog to improve the product.

3. How we use your data

• To provide and personalise the CareerPally service.
• To generate AI outputs using your resume and career profile as context.
• To send transactional emails (welcome, password reset, follow-up reminders).
• To enforce plan quotas and prevent abuse.
• To improve our product based on aggregate usage patterns.

We do not sell your data. We do not use your data to train AI models.

Legal basis for processing (GDPR): We process your data on the basis of contract performance (to provide the service you signed up for), consent (for optional features such as voice recording and analytics), and legitimate interests (improving the product, preventing fraud and abuse). Where processing is based on consent, you may withdraw it at any time by contacting us.

4. Third-party services

We share data with the following providers only to the extent necessary to operate the service. None of these providers are permitted to use your data for their own purposes.

• Google Gemini — processes your resume and career data to generate AI outputs. Google does not train models on API data.
• ElevenLabs — transcribes voice recordings during mock interviews (Pro plan only). Audio is not retained after transcription.
• Resend — delivers transactional emails on our behalf.
• Adzuna — powers the job search feature with publicly listed job data.
• PostHog — product analytics. PostHog may use device identifiers or local storage to track sessions. You can opt out by contacting us.
• Stripe — processes payments for paid plans. When you subscribe, your name, email, and payment details are handled directly by Stripe. CareerPally does not store card numbers. Stripe's privacy policy applies to payment data.
• DigitalOcean — hosts our servers and database in a secure cloud environment.

5. Data location and international transfers

CareerPally is operated by Duplex Networks Ltd, incorporated in Canada and based in Ontario. Our infrastructure runs on DigitalOcean servers. Data may be processed in regions where our service providers operate, including the United States, Canada, and the European Union.

Where data is transferred internationally, we rely on the data protection commitments and standard contractual clauses of our providers (Google, ElevenLabs, Resend, DigitalOcean) to ensure your data is handled with appropriate safeguards.

6. AI-generated content

CareerPally uses AI to generate resume bullets, interview feedback, cover letters, career analysis, and other career content. These outputs are provided for informational purposes only and may not always be accurate, complete, or suitable for your specific circumstances. You should review and validate all AI-generated content before relying on it. CareerPally is not liable for outcomes resulting from the use of AI-generated outputs.

7. Data retention

Your account and all associated data are retained for as long as your account is active. Usage quota counters reset monthly. Voice audio is discarded immediately after transcription. Transcribed session text is deleted within 30 days. If you delete your account, your personal data is removed within 30 days.

Billing records: Where you have held a paid plan, anonymised billing and transaction records are retained for a minimum of six years to comply with Canadian tax and business record-keeping requirements (Canada Revenue Agency). These records do not contain your name or email address.

8. Your rights

You have the right to:

• Access the personal data we hold about you.
• Correct inaccurate data via your account settings.
• Request deletion of your account and all associated data — via account settings or by emailing us.
• Withdraw consent for optional processing (voice, analytics) at any time.
• Object to processing based on legitimate interests.
• Lodge a complaint with your local data protection authority.

To exercise any of these rights, email henryelue@careerpally.com.

9. Cookies and local storage

We use a single authentication cookie (cp-auth) to keep you signed in. No advertising cookies are set by CareerPally.

PostHog, our analytics provider, may use device identifiers or browser local storage to track product usage across sessions. This data is used in aggregate to understand how features are used. You can opt out of analytics tracking by contacting us at henryelue@careerpally.com.

10. Children's privacy

CareerPally is not intended for users under the age of 16. We do not knowingly collect personal data from children. If you believe a child has provided us with personal data, please contact us and we will delete it promptly.

11. Security

All data is transmitted over HTTPS. Passwords are hashed and never stored in plain text. Access to production systems is restricted to authorised personnel only.

12. Changes to this policy

We may update this policy from time to time. If we make material changes, we will notify you by email or via a notice in the product. Continued use of CareerPally after changes constitutes acceptance of the updated policy.

13. Contact

Questions about this policy? Email us at henryelue@careerpally.com.