Privacy Policy

 
 

Last Updated: November 4th, 2025 

The purpose of this Privacy Policy is to inform you of the measures we have put in place to ensure the privacy and protection of your personal data. It explains how we process and manage  personal data, why we collect it, and how we ensure its security.

This Privacy Policy has been written in accordance with the principles of the General Data Protection Regulation (“GDPR”). If, after reading this document, you still have questions, you can contact us at support@jobwinner.ai and we will gladly assist you.

By using our platform, you consent to the collection, use, and sharing of your personal information as described in this Policy. 

JobWinner is operated by JobWinner Ventures Limited, the Data Controller of all personal data processed through the Service.
Registered address: Unit 2, 2 Bridge Street, Athlone, Westmeath, N37 F1W4, Ireland
For privacy-related questions, contact: support@jobwinner.ai

General Overview

JobWinner is an AI-powered career development platform used by two groups of users: Job Seekers and Organization Members.

  • Job Seekers are students, participants, or individuals who use the platform’s tools to create job applications, improve their employability, and prepare for interviews.
  • Organization Members are employees, advisors, or staff from the Organization who support users in their career development.

Job Seekers interact directly with the platform’s career tools, while Organization Members access an advisor dashboard that offers limited insights and administrative options to assist Job Seekers. 

Data Roles and Access

JobWinner Ventures Limited acts as the  Data Controller for all personal data processed through the JobWinner platform. JobWinner determines the purposes and means of all processing carried out within the Service.

Organization Members act only as Authorized Recipients and Administrative Users, with limited access to certain Job Seeker information strictly to support employability. Their access is view-only within predefined dashboard features and does not involve independent processing.

JobWinner and the Organization do not act as Joint Controllers. Each party is responsible solely for the processing operations it performs for its own purposes.

1. Type of Data Collected

To provide you with the best possible results from our Service, we may ask you for certain personal data. We may also process information provided by the Organization you belong. The personal data we collect may include information that directly identifies you, as well as information that describes your interactions with the platform.

1.1 Identity Data

  • Name, surname, email address, password, and Institution affiliation (if applicable).

1.2 Professional Profile Data

We may collect:

  • Any CVs,  résumés, Linkedin Profile, job descriptions and any other job related document you upload
  • Interview practice answers or text generated through the platform
  • Career goals or preferences

This information is used strictly to provide you with the tools and recommendations inside the Service.

1.3 Interaction & Usage Data

  • Records of how you use the platform: logins, session times, features accessed (e.g., CV tailoring, interview preparation), frequency of use, and progress tracking.

  • User journey logs (e.g., how you navigate within the app, what tools you use most often, and interaction outcomes).

1.4 Technical and device data

  • IP address, browser type, operating system, device identifiers, location data (if enabled), and cookies.
  • Error logs, performance data, and connection timestamps to help us maintain service quality.

1.5 Third-Party and Organization-Provided Data

Your Organization may provide limited information needed to set up your account or verify eligibility for access, such as:

  • Enrollment status
  • Program, cohort, or department

1.6 Data We Collect from Organization Members

If you access JobWinner on behalf of your Organization (for example, as part of the careers or academic team), we process your professional contact details (such as your name and email address), login credentials, and activity logs that are necessary to provide the Organization’s licensed service. This includes enabling you to upload documents, manage student profiles, and use the tools made available under your Organization’s account. These data are not used for marketing purposes and are never shared with third parties.

2. Purpose of Data Processing

We use your personal data exclusively in accordance with Article 6 of the GDPR, under the following legal bases: contractual necessity, legitimate interests, legal obligation and consent (Art 6 GDPR). The purposes of how we use your information are outlined bellow. 

We do not use your information to advertise or promote JobWinner outside your Organization’s account, and we never sell, rent, or commercially exploit your data.

2.1 Providing the Service

We use your data to provide you with our platform services:  

  • Deliver the functionalities of the platform
  • Enable CV tailoring, cover letter creation, job-match analysis, and interview preparation
  • Generate personalized feedback and recommendations
  • Save and display your progress, documents, and activity

2.2 Personalization

To help you get more relevant results we may tailor recommendations, content suggestions, skill-based feedback and improvements related to your employability

2.3 Communication

We may use your information to send you notifications about your account, respond to customer support questions and provide updates related to the Service or your Organization

We do not send external marketing emails.

2.4 Support for Organization members

To support career guidance, Organization Members may access limited information about Job Seekers to:

  • Monitor and evaluate how students or participants engage with the platform.
  • Generate reports on overall usage and outcomes.
  • Provide career guidance, training, and additional resources.
  • Send you relevant information about the Institution’s services, including training opportunities and events.

2.5 Platform Improvement

Aggregated and anonymised usage patterns help us improve platform performance, develop new features and correct technical issues

2.6 Legal and Security Obligations

We may process data to ensure data security, prevent fraud or misuse and comply with regulatory requirements

3. Recipients of the Data

Personal data collected may be accessed only on a strict “need-to-know” basis.

3.1 JobWinner Employees and Subcontractors

Authorized personnel access data solely for:

  • Platform maintenance
  • Technical support
  • Security and system stability

All JobWinner employees are bound by confidentiality agreements. Service Providers used by JobWinner process data exclusively on behalf of JobWinner and in accordance with GDPR-compliant agreements.

3.2 Organization Members

Organization Members act as Authorized Recipients and Administrative Users, and may receive limited, view-only access to certain Job Seeker information for the sole purpose of supporting employability.

This may include:

  • Tools used by the Job Seeker
  • Companies and jobs for which applications were created
  • LinkedIn profile scores and improvement areas

This data is shared exclusively to improve the Job Seeker’s outcomes and must be processed by the Organization under its own legal responsibility.

3.3 Service Providers

Service Providers may have access to your personal data only to perform these tasks on our behalf. They are contractually obligated not to use or disclose your data for any other purpose and must comply with applicable data protection laws.

Our current Service Providers include:

● Digital Ocean – For Hosting Services

● Google – For analytics (Google Analytics, Google Tag Manager), authentication (Google Sign-In), and usage analytics.
● Firebase – For authentication, database management, hosting, and code infrastructure (provided by Google).
● Brevo (formerly Sendinblue) – For email hosting and sending communications.
● Cookiebot (by Usercentrics) – For cookie consent management.
● OpenAI – For generating personalised outputs (e.g., CVs, cover letters) based on user-provided information.

We ensure that all Service Providers handle your data responsibly and in accordance with privacy regulations such as GDPR and CCPA. For more details on how these providers process your data, please consult their individual privacy policies using the links provided above.

3.4 Corporate Transactions

If JobWinner undergoes a merger, acquisition, or similar corporate event, data may be shared with affiliates or investors under legally binding data protection requirements.

3.5 Legal Authorities

We may disclose personal data where required by law, subpoena, or legitimate governmental request.

4. Transfers Outside of the European Union

The platform is hosted in Amsterdam, NL (EU). If it occurs that data is transferred outside the EU, appropriate safeguards are applied, such as:

  • Adequacy decisions by the European Commission
  • Standard Contractual Clauses (SCCs)
  • Additional technical and organizational measures

These ensure your data remains protected regardless of location.

5. Data retention

We retain personal data only for the time necessary to provide the Service.

  • Personal data is stored for a maximum of two years after your last login.
  • You may delete your account at any time using the “Delete My Account” option in your profile.

After account deletion, data is securely erased or anonymized within a reasonable period unless required by law.

6. Security and Privacy

We implement robust technical and organizational measures to protect your information. These include:

  • Effective encryption (at rest and in transit)
  • Strict access control with authentication
  • Regular audits and security assessments
  • Comprehensive internal privacy policies
  • Mandatory non-disclosure agreements for all JobWinner staff

Our priority is to maintain the confidentiality, integrity, and availability of your data at all times.

7. Terms and Exercise of Rights

Depending on your jurisdiction, you may have the following rights regarding your personal data:

  • Right of Access: To obtain confirmation and a copy of your personal data.

  • Right of Rectification: To correct inaccurate or incomplete data.

  • Right of Erasure (“Right to be Forgotten”): To request deletion of your personal data, subject to legal exceptions.

  • Right to Restrict Processing: To limit how your data is used in certain situations.

  • Right to Data Portability: To receive your data in a structured, machine-readable format.

  • Right to Object: To object to certain processing, including marketing.

  • Right to Withdraw Consent: To withdraw consent at any time, without affecting the lawfulness of prior processing.

  • Right to Lodge a Complaint: If you believe your data has been processed unlawfully, you have the right to lodge a complaint with your local Data Protection Authority. In Ireland, the Supervisory Authority is the Data Protection Commission : www.dataprotection.ie

To exercise these rights, contact us at: support@jobwinner.ai.

8. Amendments to This Privacy Policy

We reserve the right to modify or update this Privacy Policy at any time.
 If substantial changes occur, we will notify you via:

  • A visible notice within the platform, or
  • An email sent to your registered address

If you do not agree with the updated Policy, you may close your account at any time.

9. Use of Cookies

For more information on how cookies and tracking technologies are used on the platform, please consult our Cookie Policy.

For users accessing JobWinner through an Organization, we do not use analytics, marketing or preference cookies. Only strictly necessary cookies required for security and basic functionality are set.

10. Data Protection Officer

Our Data Protection Officer and appointed EU Representative is:

  • Pablo Tirso Tonutti Martinez
  • Contact email: support@jobwinner.ai
  • Address: Unit 2, 2 Bridge Street Athlone, WESTMEATH, N37 F1W4, Ireland