Legal

Privacy Policy

Last updated: 19 July 2026

This policy explains what personal data RoleForth collects, why we use it, and the choices you have. It applies to the RoleForth web application and related marketing pages.

Who we are

RoleForth (“we”, “us”) is a career operating system that helps you organise recruiters, applications, tasks, and related job-search activity. For privacy questions, contact us via the in-app Feedback form when signed in, or the contact details published on our marketing site.

Data we collect

Account and profile

Name, email address, and password (stored as a secure hash) when you register
Optional sign-in details if you use Google or Microsoft
Job-search profile information you enter (target roles, locations, skills, pitch, salary preferences, LinkedIn URL, and similar fields)

Job-search content you create

Recruiters, agencies, companies, jobs, tasks, calendar items, and interaction history
CV files you upload, plus extracted text we store to power search and AI features
Email templates and branding images you configure
Feedback messages you send to us

Mailbox connection (optional)

If you connect your own mailbox, we store IMAP/SMTP settings and an encrypted app password so RoleForth can import recruiter replies into your review queue and send mail you explicitly choose to send. We do not use your mailbox to send messages without your action in the product.

Technical and usage data

Authentication session cookies needed to keep you signed in
Basic server logs (for example IP address, timestamps, and error diagnostics) used to run and secure the service
Token balance, purchases, and AI usage history tied to your account

How we use your data

To provide and improve the RoleForth product (CRM, tasks, dashboard, calendar, CVs, email features)
To authenticate you and protect your account
To process token purchases and show billing-related history when payments are enabled
To generate AI-assisted content you request (for example intro drafts, CV review, application prep, upskill plans)
To send essential system emails when configured (for example welcome, password reset, purchase confirmation)
To respond to feedback you submit

We do not sell your personal data. We do not use your CV or CRM content for advertising.

AI processing

Some features send relevant snippets of your profile, CV text, or job/recruiter context to an AI provider (currently OpenAI when configured) to generate a response for you. Those calls are made only when you use an AI feature (or when the product runs a background catalog task that does not include your private CRM data). Failed AI calls are not charged against your token balance.

Who we share data with

We use processors only as needed to operate RoleForth, for example:

Hosting and database providers — to store and serve the application
OpenAI — when you use AI features and a live API key is configured
Stripe — when you buy token packs (card details are handled by Stripe, not stored by RoleForth)
Google / Microsoft — if you choose their sign-in, subject to their terms
Google Places — if you use company map search, subject to Google’s terms for that API

We may also disclose information if required by law or to protect the service and users.

Cookies and similar technology

RoleForth uses essential cookies and local session storage to keep you signed in and operate the app. We do not use third-party advertising cookies on the core product. Marketing pages may use only what is required for basic site operation unless we tell you otherwise.

How long we keep data

We keep your account and job-search data while your account is active. Token lots expire according to the published token rules. Server logs are retained only as long as needed for security and operations. When you delete your account, we remove your account data and associated CRM content from the live system, subject to short-term backups and any legal retention requirements.

Your rights

Depending on where you live (including under UK GDPR), you may have rights to access, correct, delete, or restrict use of your personal data, and to object to certain processing. You can update much of your information in the app, download or replace CVs you uploaded, and delete your account from Account settings.

To make a privacy request, use Feedback or contact us using the details we publish for RoleForth support.

Security

We use industry-standard measures appropriate to a web application, including hashed passwords, encrypted mailbox credentials at rest, HTTPS in production, and access controls that separate customer data by account. No method of transmission or storage is perfectly secure; please use a strong unique password and protect your sign-in.

Children

RoleForth is intended for adults seeking employment. It is not directed at children under 16.

Changes

We may update this policy from time to time. The “Last updated” date at the top will change when we do. Continued use after an update means you accept the revised policy.