QuickSmartCV Terms and Conditions

Last updated: 30 August 2026

1. About these Terms

These Terms and Conditions (Terms) govern access to and use of QuickSmartCV, a business CV-formatting service operated by Five Forty Five Limited (we, us or our), company number 07518309, whose registered office is at 9 Station Road, Castle Donington, Derby, DE74 2NJ.

QuickSmartCV is intended for recruiters, recruitment businesses, HR professionals and other users acting wholly or mainly for business purposes. By creating an account or using the service, you confirm that you are acting for business purposes and have authority to bind the business you represent. If you are acting as a consumer, you must not use the service without first contacting us.

These Terms, the Privacy Policy and any specific order terms shown at checkout form the agreement between you and us. If there is a conflict, specific written order terms take priority for that order, followed by these Terms and then the Privacy Policy.

2. The service

QuickSmartCV accepts supported source documents and uses automated processing, including artificial intelligence, to extract, reorganise and format CV content into an editable output document. Features may include standard and custom templates, recruiter branding, credit purchases, partner promotions and optional third-party integrations.

Supported formats, file-size limits, estimated processing times and available features are those shown in the service at the time of use. They may change as the service develops.

AI and document conversion are not error-free. You must check every output before sending it to a candidate, client or other person. You remain responsible for the accuracy, legality, fairness and suitability of the final document.

3. Accounts and security

You must provide accurate account information, keep your sign-in details confidential and take reasonable steps to prevent unauthorised access. You are responsible for activity carried out through your account unless it results from our breach of duty.

Tell us promptly at enquiries@quicksmartcv.co.uk if you believe an account or integration has been compromised. We may require password resets or temporarily restrict access where reasonably necessary to protect users, candidates or the service.

4. Your responsibilities

You must have all permissions, notices and lawful bases required to upload and process each CV, logo, template, sample document or other content. In particular, you must be entitled to share candidate personal data with us and our subprocessors for formatting.

You must not upload unlawful content, malicious code, material that infringes another person’s rights, or documents you are not authorised to process. Do not include special-category or criminal-offence data unless it is necessary, lawful and appropriate for the recruitment purpose.

You must not attempt to defeat security, access another user’s account or files, reverse engineer the service except where the law expressly permits it, overload the service, or use it to develop a competing service through automated extraction or scraping.

5. Candidate data and data-protection roles

For candidate data contained in documents you upload, you or the organisation you represent normally acts as controller and Five Forty Five Limited acts as processor. The Data Processing Schedule at the end of these Terms applies to that processing.

For account administration, billing, security, service communications and our own business records, Five Forty Five Limited acts as controller as described in the Privacy Policy.

You are responsible for responding to candidates about your recruitment processing. We will provide reasonable assistance with data-subject requests relating to data we process for you, in accordance with the Data Processing Schedule.

6. How documents are processed and retained

Ordinary CVs uploaded for formatting are not retained by us beyond what is reasonably necessary to process the job and deliver the output, subject to short-lived operational copies, security logs, backups and legal requirements described in the Privacy Policy.

Sample CVs uploaded with a custom-template order are handled differently. They may be stored against the order and sent to our internal order-processing address so the template can be produced. They are kept until the order is complete and then deleted in accordance with our operational process. You should use a sample you are authorised and content to share for that purpose.

We use OpenAI’s API to help extract information from uploaded CVs. Under OpenAI’s default API data controls, inputs and outputs may be included in abuse-monitoring logs retained for up to 30 days. OpenAI states that business/API customer content is not used to train its models unless the customer explicitly opts in. Retention may be longer where required by law or reasonably necessary to protect OpenAI’s services or a third party from harm.

Zero Data Retention is available only for qualifying OpenAI customers and eligible, correctly configured endpoints. Unless we expressly state in both these Terms and the Privacy Policy that Zero Data Retention is active for the production service, you should assume that OpenAI’s default retention described above applies.

Further information about retention, providers and international transfers is in the Privacy Policy.

7. Credits, prices and payment

QuickSmartCV uses pay-as-you-go credits rather than a monthly subscription unless a separate written order expressly says otherwise. The number of credits, price and any included taxes are shown before purchase. Payment is processed by Stripe.

One credit normally permits one CV-formatting job. Promotional, referral or complimentary credits may have additional conditions shown when they are awarded. Credits are linked to the account, have no cash value and cannot be transferred or resold without our written agreement.

Purchased credits do not expire while the account remains open, unless different conditions were clearly displayed before purchase. If we discontinue the service, we will provide a reasonable opportunity to use remaining purchased credits or an appropriate remedy.

A failed formatting request should not consume a credit. If you believe a credit was deducted incorrectly, contact enquiries@quicksmartcv.co.uk with the approximate date and account email so we can investigate.

8. Refunds

Because the service is supplied to business users and credits can be used immediately, purchases are normally non-refundable once credits have been added to an account, except where required by law or where we agree that a duplicate charge, failed allocation or material service fault justifies a refund or replacement credits.

Nothing in these Terms excludes any right or remedy that cannot lawfully be excluded. Refund requests should be sent promptly to enquiries@quicksmartcv.co.uk.

9. Custom-template orders

Custom-template setup is a separate one-off service. The price, included credits and current order process are those shown at checkout. You must provide a suitable exemplar and respond to reasonable information requests needed to build the template.

Delivery dates are estimates unless we expressly agree a fixed date in writing. Reasonable revisions needed to match the agreed exemplar are included to the extent stated in the order; a material change of scope may require a further quotation.

You confirm that you have permission to provide every logo, font, design and exemplar used for the order. You retain ownership of your brand assets and source content.

10. Third-party services and integrations

The service depends on third-party providers including hosting, authentication, storage, AI processing, payments, email, monitoring and analytics providers. Optional integrations such as JobAdder are also subject to the relevant provider’s terms and availability.

We are not responsible for a third-party service outside our reasonable control, but we remain responsible for our own obligations and for appointing processors as required by data-protection law. You may disconnect optional integrations through the available controls.

11. Intellectual property

We and our licensors own the QuickSmartCV service, software, site design, documentation and standard templates, excluding your content and third-party materials. We grant you a limited, non-exclusive, non-transferable right to use the service for your internal business and recruitment activities while your account remains active.

You retain ownership of content and brand assets you provide. As between you and us, you may use and edit the formatted output for your recruitment activities, subject to rights belonging to candidates and third parties.

If you give us feedback, you permit us to use it to improve the service without identifying you or disclosing confidential information.

12. Availability, changes and suspension

We aim to keep the service available but do not promise uninterrupted or error-free operation. Maintenance, provider outages, security events and circumstances outside our reasonable control may affect availability.

We may change features where reasonably necessary to improve, secure or comply with law. We will not deliberately remove the core value of purchased credits without providing a reasonable alternative or remedy.

We may suspend an account where we reasonably believe there is fraud, unlawful use, a security risk, non-payment or a material breach of these Terms. Where appropriate, we will explain the reason and allow a reasonable opportunity to remedy it.

13. Confidentiality

Each party must protect the other’s confidential information using reasonable care and use it only to perform or receive the service. This does not apply to information that is public through no breach, already lawfully known, independently developed, or lawfully received from another source.

A party may disclose confidential information where required by law, after giving notice where legally permitted. Candidate personal data must always be handled in accordance with the Data Processing Schedule and applicable data-protection law.

14. Warranties and disclaimers

We will provide the service with reasonable care and skill. Except as expressly stated, the service and output are provided on an ‘as available’ basis.

We do not warrant that an output is factually complete, legally compliant, free from bias, suitable for a particular client, or identical to manual formatting. The service does not provide legal, HR, recruitment, immigration or employment advice. You must apply professional judgment and check every output.

15. Liability

Nothing in these Terms limits liability for death or personal injury caused by negligence, fraud or fraudulent misrepresentation, breach of obligations that cannot lawfully be limited, or any other liability that the law does not permit us to exclude.

Subject to the previous paragraph, neither party is liable for indirect or consequential loss, or for loss of profit, revenue, business opportunity, anticipated savings or goodwill. We are not liable for a decision made from an unchecked output, or for content, instructions or rights supplied by you.

Subject to the first paragraph of this section, our total aggregate liability arising from the service in any rolling 12-month period is limited to the greater of £100 and the total fees you paid to us for the service during that period.

The limitations in this section apply only to the extent they are reasonable and enforceable under applicable law.

16. Ending an account

You may stop using the service at any time. You may request account closure by contacting enquiries@quicksmartcv.co.uk. Closing an account does not automatically create a refund right for credits already supplied, except as stated in section 8 or required by law.

On closure, access ends and we delete or anonymise account data in accordance with the Privacy Policy, while retaining records where required for tax, accounting, dispute or legal purposes. Integration tokens are removed when the relevant integration is disconnected or the account is closed.

17. Changes to these Terms

We may update these Terms to reflect service, provider, legal or security changes. The updated version will show a new ‘Last updated’ date. Where a change materially affects existing users, we will take reasonable steps to notify account holders before or when it takes effect.

Changes do not retrospectively remove rights already accrued. If you do not accept a material change, you should stop using the service and contact us about any unused purchased credits.

18. General

You may not transfer this agreement without our written consent. We may transfer it as part of a genuine reorganisation, sale or transfer of the service, provided this does not materially reduce your rights.

If part of these Terms is unenforceable, the remainder continues. A delay in enforcing a right is not a waiver. These Terms do not give enforcement rights to anyone other than you and us, except where the Contracts (Rights of Third Parties) Act 1999 expressly applies.

These Terms and the documents they incorporate constitute the entire agreement concerning the service and replace earlier statements on the same subject, without excluding liability for fraud.

19. Governing law and disputes

These Terms are governed by the laws of England and Wales. The courts of England and Wales have exclusive jurisdiction, except where the parties agree another dispute-resolution process in writing.

Before commencing proceedings, each party should give the other a reasonable opportunity to resolve the issue through written discussion.

20. Contact

Questions about these Terms, account problems and refund requests can be sent to enquiries@quicksmartcv.co.uk.

Five Forty Five Limited, company number 07518309, registered office: 9 Station Road, Castle Donington, Derby, DE74 2NJ.

Data Processing Schedule

This Schedule applies where Five Forty Five Limited processes personal data on the customer’s behalf in providing QuickSmartCV.

1. Roles and instructions

The customer is controller and Five Forty Five Limited is processor for candidate personal data uploaded to the service. We will process that data only on the customer’s documented instructions in these Terms, the customer’s use of service controls and any agreed written instructions, unless UK law requires otherwise.

The customer is responsible for the lawfulness, fairness and transparency of its instructions and for providing required privacy information to candidates.

2. Processing details

Subject matter and purpose: receiving, extracting, reorganising, formatting, delivering and troubleshooting CV documents; providing custom templates and selected integrations.
Duration: for the service relationship and the shorter operational retention periods described in the Privacy Policy and section 6 of the Terms.
Nature of processing: collection, transmission, temporary storage, extraction, structuring, alteration, retrieval, consultation, generation, return and deletion.
Data subjects: candidates, applicants, referees and customer personnel whose details appear in the documents or account.
Data types: identity and contact details; employment, education, qualifications, skills, remuneration and recruitment history; document metadata; and any other data the customer chooses to include. Special-category or criminal-offence data is not requested and should be uploaded only where lawful and necessary.

3. Processor obligations

Ensure people authorised to process personal data are subject to confidentiality obligations.
Maintain appropriate technical and organisational security measures proportionate to the risk.
Notify the customer without undue delay after becoming aware of a personal-data breach affecting data processed for the customer.
Provide reasonable assistance with data-subject requests, security obligations, breach notifications, data-protection impact assessments and regulator consultation, taking account of the nature of processing and information available.
At the end of processing, delete or return personal data as described in the Privacy Policy, unless law requires retention.
Make available information reasonably necessary to demonstrate compliance and permit proportionate audits on reasonable notice, subject to confidentiality, security and reasonable cost controls. Independent assurance reports may be used where appropriate.

4. Subprocessors

The customer gives general written authorisation for us to use subprocessors necessary to operate the service. Current provider categories and named providers are listed in the Privacy Policy, including Supabase, OpenAI, Vercel, Railway, Resend, Sentry and, where applicable, JobAdder. Stripe, Google Analytics and Google Ads may act under their own terms for the activities described in the Privacy Policy.

We will impose appropriate data-protection obligations on subprocessors. We will update the Privacy Policy or otherwise notify account holders of a material new subprocessor and allow a reasonable opportunity to raise a legitimate data-protection objection. If no reasonable alternative is available, either party may end the affected processing.

5. International transfers

Where personal data is transferred outside the UK, we will use a lawful transfer mechanism such as UK adequacy regulations, the International Data Transfer Agreement, the UK Addendum to the EU Standard Contractual Clauses, or another safeguard permitted by UK data-protection law.