QuickSmartCV Terms and Conditions

1. Introduction

Welcome to QuickSmartCV, a platform designed to streamline CV formatting for recruitment professionals. By using our service, you agree to the following Terms and Conditions, which outline our data handling policies, including the use of OpenAI's ChatGPT API for CV processing.

2. Service Overview

QuickSmartCV is a CV formatting tool designed to streamline the CV preparation process for recruiters and HR professionals. By using this service, you agree to the terms and conditions outlined below.

3. Indemnification and Limitations

QuickSmartCV strives to provide accurate and efficient formatting services. However, due to the nature of AI and automated processing, there may be occasional discrepancies in formatting or content accuracy.

4. Subscription, Payments, and Refund Policy

QuickSmartCV offers a monthly subscription service with different pricing tiers. Subscriptions can be canceled at any time; however, payments already made for the current billing period will not be refunded.

5. Intellectual Property

All content, features, and technology used by QuickSmartCV are the exclusive property of QuickSmartCV. Users agree not to misuse or redistribute any elements of the service for personal or commercial gain.

6. Data Privacy and Security

QuickSmartCV does not store or retain any CVs, personal information, or customer data. Upon formatting, all files are immediately sent to the customer's download location and are deleted from our servers.

7. Data Processing and Retention Policy

QuickSmartCV processes CVs using OpenAI's ChatGPT API. As part of this process:

  • QuickSmartCV does not store or retain CVs beyond the initial upload for formatting.
  • CVs processed via our API integration with OpenAI are temporarily retained on OpenAI's secure servers for a period of up to 30 days for system monitoring, abuse detection, and technical troubleshooting.
  • After 30 days, OpenAI automatically deletes all CV data.

8. OpenAI's GDPR Compliance and Certifications

OpenAI, as our third-party processing partner, implements stringent security measures to ensure compliance with GDPR (General Data Protection Regulation). OpenAI:

  • Encrypts all data 'in transit and at rest' using industry-standard security protocols.
  • Is 'SOC 2 Type 2 compliant', meaning its security controls are independently audited.
  • Offers a 'Data Processing Agreement (DPA)' to ensure GDPR-compliant data handling.
  • Does not use client data for training AI models or any other purpose beyond providing the service.

9. Zero Data Retention (ZDR) and Transition Plan

QuickSmartCV has formally initiated the process of enabling 'Zero Data Retention (ZDR)' with OpenAI. Once ZDR is fully implemented:

  • CV data will not be stored at all by OpenAI after processing.
  • This provides an additional layer of compliance for clients with heightened data privacy requirements.
  • We will update our Terms and Conditions to reflect the final implementation of ZDR and notify all users accordingly.

10. Interim Data Retention & Legitimate Interest Justification

Until ZDR is fully enabled, OpenAI's 'temporary 30-day data retention policy remains in place' for the purposes of 'system monitoring, abuse prevention, and technical troubleshooting'. Under GDPR's 'legitimate interest basis (Article 6(1)(f))', this retention is justified because:

  • It is 'strictly necessary' to ensure the stability and security of QuickSmartCV's services.
  • OpenAI's retention is 'time-limited (30 days)' and 'does not involve data repurposing'.
  • The risk to users is 'extremely low' due to OpenAI's stringent security measures, including 'encryption and access controls'.

11. Cancellation Policy

Customers may cancel their subscription at any time. However, once a monthly payment is taken, it is non-refundable.

12. Updates to Terms and Conditions

QuickSmartCV reserves the right to modify these 'Terms and Conditions' at any time. Users will be notified of significant changes, and continued use of the service constitutes acceptance of the updated terms.

13. Disclaimer

QuickSmartCV uses advanced AI technology and coding to format CVs, with multiple error checking and correction systems built in - but users are advised to verify all output manually to ensure accuracy and compliance with relevant laws and regulations. QuickSmartCV takes no responsibility for inaccuracies, misrepresentations, or any legal implications resulting from the use of this service.

14. Contact Information

For any questions about these Terms and Conditions or our data processing policies, please contact us at:
admin@quicksmartcv.com