Trace CVPrivacy Policy
Last updated 12 August 2026
Draft - not yet final. The registered company name, company number, registered office and ICO registration reference are still to be filled in, as is the email provider once one is chosen. Everything else describes accurately what the Trace CV app does with data. Have the finished text checked by a solicitor before launch; this draft is not legal advice.
This policy explains what personal data Trace CV collects, why we collect it, how long we keep it and what control you have over it. It applies to the Trace CV mobile app and to tracecv.co.uk.
Who we are
Trace CV is operated by [COMPANY NAME], a company registered in England and Wales (company number [COMPANY NUMBER]), whose registered office is [REGISTERED ADDRESS]. We are the data controller for the personal data described here and are registered with the Information Commissioner's Office under reference [ICO REGISTRATION NUMBER].
You can reach us about anything in this policy at hello@tracecv.co.uk.
What we collect
| Category | What it includes |
|---|---|
| Account | Your name, email address and password (stored only as a one-way hash, never in readable form). |
| Profile | Date of birth, sex, nationality, address, phone numbers, additional email addresses, next of kin, languages spoken, a profile photograph, your personal statement and preferred contact method. |
| Sensitive details | Religion, disability and medical notes - all optional. See the section below. |
| Career record | Employment history, education and qualifications, subjects and grades, certificates and their expiry dates, and any documents you upload. |
| Work photos | Photographs and videos of your work, together with the date taken and - if you allow location access - the place they were taken, so they can be shown on your map. |
| Calendar | Events and reminders you create in the app. If you choose to sync them, they are also written to your device's own calendar. |
| Technical | A push notification token for your device (only if you enable notifications), and basic error logs. |
We do not buy personal data from third parties, and we do not sell yours or use it for advertising.
Religion, disability and medical notes
These three fields are special category data under UK GDPR Article 9. They are entirely optional, they are blank unless you choose to fill them in, and you can clear them at any time from your profile. We process them only on the basis of your explicit consent, given when you enter them, and only to display them back to you and to include them on a CV or portfolio you choose to share. Withdrawing consent is as simple as deleting the content of the field.
Why we use it, and our lawful basis
- To provide the app - building your profile, CV and portfolio, and storing your certificates and photos. Lawful basis: performance of our contract with you.
- To remind you about expiring certificates, if you turn reminders on. Lawful basis: consent.
- To keep the service secure and diagnose faults. Lawful basis: our legitimate interest in running a reliable, secure service.
- Special category fields, as above. Lawful basis: explicit consent.
What we share, and when
Your record is private by default. It becomes visible to someone else only when you deliberately share it:
- Shared CV, portfolio and gallery links. When you share one, Trace CV creates a signed web link. Anyone who has that link can view what it points to without signing in, so treat it like a document you have emailed - pass it only to people you intend to see it. Deleting your account invalidates every link immediately.
- Employer connections. If you connect with an employer in the app, they can see the parts of your profile that connection covers.
We also use a small number of suppliers who process data on our behalf under contract: our hosting and database provider, Hetzner Online GmbH; Expo, for delivering push notifications; and [EMAIL PROVIDER], for sending service emails such as password resets.
Trace CV is free and there are no in-app purchases, so we do not collect or process any payment information at all.
Where your data is held
Data is stored on servers in Germany, within the EEA. Where a supplier processes data outside the UK, we rely on the UK International Data Transfer Agreement or equivalent safeguards.
How long we keep it
We keep your data for as long as your account is open. If you delete your account, it is erased immediately as described below. If an account is left unused for 24 months we will contact you before removing it. Records we are legally required to retain, such as transaction records for tax, are kept for the statutory period.
Deleting your account
You can delete your Trace CV account at any time from inside the app: Profile → Delete my account. You will be asked to type DELETE and re-enter your password, then everything goes - your profile, certificates, documents, photos, work history, education and calendar entries, along with the underlying files. It is immediate and cannot be undone, and any CV or portfolio link you have shared stops working straight away.
Your rights
Under UK GDPR you have the right to access a copy of your data, to have inaccurate data corrected, to have your data erased, to restrict or object to processing, to data portability, and to withdraw consent at any time. To exercise any of these, email hello@tracecv.co.uk. We will respond within one month.
If you are unhappy with how we have handled your data you can complain to the Information Commissioner's Office at ico.org.uk, though we would rather you came to us first so we can put it right.
Security
Traffic between the app and our servers is encrypted with HTTPS. Passwords are stored only as one-way hashes. Your sign-in token is held in your device's secure keychain. Access to production systems is restricted to named staff. No system is perfectly secure, but we take these obligations seriously and will notify you and the ICO of any breach that is likely to affect your rights.
Children
Trace CV is not intended for children. You must be at least 16 years old to create an account.
Changes to this policy
If we make a material change we will tell you in the app or by email before it takes effect. The date at the top always reflects the current version.
Contact
[COMPANY NAME]
[REGISTERED ADDRESS]
hello@tracecv.co.uk