ENTRYSPACESThis Privacy Policy explains how Entryspaces ("we", "us" or "our") collects, uses, shares and protects personal data when you use the Entryspaces website and application (together, the "Service"). It applies to visitors of entryspaces.com and to registered users of the Entryspaces workspace at app.entryspaces.com.
Please read this policy alongside our Terms of Service. If you do not agree with this policy, please do not use the Service.
1. Who we are
Entryspaces is not currently operated through a registered limited company.
- Trading name: Entryspaces
- Contact for privacy matters: entryspaces@outlook.com
We are the data controller responsible for your personal data. We have not appointed a statutory Data Protection Officer, as this is not currently required for our size and type of processing; the contact above handles all data protection enquiries.
2. Age requirement
The Service is intended for people aged 16 and over. We do not knowingly offer accounts to, or collect personal data from, anyone under the age of 16. By creating an account you confirm that you are at least 16 years old. If we become aware that we hold personal data from someone under 16 without an appropriate lawful basis, we will delete it promptly. If you believe a child under 16 has provided us with personal data, please contact us using the details above.
3. Information we collect
Because Entryspaces helps you build a career Profile and job applications, the Service necessarily processes detailed personal information about your work history, education and, in some cases, the contents of documents you choose to upload. We collect:
Account information
- Name, email address and password (stored in hashed form)
- Account preferences and settings
Profile and career information
- Employment history: employers, job titles, dates, responsibilities and achievements
- Education history and qualifications
- Skills, projects, informal work and other evidence you provide
- Career goals and target roles
CVs, cover letters and application materials
When you upload or build a CV or cover letter, the document itself may contain further personal data, including:
- Home address, phone number and email address
- Nationality or right-to-work information, if you choose to include it
- A photograph, if you choose to include one (we do not require this, and generally recommend against including a photo on a UK CV)
- Occasionally, special category or criminal offence data that you have chosen to disclose yourself — for example, a disability you mention to explain a gap in employment, a religious or political affiliation implied by a volunteering role, or a criminal record disclosure relevant to a role. We do not ask for this information and recommend you only include it where relevant and required for your application. Where you do include it, we rely on your explicit action of providing it to us as the basis for processing it for the purpose of preparing your application materials.
Vacancy and application data
- Public vacancy URLs you add and information we extract from them
- Application status, tailored materials, notes and follow-up dates you record for each vacancy
- Prospective employer names associated with an application you track
Payment information
Subscription payments are processed by Stripe. We do not store full card numbers ourselves. Stripe processes your payment details as an independent controller under its own privacy policy.
Communications
Our contact form opens your own email application with your name, email address, chosen topic and message pre-filled, addressed to us. The email is then sent directly from your device using your own email provider — we do not receive or store anything you enter into the form unless and until you choose to send that email.
Technical data
We and our hosting providers automatically collect limited technical data such as IP address, browser and device type, and log data, to operate and secure the Service. See the Cookies section below for more detail.
4. How we use your information and our legal bases
Under UK data protection law we must have a valid legal basis to process your personal data. We rely on the following:
- Performance of a contract — to create your account, build your Profile, generate your Report and Protocol, produce tailored CVs and cover letters, manage your subscription and provide customer support
- Legitimate interests — to keep the Service secure, prevent fraud and misuse, understand and improve how the Service performs, and respond to enquiries, balanced against your rights and interests
- Legal obligation — to keep financial and tax records and respond to lawful requests from authorities
- Consent — for optional marketing communications (which you can withdraw at any time) and for any special category data you choose to include in your materials
5. Automated processing and AI-generated content
Your Report (Candidate Position and Application Quality) and your Protocol are produced using automated analysis, including AI models, that compare your Profile and application materials against patterns drawn from a large body of CVs, cover letters and research across hiring and recruitment. Draft CVs, cover letters and other materials may also be generated with the help of AI.
This automated processing is designed to inform and assist you — it does not make a hiring decision, does not decide whether you get an interview or a job, and does not produce any decision with legal or similarly significant effect about you without your involvement. You choose what to do with every Report, Protocol recommendation or drafted document before it is used or sent to anyone. You can contact us to ask how a particular output was generated or to request a review.
6. Who we share your information with
We do not sell your personal data. We share it only with service providers who process it on our behalf, under appropriate contracts, including:
- Cloud hosting and infrastructure providers, to run and store the Service
- Stripe, to process subscription payments
- Third-party AI service providers, to help generate Reports, Protocols and draft application materials
We may also disclose personal data where required by law, to protect the rights, safety or property of Entryspaces, our users or others, or in connection with a merger, acquisition or sale of business assets — in which case we will notify you before your data becomes subject to a different privacy policy.
We never send your Profile, Report or application materials to a prospective employer, recruiter or any other third party unless you take an explicit action to do so (for example, submitting or exporting an application).
7. International data transfers
Some of our service providers, including certain AI and hosting providers, may process personal data outside the United Kingdom, including in the United States or the European Economic Area. Where this happens, we put in place appropriate safeguards required by UK data protection law, such as the UK International Data Transfer Agreement, the UK Addendum to the EU Standard Contractual Clauses, or reliance on a jurisdiction covered by UK adequacy regulations.
8. Data retention
- Account and Profile data is retained while your account is active, and for a limited period afterwards to allow you to reactivate your account, resolve disputes and meet our legal obligations, after which it is deleted or anonymised
- Payment and billing records are retained for the period required by UK tax and accounting law (currently up to six years)
- Contact form messages are retained only as long as needed to handle your enquiry
You can ask us to delete your account and associated data earlier, subject to any legal obligation we have to keep certain records (see Your Rights below).
9. Security
We use technical and organisational measures appropriate to the sensitivity of the data we hold, including encryption of data in transit, access controls, and confidentiality obligations on anyone who can access personal data. No system can be guaranteed completely secure, and we cannot guarantee the absolute security of information you transmit to us.
10. Your rights
Under UK GDPR, you have the right to:
- Access the personal data we hold about you
- Have inaccurate data corrected
- Request erasure of your data ("right to be forgotten")
- Restrict or object to certain processing, including for direct marketing and any profiling
- Receive your data in a portable format, or have it transferred to another provider
- Withdraw consent at any time where we rely on consent
- Not be subject to a decision based solely on automated processing that produces legal or similarly significant effects concerning you
To exercise any of these rights, contact us using the details in Section 1. We will normally respond within one month, though this may be extended by up to two further months for complex requests, in line with UK GDPR. You also have the right to lodge a complaint with the Information Commissioner’s Office (ICO) at ico.org.uk if you are unhappy with how we have handled your personal data.
11. Cookies and similar technologies
The Entryspaces marketing website currently uses only cookies that are strictly necessary for the site to function, and does not use analytics, advertising or tracking cookies. The Entryspaces application uses cookies necessary to keep you signed in and to process payments securely through Stripe. If we introduce non-essential cookies in future, such as analytics, we will update this policy and request your consent through a cookie banner where required by law.
12. Third-party links and vacancy data
The Service allows you to add links to publicly available job vacancies and may link out to third-party websites. We are not responsible for the privacy practices, content or accuracy of any third-party website, and encourage you to review the privacy policy of any site you visit.
13. Changes to this policy
We may update this Privacy Policy from time to time to reflect changes to the Service or the law. Where changes are material, we will notify you by email or through a prominent notice on the Service before they take effect. The date at the top of this page shows when it was last updated.
14. Contact us
If you have any questions about this Privacy Policy or how we handle your personal data, please contact:
- Entryspaces
- Email: entryspaces@outlook.com