Privacy Policy

1. Who We Are

Parshwanth Formatting (OPC) Pvt. Ltd., trading as CVFormatic ("we", "us", "our"), provides professional cv formatting services for recruitment agencies. Our registered office details are available on request. You can contact us at info@cvformatic.com.

2. Data We Collect

We collect the following categories of personal data:

2.1 Client Data (Agency Contacts)

• Name, email address, phone number, and company name submitted via our contact form or email correspondence
• Service preferences and order history
• Billing and invoicing information

2.2 Candidate Data (Within CVs)

• Candidate names, employment history, education, and skills contained within cvs submitted to us for formatting
• We process this data solely to provide our formatting service and do not use it for any other purpose

2.3 Website Visitor Data

• IP address and approximate geographic location (used for currency and terminology localisation)
• Browser type, device type, and pages visited (collected via Google Analytics)
• Cookie preferences (stored in a browser cookie)

3. How We Use Your Data

• Service delivery: To format cvs according to your template and service level
• Communication: To respond to enquiries and provide order updates
• Invoicing: To process payments and maintain financial records
• Website improvement: To understand how visitors use our website and improve the user experience
• Legal compliance: To meet our regulatory and contractual obligations

4. Legal Basis for Processing (GDPR)

We process personal data under the following legal bases:

• Contract: Processing necessary to fulfil our formatting service agreement
• Legitimate interest: Website analytics and service improvement
• Consent: Marketing communications (where applicable)
• Legal obligation: Financial record-keeping and regulatory compliance

5. Data Retention and Deletion

We operate a strict data retention policy:

• Candidate cvs and formatted documents: Permanently deleted from all systems within 3 working days of delivery
• Client account information: Retained for the duration of the business relationship plus 6 years for financial records as required by law
• Contact form submissions: Retained for 12 months unless you become a client
• Website analytics data: Retained according to Google Analytics default settings (14 months)

6. Data Security

We are ISO 27001:2022 certified and implement appropriate technical and organisational measures to protect personal data, including:

• Encrypted data transmission (HTTPS/TLS)
• Access controls and role-based permissions
• Confidentiality agreements (NDA) signed with every client
• Regular security audits and staff training
• Automated 3-day deletion of candidate data

7. Cookies

Our website uses the following cookies:

• cvf_country: Stores your region preference for currency and terminology (functional, 30 days)
• Google Analytics (_ga, _ga_*): Anonymous usage statistics to help us improve the website (analytics, 14 months)

You can control cookies through your browser settings. Disabling cookies may affect region-specific pricing display.

8. Third-Party Services

We use the following third-party services that may process your data:

• Google Analytics (GA4): Website usage analytics. Google Privacy Policy
• Google Fonts: Web font delivery. No personal data is collected beyond standard HTTP request data

We do not sell, rent, or share personal data with third parties for marketing purposes.

9. International Transfers

We serve clients in UK, USA, Canada, Hong Kong, Singapore. Data may be processed in India where our formatting team is based. We ensure appropriate safeguards are in place for all international data transfers in compliance with GDPR and applicable data protection laws.

10. Your Rights

Under the UK GDPR and applicable data protection laws, you have the right to:

• Access: Request a copy of the personal data we hold about you
• Rectification: Request correction of inaccurate data
• Erasure: Request deletion of your data (subject to legal retention requirements)
• Restriction: Request we limit how we use your data
• Portability: Request your data in a machine-readable format
• Objection: Object to processing based on legitimate interests

To exercise any of these rights, contact us at info@cvformatic.com. We will respond within 30 days.

11. Children's Privacy

Our services are designed for business use by recruitment agencies. We do not knowingly collect data from children under 16.

12. Changes to This Policy

We may update this policy from time to time. Material changes will be communicated to active clients via email. The "last updated" date at the top of this page will always reflect the most recent revision.

13. Contact and Complaints

For privacy-related queries or complaints, contact us at info@cvformatic.com.

You also have the right to lodge a complaint with the Information Commissioner's Office (ICO) at ico.org.uk if you believe your data protection rights have been violated.