Privacy Policy & Terms of Service

Privacy Policy

Effective Date: 31 July 2026
Last Updated: 31 July 2026

CareerProdocs Online ("CareerProdocs", "we", "our", or "us") respects your privacy and is committed to protecting your personal information. This Privacy Policy explains how we collect, use, store, process, disclose, and safeguard personal data when you use our website, CareerProdocs Talent Pool, and any of our digital services.

1. Information We Collect

Depending on the services you use, we may collect the following categories of information:

• Personal identification information (name, phone number, email address, gender, nationality, date of birth where applicable).
• Professional information including CV, Resume, education history, work experience, skills, certifications, languages, references and career preferences.
• Employer account information including company name, registration details, address, industry, logo and recruitment contacts.
• Uploaded documents such as certificates, identification documents, recommendation letters and supporting career documents.
• Technical information including browser type, operating system, IP address, login history, cookies and usage statistics.
• Communication records including emails, support messages and notifications.

2. Why We Process Your Personal Data

CareerProdocs Online processes personal information only for legitimate and lawful purposes. We collect and use your information in order to provide career-related digital services and improve your experience on our platform.

• Create and manage candidate and employer accounts.
• Provide CareerProdocs Talent Pool services.
• Allow employers to search for suitable candidates.
• Allow candidates to receive invitations from employers.
• Generate professional CVs, Resumes and career documents.
• Provide customer support and respond to inquiries.
• Send important account notifications and service updates.
• Improve our website, tools and security.
• Comply with applicable laws and regulatory obligations.

3. Legal Basis for Processing

CareerProdocs Online processes personal data under one or more of the following lawful bases:

• Consent — when you voluntarily provide information or agree to receive communications.
• Contract — when processing is necessary to provide services you requested.
• Legal Obligation — where processing is required under applicable laws.
• Legitimate Interest — to improve our services, maintain platform security and prevent fraud.

4. Candidate Privacy

When you register as a candidate, we may collect professional information including:

• Full name
• Phone number
• Email address
• Professional title
• Education history
• Work experience
• Skills
• Languages
• Salary expectations
• Employment preferences
• Uploaded CV
• Certificates
• Supporting documents

Your profile is stored securely and is only displayed to verified employers registered on CareerProdocs Talent Pool.

Sensitive documents are never made publicly available.

5. Employer Privacy

Employers registering on CareerProdocs Talent Pool may provide:

• Company name
• Company logo
• Business registration information
• Recruitment contact person
• Email address
• Telephone number
• Company location
• Industry

Employer information is used exclusively for recruitment activities carried out through CareerProdocs Talent Pool.

CareerProdocs reserves the right to verify employer information before granting access to candidate profiles.

6. Talent Pool Privacy

CareerProdocs Talent Pool connects verified employers with qualified professionals.

By joining the Talent Pool you understand and agree that:

• Your profile may appear in employer search results.
• Employers may view the information you have chosen to make available.
• Employers may unlock your profile where applicable.
• Employers may send interview or recruitment invitations.
• You remain in full control of updating your profile information.
• You may request removal of your profile at any time.

7. Sharing of Personal Data

CareerProdocs Online does not sell or rent personal information.

Information may only be shared:

• With verified employers through CareerProdocs Talent Pool.
• When required by law.
• To comply with lawful government requests.
• With trusted service providers supporting our infrastructure.
• To prevent fraud, abuse or illegal activity.

Every third-party partner is required to maintain confidentiality and adequate data protection measures.

8. Data Security

We implement reasonable technical and organizational safeguards including:

• Secure account authentication.
• Password encryption.
• Restricted administrative access.
• Secure database storage.
• Regular monitoring against unauthorized access.
• Routine platform maintenance.

Although we strive to protect all personal information, no internet-based system can guarantee absolute security.

9. Data Retention

Personal data is retained only for as long as necessary to provide our services or comply with legal obligations.

• Candidate accounts remain active until deleted by the user or CareerProdocs.
• Employer accounts remain active while recruitment services continue.
• Email logs and system logs may be retained for security and auditing purposes.
• Users may request deletion of eligible personal information at any time.

10. Cookies

CareerProdocs Online uses cookies and similar technologies to:

• Maintain secure login sessions.
• Remember user preferences.
• Improve website performance.
• Analyze visitor statistics.
• Enhance user experience.

You may disable cookies through your browser settings, although some features may not function properly.

11. Your Rights

Subject to applicable law, you have the right to:

• Access your personal data.
• Correct inaccurate information.
• Update your profile.
• Request deletion of your personal information.
• Withdraw consent.
• Request a copy of your data.
• Object to certain processing activities.
• Lodge a complaint with the competent supervisory authority.

Terms & Conditions

These Terms & Conditions govern your access to and use of CareerProdocs Online, CareerProdocs Talent Pool, and all digital services provided by CareerProdocs. By accessing or using our platform, you agree to comply with these Terms.

12. User Responsibilities

All users agree to:

• Provide accurate and truthful information.
• Keep account credentials confidential.
• Maintain updated personal or company information.
• Use the platform only for lawful purposes.
• Respect the rights of other users.

Users are responsible for all activities performed using their accounts.

13. Candidate Responsibilities

• Provide genuine education and employment information.
• Upload authentic CVs and certificates.
• Avoid submitting misleading or false information.
• Keep profile information updated.
• Use CareerProdocs professionally.

CareerProdocs may suspend or remove candidate accounts containing fraudulent information.

14. Employer Responsibilities

Employers agree to use CareerProdocs Talent Pool responsibly.

• Recruit only for legitimate employment opportunities.
• Respect candidate privacy.
• Avoid discrimination.
• Avoid collecting information for non-recruitment purposes.
• Never sell or redistribute candidate information.
• Comply with applicable employment laws.

15. Candidate Profile Unlocks

Some candidate information may require employers to unlock access before viewing complete contact details.

• Unlock payments are final.
• Unlocked profiles remain accessible according to CareerProdocs policies.
• CareerProdocs does not guarantee that a candidate will accept an invitation.
• CareerProdocs does not guarantee successful recruitment after unlocking.

16. Intellectual Property

All content available on CareerProdocs Online is protected by intellectual property laws.

This includes:

• CareerProdocs name and logo.
• CV Generator.
• Resume Builder.
• Talent Pool platform.
• Website design.
• Articles and training materials.
• Source code.
• Graphics and branding.

No content may be copied, reproduced, distributed or modified without written permission.

17. Acceptable Use Policy

The following activities are strictly prohibited:

• Creating fake accounts.
• Uploading forged documents.
• Identity theft.
• Spam or unsolicited messages.
• Hacking attempts.
• Distribution of malware.
• Harassment or abusive behaviour.
• Unauthorized commercial use of CareerProdocs data.

Violation of these rules may result in permanent account suspension.

18. Service Availability

We continuously improve our services. Although we strive for uninterrupted availability, CareerProdocs does not guarantee that the platform will always be available without interruption due to maintenance, upgrades or unforeseen technical issues.

19. Limitation of Liability

CareerProdocs Online provides career support services but does not guarantee:

• Employment.
• Interview invitations.
• Recruitment success.
• Employer responses.
• Candidate responses.

Users remain responsible for decisions made using information obtained through the platform.

20. Suspension and Termination

CareerProdocs reserves the right to suspend or permanently terminate accounts that:

• Violate these Terms.
• Provide false information.
• Engage in fraudulent activities.
• Abuse other users.
• Attempt unauthorized access.

21. Changes to this Policy

CareerProdocs may update this Privacy Policy and Terms of Service from time to time. Updated versions become effective immediately after publication on this website. Users are encouraged to review this page regularly.

22. Contact Us

If you have questions regarding privacy, data protection, or these Terms, please contact us.

CareerProdocs Online

Email: info@careerprodocs.com

Phone: +250 729 857 153

Website: https://careerprodocs.com