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Last updated: January 23, 2025

Privacy Policy

At Motivia, we place great importance on protecting your personal data. This privacy policy explains how we collect, use, share, and protect your information when you use our application.

By using Motivia, you accept the practices described in this privacy policy. If you do not agree with this policy, please do not use our application.

Information We Collect

We collect the following types of information:

Account Information

When you create an account, we collect your name, email address, and password. If you sign in using a third-party service (Google, GitHub), we receive basic profile information from that service.

Profile Information

Professional information you provide to create your cover letters, such as your experience, skills, education, certifications, languages, and interests.

CV Data

If you upload your CV, we extract and store the text content to help generate personalized cover letters. Your CV file may be stored to allow you to download it later.

Generated Content

The cover letters you create and customize through our application, including any edits you make.

Usage Information

Data about how you interact with our application, including pages visited, features used, generation history, and other analytical data.

Technical Information

IP address, browser type, device used, operating system, and other technical data necessary to provide and improve our service.

API Keys

If you choose to use your own API keys for AI services, these are encrypted and stored securely. We never share your API keys with third parties.

How We Use Your Information

We use your information to:

  • Provide our service: Create and manage your account, generate cover letters, and process your requests
  • Generate personalized content: Use your profile and CV data to create tailored cover letters with AI
  • Authenticate you: Verify your identity and secure your account
  • Communicate with you: Send service-related notifications, updates, and support responses
  • Improve our service: Analyze usage patterns to enhance features and user experience
  • Prevent fraud: Detect and prevent fraudulent or abusive activities
  • Comply with legal obligations: Meet legal requirements and respond to lawful requests

AI Data Processing

When you generate a cover letter, the following data may be sent to AI providers:

  • Your professional profile information
  • Relevant excerpts from your CV
  • The job offer you're applying to
  • Your generation preferences (tone, length, style)

Important: AI providers process this data according to their own privacy policies. We recommend reviewing:

We do not use your data to train AI models. The AI providers we work with have committed to not training on API data.

Sharing Your Information

We do not sell your personal data. We may share your information in the following circumstances:

Service Providers

We work with third-party service providers who help us provide and improve our service:

  • Hosting: Vercel (application hosting)
  • Database: Neon (PostgreSQL database)
  • Authentication: Better Auth
  • Analytics: Privacy-focused analytics tools

AI Services

When you use our AI features, your data is transmitted to relevant AI providers (Anthropic, OpenAI, Google, Mistral, xAI) in accordance with their own privacy policies.

Legal Compliance

We may disclose your information if required by law, court order, or government request, or to protect our rights, property, or safety.

All service providers with whom we share your information are required to protect your personal data and use it only for the purposes we specify.

Data Security

We implement technical and organizational security measures to protect your personal data:

  • Encryption: All data is encrypted in transit (HTTPS/TLS) and sensitive data (like API keys) is encrypted at rest
  • Secure authentication: Multi-factor authentication options, secure session management
  • Access controls: Strict access controls to our systems and data
  • Regular audits: Periodic security reviews and updates

However, no method of electronic transmission or storage is completely secure. We cannot guarantee absolute security.

Your Rights (GDPR)

If you are located in the European Union, you have the following rights under GDPR:

  • Access: Request a copy of your personal data
  • Rectification: Correct inaccurate personal data
  • Erasure: Request deletion of your personal data ("right to be forgotten")
  • Restriction: Limit how we process your data
  • Portability: Receive your data in a structured, machine-readable format
  • Objection: Object to certain processing of your data
  • Withdraw consent: Withdraw your consent at any time

To exercise these rights, contact us at privacy@motivia.app. We will respond within 30 days.

Data Retention

We retain your personal data for as long as necessary to provide our services:

  • Account data: Retained while your account is active. Deleted within 30 days of account deletion.
  • Generated content: Retained until you delete it or close your account
  • Usage logs: Retained for up to 12 months for analytics and troubleshooting
  • API keys: Deleted immediately upon removal or account deletion

If you delete your account, we will delete or anonymize your personal data within 30 days, unless legal obligations require us to retain it longer.

Cookies

We use essential cookies to:

  • Maintain your session and authentication
  • Remember your preferences (language, theme)
  • Ensure security (CSRF protection)

We do not use third-party tracking cookies or advertising cookies.

Children's Privacy

Motivia is not intended for users under 16 years of age. We do not knowingly collect personal information from children. If we become aware that we have collected data from a child, we will delete it promptly.

International Transfers

Your data may be transferred to and processed in countries outside the European Union. When we transfer data internationally, we ensure appropriate safeguards are in place (Standard Contractual Clauses or adequacy decisions).

Changes to This Policy

We may update this privacy policy from time to time. We will inform you of significant changes by:

  • Posting the new policy on this page
  • Updating the "last updated" date
  • Sending you an email notification for material changes

We encourage you to regularly review this policy.

Contact

For any questions regarding this Privacy Policy or to exercise your rights, please contact us at:

Email: privacy@motivia.app

Data Protection: For GDPR-related inquiries, contact our data protection team at privacy@motivia.app