The short version
- CareerCaseOS is for you: one person preparing for their own career conversations. It is never employer-facing, and your content is never shared with employers.
- We do not sell your personal information, and we do not share it for cross-context behavioral advertising.
- Export and delete are free, always, from your account page or the iPhone app.
- Optional analytics, marketing measurement and preference storage stay off until you turn them on. We honor Global Privacy Control.
- AI features are optional. We do not use your content to train AI models.
1. Who we are
CareerCaseOS is operated by Conscious Creation Pathways LLC, a Delaware limited liability company ("we," "us"). We decide how the personal information described here is used. Contact: [email protected], or by post at 8 The Green, Dover DE 19901. Privacy requests can also be made from the Privacy Rights page in the app.
2. What we collect
2.1 Information you give us
| Category | Examples | Where it comes from |
|---|---|---|
| Account | email address; optional name | sign-up (one-time email link or code; no passwords) |
| Snapshot and questionnaire answers | answers about your role, work situation and goals; readiness and analyzer answers | onboarding and Analyzer |
| Your wins and evidence | descriptions of your work and results, skills | Evidence and Case |
| Conversation briefs and outcomes | the conversation you're preparing for, an audience label (for example "my manager"), date, talking points, what happened, lessons, and, only if you type them, pay or offer amounts | Prepare |
| Rehearsal scripts | practice dialogue built from your brief and wins | Rehearse |
| STAR stories | Situation, Task, Action, Result text | Interview stories |
| Job descriptions and uploaded documents | text you paste, or text we extract from a DOCX, PDF or TXT file you upload (up to 4 MB on the web, 3 MB from the phone). We keep the extracted text, not the file. | Job fit, Job search |
| Check-ins and reflections | weekly check-in answers; momentum and wellbeing reflections; exit or pivot planning; salary or offer notes | Check-in, Design tools, Ask |
| Relationship notes | labels and notes you write about mentors, sponsors, managers or peers | Relationship tools |
| Applications you track | company, role, stage, notes | Job search |
| Generated documents | pitches, résumé bullets, packets and their earlier versions | Studio, Documents |
| Support and privacy requests | your contact email, messages to support, request type and status | Support, Privacy Rights |
| Preferences | theme, density, coaching tone, reminders, email preferences, and a time zone if you pick one | Account |
| Payments (if paid plans are active) | plan, purchase and subscription status, Stripe customer and payment ids, amounts. Card details go directly to Stripe; we never receive your full card number. | Checkout |
| Referrals | your referral code; that a referred person signed up or bought | Referral links |
| Marketing sign-up (optional) | email address, where you signed up, campaign (UTM) fields, consent version | Email opt-in forms |
| Community posts (only if the community is available and you take part) | the handle you choose, your posts and replies, reports you make, and moderation decisions about your posts | Community |
2.2 Information generated for you. Snapshot results, readiness scores, rehearsal scripts, and rehearsal voice audio: synthetic speech generated from your script's text with stock computer voices and stored as audio clips in our database. We never use your own voice or face.
2.3 Information collected automatically
- Sign-in and security: session cookies, one-time link tokens, and rate-limit counters. Rate-limit counters store a one-way hash of your email or IP address, not the address itself, and are cleared within about a day.
- Consent records: your cookie choices, the policy version, the source of the choice, and a two-letter country code worked out by our network provider from your IP address (for example "US"). We also record which version of the Terms and Privacy Policy you accepted and when.
- Product analytics, only if you turn on Analytics: first-party events (for example, "viewed pricing," "started a brief") tied to a random identifier and, if you're signed in, your account. They contain no career content, no IP address and no URLs.
- Page-speed measurement, only if you turn on Analytics: our own first-party measurement of how fast pages load. For each page visit it stores the type of page (a pattern such as "blog article", not the page address), a device class (mobile, tablet or desktop), the day, and a speed range for each reading. It stores no page address, no IP address and nothing that identifies you, and it is not tied to your account. It is not collected when your browser sends Global Privacy Control.
- Reliability data: hashed error fingerprints (no content, no identifiers); AI usage metering (provider, model, token counts, timing, a one-way hash of your account id, and never the prompt or the output).
- Email metadata: which service email was sent and whether it succeeded, never its contents. Our email provider tells us when a message bounces or is marked as spam.
- iPhone app: the device name you pair and when the device was last seen. The app stores no analytics and uses no third-party SDKs.
2.4 Information about other people. Please don't enter more about others than you need, and prefer role labels to names (Terms, section 7.4). Relationship notes are never used to profile the named person, are never combined across users, and the named person has no presence in the product.
2.5 What we don't collect. No passwords. No precise location. No contacts, photos or microphone access. No advertising identifiers. No data from your employer.
3. How we use it
| Purpose | Data | Legal basis where European law applies |
|---|---|---|
| Provide the Service: save your work; build briefs, scripts, rehearsal audio, scores and documents; show them to you | account, your content, generated content | contract |
| Sign you in and keep your account secure; prevent abuse | account, session, hashed rate-limit data, device records | contract; legitimate interests (security) |
| Payments, subscriptions, refunds, tax records | billing data | contract; legal obligation |
| Service email (sign-in links, account and security notices, purchase messages, notices that a payment failed or that paid access is about to end, notices that our policies changed) | contract; legitimate interests | |
| Optional product, tutorial and marketing email | email, preferences | consent (unsubscribe any time) |
| Optional analytics and marketing measurement | events, UTM fields | consent |
| Support and privacy requests | support messages, request records | contract; legal obligation |
| Internal account notes by our support staff (for example, lifecycle stage and support context) | account metadata, staff notes | legitimate interests |
| Safety: an automated check for crisis language shows support resources | text you submit (checked in memory; not stored when it trips) | legitimate interests; vital interests |
| Run the community, if you take part: show your posts to other members and moderate them | handle, posts, reports, moderation records | contract |
| Comply with law; enforce our Terms | as needed | legal obligation; legitimate interests |
We do not: sell personal information; share it for cross-context behavioral advertising; share it with employers; build employer dashboards; compare you with other users; or use your content to train AI models.
Marketing email. We send marketing email only if you agreed to it, and we keep a record of that agreement. We send at most two marketing emails in any seven days. Every one has an unsubscribe link. Service email is not marketing: we send it whatever your marketing choices are.
Automated scores. Readiness and similar scores come from a transparent, fixed rubric applied to your own answers. They are for your reflection only and produce no legal or similarly significant effect on you.
4. AI and automated processing
- AI features are optional. Much of the product, including many rehearsal scripts, works from fixed templates and rules with no AI model. Outside AI is used only when we have switched it on, and we can switch all of it off at once.
- Who the AI providers are. When AI text generation is on, it is done by Anthropic or OpenAI. The Subprocessor List always shows the providers in use.
- What they receive. Only the text the feature needs for that one request: your own answers, wins and drafts for the tool you are using. That text can include sensitive things you chose to write.
- How you are identified to them. A text request made while you are signed in carries one scrambled reference for you, so that a report of misuse can be traced back by us. It is never your email address, your name or your account number.
- Storage at the provider. Text requests to OpenAI ask OpenAI not to store them. Anthropic's service and OpenAI's voice service have no such setting for us to set.
- The most sensitive tools. The tools that handle the most sensitive text (for example promotion analysis, a strategic ask, and momentum and pivot planning) send text to an outside AI provider only where a signed data-processing agreement with that provider is on our records. Where none is on record, those tools show AI as turned off.
- Voice. Rehearsal audio uses synthetic stock voices. When the voice is made by OpenAI's text-to-speech service, the script lines are sent to OpenAI after email addresses, links and phone numbers are removed and the private names you entered are replaced. A voice request carries the line of script and the voice name, and no reference to you.
- No training. We do not use your content to train AI models, and we use AI providers only on terms that do not let them train their models on it.
- No employer access. No AI feature gives your employer, a recruiter or anyone else a view of you. AI output is shown only to you.
- AI output can be wrong. See the Terms (section 8).
5. Sensitive information
Some of what you may write is sensitive: how you feel at work, plans to leave, salary and financial constraints, difficult relationships. How we treat it:
- We use it only to provide the Service to you. We do not use it to infer things about you for any other purpose, and we do not use it for advertising.
- If the safety check detects crisis language, the text isn't stored; only a record that a support message was shown.
- Some tools ask before keeping your most sensitive answers. Where a tool gives you that choice, what you don't choose to keep is used for that session and not saved.
- You can delete any item, or your whole account, at any time.
If you start the Snapshot or the free brief before signing in, your draft is saved in your own browser (local storage) so you don't lose it. It leaves your browser only when you save or sign in. Clear it by finishing, signing in, or clearing your browser's site data.
6. Who we share it with
We share personal information only with service providers that process it for us, only as needed to run the Service:
| Provider | What for | Data involved |
|---|---|---|
| Vercel | runs the web app | everything that passes through the app |
| Neon | stores the database | everything the product stores |
| Cloudflare | hosts the website and protects the network | IP address, request details, traffic in transit |
| Stripe | payments and the billing portal | email, billing ids, amounts; card data (held by Stripe) |
| Amazon Web Services (SES), or Resend or Postmark if we switch | delivering email | email address, first name if you gave one, email content |
| Kit | marketing email list, only if you opt in | email address, the page you signed up on |
| Anthropic, OpenAI | optional AI text and voice (section 4) | the text a feature needs for one request; for text, one scrambled reference for the member |
| Auth0 | optional managed sign-in, if we enable it | email, sign-in identifiers |
| Sentry | error reports, if we enable it | technical error data, no content |
| GitHub | encrypted backup copies of the database, if we enable it | an encrypted copy of what the product stores |
The Subprocessor List is the up-to-date list. It says what each provider receives and whether it is switched on.
We may also disclose information: to comply with law or valid legal process; to protect rights, safety and security; or in a merger, acquisition or asset sale (this policy continues to apply, and we'll give notice). If we receive a legal demand for your information, we will tell you before we hand anything over unless the law forbids it, and we will hand over only what the demand requires. We never disclose your content to your employer, and we will not voluntarily help an employer obtain it.
7. Cookies and similar technologies
We use strictly necessary cookies for sign-in, security and remembering your privacy choice. Optional analytics, marketing measurement and preferences are off until you choose them, and you can change your choice at any time ("Privacy choices" in the website footer; the privacy control in the app). Global Privacy Control turns analytics and marketing off and cannot turn them on.
The website and the app load no Google or Meta tags today. The website is built so that a Google Analytics tag and a Meta tag can be switched on later. If we do that, each one loads only after you turn on its category, we will update this policy and the Cookie Policy first, and we will ask for your choice again. Details: Cookie Policy.
8. How long we keep it
Your own content is never removed on a timer. We keep it until you delete it or your account. Older operating records are removed automatically after the periods below. The removal runs in small batches, so a record can remain for a short time after its period ends.
| Data | How long |
|---|---|
| Your account and content, including earlier versions of your documents and your rehearsal audio | until you delete the item or your account |
| Community posts, if you take part | until you delete the post or your account; a removed post is kept out of view with its moderation record |
| Sign-in sessions | up to 30 days from when you last used the product, or until you sign out; the expired record is removed 30 days after it expires |
| One-time sign-in links and iPhone pairing codes | removed 30 days after they expire |
| Rate-limit counters (hashed) | about 1 day |
| Sign-in email delivery records (keyed hash) | 90 days |
| Error records (hashed fingerprints, no content) | 90 days after the error was last seen |
| Records of which payment or email provider event we already handled (ids only) | 90 days |
| Analytics events and page-speed measurements (only if you turned Analytics on) | 13 months; analytics events tied to your account also go when you delete it |
| AI usage counts (provider, model, timing, under a one-way key; never the prompt or the output) | 13 months |
| Delivery events for campaign email (no content) | 13 months |
| A sign-up that was started and never finished (a referral code or a terms acceptance waiting for an account) | 13 months |
| Records of your consent choices and of the policy versions you accepted | your current choice for as long as it stands; an older choice for 24 months after a newer one replaced it; all of them go when you delete your account |
| Marketing sign-up | while you are subscribed; after you unsubscribe, 24 months as proof of your consent; sooner if you ask us to delete it or delete an account with the same email |
| Privacy requests | 36 months after the request is closed, or until you delete your account; an open request is not removed on a timer |
| Our record of staff actions (the admin audit trail) | 24 months |
| Email send log (which email was sent, no content) | until you delete your account. A period of 13 months is set for this log but is not switched on. |
| Support tickets | until you delete your account. A period of 24 months after a ticket is closed is set but is not switched on. |
| Payment records | our own copies (what you bought, the amounts, when your access changed) are deleted with your account. Payment records that the law requires to be kept are held by our payment provider, Stripe, under its own policy. |
| Backups | the database host keeps a rewind history of up to 30 days, and encrypted backup copies are kept for up to 90 days. Deleted data can remain in those copies until they expire. |
When you delete your account, we cancel any active subscription with Stripe first. Then we permanently delete your account and the content linked to it, including a marketing sign-up or a signed-out support request made with the same email address. There is no soft delete and no retained copy of your content for our own use.
After that we clean up at the outside providers. This runs in the background, usually within a day, not while you wait:
- Stripe. We delete your customer record at Stripe, unless there was a payment in the last 120 days, a payment dispute is open, or we have to keep the record. In those cases we blank the personal details on it (name, email, phone and address), keep it for the time being, and check it again every 30 days for up to two years. After that it stays at Stripe with the personal details blanked. If we cannot confirm that a record at Stripe belongs to your account, we leave it unchanged. Stripe keeps its own records of payments, invoices and refunds under its own policy.
- Kit (our email list). If you joined our marketing list, we unsubscribe you from it. Unsubscribing does not delete the list entry at Kit. Ask us and we will also delete the list entry.
Three things stay after your account is gone. A one-way scrambled copy of your email address stays on a do-not-import list, so that an old sign-up can never put you back on our email list; if you sign up again yourself, that is a new choice and is allowed. Records that are not tied to your account (hashed error records, AI usage counts under a one-way key, page-speed measurements and our record of staff actions) stay until their period above ends. And copies in backups stay until the backups expire.
9. Your rights and choices
Everyone, free, any time (never behind a paywall):
- Export everything linked to your account as a JSON file (Account, Download my data; also in the iPhone app).
- Delete your account and its data (Account, Delete; also in the iPhone app).
- Correct your content by editing it, or ask us to correct account data.
- Manage email: unsubscribe from any non-essential email with one click. Service emails (for example sign-in links, security notices and a notice that a payment failed) are not marketing and continue while you have an account.
- Cookie choices: change them any time. Global Privacy Control is honored.
- Privacy requests: on the Privacy Rights page or at [email protected]: access, correction, deletion, restriction, objection, withdrawal of consent, do-not-sell or share.
US state rights (for example California and other states with privacy laws): you may have the right to know, access, correct, delete, and move your personal information; to opt out of sale, sharing and targeted advertising (we do none of these); to limit use of sensitive personal information (we use it only to provide the Service); and not to be treated worse for using your rights. You may use an authorized agent. We verify requests using your signed-in account or account email, and we aim to answer within 30 days and always within 45 days. If we say no to a request, we tell you why, and you can appeal by replying to our answer; we answer an appeal within 45 days. We honor these rights for every member, whichever state you live in.
If European or UK law applies to you: you also have rights of access, rectification, erasure, restriction, portability and objection, the right to withdraw consent, and the right to complain to your data protection authority.
10. Security
Passwordless sign-in; database sessions; hashed tokens for devices, pairing codes and rate limits; minimal, content-free logging; encrypted connections; encrypted backups. The iPhone app keeps its keys in the device Keychain (this device only, not synced), uses no disk cache or cookies, and locks with Face ID. Staff access to our administrative tools needs a recent sign-in and is logged. No system is perfectly secure.
If a breach affects your personal information, we will tell you as soon as we reasonably can, and within any time limit the law sets. We will say what happened, what information was involved, what we have done, and what you can do. We will also notify regulators where the law requires it.
11. Children
CareerCaseOS is for working adults. You must be at least 18 to use it. We do not knowingly collect personal information from anyone under 18. If we learn we have, we will delete it. Contact [email protected].
12. Where your information is processed
We operate in the United States, and your information is processed there. The Service is offered to people who live in the United States. We do not block sign-ups from other countries today; if you use the Service from elsewhere, your information is transferred to and processed in the United States.
13. iPhone app
The app pairs with your account using a one-time code shown on screen. It stores on your phone only: its pairing key and (if used) a secure-connection key in the Keychain; your appearance and reminder settings; and, briefly, a brief you choose to share. It does not cache your case, does not use cookies, does not use third-party SDKs, and does not receive push notifications. Reminders are local notifications that show only the kind of conversation, never its details. Camera access is used only to scan the pairing code; nothing is recorded. Unpairing deletes the keys and reminders.
14. Changes
We'll post updates here and change the date above. For a material change we notify you by email or in the product before it takes effect, and we ask you to accept the new version before you carry on.
15. Contact
Conscious Creation Pathways LLC, 8 The Green, Dover DE 19901. Email: [email protected].