CV and Personal Data Processing Notice
This notice explains exactly what happens when you send us your CV or profile details through SpellJob. It supplements our Privacy Policy and reflects the Information Commissioner's Office guidance on recruitment and selection.
Which features this covers
- Upload CV – the public form at /upload-cv.
- Profile updates – the “My profile” form in a candidate account.
- Direct applications – applying by email to a job posted on SpellJob by an employer.
What we collect
Your name, email address, optional phone number, country, preferred location, desired job title, optional skills and experience summary, job-type and work-arrangement preferences, and your CV file (PDF or Word, up to 5 MB). Your CV will contain whatever you choose to include. Please leave out your date of birth, full home address, National Insurance number, bank details and sensitive information such as health conditions.
Step by step
| Step | What happens |
|---|---|
| 1. Upload | Your file travels over an encrypted (HTTPS) connection. We check its type, size and internal structure, and reject files containing macros or embedded scripts. |
| 2. Temporary holding | The file is stored for a few seconds in a private folder that is not part of the public website and cannot be reached by any web address, under a random file name. |
| 3. Delivery | Upload CV and profile updates: your details and CV are emailed to info@spelljob.com. Direct applications: they are emailed to the address the employer gave for that job. |
| 4. Deletion | The temporary file is deleted from our server immediately after the sending attempt – whether or not delivery succeeded. If delivery fails, you'll see an error and can try again; nothing is kept for a retry. |
| 5. Record | We keep a technical log entry containing the date, the type of form, the file type and size, whether the email was delivered, and whether the file was deleted. It contains no name, email address or CV content and is deleted after 90 days. |
After delivery
CVs and profiles sent to SpellJob are held in our email account and any candidate-management tools our team uses. Our recruitment team uses them to consider you for vacancies and may contact you about suitable roles. We keep them for up to 12 months after our last contact with you, after which they are deleted. We will not pass your CV to an employer without telling you first.
Direct applications go to the employer named on the job listing, which becomes the controller of your application under its own privacy notice. SpellJob does not keep a copy. The employer's dashboard shows only how many applications were sent, and when.
Your account versus your CV
Your sign-in account holds only your email address, a hashed password, your account type, an optional first name and the date you last sent a profile. Your CV and profile answers are not stored in the account. Deleting your account removes it permanently – it cannot be recovered – and automatically asks our team to delete the copies of your submissions held in our mailbox.
Lawful basis and your choices
We process your submission because you asked us to consider you for opportunities (see the lawful bases in our Privacy Policy). Sending a CV is not consent to marketing. You can ask us at any time to stop using or delete your CV using our privacy request form or by emailing info@spelljob.com.
Security of email
We send email through a provider that supports encrypted transport (TLS). Delivery failures are logged without recording your CV or personal details.