Privacy policy

Controller

The controller responsible for your personal data is:

Rolebranch is the name of the service, not a separate company.

Data we process

Rolebranch isn't designed for sensitive details, such as health, religion or union membership. Please leave them out of your CV and your messages to Romy.

Why we process it

The legal bases are these: where a purpose is needed to provide the service you asked for, art. 6(1)(b) GDPR; where we name our legitimate interest, art. 6(1)(f); where we rely on your consent, art. 6(1)(a).

• To create and maintain your account, let you sign in with a link, Google, Apple, GitHub or a password, and let you create, import and manage CVs. This is needed to provide the service you asked for.
• To tailor CVs, prepare cover letters, manage applications and prepare interviews with Romy. Also needed to provide the service.
• To let an AI app you connect read and change your Rolebranch data when you ask it to, within the permissions you gave it on the Allow page. Needed to provide the service you asked for. We record each call so you can see it under Connectors and so we can stop misuse; see AI apps you connect.
• To answer your support requests. A request holds your email, your message and, if you choose, the Romy conversation. When you're signed in it also includes your credit balance and recent Romy runs, so we can see what happened. When you write without signing in, we first email a six-digit code to your address; the request reaches us only once you enter it, and one you don't confirm is deleted when its code expires, after 30 minutes. If the address belongs to a Rolebranch account, the request joins that account. Answering our emails about a request adds your reply to it. Requests you send signed out are kept for 2 years after they're closed.
• To email you about your own account: a welcome when you sign up and, after a while away, at most three reminders about your applications and credits until you come back. For this we keep the date you last used Rolebranch, until your account is deleted. This is our legitimate interest in helping you use the service you signed up for. You can object any time: every reminder has a link that stops them in one click, and Settings › Notifications turns them off.
• To email you news and tips from Rolebranch, at most twice a month, in your email language, but only if you said yes: by ticking the box on the welcome step after sign-up (nothing is pre-ticked) or by turning news on in Settings › Notifications. This is your consent, which you can withdraw at any time. We keep when and where you said yes or no and the wording you saw, so we can show it; which news each address got and when, so nobody gets the same email twice; and whether you came back to Rolebranch within seven days of one. You can stop news any time, free and as easily as it started: every news email has a link that unsubscribes you in one click, your inbox's own unsubscribe button does the same, and Settings › Notifications turns news off. An address that bounces or marks news as spam gets no more of it.
• To answer questions you ask Romy on rolebranch.com without signing in. This is needed to give you the answer you asked for.
• To run the free ATS check you ask for on rolebranch.com. The file is read once and kept with its result for 30 minutes, then deleted, unless you continue into an account from the result: then it becomes that account's import. Needed to give you the result you asked for.
• To keep Rolebranch secure and prevent abuse: limits on how often one browser or network can use Romy and the forms, and how often an address or network can try a password, a bot check before a form sends email or Romy starts, and a check that a new password hasn't appeared in a known data breach (only the first five characters of a one-way fingerprint of it leave Rolebranch, never the password). This is our legitimate interest.
• To keep Romy fast, reliable and affordable. For each Romy request we record which job ran, the AI model, how long it took, its size in tokens, its cost and any error. The record carries a pseudonym instead of your account, isn't linked to analytics, and never holds what you sent or what Romy answered. This is our legitimate interest, and you can object to it.
• To learn which features help, from analytics you allowed. This is your consent, and you can withdraw it.

We make no decision about you by automated means that has legal or similarly significant effects (art. 22 GDPR). The CV score and the match score are hints for you alone; no employer sees them, and nothing is applied without your review.

AI processing

When you use an AI feature, we send the relevant parts of your profile, CV, job posting or request to our AI model providers (Anthropic, OpenAI or Google, through Vercel AI Gateway), only to produce the result you asked for. The result comes back to your account. We don't use your content to train AI models.

Files you attach to a message to Romy (PDF, Word, text or images) go to the AI model provider with that message, so Romy can read them. When you turn on web search in Romy's chat and approve a search, Romy searches the web with Perplexity, through Vercel AI Gateway. Perplexity receives only the search terms Romy writes, never your CV or your files. When you paste a link, Rolebranch reads that public page from our servers, so the website sees our request, not your browser.

To see how well Romy works, our monitoring provider in the EU receives a technical record of each request: the job, the model, timings, token counts, cost and errors, under a pseudonym. It never receives your CV, your messages or Romy's answers.

AI-generated content may contain errors. Review it before you use it in an application. More about AI and your data.

AI apps you connect

You can connect Rolebranch to an AI app you use, such as ChatGPT, Claude, Le Chat or another app that works with MCP. You choose the app, you sign in to Rolebranch to allow it, and you choose what it may do: read your master CVs and applications, add and update applications, ask Romy for a tailored CV, cover letter or interview preparation (using the credits you allowed), and suggest changes to a CV for you to review.

• What the app receives. Only what it asks for to answer you, within those permissions: for example a master CV, an application with its posting and notes, or Romy's result. Contact details on your CVs and your recruiters' contact details are never sent to an app.
• Who handles it there. The app's provider (for example OpenAI for ChatGPT, or Anthropic for Claude) receives that data because you asked your app to fetch it. The provider handles it under its own privacy policy and your settings there; it is not our service provider. What you send from the app to Rolebranch, such as a job posting or notes, is handled under this policy.
• What it can't do. An app can't apply to jobs or contact anyone for you, delete anything, accept Romy's drafts or change your account settings. Drafts and suggested changes wait for you in Rolebranch.
• What we record. For each call: the tool, the time, how long it took, the outcome and the application or Romy run it touched. Never the arguments or the results. You see these under Connectors.
• Stopping it. Disconnect an app under Connectors at any time; it loses access at once. What the app already received stays in that app until you delete it there.

Service providers

We use a small number of service providers for hosting, the database, sign-in, email, bot protection, AI processing and web search. Each one receives only what its job needs, and each is named here with where it is based. We don't sell personal data or share it for advertising.

Your account, content and files are stored in the EU. Some providers are companies based outside the EU, or process data outside it (the AI model providers, the web search provider and sign-in providers in the United States, and Cloudflare's global network); those transfers rely on the EU Standard Contractual Clauses or the EU–US Data Privacy Framework. Questions about any of them go to privacy@rolebranch.com.

How long we keep it

• Account and document data: while your account is active, or as long as needed to provide the service.
• Files you attach to a message to Romy: as long as that conversation exists. A file you upload but never send is deleted after 24 hours.
• When you delete your account, we delete your data, except anything the law requires us to keep.
• Download archives: 24 hours, then the link stops working and the file is removed.
• Analytics, Romy request records and error reports: up to 12 months.
• Support requests and attached conversations: 2 years after the request is closed. Conversations with Romy on rolebranch.com without signing in: 30 days after their last message.
• Connectors: an app's connection, while your account exists or until you remove it; the record of each call, 90 days.
• Free ATS check: the file and its result, 30 minutes, then deleted; a file you carried into an account is that account's upload.
• Backups: deleted data leaves our database backups within 7 days.
• News: your yes or no, and which news you got, while your account exists.

Your rights

Depending on the law that applies, you have these rights:

• Access and download

  Settings › Export sends you a ZIP with all your data. The link works for 24 hours.

• Correct

  Edit your profile and content in the app, or ask us to fix what you can't.

• Delete

  Settings › Delete account. Confirm with your email; files go first, then records. It can't be undone.

• Restrict or object

  Ask us to limit or stop some processing, such as analytics or the records of your Romy requests.

• Object to news

  You can object to news at any time, free and without giving a reason, and we then stop at once: the link in any news email, your inbox's unsubscribe button or Settings › Notifications.

• Withdraw consent

  Change your cookie choice at any time from the footer, or in the app under Settings › Account › Your data. Disconnect an AI app under Connectors.

• Complain

  You can complain to a data protection authority, such as the one where you live. The one responsible for Rolebranch is the Landesbeauftragte für Datenschutz und Informationsfreiheit Nordrhein-Westfalen (LDI NRW), ldi.nrw.de.

Cookies

We use a few cookies to keep you signed in, remember your settings and tie a conversation with Romy on rolebranch.com to your browser. Analytics cookies are set only if you allow them. There are no advertising cookies. The cookie policy lists every one and how to change your choice.

• __Secure-rolebranch.session_tokenKeeps you signed inEssential · Until you sign out, up to 7 days
• __Secure-rolebranch.stateProtects a Google, Apple or GitHub sign-in while it runsEssential · 5 minutes
• rolebranch.signed-inTells rolebranch.com you're signed in to the app, so its header offers Open Rolebranch. It holds nothing about youSet when you sign in · Until you sign out, up to 7 days
• rolebranch.sign-in-emailRemembers the address you asked a sign-in link for, so an expired link can send a new oneEssential · Until you sign in, up to 7 days
• rolebranch.last-sign-inRemembers how you last signed in (Google, Apple, GitHub, a link or a password), so the sign-in page can mark it. It says nothing about who you areSet when you sign in · 180 days
• rolebranch.visitorTies a conversation with Romy, and the limits on Romy and the forms, to your browser when you're not signed in. A random id that says nothing about who you areEssential · 30 days
• rolebranch.localeRemembers the language you read Rolebranch inEssential · 1 year
• cf_*Cloudflare's check that a person, not a bot, sends a form or starts Romy on rolebranch.com. Set only while that check runs; it tracks nothingEssential · Up to 30 minutes
• rolebranch.tzShows times in your time zoneEssential · 1 year
• rolebranch.consentRemembers your analytics choiceEssential · 1 year
• rolebranch.appearanceRemembers light or dark modeSet when you change it · 1 year
• rolebranch.sidebarRemembers whether the sidebar is openSet when you change it · 1 year
• rolebranch.helpRemembers where Romy's help button sits in the app and whether her window is openSet when you change it · 1 year
• rolebranch.romyRemembers where Romy's button sits on rolebranch.comSet when you move it · 1 year
• rolebranch.name-skippedRemembers that you skipped adding your name, until you next sign inSet when you skip it · 30 days
• ph_*Product analytics: which features are usedOnly with your consent · Up to 1 year

Age

Rolebranch is for people aged 18 and over. We don't knowingly collect data from anyone younger.

Contact and changes

For privacy requests, write to privacy@rolebranch.com. We post changes to this policy here and email you about important ones before they apply.