Privacy Policy
Last updated: May 2, 2026
VisionQuest Services LLC ("we," "us," or "our") operates mycoverletters.com (the "Service"). This Privacy Policy describes how we collect, use, protect, and share information when you use our Service.
1. Information We Collect
Information You Provide
- Account information: Name, email address, phone number, and password when you register
- Profile information: Address, LinkedIn URL, skills, work experience, education
- Resume data: Work history, job titles, employers, dates of employment, job descriptions, skills, and education uploaded or entered into the Service
- Reference contact information: Names, phone numbers, email addresses, and professional titles of references you provide. These individuals did not create accounts with us — see Section 4.
- Cover letter content: Job titles, company names, job descriptions, and generated cover letter text
- Portfolio information: Professional information you choose to make publicly accessible through your portfolio page
- Communications: Messages you send to us via contact forms or support channels
Information Collected Automatically
- Usage data: Pages visited, features used, timestamps
- Device information: Browser type, operating system, IP address
- Cookies: Session cookies for authentication and preferences (see Section 9)
Information We Do NOT Collect
- Credit card or payment card numbers — all payment processing is handled by Stripe, Inc. and card data never touches our servers
- Social Security numbers or government-issued identification numbers
2. AI-Generated Content
The Service uses artificial intelligence (Anthropic's Claude API) to assist in generating cover letters based on information you provide, including your resume, job descriptions, and professional details. By using the AI generation feature:
- Your input data (resume text, job descriptions) is sent to Anthropic's API for processing
- Anthropic does not use your data to train its models (per their data usage policy)
- Generated cover letters are yours — you own the output
- AI-generated content should be reviewed for accuracy before use
3. How We Use Your Information
- To provide and maintain the Service, including generating cover letters and building portfolio pages
- To send transactional emails (account verification, password resets, subscription notifications)
- To provide customer support
- To detect and prevent fraud, abuse, or security incidents
- To improve the Service based on usage patterns (aggregated, non-identifiable data only)
We do not sell your data to third parties. We do not use your resume data, work history, or personal information for advertising or marketing purposes unrelated to the Service. We do not use your data to train AI models.
4. Third-Party Data (References)
When you provide reference contact information, you represent and warrant that:
- You have obtained consent from each reference to share their contact information with us
- You have the authority to provide their name, phone number, email, and professional title
We use reference contact information solely for the purpose of including it in your cover letters, resumes, and portfolio pages as you direct. We do not contact your references, market to them, or share their information with third parties.
If you are a reference and wish to have your contact information removed from our system, please contact us at privacy@mycoverletters.com and we will promptly delete it.
5. How We Share Your Information
We share information only in these circumstances:
- Service providers: Third parties that help us operate the Service (see Section 10 — Sub-Processors)
- AI processing: Anthropic (Claude API) processes your input to generate cover letters — they do not retain your data
- Public portfolio pages: Information you choose to publish on your portfolio page is publicly accessible by design
- Legal requirements: When required by law, regulation, legal process, or governmental request
- Business transfers: In connection with a merger, acquisition, or sale of assets, with notice to you
6. Administrative Access
Our support team may access your account for the purpose of providing technical support or resolving issues. When this occurs:
- Every administrative access event is logged
- Administrators cannot view your password (passwords are cryptographically hashed and irreversible)
- Administrators can reset your password on request, which triggers an email notification to you
7. Data Security
We implement industry-standard security measures to protect your information:
- All data transmitted between your browser and our servers is encrypted via TLS/HTTPS
- Passwords are hashed using bcrypt (one-way, irreversible)
- All forms are protected against cross-site request forgery (CSRF)
- User-submitted content is sanitized with HTMLPurifier to prevent cross-site scripting
- All database queries use parameterized statements to prevent SQL injection
- File uploads are validated server-side for type and size
No method of transmission over the Internet is 100% secure. While we strive to protect your information, we cannot guarantee absolute security.
8. Data Retention and Deletion
- Active accounts: Data is retained for as long as your account is active
- Account closure: When you delete your account, all personal data including resumes, cover letters, portfolio pages, and reference information is permanently deleted within 30 days
- Server logs: Retained for 90 days, then automatically purged
- Backups: Encrypted backups are retained for 30 days after deletion and then destroyed
You may request deletion of your account and all associated data at any time by contacting privacy@mycoverletters.com or using the account deletion option in your settings.
9. Cookies
We use essential cookies only:
- Session cookies: Required for login and authentication
- Preference cookies: Remember your settings
We do not use third-party advertising or tracking cookies.
10. Sub-Processors
| Provider | Purpose | Data Processed |
|---|---|---|
| Amazon Web Services (AWS) | Hosting and storage | All data at rest and in transit |
| Stripe, Inc. | Payment processing | Payment card data (never stored on our servers) |
| Anthropic (Claude API) | AI cover letter generation | Resume text, job descriptions (not retained by Anthropic) |
| Google (Gmail SMTP) | Outbound email delivery | Outbound email content |
11. Your Rights
Depending on your location, you may have the following rights:
- Access: Request a copy of the personal information we hold about you
- Correction: Request correction of inaccurate information
- Deletion: Request permanent deletion of your personal information
- Portability: Request your data in a machine-readable format (PDF, DOCX export)
- Opt-out: Opt out of marketing communications at any time
To exercise any of these rights, contact us at privacy@mycoverletters.com. We will respond within 30 days.
California residents: Under the CCPA/CPRA, you have additional rights including the right to know, delete, and opt out. We do not sell your personal information.
12. Children's Privacy
The Service is not intended for individuals under the age of 18. We do not knowingly collect personal information from children under 13.
13. Data Breach Notification
In the event of a data breach affecting your personal information, we will notify affected users via email within 72 hours of discovery and provide details about the breach and steps taken to address it.
14. Changes to This Policy
We may update this Privacy Policy from time to time. We will notify you of material changes by posting the updated policy on this page, updating the "Last updated" date, and for significant changes, notifying you by email.
15. Contact Us
- Email: privacy@mycoverletters.com
- Mailing address: VisionQuest Services LLC, Niagara Falls, NY