Privacy Policy

1. Who we are and how to contact us

CoverMint is operated by:

IT Design
Herceg Novi, Montenegro
Contacts

For purposes of EU/UK data protection laws, we are the “data controller” of your personal data when we determine the purposes and means of processing.

If you have any questions about this Policy or our data practices, you can contact us.

2. Scope and applicability

This Privacy Policy applies to personal data we process when:

• you visit or use our website;
• you create and use a CoverMint account;
• you install and use the Extension in your browser;
• you interact with us (for example, via email or support channels).

It does not apply to:

• Upwork or any other third-party platform you use; their own privacy policies apply.
• third-party services you connect to CoverMint (e.g., payment processors, analytics tools), which have their own privacy policies.

3. Information we collect

3.1. Account and identification data

When you register for CoverMint or otherwise interact with us, we may collect:

• name or display name;
• email address;
• password (stored using strong one-way hashing);
• country or region;
• account settings and preferences;
• communication language preferences.

If you sign up via a third-party authentication provider (e.g., Google), we receive basic profile information from that provider as permitted by your settings.

3.2. Service usage and content data

When you use the Extension or web app, we may process:

• information you input to generate cover letters or proposals (e.g., your skills, work history, templates, saved snippets);
• content extracted from the web pages you explicitly use the Extension on (e.g., job post text, client questions, parts of your Upwork profile or previous proposals that you choose to include);
• generated output (draft cover letters, proposal templates, suggested answers);
• settings and configuration in the Extension (e.g., tone preferences, templates, rate per hour).

Depending on how you configure the Extension, this content may be processed:

• locally in your browser, and/or
• sent securely to our servers and our AI model providers for processing.

We do not store your Upwork login credentials and do not attempt to bypass any Upwork security measures.

3.3. Technical and usage data

We automatically collect certain technical data when you use the Service, including:

• browser type and version;
• operating system and device type;
• IP address (which may infer approximate location);
• timestamps and activity logs (e.g., when you log in or generate a letter);
• Extension version and install/activation status;
• diagnostic data such as error logs and performance metrics.

We may use cookies, local storage, and similar technologies to remember your settings and analyze usage.

3.4. Payment and billing information

If you purchase a paid plan, our third-party payment processor (e.g., Paddle, Stripe, FastSpring or similar) will collect and process:

• name;
• billing address;
• payment card or account details;
• transaction history and subscription status.

We do not store your full payment card number on our servers. Payment is processed directly by our payment processor under its own privacy policy.

We may receive limited billing information from the payment processor (e.g., last 4 digits of the card, expiration date, transaction IDs, payment status) for accounting and fraud prevention.

3.5. Communications

If you contact us, subscribe to newsletters, or respond to surveys, we collect:

• your email and any other contact information you provide;
• the content of your messages;
• support tickets and related correspondence.

4. How we use your information

We use personal data for the following purposes and legal bases (under GDPR and similar laws):

1. To provide and operate the Service (performance of contract / legitimate interest):
   • create and manage your account;
   • generate AI-based cover letters and proposals;
   • synchronize and store your settings and templates;
   • maintain and secure the Extension and web app.
2. To improve and develop the Service (legitimate interest and, where required, consent):
   • analyze usage patterns to enhance features and usability;
   • debug, monitor, and optimize performance;
   • train and refine our own models or heuristics on aggregated or pseudonymized data where permitted.
3. To communicate with you (performance of contract / legitimate interest / consent):
   • respond to your support requests and questions;
   • send transactional emails (e.g., account notifications, payment confirmations);
   • send marketing or product update messages where permitted by law and your preferences.
4. For security and fraud prevention (legitimate interest / legal obligation):
   • detect and prevent abuse, unauthorized access, and fraud;
   • enforce our Terms of Service;
   • protect the rights, property, and safety of CoverMint, our users, and third parties.
5. To comply with legal obligations (legal obligation):
   • keep appropriate business and accounting records;
   • respond to lawful requests and orders from public authorities;
   • comply with applicable tax, financial, and data protection laws.

We do not use your personal data for automated decision-making that produces legal or similarly significant effects on you without human involvement.

5. How we share your information

We do not sell your personal data.

We share personal data only with:

1. Service providers / processors
   Third parties that support our operations, such as:
   • cloud hosting and database providers;
   • AI model providers processing text on our behalf;
   • payment processors;
   • email delivery and analytics services;
   • customer support tools.

   These providers act under contractual obligations to process data only according to our instructions and to protect it appropriately.

2. Affiliates and business transfers
   If we are involved in a merger, acquisition, financing, or sale of all or part of our business, your information may be transferred as part of that transaction, subject to appropriate confidentiality protections.
3. Legal and compliance
   We may disclose information if we believe in good faith that it is reasonably necessary to:
   • comply with any applicable law, regulation, legal process, or governmental request;
   • enforce our agreements and policies;
   • protect the security or integrity of the Service;
   • protect ourselves, our users, or the public from harm or illegal activities.
4. With your consent
   We may share information with third parties when you explicitly authorize us to do so.

6. International transfers

We may process and store personal data in countries other than the country where you are located. These countries may have data protection laws that differ from those in your jurisdiction.

Where required by law (e.g., for transfers from the EU/EEA or UK), we implement appropriate safeguards, such as:

• adequacy decisions;
• standard contractual clauses approved by the European Commission;
• other lawful transfer mechanisms.

You can request more details about these safeguards by contacting us.

7. Data retention

We retain personal data only for as long as necessary to fulfill the purposes described in this Policy, including:

• as long as you maintain an active CoverMint account; and
• for a limited period thereafter to maintain records, resolve disputes, enforce agreements, and comply with legal obligations.

In particular, we may retain:

• Account data: for the life of your account and for [up to X years] after closure, unless we are required by law to retain it longer.
• Generated content and logs: for shorter periods (for example, [X–Y months]) where feasible, and in aggregated or anonymized form for analytics.
• Support communications: for [X years] to document our interactions and improve support.

When we no longer need your data, we will delete it or anonymize it, unless we are legally required or permitted to retain it longer.

8. Your rights

Depending on your location and applicable law (e.g., GDPR, UK GDPR, CCPA/CPRA), you may have some or all of the following rights regarding your personal data:

• Access – request confirmation whether we process your personal data and obtain a copy.
• Rectification – request that we correct inaccurate or incomplete data.
• Erasure – request deletion of your personal data in certain circumstances.
• Restriction – request restriction of processing in certain circumstances.
• Portability – receive personal data you provided in a structured, commonly used, machine-readable format and transmit it to another controller, where technically feasible.
• Objection – object to processing based on our legitimate interests, and to direct marketing at any time.
• Withdraw consent – where processing is based on consent, you may withdraw consent at any time without affecting the lawfulness of processing before withdrawal.
• Lodge a complaint – lodge a complaint with a supervisory authority in your country of residence, workplace, or where you believe a violation occurred.

To exercise these rights, please contact us. We may ask you to verify your identity before responding.

If you reside in California or another U.S. state with applicable privacy laws, you may have additional rights such as:

• right to know what categories of personal data we collect and how we use them;
• right to request deletion of your data;
• right to opt out of “sale” or “sharing” of personal data (we do not sell personal data as “sale” is defined under CCPA);
• right to non-discrimination for exercising your rights.

9. Children’s privacy

The Service is not directed to children under 16, and we do not knowingly collect personal data from children under 16.

If you believe that a child under 16 has provided us with personal data, please contact us so that we can take appropriate action, including deleting such data where required.

10. Security

We implement appropriate technical and organizational measures designed to protect personal data against accidental or unlawful destruction, loss, alteration, unauthorized disclosure, or access.

However, no method of transmission over the internet or method of electronic storage is completely secure, and we cannot guarantee absolute security.

You are responsible for maintaining the confidentiality of your account credentials, using strong and unique passwords, and promptly notifying us of any suspected unauthorized use of your account.

11. Third-party websites and services

The Service may contain links to third-party websites, content, and services. We are not responsible for the privacy practices or content of those third parties.

We encourage you to review the privacy policies of any third-party services you use (including Upwork and payment providers).

12. Relationship with Upwork and other platforms

CoverMint is an independent tool. It is not endorsed by, affiliated with, or sponsored by Upwork or any other freelance platform. Upwork and other platforms remain subject to their own terms and policies, which you must comply with at all times.

You are solely responsible for ensuring that your use of the Service does not violate the terms, policies, or rules of any platform (including Upwork).

13. Changes to this Privacy Policy

We may update this Privacy Policy from time to time. The “Last updated” date at the top indicates when the latest changes were made. If we make material changes, we will provide notice (for example, via email or a prominent notice in the Service) where required by law.

Your continued use of the Service after the updated Policy becomes effective constitutes your acceptance of the changes.

14. Contact

If you have questions, concerns, or requests related to this Privacy Policy or our data practices, please contact us.