Privacy Policy

Privacy Policy (vialem.ai)

Last updated: 4 February 2026

1. Who we are (Data Controller)

This website (the “Site”) is operated by Vialem Ltd (“Vialem”, “we”, “us”, “our”).
We are the data controller for personal data processed via this Site and our services.

Company details (Imprint):
Vialem Ltd (Company No. 16767584)
Registered office: 30 Red Lion Street, Richmond, England, TW9 1RB

Contact (privacy):
Email: privacy@vialem.ai

2. What this policy covers

This Privacy Policy explains how we collect, use, share, and protect personal data when you:

  • visit vialem.ai and related pages,
  • create or use our tools (including generating career reports),
  • contact us,
  • purchase or request access to paid features (if applicable).

3. Personal data we collect

Depending on how you use the Site, we may collect:

A) Information you provide

  • Account/contact details: name, email address, message content.
  • Questionnaire responses you submit as part of the service.
  • CV / resume content you upload (may include employment history, education, skills, and other information you include). 
    • Resume/CV uploads are used only to extract text for report generation. The uploaded file is deleted shortly after processing. We retain only the extracted text within your session and report data.
  • Billing details (if you purchase): typically handled by our payment provider; we may receive transaction metadata (e.g., purchase status, product tier), but not full card numbers.

B) Information collected automatically

  • Device and usage data: IP address, browser type, pages viewed, timestamps, approximate location derived from IP, and referral URLs.
  • Cookies and similar technologies (see section 9).
  • We keep a rolling troubleshooting snapshot of the most recent submission in site settings to diagnose issues. This snapshot is overwritten by the next submission and can be removed on request.

C) Sensitive data

We do not ask you to provide special category data (e.g., health, political opinions).
If you include sensitive information in uploads or free text, you acknowledge you are choosing to share it.

4. How we use your data (purposes)

We use personal data to:

  • provide and operate the service (e.g., generate outputs/reports from your inputs),
  • manage accounts, authentication, and service administration,
  • process payments and deliver purchases (if applicable),
  • respond to enquiries and provide support,
  • improve product performance, troubleshoot, and maintain security,
  • comply with legal obligations and enforce our terms.

5. Lawful bases (UK GDPR)

We process personal data on one or more of these legal bases:

  • Contract: to provide the service you request (e.g., generate reports).
  • Legitimate interests: to operate, secure, and improve our business and services (balanced with your rights).
  • Consent: where required (e.g., certain cookies, marketing where applicable).
  • Legal obligation: accounting, tax, fraud prevention, and other compliance duties.

6. Who we share data with (processors & recipients)

We may share data with trusted service providers (“processors”) such as:

  • hosting and infrastructure providers,
  • analytics tools (if enabled),
  • email/support tools,
  • payment processors (if you buy something),
  • AI/ML providers used to process your inputs and generate outputs (where applicable).

We only share what is necessary and require appropriate contractual protections.

7. International transfers

Some providers may process data outside the UK. Where international transfers occur, we use appropriate safeguards (e.g., UK International Data Transfer Addendum, adequacy regulations, or contractual clauses).

8. How long we keep data (retention)

We keep personal data only as long as necessary for the purposes above, including:

  • User inputs and generated outputs: retained to provide access/re-download and support, unless you request deletion (subject to section 12).
  • Support messages: typically retained for a reasonable period to handle follow-ups.
  • Billing records: retained as required by law/tax rules.

9. Cookies & analytics

We use cookies and similar technologies for:

  • essential site functionality (security, session handling),
  • optional analytics to understand site usage (where enabled).

You can manage cookies through your browser settings and (where implemented) our cookie banner/preferences tool.

10. Security

We use administrative, technical, and organisational measures designed to protect personal data (e.g., access controls, encryption in transit, least-privilege). No method of transmission or storage is 100% secure, but we work to maintain appropriate safeguards.

11. Children

Our services are not intended for children under 16. We do not knowingly collect data from children.

12. Your rights (UK GDPR)

You may have rights to:

  • access your data,
  • correct inaccurate data,
  • delete your data,
  • restrict or object to processing,
  • data portability (in certain cases),
  • withdraw consent (where processing is based on consent).

To exercise rights, contact privacy@vialem.ai. We may need to verify your identity.

13. Complaints

If you are unhappy, you can complain to the UK Information Commissioner’s Office (ICO). (We recommend contacting us first so we can try to resolve it.)

14. Changes to this policy

We may update this policy from time to time. We will post the updated version on this page and have updated this last on February 7th 2026.