Privacy Policy

Last updated: August 25, 2026 · ProveFit, a product of 25 Fathoms, LLC

This is a starting draft for 25 Fathoms to review with counsel before launch. It reflects how ProveFit is built to handle data, but it is not legal advice and should be reviewed before it goes live.

Introduction

This Privacy Policy describes how 25 Fathoms, LLC (“ProveFit,” “we,” “us,” “our”) collects, uses, and shares information when you visit provefit.app or use the ProveFit service (the “Service”). It applies to visitors to our site, individuals who create an account or run a report, and students who use ProveFit through a school or career center. The short version: your resume is used only to generate your own report, we never sell or share your data, your resume is never stored, and you can delete your account whenever you want. Your use of the Service is also governed by our Terms of Service.

Information We Collect

We collect information in three categories. First, account and contact information you provide when you create an account, run a report, or contact us: your name, email address, and, for a school pilot, your cohort or institution code. Second, site and usage data generated when you use the site or Service: log entries, IP address, browser type, pages viewed, and timestamps. Third, the material you submit to run a report: your resume, and optionally a cover letter and the job posting you are targeting. You can provide this material either as an uploaded file (PDF or Word) or as pasted text. For an individual user, this material is usually your own personal information. When you use ProveFit through a school, it is the student’s own information.

How We Use Information

We use account and contact information to provide the Service, respond to you, send service notices, and process payment. We use site and usage data to operate, secure, and improve the site and Service. We use the material you submit only to produce and deliver your report. We use automated analysis, including an AI model, to help produce the report; that processing generates your report only. We do not sell any of this information, and we do not use the resumes or cover letters you submit to train external machine-learning models.

How We Handle the Files You Submit

When you upload a resume, cover letter, or job posting as a PDF or Word file, we read it into text in memory to produce your report. Then it is gone. We do not save the uploaded file, we do not save the extracted text, and we do not store the report on our servers. Your report is delivered to your browser for you to read, save, or print. Nothing about your resume or report is kept after your session. If you create an account, it holds only your sign-in and plan information, never your resume, and you can delete it at any time.

Cookies and Analytics

Our site uses cookies and similar technologies for basic functionality and traffic analytics. When you first visit, a consent banner lets you accept or reject non-essential cookies, and you can change or withdraw your choice at any time using the cookie preferences control on the site. Non-essential cookies, including any analytics, do not load until you consent. Where your browser sends a Global Privacy Control (GPC) or similar signal, we treat it as a valid opt-out and non-essential cookies stay off without any banner interaction. We do not use your information for targeted or behavioral advertising.

Sharing and Subprocessors

We share information with the third-party providers that operate the Service: a payment processor (for billing), an AI model provider (used to help produce your report), and our hosting, data-storage, authentication, and email-delivery providers. Each processes data only to provide its service to us, under terms that limit their use of it and bar the use of your material to train their models. We disclose information to authorities only when required by law or to protect rights, property, or safety. We do not sell personal information, and we do not share it for cross-context behavioral advertising.

Students and Institutions

When ProveFit runs through a school or career center, student data is used only to generate that student’s own report, is never sold or shared, and can be deleted on request. For institutional pilots, these commitments are set out in a short data-handling agreement with the institution. Student records carry expectations under laws such as FERPA, and we build to meet them rather than work around them. We are glad to review our terms with a school’s privacy staff before a pilot begins.

Data Retention

Your resume, cover letter, job posting, and the report we generate are not retained. They exist only in memory long enough to produce your report, and are discarded when it is delivered. If you create an account, we keep only your sign-in and plan information, until you delete your account, which you can do at any time. Anonymous, aggregate usage metrics, such as report counts and score ranges, may be kept to operate and improve the Service and, for school pilots, to produce an outcomes summary; these contain no resume content. Site and security logs are retained for a limited period.

Security

We protect information using reasonable technical and organizational measures, including encryption in transit (TLS), encryption at rest where supported by our providers, and role-based access controls. No system is perfectly secure. If we become aware of a breach that affects your information, we will notify you without undue delay and in compliance with applicable law.

Do Not Sell or Share My Personal Information

We do not sell your personal information, and we do not share it for cross-context behavioral advertising, so there is nothing to opt out of. If your browser sends a Global Privacy Control signal, we honor it as a valid opt-out. If you have questions or want to confirm your preferences, email privacy@provefit.app.

Your Rights

Depending on where you live, you may have rights to access, correct, delete, or port the personal information we hold about you, and to object to or restrict certain processing. California residents have rights under the California Consumer Privacy Act (CCPA/CPRA), including the right to know what we collect and to opt out of the sale or sharing of personal information; we do not sell or share personal information for cross-context behavioral advertising (see the Do Not Sell or Share section above). Where you send a Global Privacy Control signal, we honor it as a valid opt-out. You can opt out of marketing email using the unsubscribe link in any message. To exercise any of these rights, contact us using the details below. We will respond within the time required by applicable law, and we will not discriminate against you for exercising your rights.

International Data Transfers

ProveFit and our primary providers are based in the United States. If you access the Service from outside the United States, your information will be transferred to and processed in the United States. Where required, we rely on standard contractual clauses or other approved transfer mechanisms.

Children’s Privacy

The Service is intended for job seekers who are adults, including college students and other adult learners using it through a career center. We do not knowingly collect personal information from anyone under the age of 18. If you believe we have collected information from a minor, contact us and we will delete it.

Changes to this Policy

We may update this Privacy Policy from time to time. Material changes will be posted on this page with an updated revision date and, where the change affects an active customer, communicated by email in advance. Continued use of the Service after the effective date of a change constitutes acceptance.

Contact Us

If you have questions about this policy or your information, contact us:

ProveFit, a product of 25 Fathoms, LLC
1250 W. Ohio Pike, #110
Amelia, OH 45102
Email: privacy@provefit.app
Website: provefit.app

See also our Terms of Service for how the material you submit is owned and processed.