Privacy Policy

Last updated: October 2, 2026 · ProveFit, a product of 25 Fathoms, LLC

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 people who use ProveFit through a school, employer, career coach, or other organization that sponsors their access. 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 four categories. First, account and contact information you provide when you create an account, run a report, or contact us: your name, email address, and, if you joined through a sponsor, your cohort code. Second, site and usage data generated when you use the site or Service: log entries, IP address, browser type, pages viewed, and timestamps. This also includes a record of each report you run: the report type (Recruiter Read or Hiring Manager Read), the readiness result and fit score it produced, when it ran, and technical details of the processing such as the AI model used and its processing cost. If you joined through a sponsor, the record also notes the cohort you belong to. These usage records never include your resume, cover letter, or job posting content. 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 sponsor, it is still your own information, and your sponsor never receives it. Fourth, feedback you choose to give: after a report, some users are invited to answer a short optional survey (for example, a 0 to 10 rating, a few multiple-choice answers, an optional comment, and an optional email address if you want us to follow up). Survey answers are linked to your account and cohort and never include your resume, cover letter, or job posting content.

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 and, if you purchase or are entitled to it, your Honest Rewrite. We use survey answers only to improve the Service and, if you left an email address for that purpose, to follow up with you. 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. If a PDF contains only an image of text (for example, a scan), we send it to our AI model provider to read the text from the image, under the same limits described below. 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. We do not keep your resume, the text we extract from it, the uploaded files, or the full report after your session. The same applies to the Honest Rewrite: the tightened version of your resume and the Word file we build from it are produced in memory and delivered to your browser, and we do not store them. We do keep a small usage record of the scan itself: its type, the readiness result, and the fit score. It contains none of your resume, cover letter, or job posting content, and it is described under Data Retention below. If you create an account, it holds only your sign-in, plan information, and these usage records, 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, and our AI provider account is set so your material is not used to train its models. We do not give a sponsor anything beyond the aggregate reporting described under Sponsored and Organization Cohorts below. 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.

Sponsored and Organization Cohorts

Some people use ProveFit through an organization that sponsors their access, such as a school or career center, an employer, or a career coach. The sponsor gives you a cohort code, and the code unlocks the Service at no charge to you. A sponsor offering ProveFit does not change how your information is handled. Your resume and other material are used only to produce your own report, they are never stored, and you can delete your account at any time.

A sponsor sees aggregate results for its cohort and nothing more. That means totals and averages for the group, such as how many people ran reports, the mix of Recruiter Reads and Hiring Manager Reads, readiness and fit score distributions, and how scores changed across the group. A sponsor never sees your name, your email address, your resume, cover letter, or job posting, your report, or any one person’s results, and it cannot download individual records. So that no one can be picked out of a small group, results stay hidden until at least five people in the cohort have run a report, and score changes stay hidden until at least five people have run more than one Hiring Manager Read. A sponsor sees weekly totals, not daily activity or the date anyone last used the Service.

If your employer sponsors your access, your employer cannot see whether you personally used ProveFit, how often you used it, or what you scored.

Individual-level reporting to a sponsor happens only under a signed data-handling agreement that expressly provides for it, and only as far as that agreement and applicable law allow. It never includes resume, cover letter, job posting, or report content, and we will tell the people in that cohort before it begins. As of the date of this policy, no sponsor receives individual-level reporting.

For schools, 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 these 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. We do retain a usage record of each scan (its type, the readiness result, and the fit score, with the time it ran) to operate and improve the Service and, for sponsored cohorts, to produce the aggregate reporting described above. When you are signed in, this record is linked to your account and, if you joined through a sponsor, to your cohort. It never contains resume, cover letter, or job posting content. If you create an account, we keep your sign-in, plan information, and these usage records until you delete your account, which you can do at any time. When you delete your account, we remove the link between you and your usage records, though de-identified aggregate counts may remain. Survey answers are kept to improve the Service, and you can ask us to delete yours at any time. 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. Inside 25 Fathoms, access to account-level usage records (which reports you ran, when, and the scores) is limited to the people who operate ProveFit, and is used only to run, support, and secure the Service. 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.