Privacy Policy

1. Introduction

Spanispace ("we", "our", or "us") is committed to protecting your personal information and your right to privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our talent and employment platform. We are a South African-based platform and comply with the Protection of Personal Information Act, 2013 (POPIA) and other applicable data protection legislation.

2. Information We Collect

We collect information that you provide directly to us, as well as information that is generated automatically when you use our platform. This includes:

• Account Information: Name, email address, phone number, password, and account type (candidate or employer).
• Profile Information: Location, professional summary, skills, work experience, education history, and profile photographs.
• Application Data: CVs, cover letters, and any documents you upload or submit when applying for positions through our platform.
• Job Posting Data: Company details, job descriptions, compensation information, and contact details submitted by employers.
• Training and Event Data: Enrolment records, course progress, event registrations, and completion certificates.
• Usage Data: Browser type, IP address, pages visited, time spent on pages, and other diagnostic data collected automatically.

3. How We Use Your Information

We use the information we collect for the following purposes:

• To create and manage your account on our platform.
• To facilitate job applications and match candidates with employers.
• To provide training programmes, bootcamps, and academic opportunity tracking.
• To communicate with you about your account, applications, or services.
• To send you newsletters, job alerts, and platform updates (with your consent).
• To improve our platform, analyse usage trends, and develop new features.
• To comply with legal obligations and enforce our Terms of Service.
• To prevent fraud, abuse, and unauthorised access to our systems.

4. Data Sharing and Disclosure

We do not sell your personal information. We may share your information in the following circumstances:

• With Employers: When you apply for a job, your application details and profile information are shared with the relevant employer.
• Service Providers: We work with third-party service providers who assist us in operating our platform, including hosting, analytics, and email delivery services. These providers are contractually obligated to protect your data.
• Legal Requirements: We may disclose your information if required by law, regulation, or legal process, or if we believe disclosure is necessary to protect the rights, property, or safety of Spanispace, our users, or others.
• Business Transfers: In the event of a merger, acquisition, or sale of assets, your information may be transferred as part of that transaction.

5. Data Security

We implement appropriate technical and organisational measures to protect your personal information against unauthorised access, alteration, disclosure, or destruction. These measures include encryption of data in transit and at rest, access controls, regular security assessments, and secure data storage infrastructure. However, no method of transmission over the internet or electronic storage is completely secure, and we cannot guarantee absolute security.

6. Data Retention

We retain your personal information for as long as your account is active or as needed to provide you with our services. If you close your account, we will delete or anonymise your personal information within 90 days, unless we are required to retain it for legal, regulatory, or legitimate business purposes. Job application records may be retained for up to 12 months after the position is filled or closed.

7. Your Rights Under POPIA

Under the Protection of Personal Information Act (POPIA), you have the following rights regarding your personal information:

• Right of Access: You may request confirmation of whether we hold your personal information and request access to it.
• Right to Correction: You may request that we correct or update inaccurate or incomplete personal information.
• Right to Deletion: You may request that we delete your personal information, subject to legal retention requirements.
• Right to Object: You may object to the processing of your personal information for direct marketing purposes.
• Right to Withdraw Consent: Where processing is based on consent, you may withdraw your consent at any time.
• Right to Lodge a Complaint: You may lodge a complaint with the Information Regulator of South Africa if you believe your rights have been infringed.

To exercise any of these rights, please contact us using the details provided below.

8. Cookies and Tracking

We use cookies and similar tracking technologies to enhance your experience on our platform. Cookies are small data files stored on your device that help us remember your preferences, understand how you use our platform, and improve our services. You can control cookie settings through your browser preferences. Essential cookies that are necessary for the platform to function cannot be disabled. We use analytics cookies to understand usage patterns and improve our services.

9. Third-Party Links

Our platform may contain links to third-party websites, services, or applications that are not operated by us. We are not responsible for the privacy practices of these third parties. We encourage you to review the privacy policies of any third-party services before providing them with your personal information.

10. AI CV Audit Feature

Spanispace offers an optional AI-Driven CV Audit feature that allows candidates to paste their CV text and receive automated feedback. When you use this feature:

• Your CV text is transmitted to Anthropic's API for processing. Anthropic's own Privacy Policy governs how they handle this data. We do not store your CV text on our servers beyond the duration of the API request.
• The audit is provided for guidance purposes only and does not constitute professional career advice, nor does it guarantee any employment outcome.
• You should not include sensitive personal information such as your national ID number, bank details, or medical history in text submitted for CV analysis.

11. Document Storage

Candidates may upload documents (such as CVs and certificates) to their Spanispace profile through the My Documents section. These files are stored securely using Supabase Storage with access controls that limit visibility to you and authorised Spanispace administrators. Uploaded documents are retained for as long as your account is active and are deleted within 90 days of account closure.

12. Scraped Job Listings

Some job listings displayed on Spanispace are sourced automatically from third-party job boards (including RemoteOK, Remotive, and Adzuna) via automated scraping. These listings are curated and filtered before display but originate from external sources. Spanispace does not collect any personal information through this process — we only retrieve publicly available job posting data such as job title, description, location, and application link. We are not responsible for the accuracy or completeness of third-party job listings.

13. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or applicable law. We will notify you of any material changes by posting the updated policy on our platform and updating the "Last updated" date. Your continued use of the platform after any changes constitutes your acceptance of the revised policy.

14. Contact Information

If you have any questions about this Privacy Policy or wish to exercise your data protection rights, please contact us at: