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Terms of Service for Cover Letter AI Analysis

Welcome to our AI-powered cover letter analysis service! By using this service, you agree to the following terms and conditions. Please read them carefully before proceeding.

1. Service Overview

Our platform provides two primary functions:

  • Cover Letter Analysis: Upload or paste a cover letter to be evaluated by our local AI model running on our dedicated server. The content is loaded into memory for immediate processing and discarded once the analysis result is produced.
  • Cover Letter Generation: Submit your CV, job description, and related information. Your data is compiled into a prompt and sent to a third party AI provider (e.g., OpenAI) which returns a cover letter. Each generation request consumes one credit. The result is delivered to your browser and is not stored on our servers. The provided data is immediately discarded.

2. Account Registration and Login

  • Access to the Generation service requires account creation via our Firebase based login system.
  • You agree to provide accurate information and are responsible for safeguarding your account credentials.

3. Free Services and Payments for Premium Features

  • Free access is provided for the Analysis service, subject to undisclosed, time based usage limits.
  • Payment for the Generation service is made on a per credit basis. Each cover letter generation consumes one credit.
  • Prices for credits are displayed in your local currency where supported, based on your geographical location as determined by your IP address. Currency conversion rates are set by us and may not match current market rates exactly.
  • We may use different pricing structures and rounding methods for different regions based on local economic factors and market conditions.
  • All prices displayed include any applicable taxes or fees unless otherwise stated.
  • If we are unable to determine your location, or if your local currency is not supported, prices will be displayed in US Dollars (USD).

4. Refund Policy

  • All payments for Generation Credits are final and non-refundable, except as required by applicable consumer protection laws.
  • As a digital service, Generation Credits are considered "used" once a request is submitted, and the credit is consumed.
  • Under EU law, you have the right to withdraw from a purchase within 14 days unless you expressly agree to waive that right. By purchasing and using generation credits, you agree that the service begins immediately and that your right of withdrawal is waived once the service is performed.
  • If you request a refund for unused credits, any bundled Premium access associated with that specific purchase will be recalculated or removed accordingly.
  • If you experience a technical issue or believe you were charged in error, please contact us at info@coversentry.com within 7 days of purchase. We will investigate and may issue a partial or full refund at our discretion.

5. Data Privacy and Security

We value your privacy and the security of your data. Here's what you need to know:

  • Analysis Service: Your uploaded cover letter is processed in-memory on our dedicated server and immediately discarded after analysis. No content is stored or logged.
  • Generation Service: Submitted inputs (such as your CV and job description) are securely transmitted to third-party AI providers (e.g., OpenAI, Anthropic, or Google) solely for the purpose of generating a cover letter. We use these providers' paid API services, which according to their terms do not use submitted data for training their models.
  • No Persistent Storage: In all of our services, data is either handled in-memory or discarded immediately after the task is completed. No cover letter content, CVs, or job descriptions are stored on our servers.
  • Data Minimization: To further protect your privacy, we strongly recommend that you remove any personal or sensitive information (e.g., names, contact details) before submitting documents for processing.
  • Security Measures: All communication is encrypted via HTTPS. Our secure servers are located in the Netherlands, hosted by Hostkey, with industry-standard security practices.

6. User Consent and Responsibilities

  • By using our Generation Service, you confirm that you have removed sensitive personal data (e.g., name, address, phone number) before submission.
  • You are solely responsible for ensuring that you have the rights to submit any data provided and that such data complies with applicable laws and these Terms.

7. Usage Limits and Payment Terms

  • The Analysis service is free but subject to usage limits which may change over time without prior notice. These limits are designed to prevent abuse and ensure service availability for all users.
  • The Generation service operates on a credit-based system. Each generation request consumes one credit from your account. Credits are purchased in advance and have no cash value.
  • Credits may expire 12 months after purchase if unused, unless otherwise specified at the time of purchase.
  • Certain purchases (e.g., credit bundles) may grant access to time-limited Premium Features for 30 days from the moment of purchase. Premium access includes features such as daily bonus credits, higher usage limits, early access to tools, or additional enhancement options.
  • Your premium access begins immediately at the time of purchase and lasts for 30 consecutive calendar days. It is non-transferable and not paused during inactivity.
  • After the Premium period expires, access to bonus features may be revoked unless another qualifying purchase is made.
  • We reserve the right to adjust usage limits, credit prices, or service features to respond to changing operational costs or market conditions.
  • Payment is collected on a per credit basis; no ongoing subscriptions or periodic benefits are provided unless explicitly stated during purchase.

8. Use at Your Own Risk and Automated Processing Limitations

While we aim to provide accurate results, this service is offered "as-is." You agree to use this service at your own risk. We cannot guarantee the absolute accuracy of the analysis, and we are not responsible for any consequences, direct or indirect, that may result from the use of our service.

  • Automated Processing Limitations: Our services utilize automated processing, including AI models for analysis and generation. These systems have inherent limitations and may produce errors, inconsistencies, or unexpected results. You acknowledge that:
  • Sub-items:
    • AI detection may incorrectly classify human-written content as AI-generated or vice versa
    • Generated cover letters may contain factual errors, inappropriate language, or irrelevant content
    • Results may vary between processing runs even with identical inputs
    • Formatting, structure, or other aspects of the output may not meet your expectations
  • You are responsible for reviewing and verifying all outputs before using them for any purpose, particularly for employment applications or other important communications.

9. Disclaimer of Liability

  • No Warranties: The service and its outputs — including but not limited to AI-generated, enhanced, or analyzed content — are provided “as is” without any warranties, express or implied. We do not guarantee the accuracy, reliability, suitability, or usefulness of any content produced by the service, whether accessed for free or via a paid feature. This includes cases where the AI output is incomplete, irrelevant, or nonsensical.
  • Limitations of Liability: To the maximum extent permitted by applicable law, we disclaim all liability for any damages or losses, direct or indirect, arising from your use of the service. This includes (but is not limited to) decisions made based on the AI’s output, failure to meet user expectations, or issues stemming from inaccuracies, omissions, or stylistic problems in the generated, enhanced, or analyzed content. You acknowledge that all use is at your own discretion and risk.

10. Third-Party Service Dependencies

  • Our Generation service relies on third-party AI providers (e.g., OpenAI, Anthropic, Google). Changes to these providers' services, APIs, pricing, or availability may affect our Service's performance, features, or availability.
  • Our authentication system is provided by Firebase (operated by Google), which processes and stores account information including email addresses and authentication data. Changes to Firebase's services may affect your ability to access your account or use premium features.
  • You are responsible for maintaining the security of your account credentials, including your password, which is handled by Firebase's authentication system.
  • We are not liable for any service degradation, feature limitations, or other issues resulting from changes made by these third-party providers.

11. Intellectual Property

  • Our proprietary analysis algorithm is our exclusive property. However, components provided by third-party providers—including OpenAI’s models and related technologies, for which we pay for access—remain the property of their respective owners.
  • Use of our service does not grant you any ownership rights to any underlying technology beyond a limited, non transferable right to use the service.

12. User Responsibilities

Users are responsible for ensuring they have the necessary rights and permissions to submit any given data. Users must ensure they do not submit any other types of documents, such as identification records, financial documents, medical files, or any files that are unrelated to the task. Submitting non-relevant documents, or any personal, confidential or proprietary data outside the scope is prohibited.

13. Account Security

  • You are responsible for maintaining the confidentiality of your account credentials and for all activities that occur under your account.
  • You agree to notify us immediately of any unauthorized use of your account or any other breach of security.
  • We reserve the right to suspend or terminate accounts that violate these Terms or that we determine, in our sole discretion, may present a risk to our Service or other users.
  • Account sharing is prohibited. Each account is for a single user only, and you may not allow others to access or use your account.

14. Scope of Use

The Service is provided exclusively for reasonable and fair use in analyzing or generating cover letters. Uploading any unrelated documents or data such as technical documents, personal identification records, financial records, or other unrelated files—is strictly prohibited and outside the Service’s intended purpose. Excessive or abusive usage, including but not limited to automated queries, spamming, or any activity that disrupts or degrades the quality of the service for other users, is strictly prohibited.

You may not use the Service to create, promote, or support any content that is unlawful, harmful, or intended for illegal purposes, including but not limited to applications for criminal or violent roles.

We reserve the right to monitor usage patterns and impose reasonable usage limits if necessary to prevent abuse. If we detect usage that exceeds reasonable levels, we will notify you and may suspend or limit your access to the Service until the issue is resolved.

15. Service Availability and Modifications

  • We strive to maintain continuous access to our services but do not guarantee uninterrupted availability.
  • We reserve the right to suspend or limit access to prevent abuse, for maintenance, or to modify the service as needed.
  • In the event that CoverSentry permanently suspends the Analysis or Generation services, any purchases made within the preceding 14 days will be refunded on a pro rata basis for unused credits.
  • The Service may be temporarily unavailable due to maintenance, updates, or circumstances beyond our control. We shall not be liable for any damages, losses, or inconveniences caused by service interruptions or downtime.
  • We may update these Terms from time to time; continued use of the service constitutes acceptance of any modifications.

16. Severability

If any provision of these Terms is found to be invalid, illegal, or unenforceable for any reason, the remaining provisions shall remain in full force and effect.

17. Governing Law and Jurisdiction

These Terms shall be governed by and construed in accordance with the laws of the Netherlands. Any disputes arising out of or relating to these Terms or the use of the Service shall be subject to the exclusive jurisdiction of the courts of the Netherlands.

18. Contact Us

If you have questions or concerns regarding these terms, please contact us at info@coversentry.com.

Dutch Chamber of Commerce (kvk) number: 95387641

Thank you for using our cover letter analysis service!