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Privacy & Acceptable Use Policy

How CV Spaces collects, uses, shares and protects your personal information, and the rules everyone agrees to when using the platform.

Last updated 2 September 2026

1. Introduction

CV Spaces is an online recruitment platform operated by Ornecy that connects job seekers with the organisations that need them. This policy explains what personal information we collect when you use the platform, why we collect it, who we share it with, and the choices you have. It also sets out the Acceptable Use rules that apply to every person and organisation using CV Spaces.

This policy applies to the CV Spaces website, its job seeker and employer portals, and any related services we provide. By creating an account or using the platform, you confirm that you have read and understood this policy.

Who is responsible for your information

CV Spaces is the responsible party for the personal information described in this policy, as that term is used in the Protection of Personal Information Act, 2013 (POPIA). Employers who receive your application become responsible for how they use it themselves.

2. Information we collect

We collect only the information we need to run a recruitment platform. That falls into four groups.

Category What it includes
Information you give us Your name, email address, phone number, password, profile photo, CV and supporting documents, work history, education, skills, and the answers you give in job applications.
Employer account information Company name, registration details, contact people, billing details, and the vacancies and assessment criteria you publish.
Information we collect automatically IP address, browser and device type, pages visited, referring page, and the date and time of each visit. Collected through cookies and similar technologies.
Information from third parties Profile details supplied by a single sign-on provider (such as Microsoft) when you choose to sign in that way, and information from an employer who invites you onto the platform.

Special personal information

Some employers ask for information that POPIA treats as special personal information, such as race or disability status, in order to meet employment equity obligations. Where we collect this, we tell you why, we ask for your consent, and providing it is optional. We never use it for any other purpose.

3. How we use your information

  • To create and manage your account, and to authenticate you when you sign in.
  • To build your profile and let you apply for advertised vacancies.
  • To let employers review, shortlist and respond to the applications they receive.
  • To send you job alerts, application updates and other service messages you have asked for.
  • To provide support when you contact us, and to investigate reported problems.
  • To keep the platform secure, prevent fraud and misuse, and enforce the Acceptable Use rules below.
  • To understand how the platform is used so that we can improve it, using aggregated statistics.
  • To meet our legal, regulatory and tax obligations.

We do not sell your personal information, and we do not share it with advertisers for their own marketing.

4. Lawful basis for processing

Under POPIA we may only process your personal information where we have a lawful basis to do so. We rely on:

  • Performance of a contract — to give you the service you signed up for.
  • Your consent — for marketing messages, optional profile fields, non-essential cookies and special personal information. You may withdraw consent at any time.
  • Legitimate interests — to secure the platform, prevent abuse, and improve the service, provided your rights are not overridden.
  • Legal obligation — where a law or a court requires us to keep or disclose information.

5. Sharing and disclosure

We share personal information only in the circumstances set out below.

  • With employers you apply to. When you submit an application, the employer receives your profile, CV and the answers you gave. Applying is always your choice.
  • With service providers. Hosting, email delivery, document conversion and analytics providers process information on our behalf under written agreements that restrict them to our instructions.
  • Where the law requires it. To comply with a court order, a lawful request from a regulator, or to establish or defend a legal claim.
  • In a business transfer. If CV Spaces is involved in a merger, acquisition or sale of assets, information may transfer as part of that transaction. We will tell you before your information becomes subject to a different policy.
Your CV stays under your control

Employers can only see your full profile and documents once you apply to one of their vacancies, or where you have explicitly made your profile searchable. You can change that setting at any time.

6. Cookies and tracking

Cookies are small files stored on your device. We use strictly necessary cookies to keep you signed in and to keep the platform secure — these cannot be switched off. We also use analytics cookies to understand how the site is used, and these are only set once you accept them in the cookie banner.

You can clear or block cookies through your browser settings. Blocking strictly necessary cookies will prevent you from signing in.

7. How we protect your information

We apply appropriate technical and organisational safeguards, including encryption of traffic in transit, access controls that limit staff access to what their role requires, secure password storage, activity logging, and regular review of our systems.

No system is completely secure. If a security compromise affects your personal information, we will notify you and the Information Regulator as POPIA requires.

8. How long we keep it

We keep your information for as long as your account is active. If you close your account we delete or anonymise your profile and documents, except where we must keep records longer to meet a legal obligation, to resolve a dispute, or to enforce our agreements. Application records held by an employer are subject to that employer's own retention policy.

9. Your rights

POPIA gives you the following rights over your personal information. To exercise any of them, contact us using the details in section 16.

  • Access — ask what personal information we hold about you.
  • Correction — ask us to correct information that is inaccurate or incomplete. Most of it you can edit yourself in your profile.
  • Deletion — ask us to delete information we no longer have grounds to keep.
  • Objection — object to processing based on our legitimate interests.
  • Withdraw consent — withdraw consent you previously gave, without affecting processing already carried out.
  • Opt out of marketing — unsubscribe from any marketing email using the link in the message.
  • Complain — lodge a complaint with the Information Regulator of South Africa if you believe we have not handled your information lawfully.

10. Cross-border transfers

Some of our service providers store or process information outside South Africa. Where that happens, we only use providers that are bound by laws or contractual terms giving your information a level of protection substantially similar to POPIA.

11. Acceptable Use Policy

These rules apply to everyone using CV Spaces. They exist to keep the platform safe and useful for genuine job seekers and genuine employers.

You may

  • Create one account that accurately represents you or your organisation.
  • Publish genuine vacancies for real, currently available roles.
  • Apply for vacancies with information that is true and your own.
  • Use the platform for lawful recruitment purposes.

You may not

  • Impersonate another person or organisation, or misrepresent your affiliation with one.
  • Post false, misleading, expired or speculative vacancies, or advertisements that are really recruitment for a fee, a training course, or a business opportunity.
  • Ask applicants to pay any fee, deposit or purchase in connection with a vacancy.
  • Publish content that is unlawful, defamatory, harassing, discriminatory, obscene, or that infringes anyone's intellectual property.
  • Discriminate in a job advertisement on grounds prohibited by the Employment Equity Act, except where a genuine and lawful requirement of the role applies.
  • Use another person's CV, identity documents or credentials without their permission.
  • Scrape, harvest, index or bulk-download profiles, CVs, contact details or vacancies by any automated means.
  • Use personal information obtained through the platform for anything other than the recruitment process it was submitted for — in particular, not for unsolicited marketing.
  • Upload malware, attempt to gain unauthorised access to any account or system, probe or test our security, or interfere with the platform's normal operation.
  • Resell, sublicense or commercially exploit any part of the platform or its content without our written permission.
  • Create multiple accounts to evade a suspension or any limit we have applied.

Content you upload

You keep ownership of the content you upload. By uploading it you grant CV Spaces a non-exclusive licence to host, store, reproduce and display that content for the purpose of operating the platform and delivering your applications to the employers you choose. You confirm you have the right to share everything you upload.

12. Enforcement

Where we reasonably believe these rules have been broken, we may remove or hide content, restrict features, suspend or terminate an account, and report the matter to law enforcement or a regulator. We will give notice and an opportunity to respond where it is practical and appropriate to do so, but we may act immediately where there is a risk of harm to users, to a third party, or to the platform.

If you come across a vacancy or a profile that breaks these rules, please report it to us using the contact details below.

13. Third-party sites

The platform links to employer websites and other third-party services. We do not control them and are not responsible for their content or their privacy practices. Read their policies before giving them your information.

14. Children

CV Spaces is not intended for children. You must be at least 18 years old, or the minimum lawful working age with the consent of a parent or guardian, to create an account. If we learn that we hold the information of a child without proper consent, we will delete it.

15. Changes to this policy

We may update this policy as the platform or the law changes. The date at the top of this page shows when it was last revised. Where a change materially affects your rights, we will notify you by email or through a notice on the platform before it takes effect.

16. Contact us

For any question about this policy, to exercise your rights, or to report a breach of the Acceptable Use rules, contact our Information Officer: