Privacy Policy
VFX Job Scout · last updated 20 September 2026
VFX Job Scout is a Telegram bot that finds job offers for VFX artists and, for the users testing it, helps write and send applications. This page explains what data it uses, why, who else sees it, and how to get it deleted. We keep as little as we can: the application profile, for example, lives in your own Telegram chat, not on our server.
1. Who is responsible
VFX Job Scout is run from Italy. The service is in a closed test, open by invitation only: while the test lasts, the fastest way to reach us about your data is a message to the bot itself, and we answer in the same chat.
The name and contact address of the data controller will be published on this page before the service opens to the public.
2. What we use, and why
| Data | Why | How long |
|---|---|---|
| Your Telegram chat ID and first name, the date you joined, your filters (jobs, countries, remote…) | To send you the job offers you asked for | Until you ask us to delete them. /stop only pauses the messages. |
| Which job offers were sent to you, and when | Not to send the same one twice | As above |
| Applications: your CV, reel link and password, contacts, writing style | To write applications in your name | Stored in your Telegram chat as a pinned file, not on our server. Delete it from /profile, or delete that message. |
| Which jobs you applied to through the bot, when, and the studio's address | To show /applied and not apply twice to the same job | Until you ask us to delete them |
| Counters (letters per day and month) and the dates of your access | Fair-use limits | As above |
| Connected mailbox (Gmail): your email address and an access key | To send the applications you confirm, from your mailbox | Until you disconnect (/profile), delete your profile, or revoke access from your Google account. Stored encrypted. |
We do not keep the text of your letters: to send one, the bot re-reads it from your Telegram message. We do not sell data, show ads based on it, or use it to train AI models.
3. Google user data (Connect Gmail)
If you connect Gmail, we ask Google for two things only: your email address (to know which mailbox is connected) and permission to send email (gmail.send). We cannot read, search or delete your email.
- An email is sent only when you tap Send and then Yes, send, and only to the address found in the job offer, with your CV attached.
- The access key is stored encrypted, with a key kept apart from the database. Nobody reads it; the bot uses it only for the sending you confirm.
- Google user data is not shared with anyone else, not used for advertising, and not used to train AI models.
- You can disconnect at any time from /profile, or remove the access from your Google Account (Security → Third-party apps).
VFX Job Scout's use and transfer to any other app of information received from Google APIs will adhere to the Google API Services User Data Policy, including the Limited Use requirements.
4. Who else processes your data
- Telegram: all messages, and your application profile, travel and live on Telegram.
- Anthropic (Claude): reads your CV once to build your profile. Through Anthropic's paid API, not used to train models.
- Google (Gemini): for each letter, receives your profile and the job offer for a few seconds. Through Google's paid API, not used to train models.
- Google (Gmail): only if you connect it, to send the emails you confirm.
- Microsoft (OneDrive): a daily backup copy of the database (the data in section 2, not your application profile), kept 14 days. Mailbox keys in it stay encrypted, and the decryption key is not in the backup.
Some of these providers are outside the European Union; they work under the European Commission's standard contractual clauses or equivalent safeguards.
5. Legal basis
Sending you job offers and running your account: performance of the service you asked for (GDPR art. 6.1.b). Applications and a connected mailbox: your consent, asked before you start (art. 6.1.a), which you can withdraw at any time. Limits against abuse and security: our legitimate interest (art. 6.1.f).
6. Your rights
You can ask to see, correct, export or delete your data, or object to its use: write to the bot and we answer within 30 days. You can also complain to the Italian data protection authority, the Garante per la protezione dei dati personali, or the one where you live.
7. Security
Mailbox access keys are encrypted; the bot asks for confirmation before every email; links to connect a mailbox expire after 15 minutes; limits stop anyone from using the service to send mass email.
8. Age
VFX Job Scout is for people aged 16 or older.
9. Changes
If this policy changes in a way that matters, we tell you in the bot before it applies.