Privacy Policy

Last updated: 25 November 2025

1. Who we are

MerlAI is an AI-powered resume and cover letter generator operated by Merlin's Group Pty Ltd ("Merlin's Group", "we", "us", or "our"). This Privacy Policy describes how we handle personal information in connection with MerlAI and related services.

2. Information we collect

We may collect the following categories of information when you use MerlAI:

• Account information: name, email address, login credentials, and basic profile details.
• Resume and application content: information you enter into our forms or upload, such as work history, education, skills, achievements, and job descriptions.
• Usage data: pages you visit, features you use, approximate location based on IP address, device and browser information, and other interaction data that helps us understand how MerlAI is used.
• Payment and billing data: limited billing details and transaction records. Payment card details are processed by our payment providers and are not stored in full on our servers.
• Support communications: content of emails or messages you send to us, including support requests and feedback.

3. How we use your information

We use personal information for the following purposes:

• To operate, maintain, and improve MerlAI and related services;
• To create, edit, and optimise resumes, cover letters, and related documents using AI models;
• To provide scoring, analysis, and recommendations about your resume and cover letters;
• To process payments, manage subscriptions, and send billing-related communications;
• To provide customer support and respond to your enquiries;
• To monitor and protect the security, integrity, and availability of our systems;
• To analyse usage trends and improve the user experience;
• To comply with legal obligations and enforce our Terms of Service.

4. How we use AI and your content

MerlAI uses artificial intelligence and large language models to generate and improve text (for example, resumes and cover letters). When you submit content to MerlAI, we process that content (and related context) to generate AI-powered suggestions and outputs for you.

We may also use anonymised and aggregated data derived from your use of MerlAI (such as usage patterns and de-identified text snippets) to improve our models, algorithms, and features. We do not use this data in a way that personally identifies you.

5. Legal bases (where applicable)

Where privacy laws require a legal basis for processing, we typically rely on one or more of the following:

• Performance of a contract: providing MerlAI and related services to you.
• Legitimate interests: operating and improving our services, securing our systems, and communicating with you about service-related matters.
• Consent: where you have given us explicit consent for a specific purpose (which you can withdraw at any time).
• Legal obligations: complying with applicable laws, regulations, and court orders.

6. How we share information

We do not sell your personal information. We may share information with:

• Service providers: third parties who help us operate MerlAI (such as cloud hosting, AI model providers, analytics providers, and payment processors). These providers are only permitted to use your information to provide services to us.
• Professional advisers: such as lawyers, accountants, and auditors, where reasonably necessary.
• Authorities and legal process: where required by law, regulation, or legal process, or to protect our rights or the rights of others.
• Business transfers: in connection with a merger, acquisition, corporate reorganisation, or sale of assets, where your information may be transferred as part of that transaction.

7. International transfers

MerlAI is operated primarily from Australia, but some of our service providers may process information in other countries. Where your information is transferred across borders, we take steps to help ensure an appropriate level of protection, consistent with applicable law.

8. Data retention

We retain personal information for as long as reasonably necessary to provide MerlAI and related services, to comply with legal obligations, resolve disputes, and enforce our agreements. If you close your account or request deletion, we will take steps to delete or de-identify your personal information, subject to any legal or operational retention requirements.

9. Your rights and choices

Depending on your location and applicable law, you may have rights such as:

• Accessing the personal information we hold about you;
• Requesting correction of inaccurate or incomplete information;
• Requesting deletion of your personal information, in certain circumstances;
• Objecting to or requesting restriction of certain processing;
• Withdrawing consent where processing is based on your consent;
• Making a complaint to a data protection or privacy regulator.

You can exercise some of these rights directly through your account settings (for example, updating profile details or requesting account deletion). You can also contact us using the details below.

10. Security

We use technical and organisational measures designed to protect personal information from unauthorised access, use, or disclosure. These include encryption in transit, secure infrastructure, access controls, and monitoring. No system can be completely secure, so we cannot guarantee absolute security, but we work to protect your information in line with industry practices. For more detail, please see our Security page.

11. Cookies and similar technologies

We use cookies and similar technologies to help operate and improve MerlAI. For more information about how we use cookies and how you can control them, please see our Cookie Policy.

12. Third-party links and services

MerlAI may contain links to third-party websites or services. We are not responsible for the privacy practices of those third parties. We encourage you to review their privacy policies before providing any personal information.

13. Changes to this Privacy Policy

We may update this Privacy Policy from time to time. When we do, we will update the "Last updated" date above and may provide additional notice (for example, within the app or by email) where appropriate. Your continued use of MerlAI after any changes take effect means you accept the updated Policy.

14. Contact us

If you have any questions about this Privacy Policy or how we handle personal information, you can contact us at:

Merlin's Group Pty Ltd
Email: support@merlinsgroup.com.au
Address: Level 9, 2 Phillip Law St, New ACTON ACT 2601, Australia