AdPolish

Privacy Policy

Last updated: 25 October 2026

AdPolish is a free web tool that helps schools, trusts and colleges improve the quality, clarity, safeguarding compliance and appeal of their job adverts. This policy explains what we collect, why, how long we keep it, who else is involved in providing the service, and your rights.

1. What AdPolish Is (and Is Not)

AdPolish analyses job advert text. It is designed for organisational recruitment content: the advert a school is about to publish, or has already published.

Important:

  • Do not submit personal information.
  • Role-based work contacts (e.g. hr@trust.org.uk) are fine.
  • Names of staff or applicants, personal phone numbers, CVs and home addresses must not be included.

Job adverts are written to be read by the public. Most contain organisational information only and do not constitute personal data under UK GDPR.

2. Data We Collect

We do not ask for your name, your email address or an account.

a) Advert Content

We process the job advert text you give us, either pasted in or read from a Reed, TES or MyNewTerm job advert link, including any job pack (PDF or Word document) attached to that page. Links to other sites are not accepted.

b) Your Results

The score, check results, recommendations and analyst view we produce are stored together with the advert text, under the report reference shown at the bottom of your report. The polished version of your advert is produced on request and is not stored.

c) Technical & Usage Data

  • Date and time of the submission
  • Input type (pasted text or link)
  • Word and character count
  • Your IP address, held in memory only for as long as it takes to apply the usage limits in section 7. It is not stored with your submission.
  • Anonymous usage statistics through Plausible Analytics, which uses no cookies and is hosted in the EU: page views and events such as an analysis starting or finishing, a polished version being copied, and clicks on sponsor links (recorded by which part of the page they came from). None of this identifies you.

3. Why We Process This Data

We process data in order to:

  • Score your advert, make recommendations and produce a polished version
  • Keep the service reliable and prevent abuse, through usage limits
  • Check how accurate the tool is and improve the checks, which can involve the AdPolish team reviewing stored submissions
  • Report to a sponsor, when one is shown, how many times their links were clicked

If personal data is included accidentally, our lawful basis under UK GDPR is Article 6(1)(f), Legitimate Interests: providing the service you asked for, keeping it secure and preventing misuse.

4. AI Processing

AdPolish uses DeepSeek, an AI service, to score the qualitative checks (tone, bias, how concrete the offer is), to write the recommendations and the analyst view, and to produce the polished version of your advert.

What DeepSeek receives:

  • The advert text, including any job pack text read from a link
  • The results of our rule-based checks
  • For the polished version, the advert and the list of checks that need work

Nothing else is sent: no IP address, no technical data, and no details about you. Before the advert is polished, any safeguarding wording in it is swapped for a marker so the AI cannot rewrite it, and your original wording is put back afterwards.

DeepSeek is based in China, so the advert text is processed outside the UK. The content involved is a job advert, written to be published and containing organisational information, which is why we ask you not to include personal information in it. DeepSeek's own terms govern how long it keeps the text sent to its service and what it may do with it.

5. Data Retention

Submissions (the advert text and your results) are kept for a maximum of 180 days and then deleted automatically. We keep them for that long so we can troubleshoot problems, check the tool's accuracy and act on deletion requests.

After 180 days:

  • Advert text and results are deleted
  • Aggregate statistics (how many adverts were analysed, average scores) may be kept

Job pages and attachments we fetch from a link are deleted from our servers as soon as they have been read. Anything left behind, for example after a failed analysis, is cleared automatically within a few hours.

6. Who Else Handles Your Data

We do not:

  • Sell your data
  • Share your data with recruiters, or with anyone other than the service providers listed here
  • Use submissions for marketing

The services we rely on to run AdPolish:

  • Microsoft Azure (UK): hosts the site and the database that stores submissions. Everything is encrypted in transit (HTTPS).
  • DeepSeek (China): the AI processing described in section 4.
  • PhantomJsCloud (US): renders job pages that need a browser to display. It is sent only the public link to the job advert, never text you have typed or pasted.
  • Plausible Analytics (EU): the anonymous usage statistics described in section 2.

When a sponsor is shown on AdPolish, their links carry a tag saying the click came from AdPolish and from which part of the page. We share click counts with the sponsor, never advert text or anything about you. Once you are on a sponsor's website, their privacy policy applies.

7. Security Measures

  • HTTPS encryption enforced
  • Links are accepted only for Reed, TES and MyNewTerm, and we only ever fetch from public internet addresses
  • Size limits: 2 MB for uploads and roughly 100,000 words of text
  • Usage limits per visitor and across the whole service, to prevent abuse
  • Stored submissions can be viewed only by the AdPolish team, through a password-protected admin area
  • Clear warnings on the form not to include personal information

8. Your Rights

Under UK data protection law, you have the right to:

  • Request access to data we hold about you
  • Request deletion of your submission
  • Object to processing where applicable

To have a submission deleted before the 180-day limit, quote the report reference shown at the bottom of your report and contact:

Email: privacy@adpolish.co.uk

9. Cookies

AdPolish sets one essential cookie: an anti-forgery token that protects the analyse form from being submitted by other websites. It contains no personal data. We do not use analytics or advertising cookies, and Plausible Analytics works without cookies.

10. Changes to This Policy

We may update this Privacy Policy periodically. Changes will be published on this page with an updated revision date.

If you have questions about this policy, please contact: privacy@adpolish.co.uk