Document Uploads with WPForms

How Verolex accepts, stores, and uses your résumé and cover letter. This page explains our procedure, technical flow, access controls, and retention rules in clear terms.

Last updated: October 1, 2025

Summary

  • Upload method: a WPForms upload form on the Self-Assessment page (no “paperclip” in chat).
  • File types: PDF, DOCX, TXT, MD. Images/ZIP are not used for assessment.
  • Storage: originals are stored in WordPress (your account); extracted text is embedded to a secure vector index.
  • Processing: our text assistant (VCV) retrieves only your data and sends relevant excerpts to OpenAI to generate responses.
  • Access: visible to you; internal recruiters only when you request a review.
  • Control: you can request removal of originals and their embeddings.

Where to Upload

On the Verolex Self-Assessment page, the upload form appears above the assistants. It has two fields: Résumé (required) and Cover Letter (optional).

Accepted File Types & Limits

Accepted
  • .pdf Portable Document Format
  • .docx Word (modern)
  • .txt Plain text
  • .md Markdown
Not used for assessment
  • .jpg .png .webp images
  • .zip archives
  • .doc legacy Word

Tip: if your résumé is in an older .doc format, export to .docx or .pdf before uploading.

What Happens After You Upload

  1. Stored in WordPress: your files are saved to your account in our WordPress storage.
  2. Text extraction: the server extracts text from PDFs/DOCX (no image/“Vision” processing).
  3. Embedding: extracted text is converted into vectors and stored in our secured index (Pinecone).
  4. Assessment: the text assistant VCV retrieves relevant excerpts from your index records and sends those excerpts—along with your chat prompts—to OpenAI to compose responses.
  5. Optional review: if you press Request Recruiter Review, a human recruiter is notified and can view your documents and the AI summary.

Original files remain in WordPress; Pinecone holds only mathematical representations (“embeddings”) plus metadata (e.g., owner, upload date). No public training is performed on your files.

Who Can Access Your Files

You
Always. Files live in your account. You control whether to request a recruiter review.
Verolex Assistant (VCV)
Reads extracted text to run the self-assessment and summarize results back to you.
Verolex Voice (VVC)
Optional voice session that can reference the same extracted text when you invite it.
Recruiters (optional)
Only when you press Request Recruiter Review. A notification email is sent to our recruiting team.

Retention & Deletion

  • Retention: originals are kept in your account storage; embeddings are stored in Pinecone under your user scope.
  • Deletion (files): remove in your account or request deletion. We delete the originals from WordPress.
  • Deletion (embeddings): when you request removal, we also delete associated vectors from Pinecone.
  • Backups: routine backups apply to WordPress storage; purge cycles follow our data policy.

To request removal, contact Support or email support@verolex.store with the subject “Delete my uploads”.

Security

  • HTTPS for all traffic.
  • Access requires sign-in; uploads are attributed to your account.
  • Per-user scoping in retrieval prevents cross-account access.
  • No public model training on your documents.

Key Terms

WPForms: the upload form we use to receive your files. VCV: Verolex text assistant that guides the self-assessment and reads your uploaded text. VVC: Verolex realtime voice assistant; optional interview mode. Embedding / Vector Index: numerical representation of your text stored securely for retrieval (Pinecone).

FAQ

Why not use the chat “paperclip”? We handle PDFs/DOCX as text, not images. The form ensures reliable extraction and indexing. Can I upload images of my résumé? We don’t process images for assessment. Export to PDF/DOCX/TXT/MD instead. Can I see what the AI used? Yes. Ask VCV to summarize the sections it referenced; it will cite headings or segments from your files. How do I remove my files and embeddings? Delete in your account or contact Support; we remove both originals and their vectors.