InterviewCoach Pro Beta Privacy Policy

Effective date: 01/08/2026
Last updated: 01/08/2027

This Privacy Policy explains how InterviewCoach Pro collects, uses, stores, shares, and protects personal data when you apply for or participate in the InterviewCoach Pro beta.

InterviewCoach Pro is an AI-powered interview-preparation platform designed primarily for humanitarian and international development professionals.

The Service is operated by Interview Coach Pro, a company being incorporated in Brazil.

Until incorporation is completed, the InterviewCoach Pro project operator is responsible for the processing described in this Policy. The controller’s final legal name, registration number, and address will be inserted before or immediately upon incorporation.

1. Who is responsible for your data?

For purposes of applicable data-protection law, the data controller is:

InterviewCoach Pro
Legal entity: Interview Coach Pro — INCORPORATION PENDING
Country of incorporation: Brazil
Registered address: [ADDRESS TO BE ADDED]
Registration number: [TO BE ADDED]
Privacy email: privacy@interviewcoachpro.ai

2. Scope

This Policy applies to personal data collected through:

• the InterviewCoach Pro website;
• beta application forms;
• user accounts;
• interview-preparation tools;
• practice recordings;
• transcripts;
• AI-generated coaching and feedback;
• surveys and research sessions;
• support communications;
• analytics; and
• beta feedback and error reporting.

It does not apply to third-party websites or services that operate under their own privacy policies.

3. Personal data we collect

3.1 Beta application information

When you apply to join the beta, we may collect:

• name;
• email address;
• professional role;
• organisation type;
• years of professional experience;
• country;
• preferred language;
• expected interview timeline;
• reason for joining the beta;
• availability for testing; and
• application status.

3.2 Account information

When an account is created, we may collect:

• name;
• email address;
• account identifier;
• authentication information;
• language settings;
• communication preferences;
• plan or beta-access status;
• account creation date;
• last login information; and
• security events.

We do not receive your plain-text password when authentication is handled through a properly configured authentication provider.

3.3 Professional and interview-preparation information

Depending on the features you use, we may collect:

• job title;
• employer or target organisation;
• vacancy description;
• country or duty station;
• sector and technical area;
• seniority level;
• CV or résumé information;
• employment history;
• education and qualifications;
• application documents;
• interview questions;
• answer drafts;
• professional examples;
• competency examples;
• leadership and management scenarios;
• interview notes;
• preferred interview language; and
• preparation progress.

You should provide only the information reasonably necessary to prepare for your interview.

3.4 Recordings and transcripts

When you actively enable a recording feature, we may collect:

• audio recordings of your practice session;
• your voice;
• spoken answers;
• generated transcripts;
• recording timestamps;
• language information;
• duration;
• transcription-confidence data;
• technical audio metadata; and
• feedback derived from the recording or transcript.

We will request separate consent before recording or processing your practice audio where consent is the appropriate legal basis.

You can use non-recording features without consenting to optional practice recordings, except where a specific feature cannot function without audio.

Do not record or upload another person without their knowledge and all permissions required by law.

3.5 Feedback and research data

During the beta, we may collect:

• feature ratings;
• survey responses;
• written comments;
• error reports;
• suggestions;
• usability observations;
• voluntary research-interview notes;
• support requests; and
• communications with the beta team.

We will not publish your name, employer, photograph, quotation, or testimonial without separate permission.

3.6 Usage and analytics data

We may collect information about how the Service is used, including:

• pages and features accessed;
• buttons or workflows used;
• session dates and durations;
• language selected;
• browser type;
• the page visited, and the site that referred you, reduced to its domain name only (for example "linkedin.com") and never the specific link or post;

To count visitors to our public pages we record the page visited against a random identifier generated by your browser. That identifier is not linked to your account, your name, or your email address, and we do not store your IP address alongside it. Automated traffic, such as the link-preview crawlers used by social networks, is excluded from these counts.

Where you arrive through a link we have shared, we also record the campaign tags contained in that link (the standard utm_source, utm_medium and utm_campaign values), so that we can tell which announcement brought visitors to the site. These describe the campaign, not you. We do not store the rest of the web address you arrived on.

• device type;
• operating system;
• approximate country or region derived from an IP address;
• referral source;
• interaction events;
• performance measurements;
• failed requests;
• error logs;
• diagnostic data; and
• identifiers used to distinguish sessions or devices.

Where feasible, analytics information will be aggregated or pseudonymised.

3.7 Technical and security data

We may collect:

• IP address;
• timestamps;
• authentication events;
• device and browser information;
• session identifiers;
• access logs;
• security alerts;
• crash reports;
• API request metadata; and
• information needed to detect abuse or unauthorised access.

3.8 Communications

When you contact us, we may collect:

• your contact details;
• the content of your message;
• attachments;
• the date and time of communication;
• support history; and
• information necessary to respond.

4. Information you should not provide

InterviewCoach Pro is not intended to store beneficiary files, safeguarding case records, classified material, or confidential operational data.

Do not submit:

• beneficiary names or case histories;
• details identifying survivors or vulnerable persons;
• confidential protection information;
• classified or security-sensitive documents;
• precise locations of people at risk;
• medical records;
• criminal-record information unless directly necessary and legally permitted;
• political, religious, ethnic, health, disability, biometric, or other sensitive information about third parties;
• confidential donor or employer information;
• identity-document numbers;
• passwords;
• banking credentials; or
• any information you are not authorised to disclose.

When describing professional examples, remove or replace names, exact locations, case numbers, and other identifiers.

5. How we use personal data

We may use personal data to:

5.1 Operate the beta

• review beta applications;
• create and manage accounts;
• authenticate users;
• deliver requested features;
• maintain user settings;
• communicate about beta participation; and
• administer limited beta places.

5.2 Provide interview-preparation services

• analyse role and vacancy information;
• generate anticipated questions;
• help structure interview answers;
• provide coaching and feedback;
• create simulations;
• support multilingual practice;
• transcribe authorised recordings;
• summarise practice sessions; and
• allow users to save or export preparation materials.

5.3 Test and improve the Service

• understand feature usage;
• measure beta engagement;
• identify confusing workflows;
• diagnose errors;
• evaluate output quality;
• improve reliability, latency, accessibility, and language support;
• develop new features; and
• assess whether the beta meets user needs.

Where practical, we will use aggregated, de-identified, or pseudonymised information for product analysis.

5.4 Provide support and communicate

• respond to questions;
• send essential account or beta notices;
• notify users of material changes;
• provide security alerts;
• invite feedback; and
• address complaints.

5.5 Protect the Service

• prevent fraud and abuse;
• enforce our Terms;
• protect accounts;
• investigate security incidents;
• maintain logs;
• prevent unlawful recording or access; and
• comply with legal obligations.

5.6 Establish and defend legal rights

We may process information where reasonably necessary to establish, exercise, or defend legal claims or respond to lawful requests.

6. Legal bases for processing

Where the GDPR, UK GDPR, or a comparable law applies, we rely on one or more of the following legal bases.

6.1 Contract

We process information needed to:

• assess and administer beta participation;
• create your account;
• provide requested interview-preparation features;
• save your materials;
• provide support; and
• enforce the beta Terms.

6.2 Consent

We may rely on your consent for:

• recording practice audio;
• processing optional recordings where another basis is not appropriate;
• optional product-research participation;
• optional marketing messages;
• publishing a testimonial or attributed quotation; and
• certain uses of sensitive personal data, where applicable.

Consent requests will be presented separately from general acceptance of the Terms.

You may withdraw consent at any time. Withdrawal does not affect processing that was lawful before withdrawal.

6.3 Legitimate interests

We may process personal data where necessary for our legitimate interests, provided those interests are not overridden by your rights.

These interests may include:

• operating and improving the beta;
• understanding product use;
• maintaining security;
• preventing misuse;
• fixing errors;
• providing essential communications;
• developing interview-preparation functionality; and
• protecting legal rights.

6.4 Legal obligation

We may process information to comply with applicable laws, regulatory duties, court orders, tax requirements, or lawful requests.

6.5 Vital interests

In exceptional circumstances, information may be processed to protect a person’s life or physical safety.

7. Special-category and sensitive data

Your interview materials may incidentally reveal sensitive information, including health information, disability, political opinions, religious beliefs, ethnicity, trade-union membership, sexual orientation, or similar protected information.

We do not ask you to provide such data unless it is genuinely necessary for a feature or voluntarily included by you.

Please avoid including sensitive data in interview examples where it is not necessary.

Where applicable law requires an additional condition for processing sensitive data, we will rely on explicit consent or another legally permitted condition.

We do not use practice recordings to identify you through biometric recognition.

We do not create voiceprints for identity recognition unless we first provide a specific notice and obtain any consent legally required for that separate feature.

8. Artificial-intelligence processing

Information submitted to interview-preparation features may be sent to artificial-intelligence service providers to generate outputs.

Depending on the feature, this may include:

• vacancy descriptions;
• role information;
• CV content;
• answer drafts;
• prompts;
• transcripts;
• selected conversation history; and
• instructions needed to produce a response.

We will configure providers and contractual safeguards with the objective of limiting their use of submitted data to providing services to InterviewCoach Pro.

We do not authorise external AI providers to use your identifiable interview recordings, transcripts, or application materials to train their general-purpose public models unless we have clearly informed you and obtained any consent required by law.

AI outputs may be reviewed through automated quality checks. Human review of identifiable content will occur only where reasonably necessary for support, safety, debugging, or beta research and subject to access controls.

9. Product improvement and model training

During the beta, we may use usage patterns, feedback, error information, and de-identified examples to improve InterviewCoach Pro.

We will not use identifiable audio recordings or identifiable interview transcripts to train a proprietary InterviewCoach Pro model without:

• giving you a clear additional notice;
• explaining what data would be used;
• identifying the purpose;
• requesting separate opt-in consent where legally required; and
• providing a way to withdraw from future use.

Operational processing needed to provide transcription, feedback, or generated answers is not the same as using your data to train a new model.

10. Who receives personal data?

We may share personal data with carefully selected service providers supporting:

• cloud hosting;
• databases;
• authentication;
• AI processing;
• speech transcription;
• analytics;
• email delivery;
• customer support;
• error monitoring;
• security;
• backups; and
• software development.

Providers may process information only under applicable contracts and instructions, except where they independently determine processing required by law.

We may also disclose information:

• to professional advisers bound by confidentiality;
• during incorporation or a legitimate corporate restructuring;
• in connection with a merger, financing, acquisition, or sale;
• to protect users, the public, or our legal rights;
• to investigate fraud or security incidents;
• where required by a court, regulator, or law-enforcement authority; or
• with your direction or consent.

We do not sell your interview recordings, CV content, transcripts, or feedback.

We do not share your personal data with employers or recruiters unless you instruct us to do so through a specific feature.

11. International data transfers

InterviewCoach Pro may use service providers located in different countries. As a result, personal data may be processed outside your country of residence.

Where European data-protection law applies and information is transferred to a country without an adequacy decision, we will use an appropriate transfer mechanism where required, such as:

• European Commission Standard Contractual Clauses;
• the UK International Data Transfer Agreement or UK Addendum;
• another approved contractual mechanism; or
• a legally recognised exception.

We will also assess and apply supplementary safeguards where appropriate.

12. Data retention

We retain personal data only for as long as reasonably necessary for the purposes described in this Policy, including legal, security, and dispute-resolution needs.

Unless a different period is communicated in the relevant feature, our intended beta retention periods are:

We may retain information longer where:

• required by law;
• necessary to investigate fraud or security incidents;
• needed to establish or defend legal claims;
• requested by you;
• subject to a preservation obligation; or
• irreversibly anonymised.

Before launch, the retention periods must be checked against the actual technical configuration of every database, storage bucket, analytics tool, backup process, and AI provider.

13. Cookies and similar technologies

We may use cookies, local storage, session storage, and similar technologies to:

• keep you signed in;
• remember preferences;
• protect accounts;
• operate essential features;
• measure performance;
• understand usage; and
• diagnose errors.

Our visitor count stores one value in your browser's local storage: a random identifier that lets us tell repeat visits apart from new ones. It contains no personal data, is not a cookie, is not shared with advertisers, and is not used to build a profile of you. Clearing your browser storage removes it.

Strictly necessary technologies may operate without optional consent where permitted by law.

Non-essential analytics or marketing technologies will be activated only after any consent required in your jurisdiction has been obtained.

A cookie notice or consent-management interface may provide further information about individual technologies, their providers, and duration.

14. Your choices and rights

Depending on your location, you may have the right to:

• obtain information about processing;
• access your personal data;
• receive a copy of certain data;
• correct inaccurate data;
• request deletion;
• restrict processing;
• object to processing based on legitimate interests;
• withdraw consent;
• receive certain information in a portable format;
• object to direct marketing;
• complain to a supervisory authority; and
• request information about safeguards used for international transfers.

Where applicable, you may also have rights concerning decisions based solely on automated processing that produce legal or similarly significant effects.

InterviewCoach Pro does not intend to make employment, recruitment, eligibility, or other legally significant decisions about you. AI-generated coaching does not determine whether you receive employment.

To exercise a privacy right, email privacy@interviewcoachpro.ai.

We may need to verify your identity before completing a request. We will respond within the period required by applicable law.

Rights may be limited where an exemption applies, another person’s rights would be affected, or retention is legally required.

15. Recording controls

Where supported, you may:

• choose whether to begin a recording;
• stop a recording;
• review a transcript;
• delete a recording;
• delete a transcript; and
• withdraw consent for future recording processing.

Withdrawing consent does not automatically require deletion of information that must be retained for legal or security reasons, but such exceptions will be limited.

Deleting raw audio may not automatically delete a transcript unless the interface expressly states that both will be deleted. The product should present separate and clear deletion controls or clearly explain combined deletion.

16. Marketing communications

We may send essential messages concerning:

• beta admission;
• account security;
• feature availability;
• policy changes;
• service interruptions; and
• beta administration.

These are service communications and may be necessary to provide the beta.

Promotional emails, launch announcements, or newsletters will be sent only where permitted by applicable law. Where consent is required, the marketing opt-in will be separate and unticked by default.

You may unsubscribe from promotional messages at any time.

17. Security

We use reasonable technical and organisational measures intended to protect personal data, including measures such as:

• encrypted network transmission;
• access controls;
• authentication;
• environment separation;
• logging and monitoring;
• restricted administrative access;
• backups;
• vulnerability management;
• incident-response procedures; and
• contractual controls for service providers.

No online system is completely secure. We cannot guarantee that unauthorised access, loss, misuse, or disclosure will never occur.

You are responsible for protecting your credentials and for avoiding unnecessary sensitive information in your interview materials.

18. Data incidents

If a personal-data breach occurs, we will investigate and take appropriate containment and remediation measures.

Where legally required, we will notify the relevant supervisory authority and affected individuals within the applicable period.

Notifications may include:

• the nature of the incident;
• affected data categories;
• likely consequences;
• measures taken;
• recommended protective actions; and
• contact details for further information.

19. Children

The Service is intended for adults aged 18 or over.

We do not knowingly collect personal data from children through the beta. If we learn that a child has provided personal data, we will take reasonable steps to delete it.

20. Employment and organisational information

You may choose to enter information relating to an employer, prospective employer, donor, partner, or humanitarian organisation.

InterviewCoach Pro does not represent those organisations and does not verify all user-submitted organisational information.

You must not submit confidential organisational content or personal data about colleagues, beneficiaries, panel members, or other individuals unless you are legally authorised to do so.

21. Corporate incorporation and transfer

The operating company is currently being incorporated.

When incorporation is completed, responsibility for the Service and related personal data may be formally transferred to the incorporated entity.

We will update this Policy with:

• the company’s legal name;
• registered address;
• registration number;
• governing jurisdiction; and
• any required representative or data-protection contact.

The transfer will be carried out subject to applicable law and will not change the purposes described in this Policy without additional notice.

22. Supervisory-authority complaints

You may have the right to complain to the data-protection authority in the country where you live, work, or believe an infringement occurred.

We encourage you to contact us first at privacy@interviewcoachpro.ai so that we can attempt to resolve your concern.

Contacting us does not affect your right to complain to an authority or seek another legal remedy.

23. Changes to this Policy

We may update this Policy as the beta, company structure, service providers, features, or legal obligations evolve.

The latest version will be published at:

https://interviewcoachpro.ai/privacy

We will update the “Last updated” date and provide additional notice where changes materially affect your rights or how identifiable data is used.

Where a new use requires consent, we will request that consent rather than relying solely on an updated Policy.

24. Contact

For questions, complaints, or privacy-right requests, contact:

InterviewCoach Pro Privacy Team
Email: privacy@interviewcoachpro.ai
Legal entity: InterviewCoach Pro — INCORPORATION PENDING
Registered address: [ADDRESS TO BE ADDED]
Country: Brazil

For general support:

support@interviewcoachpro.ai