Privacy Policy

Business details

Platform/brand: MedCoach

Legal entity: MEDCOACH PTY LTD

ACN: 699 412 470

ABN: 77 699 412 470

Contact: hello@medcoach.au

1. Who we are

MedCoach provides a website, app, platform, and related services for interview preparation.

MedCoach is operated by MEDCOACH PTY LTD (ACN 699 412 470, ABN 77 699 412 470).

In this Privacy Policy, "MedCoach", "we", "us", and "our" refers to MEDCOACH PTY LTD, which operates the MedCoach platform.

If you have questions about this Privacy Policy or how we handle personal information, contact us using the details at the end of this page.

2. What personal information we collect

We collect personal information that is reasonably necessary to provide and improve the Platform.

• name, email address, contact details, and account login details
• study background, target programs, interview preferences, and profile information
• written answers, mock interview responses, transcripts, and uploaded materials
• audio recordings, video recordings, and related interview practice data
• personal stories, achievements, experiences, and examples you choose to provide
• performance data, scores, feedback history, and progress tracking
• AI-generated feedback, summaries, scores, analytics, recommendations, and other outputs produced by the Platform
• derived performance indicators, such as communication patterns, answer structure, confidence indicators, response timing, patterns in filler word use, and improvement trends
• de-identified, aggregated, or pseudonymised interview data used for product improvement, quality assurance, evaluation, research, and model development
• device, browser, IP address, log, cookie, analytics, and usage data
• automatic diagnostic and crash reports from the MedCoach app, as described in section 8
• billing and transaction information, where applicable
• communications you send to us, including support requests and feedback

3. Sensitive information

Some information you choose to provide may be sensitive information, including information about your health, racial or ethnic background, religious or philosophical beliefs, personal circumstances, family background, disability, or other sensitive matters.

Because interview preparation may involve personal stories and experiences, your answers may include sensitive information even if we do not specifically ask for it.

You should only provide sensitive information if you are comfortable doing so and if it is relevant to your use of the Platform. Where required, we will seek your consent before collecting, using, or disclosing sensitive information, including for AI-assisted analysis, product improvement, or model development.

4. How we collect personal information

• directly from you when you create an account, complete forms, use interview tools, upload materials, record responses, or contact us
• automatically when you use the Platform, including through logs, analytics tools, cookies, and device information
• automatically from the MedCoach app when it encounters an error or crashes, as described in section 8
• from a parent or guardian where relevant
• from service providers who support the Platform
• from third parties you authorise us to receive information from

5. Why we use personal information

• creating and managing your account
• providing interview preparation tools, mock interviews, analytics, and feedback
• personalising your experience and tailoring content
• processing payments and managing subscriptions, where applicable
• communicating with you about your account, support issues, updates, and service notices
• maintaining platform safety, integrity, troubleshooting, and security
• understanding usage and improving the Platform's quality and performance
• generating, storing, and displaying AI-assisted feedback, scores, summaries, analytics, and recommendations
• reviewing and improving the quality, consistency, safety, and accuracy of our interview feedback systems
• improving our question database, marking criteria, scoring rubrics, feedback systems, and AI-assisted features
• evaluating model performance, detecting errors, reducing bias, improving reliability, and improving the educational usefulness of the Platform
• using de-identified, aggregated, or pseudonymised data for research, analytics, product development, and model improvement
• complying with legal obligations, resolving complaints, and enforcing terms and policies

6. AI-assisted features, outputs, and model improvement

The Platform uses AI-assisted tools to generate feedback, summaries, scores, suggestions, analytics, recommendations, and other outputs based on the information you provide.

When you use interview tools, we may process your written answers, spoken responses, transcripts, recordings, uploaded materials, profile information, performance data, and AI-generated outputs to provide the service to you.

We may also use interview data, performance data, feedback history, AI-generated outputs, and related usage data to improve MedCoach's platform, question database, scoring systems, feedback quality, safety systems, and AI-assisted features. Where reasonably practicable, we will minimise, redact, de-identify, aggregate, or pseudonymise information before using it for product improvement, evaluation, research, analytics, or model development.

We will not use your identifiable interview responses, recordings, uploaded materials, personal stories, or sensitive information for AI model training or fine-tuning beyond what is reasonably necessary to provide the service to you unless we have a lawful basis to do so, including consent where required.

AI-generated outputs may be inaccurate, incomplete, or not suitable for every user. MedCoach's feedback is provided for interview preparation and educational support only. It should not be treated as a guaranteed assessment of interview performance, admission likelihood, or future outcome.

If you believe an AI-generated output is inappropriate, offensive, unsafe, or otherwise wrong, you can report it from inside the MedCoach app. Open Settings and choose "Report AI Content", or use the report control shown next to the AI output itself. When you submit a report we collect the reason you selected, any note you write, a copy of the AI-generated text you are reporting, and technical context such as the app version, platform, and the session or conversation the output came from. Reports are reviewed by MedCoach personnel through an internal, access-controlled dashboard, and are used to investigate the report, improve our AI-assisted features and safety systems, and meet the requirements of the app stores we distribute through. Reports are never shown to other users. See section 11 for how long reports are kept.

7. Cookies, analytics, and technical data

We may use cookies, analytics tools, and similar technologies to keep you signed in, remember preferences, analyse platform usage, improve performance, and support platform security.

You may be able to manage certain cookie settings through your browser or device settings, but some functions of the Platform may not work correctly if you disable them.

8. Diagnostic and crash reports

The MedCoach desktop app automatically sends us a diagnostic report when it encounters an error or crashes. This happens in the background, without prompting you, so that faults are reported even when the app is too badly broken to ask.

A diagnostic report contains:

• the error type, error message, and technical stack trace
• the part of the app that failed, and the screen you were on
• the app version, your operating system, and browser/app engine version
• a short trail of the most recent technical log lines leading up to the failure
• your account identifier and email address, if you were signed in at the time
• a one-way hashed form of your IP address, which lets us group reports from the same device without retaining the address itself
• the date and time of the failure

Reports are also accepted when you are not signed in, because a fault that prevents sign-in is one we particularly need to see. Those reports are not linked to an account.

Diagnostic reports are deliberately limited. Before a report leaves your device, the app removes interview answers, transcripts, recordings and uploaded materials; authentication tokens and one-time sign-in codes; email addresses appearing inside error text; and embedded media, files, or other data attached to an error.

We collect diagnostic reports to detect, diagnose, and fix faults, crashes, and performance problems, and to maintain the stability, safety, and security of the Platform. We do not use them for advertising, profiling, or performance assessment.

Diagnostic reports are sent to MedCoach's own servers and are accessed only by MedCoach personnel through an internal, access-controlled dashboard. We do not send diagnostic or crash reports to a third-party crash-reporting or analytics provider. We retain a limited number of recent reports and delete older ones automatically.

The desktop app also keeps a technical log and, where your operating system produces one, a crash file on your own device. These stay on your device and are not uploaded.

If you have questions about diagnostic reports, or want to request access to or deletion of reports associated with your account, contact us using the details at the end of this page.

9. When we disclose personal information

We do not sell personal information in the ordinary course of business.

• employees, contractors, and related entities who need the information to operate the Platform
• cloud hosting, storage, analytics, transcription, security, and support providers
• AI service providers, model providers, transcription providers, speech analysis providers, video analysis providers, and data processing providers who help operate or improve the Platform
• payment processors and billing providers, where applicable
• professional advisers, such as lawyers, accountants, and auditors
• regulators, courts, law enforcement, or government agencies where required or authorised by law
• another party in connection with a merger, acquisition, restructuring, financing, or sale of assets
• other parties where you ask us to disclose information or consent to that disclosure

We require service providers to handle personal information only for authorised purposes. We do not permit third-party AI providers to use identifiable user interview content to train their own models unless we tell you and obtain consent where required.

10. Overseas disclosure

Some service providers or technology providers may be located outside Australia or may store or process personal information overseas, including cloud hosting providers, AI service providers, transcription providers, analytics providers, security providers, and support providers. These providers may operate in the United States and other countries.

Where we disclose personal information overseas, we take reasonable steps to ensure the recipient handles it consistently with applicable privacy obligations.

11. Storage, security, and retention

We take reasonable steps to protect personal information from misuse, interference, loss, unauthorised access, modification, and disclosure. These steps may include access controls, authentication, encryption in transit, role-based permissions, monitoring, logging, security testing, confidentiality obligations, and vendor due diligence.

No method of electronic transmission or storage is completely secure, so we cannot guarantee absolute security.

We keep personal information only for as long as reasonably necessary for the purposes described in this Privacy Policy, including to provide the Platform, comply with legal obligations, resolve disputes, enforce agreements, and maintain business records.

Different categories of information may be kept for different periods depending on the purpose for which they were collected. For example, account information may be kept while your account remains active, while recordings, transcripts, feedback history, and performance data may be kept for as long as reasonably necessary to provide the Platform, support progress tracking, improve the service, comply with legal obligations, resolve disputes, and maintain business records.

If you delete your account or request deletion, we will take reasonable steps to delete or de-identify personal information we no longer need, subject to legal, security, backup, fraud prevention, dispute resolution, and technical limitations.

One category is deliberately retained after account deletion. If you submit a report about AI-generated content (see section 6), that report is kept after your account is deleted, including the reason you selected, any note you wrote, the copy of the AI-generated text you reported, and the email address the report was made from. We keep these because a report is a safety record: deleting it would remove the evidence needed to investigate the content, to prevent misuse of the reporting mechanism, and to demonstrate to the app stores we distribute through that reported AI output is reviewed. Content reports are stored separately from your account data and are accessed only by MedCoach personnel. If you want a report you submitted removed, contact us using the details at the end of this page and we will assess the request against those purposes.

Information that has been de-identified, aggregated, or incorporated into statistical analysis may not be capable of being re-identified or removed.

12. Access, correction, and complaints

You may request access to personal information we hold about you, and you may request correction of information that is inaccurate, out of date, incomplete, irrelevant, or misleading.

You may also request deletion of your personal information or ask us to stop using your future interview data for product improvement or AI model development, subject to legal, technical, security, backup, and legitimate business limitations.

If you believe we have mishandled your personal information, contact us and explain your concern. We will review your complaint and respond within a reasonable time.

If you are not satisfied with our response, you may be able to make a complaint to the Office of the Australian Information Commissioner.

13. Children and young people

The Platform may be used by school-aged users and young people.

If you are under 18, you should only use the Platform if you understand this Privacy Policy and can validly make privacy decisions yourself, or if your parent or guardian has reviewed and agreed to your use of the Platform where appropriate.

Where required or appropriate, we may seek consent from a parent or guardian before collecting, using, or disclosing personal information from users under 18, particularly where the Platform involves recordings, sensitive information, uploaded materials, or AI-assisted analysis.

Parents or guardians may contact us to request access, correction, or deletion of a young person's personal information, subject to applicable law.

14. Third-party links and services

The Platform may contain links to third-party websites, tools, or services. We are not responsible for the privacy practices of those third parties, and you should review their privacy policies separately.

15. Changes to this Privacy Policy

We may update this Privacy Policy from time to time. If we make a material change, we will post the updated version on the Platform and may also notify you through the Platform, by email, or by other appropriate means.

The updated Privacy Policy will take effect from the date stated at the top.

16. Contact us

If you have questions, requests, or complaints about this Privacy Policy or our handling of personal information, please contact:

MEDCOACH PTY LTD
ACN: 699 412 470
ABN: 77 699 412 470
Email: hello@medcoach.au

You can also learn more about privacy rights in Australia from the Office of the Australian Information Commissioner.