Privacy Policy

1. Scope & Applicability

This Policy applies to visitors and users of the Services. It does not apply where we process personal information as a processor/service provider on behalf of an institution or organization (e.g., your university or employer). In those cases, the institution controls the data, and their privacy notices govern. This Policy also does not cover third‑party services you connect to our Services; their practices are governed by their own policies.

2. Information We Collect

We collect information in three ways: (a) you provide it, (b) it's collected automatically, and (c) we receive it from third parties.

A. Information You Provide

• Account & Profile: name, email, school/organization, role (e.g., student/coach), password or SSO identifiers, timezone, avatar.
• Practice & Interview Content: prompts, answers, feedback, scores, rubrics, session transcripts (text/audio/video if enabled), uploaded materials (e.g., resume, notes), and timestamps.
• Payments: billing contact and transaction metadata via our payment processor. We do not store full card numbers.
• Support & Communications: messages, survey responses, and marketing preferences.

B. Information Collected Automatically

• Usage & Log Data: pages/screens viewed, features used, clicks, session duration; IP address; date/time; referral URLs.
• Device & Diagnostics: device IDs, OS/browser, app version, crash logs, and performance metrics.
• Cookies/SDKs: used for sign‑in, preferences, analytics, and (if enabled) marketing attribution. See Section 7.

C. Information From Third Parties

• Authentication: limited data from SSO providers (e.g., Google, GitHub) to enable login.
• Institutional/Workspace Admins: roster or role data if your account is managed by an organization.
• Service Providers & Partners: analytics, customer support, and payment processors may provide operational signals.

3. How We Use Information

We use information to:

• Provide and secure the Services; authenticate users; store and surface your practice content; personalize learning.
• Deliver AI‑assisted generation, explanations, scoring, and recommendations.
• Prevent abuse and maintain academic integrity (e.g., fraud/spam detection, optional proctoring signals if enabled by you or your institution).
• Analyze usage to improve content, performance, and user experience (including aggregated/de‑identified analytics).
• Communicate with you about account notices, product updates, and security alerts; provide support.
• Process payments and manage subscriptions.
• Comply with law and enforce our Terms.
• Create de‑identified data sets for research and benchmarking; we will not attempt to re‑identify such data except to verify de‑identification processes.

4. Legal Bases (EEA/UK/Switzerland)

Where required, we rely on: contract (providing the Service), legitimate interests (security, improvement, analytics balanced against your rights), consent (optional features/marketing), and legal obligation (compliance).

5. How We Share Information

We do not sell your personal information. We share:

• Service Providers: cloud hosting, analytics, email/support, payment processing, and AI Providers under DPAs.
• Institutions/Organizations: if your account is provisioned by or linked to an institution, we may share usage and performance metrics with authorized administrators, as described at onboarding or by agreement.
• Corporate Transactions: in a merger, acquisition, or restructuring, subject to appropriate safeguards.
• Legal & Safety: to comply with law, respond to lawful requests, protect rights, or prevent harm.
• At Your Direction: when you connect third‑party services or share content with peers/coaches. We may share aggregated or de‑identified data that does not reasonably identify you.

6. Cookies & Tracking Technologies

We use cookies and similar technologies to operate the Services (required), remember preferences and improve performance (functional/performance), measure usage (analytics), and—if you consent—support marketing. You can manage cookies in your browser or via our in‑product controls where required. Some features may not function without required cookies.

7. Security

We take reasonable and appropriate measures to protect information, including encryption in transit, access controls, audit logging, and vulnerability management. No system is 100% secure; notify us of suspected issues at team@quantinterviewcopilot.com and protect your account credentials.

8. Data Retention

We retain personal information for as long as needed to provide the Services and for legitimate business/legal purposes (e.g., accounting, security). Practice content is kept until you delete it or your account is deleted, subject to backup and legal retention requirements. We may retain de‑identified data.

9. Managing Your Privacy Choices

You may access, correct, download, or delete certain information via in‑app settings or by contacting team@quantinterviewcopilot.com We may need to verify your identity and, where permitted, act through an authorized agent. If you delete your account, some information may remain in backups or where required by law.

Marketing Preferences

You can opt out of marketing emails by using the unsubscribe link or in settings. Transactional and security notices will still be sent.

Do Not Track (DNT) & Global Privacy Control (GPC)

We do not respond to DNT signals. Where required by law, we honor browser‑based opt‑out signals (e.g., GPC) for certain data uses.

10. International Transfers

We may transfer, store, and process information outside your country of residence. Where required, we use appropriate safeguards (e.g., SCCs/UK IDTA) and technical/organizational measures.

11. Your Rights

Depending on your location, you may have rights to access, correct, delete, port, or restrict processing of your information, and to object to processing based on legitimate interests or direct marketing. Where processing is based on consent, you can withdraw it at any time.

Region‑Specific Notices

• California (CCPA/CPRA): rights to know/access, correct, delete, and opt out of “sale”/“sharing” for cross‑context behavioral advertising. We do not sell personal information. Use in‑product controls or contact us to exercise rights. We provide at least 12 months look‑back for access requests and honor GPC where required.
• Virginia/Colorado/Connecticut/Utah, etc.: similar rights may apply.
• EEA/UK/Switzerland: you may lodge a complaint with your supervisory authority; contact our DPO/representative (if applicable) below.

12. Academic Integrity & Proctoring (If Enabled)

If enabled by you or your institution, we may process certain signals (e.g., session activity, browser focus changes, plagiarism checks, optional camera/microphone) to uphold academic integrity for practice or assessments. We provide clear in‑product notices when these features are active.

13. Children & Students

The Services are intended for users age 13+ (or the age of digital consent in your jurisdiction). We do not knowingly collect personal information from children under 13. In K‑12 or higher‑ed deployments, we act as a school official/service provider under applicable agreements and process student records only to deliver the contracted Services.

14. Third‑Party Links & Integrations

Our Services may link to or integrate with third‑party services. Their practices are governed by their own terms and privacy policies.

15. Changes to This Policy

We may update this Policy from time to time. Material changes will be notified via the Services or email with the effective date. Continued use after the effective date indicates acceptance.

16. Contact Us

If you have any questions about our privacy policy you can contact us at team@quantinterviewcopilot.com