Privacy Policy for AI Interview Coach

Effective Date: August 8, 2026

Last Updated: August 8, 2026

This Privacy Policy describes how AI Interview Coach (“we,” “us,” or “our”) collects, uses, stores, and protects information when you use the AI Interview Coach mobile and web application (the “App”).

By using the App, you agree to the practices described in this Policy. If you do not agree, please do not use the App.

For details on how resumes and job descriptions are sent to AI models, see our Data Processing Notice.

For the user-facing consent language used at upload/analysis time, see our User Consent Notice.

For how long resumes and job descriptions are kept, see our Data Retention Policy.

For security release gates, see our Security Checklist.

For EU/UK readiness, see our GDPR Compliance Summary.

For Canadian private-sector readiness, see our PIPEDA Compliance Summary.

1. Who We Are

AI Interview Coach is an interview-practice application that helps users prepare for job interviews through mock interviews, timed challenges, resume analysis, ATS scoring, and voice feedback.

Contact (privacy requests):

Email: privacy@madisoninteractive.ca

Support: support@madisoninteractive.ca

Web: https://madisoninteractive.ca/support

Postal: Madison Interactive, Toronto, Ontario, Canada.

2. Data Collection

We collect information that you provide directly and information generated through your use of the App.

2.1 Information You Provide

| Category | Examples |
| --- | --- |
| **User profile / preferences** | Target role, difficulty level, language preference, session summaries |
| **Resumes & career documents** | Uploaded PDF, DOCX, or TXT resumes; pasted resume text |
| **Job descriptions** | Uploaded or pasted job postings used to tailor interview questions or ATS scoring |
| **Interview responses** | Text answers and, where permitted, audio recordings of spoken answers |
| **Feedback & coaching content** | AI-generated scores, feedback, rewrite suggestions, and spoken feedback scripts |

2.2 Information Collected Automatically

Depending on platform and device permissions, we may collect:

We do not intentionally collect precise geolocation, government ID numbers, payment card data, or biometric templates for identification.

2.3 Sensitive Content Notice

Resumes and job descriptions may include personal details such as your name, email address, phone number, work history, education, and other career information. Please avoid uploading information you do not want processed, and remove sensitive details (e.g., Social Security / national ID numbers, full financial account numbers, health data) before upload when possible.

2.4 Permissions

You can deny or revoke these permissions in your device settings; some features will then be unavailable.

3. How We Use Your Data

We use collected information to:

1. Provide interview practice, scoring, and coaching features

2. Generate role- and job-description-tailored questions and feedback

3. Analyze resumes and simulate ATS keyword matching

4. Save session history and preferences on your device

5. Generate spoken feedback via text-to-speech

6. Maintain, troubleshoot, and improve App reliability and security

7. Comply with legal obligations and enforce our terms

We do not sell your personal information.

We do not use your resume or job description content for third-party advertising.

4. Storage

4.1 On-Device Storage

The App stores certain data locally on your device, including:

On native mobile platforms, sensitive local items may be stored using platform secure storage mechanisms (for example, Expo SecureStore). On web, equivalent data may be stored using browser local storage / AsyncStorage, which has different security characteristics.

4.2 Temporary Processing

When you use AI-powered features, relevant text (such as questions, answers, resume excerpts, or job descriptions) may be transmitted securely to our AI provider for processing and then returned as coaching output. See Third-Party Services below.

4.3 Audio Files

If you record audio answers, recordings are stored locally on your device for playback during your session unless you clear or delete them. We do not use recordings for identity verification.

5. Retention

We retain information only as long as needed for the purposes described in this Policy. Detailed schedules for resumes and job descriptions are in our Data Retention Policy. In summary:

| Data type | Typical retention |
| --- | --- |
| Session history & preferences on device | Until you clear history / reset App data, uninstall the App, or request deletion |
| Uploaded documents & pasted text in active features | Retained locally for feature use; remove by clearing inputs, clearing history, or uninstalling |
| Temporary server resume uploads | Deleted after analysis, or within **15 minutes** if unused |
| Audio recordings | Retained locally until cleared by you or removed with App data |
| AI processing payloads | Processed to fulfill your request; retained by third-party providers only according to their policies and configuration |
| Support / legal correspondence | As needed to resolve requests and meet legal requirements |

You can reduce retained data at any time by clearing session history in the App, removing uploaded/pasted content, revoking permissions, or uninstalling the App.

If we operate backend accounts or cloud document archives in the future, we will update this Policy and the Data Retention Policy with specific retention periods for those systems.

6. Third-Party Services

We use trusted third-party services to operate the App. These providers process data only as needed to provide their services to us and are subject to their own privacy policies.

6.1 Artificial Intelligence Provider (OpenAI)

When AI features are enabled and configured, content you submit for analysis—such as interview answers, resume text, job descriptions, and session summaries—may be sent to OpenAI (or a successor provider we designate) to generate questions, evaluations, resume insights, ATS-style scoring, and voice-feedback scripts.

6.2 Platform & Infrastructure Providers

Depending on how you access the App, additional processors may include:

We will update this section when new processors are added.

6.3 No Sale of Data; Limited Sharing

We share personal information only:

7. Security

We take reasonable administrative, technical, and organizational measures designed to protect your information, including:

No method of electronic storage or transmission is 100% secure. You use the App at your own risk. Please protect your device with a passcode/biometrics and keep your OS and App updated.

If we become aware of a security incident that affects your personal information, we will take appropriate steps and provide notice as required by applicable law.

8. User Rights

Depending on where you live (including under laws such as GDPR, UK GDPR, CCPA/CPRA, and similar frameworks), you may have rights regarding your personal information.

8.1 Rights You May Have

8.2 How to Exercise Your Rights

Email privacy@madisoninteractive.ca with:

Because much App data is stored on your device, the fastest self-service options are often:

1. Clear session history in the App

2. Delete uploaded/pasted resume and job-description content

3. Revoke microphone/file permissions in device settings

4. Uninstall the App to remove local App storage

We may need to verify your request before fulfilling it. We will respond within the timeframe required by applicable law.

8.3 California Notice (Summary)

California residents may have rights to know, delete, correct, and opt out of certain sharing. We do not sell personal information as “sell” is commonly defined. We do not use sensitive personal information for inferring characteristics beyond providing the features you request.

8.4 International Users / EEA–UK

If you are in the EEA or UK, our legal bases for processing typically include:

If we transfer data internationally (for example, to an AI provider in another country), we will rely on appropriate safeguards required by law (such as Standard Contractual Clauses), where applicable.

9. Children’s Privacy

The App is intended for users 16 years of age or older (or the equivalent minimum age of digital consent in your jurisdiction). We do not knowingly collect personal information from children under that age. If you believe a child has provided personal information, contact us and we will take appropriate deletion steps.

10. Your Choices & Controls

You can:

If AI features require an API key or network access, disabling network connectivity will prevent those features from sending data to third-party AI services.

11. Changes to This Policy

We may update this Privacy Policy from time to time. We will revise the “Last Updated” date and, where required, provide additional notice in the App or by other reasonable means. Continued use after an update means you accept the revised Policy, except where applicable law requires additional consent.

12. Contact Us

For privacy questions, requests, or complaints:

Email: privacy@madisoninteractive.ca

Subject line: AI Interview Coach Privacy Request

13. Summary (Plain Language)

This summary does not replace the full Policy above.