01 Scope and Controller
This Privacy Policy explains how GlobalCoach AI ("the Platform," "we," "us," or "our") collects, uses, shares, stores, and protects personal data when you use our platform, including personal accounts and organisation/team accounts. GlobalCoach AI is an AI-powered learning platform where users upload documents, generate practice tests, take certification and exam-preparation tracks, receive AI-graded essay feedback, track concept-level mastery with adaptive learning, create AI-generated study plans, and monitor learning progress.
For payment data handled directly by Stripe, Stripe acts as a separate, independent controller for card/payment processing under its own terms and privacy policy. For organisation/team accounts, see Organisation Accounts below.
02 Data We Collect
- Account data: name, email address, hashed password credentials, authentication provider (email/password, Google, or Apple Sign-In) and the OAuth provider identifier where applicable, country, selected tier, and account settings.
- Uploaded content: documents you upload (PDF, DOCX, PPTX, TXT, and image formats), the text extracted from them, document section/topic metadata, and related processing metadata used for test and study-plan generation.
- Learning and performance data: test and quiz attempts, selected answers, essay submissions, AI rubric scores and written feedback, per-concept mastery profiles, confidence-level selections, spaced-repetition schedules, readiness and progress metrics, and learning-event telemetry used for adaptive learning.
- Study plan data: study plans, daily task schedules, task completion data, and streak information.
- Organisation/team data: organisation profile, memberships, roles, invitations, groups, assigned assessments and results, licence/seat telemetry, audit events, and organisation reporting data.
- Subscription and billing metadata: Stripe customer and subscription identifiers, plan/tier, billing cycle, subscription status, and renewal/end dates. We do not store your payment card details — these are handled by Stripe.
- Usage and device data: session activity, server logs, diagnostics, and analytics events (including Google Analytics data where enabled). We also record basic technical and acquisition details — your device type, browser, operating system, preferred language, timezone, and referral source — at sign-up, on login, and when you visit our home page. We use this to understand our audience and improve your experience.
- Communications data: contact and support messages, and your email preference / unsubscribe status for non-transactional messages.
03 How We Use Personal Data
- Provide and operate the Platform, including authentication, account management, and user support.
- Process your uploads and responses to generate AI-assisted tests, study plans, essay grading, performance summaries, and learning insights.
- Deliver adaptive learning, concept-level mastery tracking, spaced review, and personalised performance tracking.
- Provide exam and certification preparation experiences, progress dashboards, and analytics features.
- Operate organisation workspaces, including invitations, role-based access, assigned assessments, and organisation reporting.
- Process and reconcile subscriptions, billing states, and customer-portal actions via Stripe.
- Send transactional and (where you have not opted out) non-transactional emails (see Email Communications).
- Secure the service, prevent abuse and fraud, enforce our Terms, and meet legal obligations.
- Improve product quality, reliability, and user experience, including through aggregated analytics.
We do not sell your personal data, and we do not use your uploaded documents or personal data to train AI models.
To provide core features, we process document text, your test answers and essay responses, and learning context through AI systems and supporting infrastructure. AI outputs may be inaccurate, and you remain responsible for verifying content and for any decisions you make based on it (see our Terms & Conditions).
- AI processing supports question generation, essay grading, performance summaries, study plans, mastery scoring, and adaptive recommendations.
- Content is processed by enterprise AI providers — primarily Azure OpenAI (Microsoft), and potentially other model providers such as OpenAI, Google, or Anthropic that we may use now or in the future — and image uploads are processed through Microsoft Azure AI Vision (OCR) to extract readable text.
- Document content is sent to these providers solely for real-time generation and is not retained by them to train their models, in accordance with their respective enterprise data-processing terms.
- We implement safeguards to reduce unsafe content and prompt misuse, but no AI output is guaranteed correct.
05 Legal Bases (Where Applicable)
Where the UK GDPR, EU GDPR, or similar laws apply, we generally process personal data on one or more of these bases:
- Contract: to provide the platform services you request and to administer your account and subscription.
- Legitimate interests: to improve, secure, and administer the service and prevent abuse.
- Legal obligation: to comply with applicable legal, tax, and regulatory duties.
- Consent: where required (for example, certain optional/non-transactional communications and non-essential cookies). You may withdraw consent at any time.
08 Email Communications
We send two categories of email using Resend as our email service provider:
- Transactional emails — such as password-reset emails, account-security notifications, billing receipts, and (for organisations) assessment-publish and due-date reminders. These are necessary for the operation of your account and cannot be opted out of while your account is active.
- Non-transactional emails — such as daily study-plan reminders. You may opt out at any time using the unsubscribe link included in every such email (we include a signed
List-Unsubscribeheader) or by managing your communication preferences from your Profile page. Opting out does not affect transactional emails.
09 Data Retention and Deletion
- We retain personal data for as long as needed to provide the service and fulfil the purposes described in this Policy. Retention periods vary by data type, account status, legal obligations, and security requirements.
- You can request deletion of your account at any time by contacting support@globalcoachai.com. On deletion, your uploaded documents in Azure Blob Storage are deleted, along with your mastery data, learning history, test responses, essay submissions, and study plans.
- Anonymised or aggregated data that no longer identifies you may be retained for analytics and service improvement.
- We may retain limited records (such as billing history and records needed for legal, tax, fraud-prevention, or regulatory purposes) for as long as required by applicable law.
10 Security
We use administrative, technical, and organisational safeguards designed to protect personal data. These include passwords hashed with Argon2id, signed HttpOnly JWT session cookies with audience-pinned tokens, server-side request validation, rate limiting, sanitisation of AI and user-supplied content, and secure enterprise cloud infrastructure. No system can guarantee absolute security, and you are responsible for maintaining the security of your account credentials.
11 International Data Transfers
Our service providers (including cloud, AI, payment, email, and analytics providers) may process personal data in countries outside your own, including the United States and the European Union. Where legally required, we and our providers rely on appropriate transfer safeguards and contractual protections (such as standard contractual clauses).
12 Your Rights
Subject to applicable law (including the UK GDPR and EU GDPR), you may have the right to access, correct, delete, restrict, and object to processing of your personal data, to request a portable copy, and to withdraw consent where processing relies on consent.
To exercise these rights, contact support@globalcoachai.com. You may also lodge a complaint with your local supervisory authority — in the UK this is the Information Commissioner's Office (ICO) at ico.org.uk.
13 Organisation Accounts
If your account is provisioned by an organisation (a school, employer, or team), your organisation administrators may control aspects of your workspace, including access, role assignment, group membership, assigned assessments, content administration, and account lifecycle decisions under the organisation's own policies. Organisation administrators can also view assessment results and organisation-level reporting for their members.
Where applicable, the organisation acts as an independent controller for personal data processed within its workspace and is responsible for its own compliance obligations, including providing any notices required to its members.
14 Children and Age Requirements
GlobalCoach AI is intended primarily for users aged 13 and older.
- Users aged 16 and over may create and use an account independently.
- Users aged 13 to 15 may only use the Service with the permission of a parent or legal guardian.
- Children under the age of 13 may not create individual accounts or use the Service independently.
Children under 13 may only access the Service through:
- a parent or legal guardian who has created and manages the account on the child's behalf; or
- a school, educational institution, or other authorised organisation that has obtained any permissions, consents, and approvals required by applicable law.
We do not knowingly permit children under 13 to create their own accounts or provide personal information directly to us without appropriate authorisation.
If we become aware that a child under 13 has created an account or provided personal information in a manner not permitted by this policy, we will take reasonable steps to remove the account and associated information. If you have a concern, contact us at support@globalcoachai.com.
15 Changes to This Policy
We may update this Privacy Policy from time to time. If we make material changes, we may notify users through the Platform, website, or account email. The "Last updated" date reflects the latest version.
16 Contact
Questions or privacy requests can be sent to support@globalcoachai.com or via our contact page.