Privacy policy

Last updated: 5 May 2026

1. Scope and Controller

This Privacy Policy explains how GlobalCoach AI collects, uses, shares, stores, and protects personal data when you use our platform, including personal accounts and organisation/team accounts. For payment data handled directly by Stripe, Stripe acts as a separate controller for card/payment processing under its own terms and privacy policy.

2. Data We Collect

  • Account data: name, email, hashed credentials, authentication provider (email, Google, Apple), country, and account settings.
  • Uploaded content: documents, extracted text, and related metadata used for test/study generation.
  • Learning and performance data: test attempts, answers, essay submissions, rubric scores, concept mastery, confidence entries, readiness and progress metrics, study plan activity.
  • Organisation/team data: organisation profile, memberships, roles, invites, groups, assignments, licence/seat telemetry, and organisation reporting events.
  • Subscription and billing metadata: Stripe customer/subscription identifiers, plan/tier, billing cycle, status, renewal/end dates, invoice-related metadata.
  • Usage and device data: session activity, logs, diagnostics, and analytics events (including Google Analytics data where enabled).
  • Support and communications data: contact requests, support messages, and email preference/unsubscribe status.

3. How We Use Personal Data

  • Provide and operate the Platform, including authentication, account management, and user support
  • Process uploads to generate AI-assisted tests, study plans, grading, and learning insights
  • Deliver adaptive learning, spaced review, and personalised performance tracking
  • Provide exam and certification prep experiences, progress dashboards, and analytics features
  • Process and reconcile subscriptions, billing states, and customer portal actions via Stripe
  • Secure the service, prevent abuse/fraud, enforce terms, and meet legal obligations
  • Improve product quality, reliability, and user experience through aggregated analytics

4. AI Processing Notice

To provide core features, we process document text, user responses, and learning context through AI systems and supporting infrastructure (including model providers and cloud services). AI outputs may be inaccurate, and users remain responsible for verification and use decisions.

  • AI processing supports question generation, study plans, grading, summaries, and recommendations
  • We implement safeguards to reduce unsafe content and prompt misuse, but no AI output is guaranteed correct
  • Uploaded or generated content may be processed by integrated AI providers needed to deliver requested features

5. Legal Bases (Where Applicable)

Where GDPR/UK GDPR or similar laws apply, we generally process personal data on one or more of these bases:

  • Contract: to provide requested platform services
  • Legitimate interests: to improve, secure, and administer the service
  • Legal obligation: to comply with applicable legal and regulatory duties
  • Consent: where required (for example, certain optional communications)

6. Cookies and Analytics

We use essential cookies/tokens for authentication and session integrity. We also use analytics technologies (including Google Analytics) to understand platform usage and improve product performance.

You can manage non-essential cookie settings through your browser controls where available.

7. Third-Party Services and Sharing

We share personal data only where needed to provide services, operate infrastructure, process payments, send communications, perform analytics, or comply with law.

  • Stripe: payment and subscription operations
  • Cloud and hosting providers: application hosting, storage, and delivery infrastructure
  • AI providers: AI generation and grading features
  • Email providers: transactional and user-notification email delivery
  • Analytics providers: usage analytics and product telemetry

We may also disclose data where required by law, court order, regulator request, or to protect rights, safety, and security.

8. Data Retention

  • We retain personal data for as long as needed to provide services and fulfil the purposes described in this Policy
  • Retention periods vary by data type, account status, legal obligations, and security requirements
  • When accounts are deleted, we remove or anonymise data where feasible, while retaining limited records required for legal, tax, fraud prevention, or dispute handling

9. Security

We use administrative, technical, and organisational safeguards designed to protect personal data (including access controls, security monitoring, and secure infrastructure practices). No system can guarantee absolute security, and you are responsible for maintaining account credential security.

10. International Data Transfers

Depending on your location and service configuration, personal data may be processed in countries outside your jurisdiction. Where legally required, we use appropriate transfer safeguards and contractual protections.

11. Your Rights

Subject to applicable law, you may have rights to access, correct, delete, restrict, object to processing, and request portability of your personal data, and to withdraw consent where processing relies on consent.

To exercise rights, contact support@globalcoachai.com. You may also have a right to lodge a complaint with your local supervisory authority.

12. Organisation Accounts

If your account is provisioned by an organisation, your organisation may control aspects of your workspace, including access, role assignment, content administration, and account lifecycle decisions under its policies.

Where applicable, the organisation may act as an independent controller for certain data processed within its workspace and is responsible for its own compliance obligations.

13. Children

The Platform is not directed to children under 13. We do not knowingly collect personal data from children under 13. If you believe a child under 13 has provided personal data, contact us so we can investigate and take appropriate action.

14. 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.

15. Contact

Questions or privacy requests can be sent to support@globalcoachai.com.