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. When you use the signed-in app, your browser's timezone is saved to your account so reminders arrive at a sensible local time; if we don't have it, we estimate it from the country you gave at sign-up.
- Communications data: contact and support messages; your email preferences (which types of optional email you receive) and unsubscribe status; and a record of the emails we send you — the type of email, when it was sent, and whether it was delivered, bounced, opened or clicked, as reported by our email provider.
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.
- Assignment Studio. If you use Assignment Studio, we process the assignment, its brief, the marking rubric and settings you upload to provide feedback. The original file is deleted as soon as its text has been extracted; we keep the extracted text, your brief, your rubric and the feedback (including a summary and checklist drawn from your brief) so you can view results and compare drafts, until you delete the review. Text (and rubric images, with location and device metadata removed) is sent to our AI provider, Microsoft Azure OpenAI, to generate feedback; it is not used by us to train models. If you use the AI Tutor, your messages and its replies are sent to the same provider and kept with the review until you clear the chat or delete the review. If you choose “Check my references”, only the entries in your reference list (not your essay) are looked up in Crossref, a public database of scholarly publications. Uploads you start but never submit are deleted within 24 hours. Feedback, tutor replies and any grade estimate are indicative only.
- AI tutor. If you ask the AI tutor about one of your documents or about a question you answered, your messages, the relevant parts of your document and the question details are sent to the same provider to write a reply. The conversation is kept so you can return to it, until you clear it or delete the document or test. It is not used by us to train models.
- Speaking practice. If you record a speaking answer, the recording is sent to Microsoft Azure AI Speech to transcribe it and measure pronunciation and fluency, and the transcript is sent to Azure OpenAI for feedback. We do not store your recordings: they are processed and discarded. We keep the transcript, scores and feedback with your practice session until you delete it. Your microphone is only used on the speaking practice pages, and only while you are recording.
- Listening tests. Recordings for listening tests are written by AI and voiced by Azure AI Speech; the audio is stored with the test in Azure Blob Storage. It contains no personal data.
- 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, in four types you can switch off separately:
- Study reminders — a morning email when a study plan session is ready, and an evening nudge when your daily streak is about to end.
- Tips and reminders when you've been away — help getting started in your first days (for example, how to make your first quiz), and a small number of reminders if you haven't studied or signed in for a while. We stop after a set number of reminders.
- Weekly progress summary — your tests, scores and topics to focus on, once a week.
- Product news and newsletter — new features and occasional updates.
List-Unsubscribeheader), and you can also unsubscribe from all optional emails at once. Opting out does not affect transactional emails. Replies to reminder and tips emails go to our support team.
How we measure these emails. We record whether each email was delivered, opened or clicked, and whether you used GlobalCoach AI in the days afterwards, so we can tell which emails help and stop sending ones that don't. To measure this fairly, a small random share of eligible users (about 1 in 10) temporarily don't receive a particular series of optional emails; nobody is left out of two series in a row, and this never applies to transactional emails. We don't send optional emails to addresses that have bounced or reported our emails as spam, and we limit how many optional emails anyone receives in a week.
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, study plans, email preferences and email history. Aggregate email statistics we keep for service monitoring are no longer linked to you.
- Assignment Studio: original uploaded files are deleted once their text is extracted; extracted text, rubrics and feedback are kept until you delete the review; uploads never submitted for analysis are deleted within 24 hours; the text of analyses that failed is purged after 30 days; and AI Tutor conversations are kept until you clear them or delete the review. In organisation workspaces, AI tutor conversations about shared documents are kept until you clear them, the document is deleted, you leave the organisation or the organisation is closed; they are included if your organisation exports its data.
- AI tutor conversations about your own documents or test questions are kept until you clear them, or until you delete the document, the test or your account. Study guides made from your documents are kept until you remake them or delete the document or your account.
- 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.