Privacy Policy

1. Scope

This Privacy Policy explains how MedhaIQ ("Company," "we," "us," or "our") collects, uses, stores, and protects personal information when you use our website, web applications, and AI-powered career intelligence services.

This Privacy Policy describes our privacy practices and your rights in relation to your personal information. Where consent is required under applicable law, we will obtain it in accordance with applicable requirements.

2. Information We Collect

We collect information you provide directly to us, as well as data generated automatically during your use of the platform:

• Account Information: Name, email address, authentication information managed securely through our authentication provider, profile preferences, target roles, target industries, and seniority levels.
• Professional Profile Information: Resumes, CVs, employment history, education, skills, certifications, and career goals uploaded to our platform.
• Evaluation & Session Data: Behavioral responses, STAR structure telemetry, transcript logs, and AI-generated performance scores.
• Voice Data (if enabled): Audio transmitted during voice-enabled interview sessions for real-time speech-to-text processing.
• Technical & Security Information: We collect limited IP address and browser information for account security, fraud prevention, and specific operational purposes, and use an anonymous, cryptographically hashed device identifier to help prevent abuse of free-trial offers. We do not use third-party analytics, advertising, behavioral tracking, or collect device hardware, operating-system, or general engagement data.

3. How We Use Information

We use your data strictly to deliver, optimize, and secure the MedhaIQ platform:

• Core Service Delivery: To power your adaptive AI interview sessions, evaluate response structures, and generate real-time feedback and scorecards.
• Performance History & Career Progress: To maintain your evaluation history, map skill development over time, and provide longitudinal career benchmarks.
• Platform Improvement: To maintain and improve the functionality, reliability, and security of the platform.
• Private by Default: Your interview sessions, resumes, reports, transcripts, and evaluation history are private to your account unless you choose to share them or disclosure is required by applicable law.
• Communications: To send essential account notifications, billing receipts, security alerts, and platform updates.
• Trust & Safety: To prevent fraud, abuse, and misuse of the platform (including free-trial abuse), and to maintain platform security and reliability.
• Support & Compliance: To respond to support and privacy requests, and to comply with applicable legal obligations.

4. Legal Basis for Processing

Depending on the nature of the processing and your location, MedhaIQ processes personal data where permitted by applicable law, including where you have provided consent or where processing is necessary for a legitimate use or other lawful purpose recognized under applicable law.

5. AI Processing & Responsible Use

MedhaIQ uses one or more trusted AI models to generate interview questions, evaluate responses, and produce personalized coaching insights.

• No Third-Party Ad Profiling: Your professional profile data, audio streams, and session transcripts are processed exclusively to deliver career intelligence and are never sold or shared with third-party ad brokers.
• AI Model Training Policy: We configure our AI providers and services to protect customer data wherever supported by their offerings and contractual commitments. We do not intentionally submit your personal information for the purpose of training publicly available AI models.
• AI Accuracy & Coaching Purpose: AI evaluations are designed to support learning, self-improvement, and interview preparation. They are not automated hiring decisions and should not be interpreted as guarantees of employment outcomes. While we strive to provide accurate feedback, AI-generated insights may occasionally be incomplete or incorrect and should be used as guidance.

6. Voice & Audio Processing

If you participate in a voice-enabled interview session, your microphone audio is transmitted in real time to our voice infrastructure provider, Vapi, and its speech-to-text provider to generate a live transcript of your spoken answers.

MedhaIQ's own servers and databases do not receive, process, or store raw audio recordings of your voice. The resulting text transcript is passed to our interview engine and retained as part of your session record.

Our voice infrastructure providers may independently process or retain audio and/or transcripts on their systems in accordance with their applicable retention and deletion policies.

MedhaIQ does not generate voiceprints, speaker embeddings, or other biometric representations of your voice, and voice data is not used to recognize or identify you across sessions or services.

Text-to-speech audio used for the AI interviewer's questions is generated from text by our voice synthesis provider and does not involve or receive your voice data.

7. Third-Party Service Providers & Sub-Processors

We do not sell your personal data. We use trusted infrastructure and service providers, including Anthropic, Supabase, Vapi, ElevenLabs, Stripe, and other providers as necessary, for cloud hosting and database storage, authentication and security, AI-powered interview generation and evaluation, speech processing, payment processing, and transactional communications.

These providers process data only as necessary to deliver their services under applicable contractual, technical, and legal security obligations. We review our service providers periodically to help ensure they maintain appropriate security and privacy standards.

8. Cookies & Tracking Technologies

MedhaIQ uses essential and functional cookies and similar technologies to keep you securely signed in, remember necessary preferences, maintain platform functionality, and help prevent abuse. We do not use third-party advertising or behavioral-tracking cookies.

9. Security

We implement reasonable administrative, technical, and organizational safeguards designed to protect your personal information, including encryption in transit and appropriate access controls.

However, no method of electronic transmission or storage is completely secure. While we use commercially reasonable safeguards, we cannot guarantee absolute security.

10. Data Retention & Account Closure

Data Retention Criteria

• Active Account Data: Profile information, resumes, scorecards, and session transcripts remain stored while your account is active.
• Payment Records: Transaction history and billing details are retained as required by financial regulations and tax compliance laws.
• Legal Retention: Certain logs or data may be retained longer if required to resolve legal disputes, enforce our Terms of Service, or comply with applicable legal obligations.

What Happens When You Close Your Account

• Access to your account is removed.
• When you request account deletion, your personal information is deleted from active production systems or irreversibly anonymized, subject to backup retention schedules and applicable legal requirements.
• Certain billing records and security logs may be retained where required by law.

11. International Data Transfers

Some of our service providers may process or store information outside India or your country of residence, including in the United States and other jurisdictions where our service providers operate. Where personal information is transferred internationally, MedhaIQ takes appropriate measures designed to protect that information in accordance with applicable data protection laws.

12. Your Rights

Depending on applicable law, you may have rights to access and obtain information about your personal data, request correction or erasure, withdraw consent where processing is based on consent, and raise a grievance regarding the processing of your personal data.

To exercise applicable rights, please contact us at support@medhaiq.ai.

13. Children's Privacy

MedhaIQ is intended for individuals who are at least 18 years of age or the age of majority in their jurisdiction. We do not knowingly collect personal information from children. If we become aware that we have collected personal information from a child, we will take reasonable steps to delete that information.

14. Business Transfers

If MedhaIQ is involved in a merger, acquisition, financing, reorganization, or sale of assets, personal information may be transferred as part of that transaction, subject to applicable legal requirements and appropriate confidentiality obligations.

15. Changes to This Policy

We may update this Privacy Policy periodically to reflect platform updates, legal requirements, or operational changes. We will notify you of material changes by updating the "Last Updated" date at the top of this policy and, where appropriate, providing an in-app notice or email notification.

16. Privacy & Grievance Contact

For privacy inquiries, data protection requests, or grievances, please contact MedhaIQ at support@medhaiq.ai.

We will review and respond to requests within the period required by applicable law.