1. Who we are
GAMSAT Coach (“we”, “us”, “our”) is operated by [Your legal entity name] (ABN [ABN]), based in Australia. We are responsible for the personal information we hold about you. If you have any questions about this policy or your data, contact us at privacy@aptavia.com.au.
2. What information we collect
We only collect what we need to run the service and personalise your preparation:
- Account information — your name, email address, and a securely hashed version of your password. We never store your password in plain text.
- Profile information — details you choose to give us, such as your degree, field of study, intended test date, target score, and the hours per week you plan to study, so we can tailor your study plan.
- Study activity — your practice sessions and answers, mock test results, essays you submit for marking, flashcards, score history, and generated study plans.
- Technical information — limited data needed to keep the service working and secure, such as basic log information and session cookies.
3. How we use your information
- To create and manage your account and provide the service.
- To personalise your study plan, practice and feedback.
- To generate practice questions and mark essays using AI (see section 4).
- To track your progress and show your score trajectory over time.
- To improve the platform, fix problems, and keep it secure.
- To communicate with you about your account or important service changes.
- To meet our legal obligations.
We do not sell your personal information, and we do not use your essays or answers to publicly identify you.
4. AI processing and third parties we share data with
To deliver core features we rely on trusted third-party providers, and some of your content is sent to them only to provide the feature you requested:
- AI providers — we use third-party AI services (for example, providers such as Anthropic and Google) to generate practice questions, mark your essays, and power the AI tutor. When you use these features, the relevant content (such as an essay you submit) is sent to the provider to produce your result. We pay for this processing centrally — you never share your own API keys.
- Payment processing — if and when paid plans are offered, payments are handled by a third-party payment processor (for example, [Stripe]). We do not collect or store your full card details on our servers.
- Hosting and infrastructure — our application and database are hosted by [hosting/infrastructure provider], who store data on our behalf under their own security controls.
- Email — we may use an email provider to send account-related messages.
These providers are only permitted to use your information to provide their service to us. We may also disclose information if required by law.
5. Storage and security
We take reasonable steps to protect your personal information from misuse, interference, loss, and unauthorised access, modification or disclosure. These steps include hashing passwords, restricting access, and using reputable infrastructure providers. However, no method of transmission or storage is completely secure, and we cannot guarantee absolute security.
6. How long we keep your data
We keep your personal information while your account is active. If you delete your account, we delete the personal information associated with it, except where we are required to retain certain records to comply with our legal obligations or to resolve disputes. You can delete your account at any time from your account settings.
7. Your rights and choices
Under Australian privacy law you can:
- Access your data— download a copy of your data at any time using the “Export my data” tool in your settings.
- Correct your data — update your profile details in settings, or contact us to correct other information.
- Delete your data— permanently delete your account and associated data using the “Delete my account” tool in settings.
- Make a complaint — if you have a concern about how we handle your information, contact us first. If you are not satisfied with our response, you can complain to the Office of the Australian Information Commissioner (OAIC) at oaic.gov.au.
8. Cookies
We use essential cookies to keep you signed in and to operate the service securely. These are necessary for the site to function. You can control or delete cookies through your browser settings, but disabling essential cookies may stop you from being able to sign in.
9. Overseas disclosure
Some of our service providers — including AI and hosting providers — may store or process data on servers located outside Australia (for example, in the United States). Where this happens, we take reasonable steps to ensure your information is handled consistently with this policy and Australian privacy law. By using the service, you acknowledge that your information may be processed overseas.
10. Children
GAMSAT Coach is intended for graduate-medicine applicants and is not directed at children. We do not knowingly collect personal information from anyone under 16 without appropriate consent.
11. Changes to this policy
We may update this policy from time to time. When we do, we will change the “Last updated” date above, and for material changes we will take reasonable steps to notify you. Your continued use of the service after an update means you accept the revised policy.
12. Contact us
For any privacy questions or requests, contact privacy@aptavia.com.au, or write to us at [Your business postal address].