1What we collect

• Account: your name, email address, password (stored scrambled by WordPress), and a record of which version of our terms and recording notice you agreed to, and when.
• Interview profile: your specialties, whether you are a US IMG or a non-US IMG (that is, whether you are a US citizen or permanent resident who studied medicine outside the US), education, experiences, research and publications, USMLE and ECFMG results and attempts, visa needs, gaps or interruptions in training, prior training, languages, hobbies, location and setting preferences, letter writers’ titles, personal statement, and your preferred name and how to say it. You type these, or we read them from the ERAS application PDF you upload.
• What we skip: from your application we do not collect your date of birth, gender, pronouns, race or ethnicity, nationality or country of origin, addresses, contact details, ID numbers (such as your AAMC ID), or legal or malpractice answers.
• Your ERAS PDF: kept in private storage only until you confirm your profile, and never more than 7 days.
• Interviews: audio recordings of your practice stations, transcripts, timing measures such as speaking pace and pauses, and for each station which version of the recording box you ticked, and when.
• Feedback: scores, written feedback, rewritten answers, drills, and notes left by your coach or our staff.
• Credits and purchases: your credit history (purchases, use, returns, expiry and staff adjustments with their notes), and for each purchase the pack, credits, ethics credits, amount, date, status and Square’s order and payment IDs. You enter your card details on Square’s page; we never see them.
• Technical: login cookies set by WordPress. During an interview your browser connects to our voice provider, which processes your IP address and connection details to carry the audio.
• Webcam, only if you turn it on: for each answer, when it started and ended, how well your face was tracked, and how much of that time you looked toward the camera. Video and face measurements stay on your computer. If you tick the box for “Check my setup” and take a photo, the photo is sent once to Anthropic for notes on your lighting, background, framing and clothing; we don’t store the photo or the notes, only that you agreed and when.
• What you choose to say: your answers may include sensitive details, such as health or family information. Our interviewers are told not to ask about these topics. Share only what you are comfortable sharing; we use what you say only to transcribe and score your practice.

2How we use it

• To run your interviews: each AI interviewer’s questions are built from your profile and the specialty and program you chose.
• To give you feedback, show your progress across interview days, and let you replay recordings for 14 days.
• To sell and track credits, and to handle refunds and payment disputes.
• To support you, keep accounts secure, prevent misuse, and check and improve the quality of interviews and feedback. Our staff may review your interviews for these purposes.
• Safety. If you say during an interview that you are in crisis or thinking about suicide or self-harm, the interviewer gives you the 988 Suicide and Crisis Lifeline (in the US), findahelpline.com (outside the US) and your local emergency number, and the interview stops. It is not scored, your credit is returned, and our owner, a physician, receives an email with your name and email address (not your transcript) so they can choose to contact you.

We do not sell your personal information or share it for advertising. We do not use your interviews to train AI models, and neither does Anthropic. Vapi may use call data, in a way that does not identify you, to improve its own voice features, such as noticing when you have finished speaking; it does not share your data with other companies for their own model training.

3Who we share it with

Only with the service providers that run the Service, with your coach if one is assigned (coaches are our staff, and each has signed a written confidentiality agreement), and when the law requires it. If our business is sold or reorganized, your information may pass to the new owner under this policy.

4Why we may use it (legal bases)

Where the law requires a legal basis, such as in the European Union or the United Kingdom, these are ours:

• Contract: to provide the Service you signed up for: your account, profile, interviews, feedback, credits and purchases.
• Consent: recording each interview (the box you tick before each one), webcam feedback, and the setup photo. You can withdraw consent at any time: leave the box unticked for your next interview, leave the webcam and setup photo off, or delete your account. Withdrawing does not affect what we did before.
• Legal obligation: keeping purchase records for tax and accounting.
• Vital interests: the safety email described in section 2.

Your scores and feedback are produced automatically by AI. They are practice feedback only and have no legal or similarly significant effect on you.

5Where it is processed

We and our providers process your information in the United States. If you live elsewhere, your information is transferred to and processed in the United States, where data protection laws may differ from those in your country. We make this transfer because it is necessary to provide the Service you ask us for.

6How long we keep it

7Your rights

Wherever you live, you can ask us to:

• See and download it: your profile, interviews and feedback are in the app, and we will send you an export of everything on request.
• Correct it: edit your profile at any time, or ask us.
• Delete it: use “Delete my account” at the bottom of your profile page, or email us. This deletes your profile, interviews, transcripts, scores, feedback and credits, and asks Vapi to delete your recordings straight away (we keep asking until Vapi confirms). Purchase records stay without your name, as above.
• Restrict or object to how we use it.
• Withdraw consent at any time, as described in section 4.

You may also complain to the data protection authority where you live, such as your national supervisory authority in the EU or the Information Commissioner’s Office in the UK. We would welcome the chance to put things right first.

To make a request, email support@brooklyncancercare.org from the address on your account. We may ask you to confirm who you are, and we answer within one month.

8Security

The Service requires a login. ERAS PDFs are kept in private storage, outside the public media library. Recordings are played only to the student they belong to, their assigned coach and our administrators; staff access is limited by role, and our service keys are kept out of the database. No system is perfectly secure; if a breach affects you, we will tell you as the law requires.

9Age

The Service is for adults aged 18 and over. If we learn that someone younger has an account, we delete it.

10Changes

When we make an important change, we update the effective date and ask you to agree again in the app.