privacy policy.

The short version. We collect only what we need to answer you, send what you ask for and coach you well. We never sell your information. Sessions are not video recorded, and any audio used to make a written transcript is deleted within 7 days. Analytics and advertising cookies stay off until you say yes. Marketing emails go only to people who agree, and every email has an unsubscribe link. Students under 18 need a parent or guardian's agreement before coaching starts. You can ask to see, correct or delete your information at any time. The full policy below is what counts.

This policy explains how m.i ready ("we", "us", "our") collects, uses, shares and protects personal information. It covers this website, our forms and emails, the free 15-minute call, and our coaching and mock interviews. It applies to students, parents and guardians, teachers, tutors and anyone else who contacts us.

1. Who we are

m.i ready (short for "medical interview ready") is a business name of [LEGAL NAME], ABN [ABN], of [BUSINESS ADDRESS]. We are based in Victoria, Australia.

We decide how and why your personal information is used. Under UK law, this makes us the "controller" of your information.

Our founder is responsible for privacy at m.i ready. For any privacy question or request, email hello@medicalinterviewready.com and put "Privacy" in the subject line.

For people in the UK. We are based in Australia, not the UK. You, or the UK Information Commissioner's Office, can contact us directly about how we handle UK personal information. Email hello@medicalinterviewready.com and put "UK privacy" in the subject line.

2. The privacy laws we follow

• Australia: the Australian Privacy Principles in the Privacy Act 1988 (Cth), and the Spam Act 2003 (Cth) for marketing emails. Some small businesses do not have to follow the Australian Privacy Principles. Whether or not the law requires it of us, we follow them, and the Notifiable Data Breaches scheme, for everyone we work with.
• United Kingdom: the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018, and the Privacy and Electronic Communications Regulations (PECR) for cookies and marketing emails. We also follow the principles of the ICO's Age Appropriate Design Code (the "Children's code"), because many of our students are under 18.

Where these laws differ, we follow the one that gives you more protection.

3. What we collect

We collect information in three main ways: when you give it to us, when you book or work with us, and, if you agree, when you use our website.

Forms on this website

Our forms are run by our website host, Netlify (Netlify Forms). Every form has a hidden field that blocks spam bots. Each form also records the date, the page it was sent from, and technical details such as your IP address and browser, which Netlify uses to stop spam.

Your quiz result is also saved in your own browser, so the result page can show it to you. That copy stays on your device.

The free call and bookings

You book the free 15-minute call and coaching sessions through TidyCal. TidyCal asks for your name and email, and may ask for a phone number and a few questions about your interview. During the free call we take short notes, such as your universities, interview dates and what you would like help with.

Coaching and mock interviews

• Your details: the student's name, email and phone number, and a parent or guardian's name, email and phone number if the student is under 18.
• Your application: the universities you are applying to, your entry route, interview dates and formats, your study or work background, and anything else you choose to tell us about your application.
• What happens in sessions: your practice answers, coach notes, your skill profile, lesson plans, written lesson summaries, mock interview scores and written reports.
• Transcripts: sessions are held on Zoom and are not video recorded. With the permission of everyone in the session (and a parent or guardian if the student is under 18), we may make a written transcript to help write your lesson summary. Some transcription tools record the audio of the call to make the transcript. If ours does, we delete that audio as soon as the transcript is made, and within 7 days at the latest. You can say no, and you can change your mind at any time. Saying no does not affect your coaching.
• Records of agreement: a parent or guardian's agreement to our terms and this policy (for students under 18), your permission for transcripts, and any permission to use a review or result.

Payments

Card payments are handled by a secure third-party card payment provider. Its name is shown on the checkout page or invoice before you pay. It collects your card and billing details and handles them securely under its own privacy policy. It may also use some of these details for its own legal duties, such as preventing fraud. We never see or store your full card number. We receive your name, email, what you bought, the amount, and the last digits and type of card. If we send you an invoice instead, we keep the invoice and payment record.

Online checkout. When you pay on our website, our checkout form asks for the student's first name and email, whether the student is under 18 (and if so, a parent or guardian's name and email), the universities you are applying to (optional), your agreement to our terms and this policy, for UK customers your request that we start within the 14-day cancellation period, and whether you want interview tips by email. We record when each box was ticked. We send these details to the payment provider with your order, so they are kept with your payment record, and we use them to set up your coaching and to send your booking confirmation. Your cart is saved only in your own browser until you pay or remove it.

Messages

We keep emails and messages you send us, including messages with your coach and direct messages on Instagram. Coaches never contact students through private social media accounts.

Information from other people

• A parent or guardian may give us a student's details when they book.
• A school careers adviser or a tutor partner may pass on a student's name and email when they refer someone to us. They must have the student's (or parent's) permission first.
• If you write a review of us on Trustpilot or Google, we can see what you post there.

Website use

Our host, Netlify, records basic technical information when you visit, such as your IP address, browser and the pages requested. This keeps the site secure and working. If you choose "Accept" on our cookie banner, we also collect information about how you use the site. See section 8.

What we do not collect

We do not collect your location from your device. Our website guesses whether to show Australian or UK pages from your browser's language and time zone. This guess happens on your device and is not sent to us. We do not ask for government ID numbers, and we do not need your full date of birth.

You can browse our website and ask us general questions without telling us who you are. To coach you, we need to know your name and how to contact you.

4. Sensitive information

Some information has extra protection under the law. Examples are health, disability, racial or ethnic origin (including Aboriginal and Torres Strait Islander identity), religious beliefs and sexual orientation.

• We never require you to share it.
• Sometimes students choose to share it, for example a personal story, a health condition that affects your interview, or an application through a dedicated entry pathway.
• If you share it, we use it only to coach you, and only with your consent. You can ask us to stop using it or to delete it at any time.
• We never use it for marketing or advertising, and we never share it with anyone outside the coaching team unless you agree, or the law requires or allows it to keep someone safe.

5. Why we use it, and our legal reasons

We use your information only for the reasons below, or for a closely related reason you would reasonably expect. UK law asks us to name a legal reason ("lawful basis") for each use. We list these too.

When we rely on legitimate interests, we have checked that our use is fair and expected, and that it does not override your rights. We take extra care with students under 18. You can ask us for more detail.

When we rely on consent, you can withdraw it at any time. This does not affect anything we did before you withdrew it.

If you do not give us the information we need to coach you (for example your interview format or date), we may not be able to plan your sessions properly.

6. Students under 18, and parents

If you are under 18, here is what this means for you. We only collect what we need to help you prepare. A parent or guardian must say yes before your coaching starts. Your parent knows your session times and can sit in. We never sell your information, use it to show you ads, or post anything about you without asking you and your parent first. If something you tell your coach worries us about your safety, we may need to tell someone who can help. You can ask us what we hold about you, and ask us to fix or delete it.

• Free guides and the quiz. If you are 13 or over, you can ask for a free guide or take the quiz yourself. If you are under 13, please ask a parent or guardian to fill in the form for you. If we learn that we hold information from a child under 13 without a parent's agreement, we will delete it.
• Coaching. A parent or guardian must agree to our terms and this policy before a student under 18 has their first session. We keep a record of that agreement.
• Parents' involvement. Parents and guardians are told every session time and are welcome to sit in. Parents who book for a student can ask about progress, and we may share summaries and reports with them. If a student would like something kept between them and their coach, they can tell us. We will respect that, unless we are worried about the student's safety.
• Safety comes first. If we are seriously worried about a student's safety, we may share information with a parent or guardian, or the right authority, where the law requires or allows it.
• High privacy by default. Analytics and advertising tools are off until someone chooses "Accept". We do not use location tracking. We ask only for what we need, and many fields on our forms are optional.
• No ads aimed at children. We do not knowingly use a student's information to target ads at under-18s. Our ads are aimed at adults, mainly parents.
• Children's rights. A student's information belongs to the student. If a student is old enough to understand their privacy rights, we will usually ask for their agreement before giving their information to someone else, including a parent, unless the law says otherwise.

7. Marketing emails and how to stop them

• We send marketing emails (interview tips, new guides, dates and offers) only to people who have agreed to get them. You agree by ticking the box on a form. On the free guide and university guide forms, the box covers both the guide and occasional interview tips.
• Emails you ask for, such as the guide itself, your quiz result, booking confirmations, receipts and messages about your sessions, are not marketing. We send these even if you do not want marketing.
• Every marketing email says who it is from and has an unsubscribe link, or tells you to reply to stop. We act on your request within 5 working days, and usually much sooner.
• After you unsubscribe, we keep your email address on a "do not email" list, so we do not email you again by mistake.
• We do not send marketing text messages and we do not make sales phone calls to people who have not asked us to call.
• We never sell, rent or swap our email list.

8. Cookies and similar tools

Cookies are small files that a website saves in your browser. Similar tools, such as "local storage", do the same job. We use two kinds.

Essential and preference storage (always on)

These make the site work and remember your choices. They stay in your browser and are not sent to us.

Analytics and advertising (only if you choose "Accept")

These tools load only after you choose "Accept" on our cookie banner. If you choose "Essential only", they do not load.

These providers may combine this information with other information they hold about you, under their own privacy policies. We set Google Analytics to keep our data for no more than 14 months.

We do not currently send form details, such as your email address, to Meta or Google for advertising. If we decide to do this in future, we will update this policy first and only do it with consent where the law requires.

Changing your mind. Choose "Cookie settings" at the bottom of any page and pick "Essential only". The tools will not load from the next page you open. To remove cookies that were already set, clear them in your browser settings. You can also block cookies in your browser, though some parts of the site may then not work as well.

Other sites. Our booking page shows a TidyCal booking form. TidyCal may set its own cookies when you use it. Links to other sites, such as Instagram, Trustpilot and university websites, take you to sites with their own privacy policies.

9. Who we share it with

We never sell your personal information. We share it only when we need to, with:

• Your coach. Our coaches are current medical students who work with us. They see only the information about the students they coach. Each coach agrees in writing to keep your information confidential and to follow this policy.
• Service providers that help us run m.i ready (listed below). They may use your information only to provide their service to us, or, where they act for themselves, under their own privacy policies.
• Our professional advisers, such as our accountant, lawyer or insurer, when they need it to advise us.
• The authorities, if the law requires it, or to protect someone's safety.
• A new owner, if m.i ready is sold or reorganised. They must protect your information in the same way, and we will tell you first.

We may change providers from time to time. We will keep this list up to date. You can ask us for the current list at any time.

10. Information sent overseas

We are based in Australia and coach students in Australia and the UK. Our coaches may be in Australia or the UK. Many of our service providers store information in the United States or the European Union. This means your information may be stored or seen outside the country where you live.

• For people in Australia: before we send personal information overseas, we take reasonable steps to make sure the people receiving it protect it in line with the Australian Privacy Principles. We do this by choosing well-known providers and using their data protection terms, and by written confidentiality agreements with our coaches.
• For people in the UK: when you send us information directly, it comes to us in Australia, and we protect it under the UK GDPR. When information goes from the UK to another country, we use a safeguard the UK GDPR allows. These include UK "adequacy regulations" (for example for the European Union), the UK Extension to the EU-US Data Privacy Framework for certified US companies, or the ICO's International Data Transfer Agreement or Addendum. You can ask us for details of the safeguard for a provider.

11. How long we keep it

We keep information only as long as we need it for the reasons in this policy, or as long as the law requires. Then we delete it or make it anonymous. These are our standard periods:

You can ask us to delete your information sooner. See section 14. We may need to keep some records for longer if the law requires it, or if there is a complaint or legal claim.

12. How we keep it safe

• Our website uses a secure, encrypted connection (HTTPS).
• Our accounts use strong, unique passwords and two-step login where the service offers it.
• Only people who need your information can see it. Coaches see only their own students.
• Devices used for coaching are locked with a password and kept up to date.
• We do not keep card numbers, and we do not keep student information in personal social media accounts.
• We choose service providers with strong security, and we review who has access when a coach stops working with us.

No system is perfectly secure. If we have a data breach that is likely to cause you serious harm, we will tell you and the Office of the Australian Information Commissioner, following the Notifiable Data Breaches scheme. For UK personal information, we will tell the Information Commissioner's Office within 72 hours where the law requires, and tell you without delay if there is a high risk to you.

13. AI tools and automated decisions

To help write lesson summaries and mock reports, we may use a business AI writing tool on a session transcript or on coach notes. If we do, a coach always reads, checks and edits what it writes before you see it. We use only business versions of these tools whose terms say they do not use your information to train their models. We never put your information into free public AI tools. We remove details that are not needed, such as surnames, where we can. If you would rather we did not use an AI tool on your information at all, tell us and we will not.

We do not make decisions about you using only computers. The quiz gives an automatic result band, but this is a practice guide only. It does not affect what we offer you or the price you pay. Every coaching decision is made by a person.

14. Your rights

Everyone we work with, in any country, can ask us to:

• see the personal information we hold about them, and get a copy;
• correct information that is wrong, out of date or incomplete;
• delete their information, unless we must keep it by law;
• stop marketing emails, at any time;
• withdraw consent they have given, for example to transcripts, marketing or cookies.

If you are in the UK, you also have the right to:

• restrict how we use your information, for example while we check a correction;
• object to our use of your information based on legitimate interests. You can always object to direct marketing, and we will stop;
• portability: get information you gave us in a common digital format, or have it sent to another organisation, where this applies;
• not be subject to decisions made only by computers that have a legal or similarly serious effect on you. We do not make decisions like this;
• complain to us and to the Information Commissioner's Office (see section 16).

15. How to use your rights

1. Email hello@medicalinterviewready.com with "Privacy request" in the subject line. Tell us what you would like us to do.
2. We may ask you to confirm who you are, so we only give information to the right person. A parent or guardian can make a request for a student. We may ask for the student's agreement if they are old enough to understand their rights.
3. We reply within 30 days. For UK requests, we reply within one month. If a request is complex, we may need up to two more months. We will tell you why within the first month.
4. It is free. We may charge a reasonable fee, or say no, only if a request is clearly unfounded or excessive, as the law allows.
5. If we cannot do what you ask, we will explain why in writing and tell you how to complain.

16. Complaints

1. Please tell us first. Email hello@medicalinterviewready.com and tell us what happened and what you would like us to do.
2. We confirm we have received your complaint within 5 working days, and always within 30 days.
3. We look into it, keep you updated, and reply in full within 30 days. If it will take longer, we will tell you why.

If you are not happy with our answer, you can contact the regulator:

• Australia: the Office of the Australian Information Commissioner (OAIC). Website: oaic.gov.au. Phone: 1300 363 992. The OAIC usually asks you to give us 30 days to respond first.
• United Kingdom: the Information Commissioner's Office (ICO). Website: ico.org.uk/make-a-complaint. Phone: 0303 123 1113.

17. Changes to this policy

• We review this policy at least once a year, and whenever we change how we use personal information.
• The date at the top of this page shows when it last changed.
• If we make an important change that affects current students or parents, we will tell them by email before it applies.
• If a change means using your information in a new way that needs your consent, we will ask first.

Questions

Email hello@medicalinterviewready.com. We are happy to explain anything in this policy, in a call or by email.