PrepNHire ("PrepNHire," "we," "us," or "our") provides an AI-powered career preparation platform, including interview practice, CV development, job search tools, and access to information on UK visa sponsor organisations (the "Service"). This Privacy Policy explains how we collect, use, share, and protect personal data when you use the Service, and describes the rights available to you under the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018, and, where applicable, the EU GDPR.
By using PrepNHire, you agree to the collection and use of information in accordance with this policy. If you do not agree with any part of this policy, please do not use the Service.
1. Who We Are
PrepNHire is the data controller responsible for your personal data for the purposes of applicable data protection law, unless otherwise stated (for example, where you access PrepNHire through an institutional or employer account, as described in Section 9).
Data Controller contact details:
Avenue Impact Limited
Registered address: 42 Applemead Close, Derby, England, DE21 4QP
Email: privacy@prepnhire.com
If we appoint a Data Protection Officer, their contact details will be provided here and kept current.
2. Information We Collect
We collect information in three ways: information you give us directly, information generated through your use of the Service, and information we receive from third parties.
2.1 Information you provide directly
- Account information: name, email address, password (stored in hashed form), and, where applicable, information obtained via third-party sign-in (Google, LinkedIn).
- Profile and career information: your CV or resume and its contents (which may include your work history, education, skills, and, incidentally, information such as your nationality or visa status if you choose to include it), job preferences, target roles, and career goals.
- Interview practice content: written answers, and voice or video recordings you create during practice sessions, live AI interview sessions, and related feedback exchanges.
- Application and tracking data: details of jobs you save, apply to, or track through the Service, including notes you add.
- Communications: information you provide when contacting support, submitting feedback, or responding to surveys.
- Payment information: where you purchase a paid plan, payment is processed by our third-party payment processor. We do not store full payment card details on our own servers.
2.2 Information collected automatically
- Usage data: pages and features accessed, session duration, interaction patterns (for example, which practice modes you use), and referral source.
- Device and technical data: IP address, browser type, operating system, and device identifiers.
- Cookies and similar technologies: as described in Section 8.
2.3 Information from third parties
- UKVI Register of Licensed Sponsors: publicly available government data on organisations licensed to sponsor UK visas, which we display within the Service. This is public sector information and does not relate to you personally.
- Companies House data: publicly available company information used to provide additional context on organisations shown in the Service.
- Institutional accounts: where you are enrolled in PrepNHire by a university, careers service, or recruitment partner, we may receive your name, email address, and course or role information from that organisation, as described in Section 9.
3. A Note on Sensitive Information
Some information you choose to include in your CV, interview answers, or profile (for example, details relating to your nationality, immigration or visa status, disability, or health that you volunteer in a practice answer) may fall within special category data under UK GDPR. We do not require or request this information, and we do not use it to make automated decisions about you. Where you choose to include such information within content you submit, you do so voluntarily, and we process it only for the purpose of providing the Service to you (for example, generating tailored interview feedback).
Voice and video recordings created during interview practice are used to generate feedback on your delivery, pacing, and content. We do not use these recordings to identify you biometrically, and we do not perform facial or voice recognition to establish your identity.
4. How We Use Your Information
We use personal data for the following purposes, on the legal bases indicated:
| Purpose | Legal basis |
|---|---|
| Creating and administering your account | Performance of a contract |
| Providing interview practice, feedback, and readiness scoring | Performance of a contract |
| Generating CV feedback, ATS scoring, and tailored suggestions | Performance of a contract |
| Displaying UK sponsor company information and matching to your profile | Performance of a contract / legitimate interests |
| Processing payments and managing subscriptions | Performance of a contract |
| Sending service-related communications (confirmations, security notices) | Performance of a contract / legal obligation |
| Sending product updates, tips, or marketing communications | Consent (you may withdraw this at any time) |
| Improving and developing the Service, including AI feedback models | Legitimate interests |
| Preventing fraud, abuse, and enforcing our terms | Legitimate interests / legal obligation |
| Complying with legal and regulatory obligations | Legal obligation |
Where we rely on legitimate interests, we have considered that this processing is proportionate and does not override your rights and freedoms, and you may object to such processing as described in Section 7.
5. AI Processing and Automated Feedback
PrepNHire uses artificial intelligence, including third-party AI service providers, to generate interview questions, score practice responses, and provide feedback. This processing informs suggestions and feedback shown to you but does not result in decisions that produce legal or similarly significant effects concerning you without human involvement. For example, we do not use AI outputs to determine your eligibility for any visa, sponsorship, or employment outcome, and no employer decision is made by PrepNHire's systems.
Where practice content (including voice or video recordings) is sent to a third-party AI provider for processing, that provider acts as our data processor under a written agreement that restricts them from using your data to train models for their own purposes or for other customers, and requires them to apply appropriate security measures.
7. Your Rights
Under UK GDPR, you have the right to:
- Access the personal data we hold about you;
- Rectify inaccurate or incomplete data;
- Erase your data ("right to be forgotten"), subject to certain exceptions;
- Restrict processing in certain circumstances;
- Data portability, to receive your data in a structured, commonly used format;
- Object to processing based on legitimate interests or for direct marketing;
- Withdraw consent at any time, where processing is based on consent, without affecting the lawfulness of processing before withdrawal;
- Lodge a complaint with the Information Commissioner's Office (ICO) at ico.org.uk, or with the relevant supervisory authority in your country of residence if you are located outside the UK.
To exercise these rights, contact us at privacy@prepnhire.com. We will respond within one month, as required by law, and may extend this period by a further two months for complex requests, in which case we will inform you.
We may need to verify your identity before actioning a request involving personal data.
9. Institutional and Employer Accounts
Where PrepNHire is provided to you through a university career service, employer, or recruitment agency ("Institutional Partner"), that organisation may act as an independent data controller or joint controller in respect of certain data, such as your enrolment, engagement, and readiness reporting shared for the purpose of supporting your career development. Institutional Partners are responsible for ensuring they have a lawful basis to enrol you and to receive this information, and PrepNHire enters into a data processing agreement with each Institutional Partner governing how such data is handled. If you have questions about how your Institutional Partner uses your data, you may also wish to contact them directly.
10. International Data Transfers
Some of our service providers, including certain AI processing partners, may process data outside the UK or European Economic Area. Where this occurs, we ensure appropriate safeguards are in place, such as the UK International Data Transfer Agreement, the EU Standard Contractual Clauses, or transfers to jurisdictions covered by an applicable adequacy decision. You may request further information on the safeguards used by contacting privacy@prepnhire.com.
11. Data Retention
We retain personal data for as long as your account remains active and for a reasonable period afterward to allow you to reactivate your account, resolve disputes, and comply with legal obligations. Specific retention periods include:
- Account data: retained until account deletion, plus [30 days] to allow for recovery of an accidental deletion.
- CVs and interview recordings: retained until you delete them or your account, whichever is earlier, unless we are required to retain them for a longer period by law.
- Institutional cohort data: retained in accordance with the applicable Institutional Partner agreement, typically for the duration of the contract plus a defined period thereafter.
- Financial records: retained for the period required by applicable tax and accounting law.
Where data is no longer needed, we securely delete or anonymise it.
12. Security
We implement technical and organisational measures designed to protect personal data against unauthorised access, alteration, disclosure, or destruction, including encryption in transit, access controls, and regular security review of our systems and those of our processors. No method of transmission or storage is completely secure, and we cannot guarantee absolute security.
In the event of a personal data breach that poses a risk to your rights and freedoms, we will notify the ICO within 72 hours of becoming aware of it, where required, and will notify affected individuals without undue delay where the breach is likely to result in a high risk to them.
13. Children's Privacy
PrepNHire is intended for users aged 16 and above. Where the Service is made available to individuals under 18 through an Institutional Partner such as a university or college, that Institutional Partner is responsible for ensuring appropriate parental or institutional consent is in place in accordance with applicable law. We do not knowingly collect personal data from children under 13.
14. Third-Party Links
The Service contains links to third-party websites, including sponsor company career pages and job listings. We are not responsible for the privacy practices of these third parties, and we encourage you to review their privacy policies before submitting personal data to them.
15. Changes to This Policy
We may update this Privacy Policy from time to time to reflect changes in our practices or for legal, operational, or regulatory reasons. We will notify you of material changes by posting the updated policy on this page and updating the "Last updated" date above, and, where changes are significant, by additional notice such as an email or in-app notification.
16. Contact Us
If you have questions about this Privacy Policy or how we handle your personal data, please contact:
Email: privacy@prepnhire.com
Postal address: 42 Applemead Close, Derby, England, DE21 4QP
You also have the right to lodge a complaint with the Information Commissioner's Office:
Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF
ico.org.uk | Telephone: 0303 123 1113