PracticeLoop AI — Privacy Policy

Version 1.0
Effective date: July 24, 2026
Last updated: July 24, 2026

PracticeLoop AI ("PracticeLoop AI," "PLAI," "we," "us," or "our") provides a voice-based product-management interview practice platform (the "Service"). This Privacy Policy explains what personal information we collect, how we use and share it, how long we keep it, and the choices and rights you have.

This Policy applies to the PracticeLoop AI website and application. It does not apply to third-party websites or services that we do not control.

If you have questions about this Policy or how we handle your information, contact us at support@practiceloop.ai.

1. Who we are

The Service is operated by PracticeLoop AI, LLC, a Georgia limited liability company, located at Atlanta, GA 30318.

For the purposes of the EU General Data Protection Regulation (GDPR) and the UK GDPR, PracticeLoop AI is the data controller of the personal information described in this Policy.

2. A quick summary

• We collect the information you give us to create an account (name, email, and your practice goal), the content of your practice sessions (your spoken answers, the transcripts and AI coaching debriefs generated from them, your feedback and notes), and technical and usage information about how you use the Service.
• Your spoken answers are processed by our AI provider to transcribe your speech, run the live interview, and generate your coaching debrief. Under our agreement with that provider, your session content is not used to train its AI models by default.
• We do not sell your personal information, and we do not share it for cross-context behavioral advertising or targeted advertising. We use a small number of vendors ("service providers" / "processors") to run the Service on our behalf, under contracts that restrict what they can do with your data.
• You have rights over your information, including the right to access, correct, and delete it. Section 10 (US/California) and Section 11 (EU/UK) explain how.

3. Information we collect

3.1 Information you provide

Account and profile information. When you create an account, we collect your email address and, if you sign up with a password, an encrypted (hashed) password. During profile setup we collect your first name and your role intent (your practice goal — for example, breaking into PM, preparing for interviews, or staying sharp).

Sign-in with Google or LinkedIn (optional). If you choose to sign in using Google or LinkedIn, the provider authenticates you and shares a limited set of profile information with us — typically your name, email address, and a unique account identifier. We do not receive your Google or LinkedIn password. Your use of those sign-in services is also governed by their own privacy policies.

Practice session content. When you complete a practice session, we collect and store:

• Voice / audio input — your spoken answers during the live interview (see Section 4 for how audio is handled).
• Session transcripts — the text transcription of your session.
• Session records and metadata — the assigned question, timestamps, session duration, status, whether the session was a reattempt, and internal signals generated during the session (for example, mid-session check-ins and moments flagged for the coaching debrief).
• Coaching debriefs and theme tags — the structured coaching feedback ("What Worked," "What to Sharpen," "One Thing to Try") and the coaching theme tags generated from your session, which together build your coaching arc over time.
• Your feedback and notes — the thumbs up/down ratings and any optional free-text reason you give on a debrief section, and any optional private reflection note you write about a session.

Communications and preferences. If you contact us for support, we keep your messages. We also store your marketing email preference (whether you have opted in to receive marketing or product-update emails).

3.2 Information collected automatically

When you use the Service, we and our analytics provider automatically collect:

• Usage and event data — the pages and screens you view and actions you take in the product (for example, starting a session, viewing a debrief, expanding a history card), and associated properties such as session duration and timing.
• Device and technical data — your IP address, browser type, device and operating system information, and general diagnostic/log data.
• Approximate location — a coarse, city/region-level estimate derived from your IP address. We do not collect precise GPS location.
• Cookies and similar technologies — see Section 7.

We do not collect payment information, because the Service does not currently charge users. If that changes, we will update this Policy.

4. How we handle your voice and audio

Because PracticeLoop AI is voice-based, understanding how we treat audio matters.

• During a live session, your audio is streamed to our AI provider (OpenAI) to transcribe your speech, power the AI interviewer, and generate your coaching debrief. This connection is established directly between your browser and the AI provider using a short-lived access token; the resulting transcript and session records are stored in our database.
• Under our agreement with the AI provider, your inputs and outputs are not used to train its models by default, and the provider retains API data only for a limited period (up to 30 days) for abuse monitoring and to operate the service, unless a shorter retention arrangement applies.
• We use your audio and transcripts only to provide and improve your coaching experience. We do not use your voice to create a "voiceprint" or other biometric identifier, and we do not use it to identify you across services.

5. How we use your information

We use personal information to:

• Provide the Service — authenticate you, run live voice interview sessions, generate coaching debriefs, save your session history, and build your coaching arc.
• Personalize your experience — for example, greeting you by name and tailoring the experience to your stated role intent.
• Maintain, secure, and improve the Service — troubleshoot issues, understand which features are used, prevent abuse and fraud, and develop new features.
• Communicate with you — send transactional and service messages (for example, account, security, and email-change confirmations) and, if you have opted in, product updates or marketing.
• Comply with law and protect rights — meet legal obligations and protect the safety, rights, and property of our users, the public, and PracticeLoop AI.

We do not use your personal information to make decisions that produce legal or similarly significant effects about you. The AI coaching feedback is practice guidance, not an evaluation, score, or decision about your abilities, employment, or eligibility for anything (see also Section 12).

6. How we share information

We share personal information only as described below. We do not sell your personal information, and we do not share it for cross-context behavioral advertising.

Service providers (processors). We use vendors to operate the Service. They may process your information only on our instructions and under contracts that restrict their use of it. Our current core providers are:

We may add or change providers as the Service evolves; when we do, we will keep them bound by comparable data-protection obligations and update this Policy as needed.

Legal, safety, and compliance. We may disclose information if required by law, subpoena, or other legal process, or where we believe in good faith that disclosure is necessary to comply with legal obligations, enforce our terms, prevent fraud or abuse, or protect the rights, property, or safety of our users or others.

Business transfers. If PracticeLoop AI is involved in a merger, acquisition, financing, reorganization, or sale of assets, your information may be transferred as part of that transaction. We will notify you (for example, via the Service or email) of any change in ownership or use of your personal information, and of any choices you may have.

With your direction. We share information at your request or with your consent.

7. Cookies and analytics

We use cookies and similar technologies (such as local storage and device identifiers) to:

• Keep you signed in and keep the Service secure — these are strictly necessary for the Service to function.
• Understand product usage — our analytics provider (PostHog) uses identifiers to measure how features are used so we can improve the Service.

Where required by law (for example, in the EU/EEA and UK), we ask for your consent before setting non-essential (analytics) cookies, and you can withdraw that consent at any time. You can also control cookies through your browser settings; disabling some cookies may affect how the Service works.

We currently do not serve third-party advertising and do not use advertising cookies. Because the Service does not track you across other websites for advertising, we do not respond to browser "Do Not Track" signals differently; however, we honor recognized opt-out preference signals (such as Global Privacy Control) as an opt-out of "sale"/"sharing" to the extent required by California law — noting that we do not sell or share personal information in the first place.

8. How long we keep information

We keep personal information for as long as your account is active and as long as needed to provide the Service, and afterward as needed to comply with legal obligations, resolve disputes, and enforce our agreements.

• Account and profile data — kept while your account is open. If you close (deactivate) your account, we retain it briefly during any reactivation grace window, after which it is deleted or anonymized.
• Session content (audio-derived transcripts, debriefs, theme tags, notes, feedback) — kept while your account is open so your coaching history and arc remain available to you. It is deleted or anonymized when you delete your account or the specific data, subject to the exceptions above.
• Audio processed by our AI provider — retained by the provider only for the limited period described in Section 4.
• Analytics/usage data — retained according to our analytics provider's retention settings and then deleted or aggregated.

Where we anonymize data so it can no longer be linked to you, we may retain and use it without further notice.

9. How we protect information

We use technical and organizational measures designed to protect personal information, including encryption of data in transit, hashed storage of passwords, row-level access controls so users can access only their own data, and restricted access to production systems. Live session audio is exchanged using short-lived access tokens so that long-lived secret keys are never exposed in your browser.

No method of transmission or storage is completely secure, and we cannot guarantee absolute security. If we become aware of a security breach that affects your personal information, we will notify you and the appropriate authorities where required by law.

10. Your US privacy rights (including California)

Depending on where you live, US state privacy laws (such as the California Consumer Privacy Act, as amended by the CPRA) may give you the rights below. We extend the core rights in this section to all US users.

Your rights:

• Right to know / access — request the categories and specific pieces of personal information we have collected about you, the sources, the purposes, and the categories of third parties with whom we share it.
• Right to delete — request deletion of personal information we hold about you, subject to legal exceptions.
• Right to correct — request correction of inaccurate personal information.
• Right to opt out of sale/sharing — we do not sell or share personal information, so there is nothing to opt out of. We do not offer financial incentives for personal information.
• Right to limit use of sensitive personal information — the only sensitive personal information we handle is your account login credentials, which we use solely to authenticate you and secure your account. We do not use or disclose sensitive personal information to infer characteristics about you or for any purpose that would trigger the right to limit, so there is nothing to limit.
• Right to non-discrimination — we will not discriminate against you for exercising any of these rights.

Categories of personal information. In the last 12 months we have collected the following CCPA categories: identifiers (such as name, email, account/IP identifiers); customer records (such as your profile details); internet/network activity (usage and device data); geolocation (coarse, IP-based); audio/electronic information (your spoken session answers and transcripts); sensitive personal information (account login credentials, used only for authentication and security); and inferences drawn to build your coaching themes. We collect these for the business purposes described in Section 5 and disclose them only to the service providers described in Section 6. We do not sell or share any category.

How to exercise your rights. Email support@practiceloop.ai with your request. We will verify your identity (usually by confirming control of your account email) before acting, and we will respond within the timeframes required by law. You may use an authorized agent to submit a request on your behalf; we may require the agent to provide proof of authorization and may still verify your identity directly.

11. Your EU/EEA and UK privacy rights (GDPR / UK GDPR)

If you are in the European Economic Area, the United Kingdom, or Switzerland, you have the rights described below and we rely on the legal bases described here.

Legal bases for processing. We process your personal information on these bases:

• Performance of a contract — to create and operate your account, run your sessions, generate debriefs, and maintain your history.
• Legitimate interests — to secure, maintain, and improve the Service, understand product usage through analytics, and prevent abuse. Where we rely on legitimate interests, we balance them against your rights.
• Consent — for non-essential (analytics) cookies and for marketing emails. You may withdraw consent at any time without affecting processing that already took place.
• Legal obligation — where we must process information to comply with the law.

Your rights. You have the right to: access your personal data; rectify inaccurate data; erase data ("right to be forgotten"); restrict processing; data portability (receive your data in a portable format); object to processing based on legitimate interests or to direct marketing; and withdraw consent where processing is based on consent. You also have the right not to be subject to a decision based solely on automated processing that produces legal or similarly significant effects — we do not make such decisions about you (the coaching feedback is practice guidance, not an evaluation with legal or similarly significant effect).

How to exercise your rights. Email support@practiceloop.ai. We will respond within the timeframes required by law.

Right to complain. You may lodge a complaint with your local data protection authority (in the UK, the Information Commissioner's Office; in the EU/EEA, your national supervisory authority). We would appreciate the chance to address your concern first.

International data transfers. We are based in, and host data in, the United States. When we transfer personal information from the EEA, UK, or Switzerland to the United States or other countries that may not provide the same level of data protection, we rely on appropriate safeguards, such as the European Commission's Standard Contractual Clauses (and the UK International Data Transfer Addendum), or another lawful transfer mechanism. You may contact us for more information about these safeguards.

12. Automated processing and AI

PracticeLoop AI uses AI to conduct the live interview and to generate your coaching debrief and theme tags. This processing is designed to give you practice feedback, not to score, rank, grade, or make decisions about you. AI-generated content can be imperfect or inaccurate. You always control whether and how you act on the feedback, and the feedback is not a professional, career, employment, or educational assessment.

13. Children's privacy

The Service is intended for adults and is not directed to anyone under 18. We do not knowingly collect personal information from anyone under 18. If you believe a person under 18 has provided us personal information, contact us at support@practiceloop.ai and we will delete it.

14. Changes to this Policy

We may update this Policy from time to time. When we make material changes, we will update the "Last updated" date and, where appropriate, notify you through the Service or by email. Your continued use of the Service after an update means you accept the revised Policy.

15. Contact us

Questions, requests, or complaints about this Policy or your personal information:

PracticeLoop AI
Email: support@practiceloop.ai
Atlanta, GA 30318