Data Processing Notice
How AI Interview Coach Processes Uploaded Resumes and Job Descriptions
Effective Date: August 8, 2026
Last Updated: August 8, 2026
Related documents: Privacy Policy · Terms of Service
This Data Processing Notice explains how AI Interview Coach (“we,” “us,” or “our”) processes resumes, job descriptions, and related text when you use AI-powered features in the App. It supplements our Privacy Policy and is intended to help you understand what happens to your documents after upload or paste.
1. Purpose of This Notice
When you upload or paste a resume or job description, the App may send portions of that content to artificial intelligence (AI) models so we can:
- Generate interview questions tailored to a role and job posting
- Analyze resumes for strengths, weaknesses, and rewrite suggestions
- Simulate ATS-style keyword matching between a resume and a job description
- Produce coaching feedback and spoken feedback scripts
This Notice describes that processing in plain language.
2. What Data Is Processed by AI Models
Depending on the feature you use, AI models may receive:
| Input type | Examples of content sent for processing |
| --- | --- |
| **Resume data** | Uploaded file reference/text, pasted resume text, extracted plain text where available |
| **Job description data** | Uploaded or pasted job posting text used for tailored questions or ATS scoring |
| **Related context** | Target role, difficulty, language preference, interview answers, and session summaries needed for the request |
| **Technical request metadata** | Model name, timestamps, and standard API transmission metadata required to complete the request |
What we try **not** to send
- Payment card numbers (the App does not collect them for AI features)
- Biometric templates for identification
- Precise geolocation
Important: Resumes and job descriptions often contain personal data (name, email, phone, work history, education). If you include sensitive identifiers (government ID numbers, full financial account numbers, health details), those may be processed if present in the text you submit. Remove unnecessary sensitive data before upload when possible.
3. When Processing Happens
AI processing occurs only when you trigger an AI feature, for example:
1. Mock Interview — generating questions (optionally using a job description) and evaluating answers
2. Timed Challenge — generating rapid-fire questions and scoring answers
3. Resume Analysis — analyzing uploaded/pasted resume content
4. ATS Scoring — comparing resume text to a job description
5. Voice Feedback / Session Summary — summarizing a session and generating a spoken coaching script
If you do not run these features, resume/job-description text generally remains on your device for local use and is not sent to AI models.
If no AI API key is configured, the App may use on-device fallback/demo responses and will not call an external AI model.
4. How Processing Works (Step by Step)
Step A — You provide content
You upload a PDF/DOCX/TXT file or paste text into the App. Where binary files cannot be fully parsed on-device, you may be asked to paste plain text for best results.
Step B — The App prepares a request
The App builds a structured prompt that may include:
- Your resume text and/or job description text (truncated if very long)
- Role and difficulty settings
- Language preference (so outputs can be returned in your selected language)
- Instructions telling the model to return structured JSON (scores, feedback lists, questions, etc.)
Step C — Secure transmission to the AI provider
When AI features are enabled, the request is sent over HTTPS to our configured AI provider’s API (currently OpenAI, using a chat/completions-style interface and a model such as gpt-4o-mini or the model configured for the App).
Step D — Model inference
The AI model:
1. Reads the submitted text and instructions
2. Generates an output (for example, interview questions, resume strengths/weaknesses, keyword match estimates, or coaching feedback)
3. Returns the result to the App as structured data where possible
Step E — Results displayed and optionally saved locally
The App shows results in the UI. Session summaries, scores, and related history may be stored on your device (SecureStore / local storage) so you can revisit them. Local storage is separate from the AI provider’s processing of the API request.
Step F — Audio (if applicable)
If you use voice feedback, the App may convert AI-generated text into speech using on-device or OS text-to-speech. That TTS step uses the generated script text; it is not a separate resume-upload pipeline.
5. Nature and Scope of AI Processing
| Topic | Description |
| --- | --- |
| **Controller / operator** | Madison Interactive operates the App and determines why processing occurs (to provide requested coaching features). |
| **Processor / AI provider** | OpenAI (or a successor provider we designate) processes submitted text to generate Outputs under its API terms and privacy documentation. |
| **Legal basis (typical)** | Performance of the service you request; consent where required for optional uploads/permissions; legitimate interests in securing and operating the App. |
| **Automated decision-making** | The App provides practice scores and suggestions. It does **not** make binding employment decisions about you for employers. |
| **Human review** | Outputs are machine-generated. You should review them before relying on them in real applications or interviews. |
6. What the AI Model Does With Resume and Job Description Text
AI models are used to:
- Extract themes from resumes and job descriptions (skills, responsibilities, requirements)
- Compare resume language to job-description keywords (ATS-style simulation)
- Generate interview questions aligned to the posting and role
- Suggest improvements, rewrite ideas, and coaching feedback
- Summarize practice sessions for later review or text-to-speech
AI models may:
- Misread formatting or incomplete text extraction
- Miss keywords or invent plausible-sounding but incorrect suggestions (“hallucinations”)
- Reflect biases present in training data or in the submitted documents
Treat Outputs as assistance, not as ground truth or professional legal/career advice.
7. Storage, Retention, and Provider Handling
In the App (on your device)
- Uploaded/pasted content used in active screens may remain available until you clear it
- Session history (scores/summaries) may be retained locally until you clear history or uninstall
At the AI provider
- Content included in an API request is processed to fulfill that request
- Retention, logging, abuse monitoring, and training uses (if any) are governed by the provider’s then-current API and privacy terms
- Review OpenAI’s documentation for API data handling:
- Related API / data usage terms applicable to your account configuration
We do not sell resume or job-description content.
We do not use your documents for third-party advertising.
If you need a provider configuration that disables training on API inputs (where offered), that must be set in the OpenAI (or successor) account used by the App.
8. Recipients and International Transfers
Resume and job-description text sent for AI processing may be transmitted to servers operated by the AI provider, which may be located in the United States or other countries. Where required by law, we rely on appropriate transfer safeguards (such as Standard Contractual Clauses) as described in our Privacy Policy and the provider’s terms.
Other recipients may include infrastructure needed to deliver the App (for example, platform stores or hosting), but resume/job-description AI analysis is primarily performed by the configured AI provider when those features are used.
9. Your Choices and Controls
You can:
- Use the App without uploading a resume or job description for features that do not require them
- Paste redacted text (remove phone, address, ID numbers) before analysis
- Avoid enabling AI features / API access if you do not want cloud AI processing
- Clear local session history and inputs
- Uninstall the App to remove local App storage
- Request assistance with privacy rights as described in the Privacy Policy (
privacy@madisoninteractive.ca)
10. Data Subject Rights
Depending on your location, you may have rights to access, correct, delete, or restrict processing of personal data, and to object or complain to a supervisory authority. Because much App data is stored on your device, self-service deletion (clearing history / uninstalling) is often the fastest path for local copies.
For AI-provider copies, we will assist with requests as required by law and as technically feasible under the provider’s tools and retention practices.
11. Security Measures Relevant to Document Processing
- AI requests are sent over encrypted HTTPS
- On-device session/preference storage uses platform secure storage where available
- Microphone and file permissions are requested only for optional features
- Prompts may truncate very long documents to limit unnecessary data transfer
No system is perfectly secure. Avoid uploading highly confidential materials you are not authorized to share.
12. Changes to This Notice
We may update this Notice when our AI processing practices change (for example, a new model provider or new document features). We will revise the “Last Updated” date and, where appropriate, provide additional notice.
13. Contact
Questions about AI processing of resumes and job descriptions:
Email: privacy@madisoninteractive.ca
Subject line: AI Interview Coach Data Processing Notice
14. Short Summary
1. You upload or paste a resume and/or job description.
2. If you run an AI feature, the App sends the relevant text (plus role/language context) to an AI model over HTTPS.
3. The model returns coaching outputs (questions, scores, suggestions).
4. Results may be saved on your device for history.
5. You control what you upload; remove sensitive details you do not want processed.
6. AI can be wrong—review Outputs before using them in real applications.
This summary does not replace the full Notice above.