Privacy Policy

Information we handle

We handle account information such as your email address, display name, authentication identifiers, membership role and status, and account activity timestamps. If an administrator blocks access, we may also keep the reason and an audit record of the decision.

When you use the Coach, we handle your messages, the Coach's replies, conversation titles, timestamps, and limited routing state needed to continue the conversation. We also record operational measurements such as request identifiers, response status, coaching strategy, broad content category, latency, and token totals. Those measurements do not contain message text or your email address.

Our hosting and authentication providers may process routine technical information, such as IP address, browser or device details, timestamps, cookies, and request or security logs, to deliver and protect the service.

Google sign-in data

If you choose Continue with Google, Google may provide the basic identity information needed to sign you in, such as your Google account identifier, email address, and name. Supabase manages the sign-in session and stores the authentication identity; Immigrant Ninja stores your email and display name in its membership record. We use this Google data only to authenticate you, match or create your account, display your name, and apply membership approval or access controls.

We do not request access to Gmail, Google Drive, contacts, calendars, or other Google product content. Your Google email address and name are not included in prompts sent to OpenAI. Our use of information received from Google APIs is limited to the practices described here and follows the Google API Services User Data Policy, including its Limited Use requirements.

How we use and share information

We use information to:

• authenticate accounts and decide whether access is pending, active, or blocked;
• run English Coach and Mock Interview Coach practice and show your own progress;
• generate coaching feedback and retrieve relevant approved course material;
• check the quality of English Coach's scoring by comparing it with a second AI provider;
• keep and restore coaching conversations saved earlier in the app;
• enforce usage limits, investigate failures, protect the service, and maintain audit records; and
• allow authorized Immigrant Ninja administrators to provide support and review coaching quality and safety.

We share information only as needed to operate these functions with Google for optional sign-in, Supabase for authentication and database services, Vercel for hosting and application delivery, OpenAI for AI analysis of spoken practice, coaching feedback and approved-material retrieval, and Google (the Gemini API) for listening to English Coach Fluency answers and for the English Coach scoring comparison, both described below.

AI processing

When you practise with English Coach or Mock Interview Coach, your recording is sent to OpenAI to be transcribed and analysed so the app can give you feedback. Apart from the scoring comparison described next, the app does not store the audio or a transcript; it keeps only the measurements and the feedback shown to you. Where a coaching conversation is involved, the message and a bounded portion of relevant conversation history are sent to OpenAI to generate a response. The application configures OpenAI API response storage off and sends a one-way hashed account identifier for abuse and safety controls rather than your email address. OpenAI may still process service data under its applicable terms and safeguards.

English Coach listening. When you record a Fluency answer, the recording and the question you were answering are sent to Google's Gemini API, a paid service, which listens for how smoothly, clearly and expressively you spoke and counts hesitation sounds. Your name, email address and account identifier are not sent. Under the paid service's terms, Google does not use this data to train its models, and the recording is not kept by Google for this. If Gemini is unavailable, that recording is sent to OpenAI instead, as before. Pronunciation readings, transcription and the written feedback still use OpenAI.

English Coach scoring comparison. To check whether another provider scores English Coach practice as well as our current one, your English Coach recordings (Fluency answers and Pronunciation readings) may also be sent, after your feedback has been shown, to Google's Gemini API, a paid service. Google transcribes and scores the recording a second time; the question or text you were practising is sent with it, but not your name, email address or an account identifier. Under the paid service's terms, Google does not use this data to train its models. The comparison does not change your scores, your feedback or how quickly you get them. The recording is not stored for this. We keep the comparison's scores and counts (such as word and filler counts) with your practice record, and its two transcripts for up to 30 days, after which they are deleted automatically.

If you have agreed, by invitation, to take part in a quality test, your English Coach recordings are also kept for up to 30 days so our team can listen to and rate them, and are then deleted.

Cold Calling Coach, a practice sales call available only to a small number of authorized testers, works differently: during the call, your microphone audio is streamed live to OpenAI so that an AI prospect can hear you and answer out loud, and OpenAI transcribes what you say so feedback can be prepared after the call. Immigrant Ninja does not store the raw audio or full transcripts of the call. The words of each turn are held in your browser during the call and sent to the app once to be measured; the app keeps only numeric measures, such as speaking time, pace and counts of questions and fillers, and the feedback shown to you. As with the other coaches, a one-way hashed account identifier is sent to OpenAI rather than your email address, and OpenAI’s tracing of the call is turned off.

Authorized active Immigrant Ninja administrators can review completed conversations and practice records for support, safety, and coaching quality. Administrator access and review actions are restricted and audited.

Retention and deletion

Saved conversations remain available for up to 180 days after their last activity. After that point, the application prevents member and administrator access, but the current implementation does not automatically erase the expired database record. Restricted expired records may therefore remain until you delete your history or until database maintenance or deletion.

Deletion is by request. The application does not provide a self-service control for deleting your practice history, and you cannot delete your records yourself. To ask for your history to be deleted, email ishank@immigrantninja.com. A request is carried out manually by the coaching team.

A deletion request covers the records you created: your English Coach practice measurements, feedback, practice days, streaks and personal bests, together with any scoring comparison results, transcripts and quality-test recordings kept for them; the English Coach retention system’s stage, summaries, check-ins, challenges, activity events and reminder records; your Mock Interview sessions, answers, reports, homework, saved questions and saved job postings; your Cold Calling practice sessions and turns; your saved conversations and their messages, including conversations already past their 180 days, together with the administrator review records attached to them; the troubleshooting excerpts and the career details derived from those conversations; your leaderboard day scores, bonuses and standing; feedback you submitted to the team; and per-request coaching analytics rows that identify you.

Such a request does not delete your account, and the following are retained: your account and membership record, including your name, email address, role and status; your profile photo, which has its own remove control in Settings; your record of a name change; your notification and leaderboard preferences, so that an unsubscribe or a hidden leaderboard name is not silently reversed; daily usage and rate-limit counters, which record counts and timestamps rather than content; administrative audit records of actions taken on your account; and coaching review records written by a coach about other students. Apart from the scoring comparison's transcripts and any quality-test recordings, which are deleted after 30 days, recordings and transcripts are not retained. To ask for the account itself to be closed, use the same address.

Account, membership, usage, security, and administration records do not currently have one fixed automatic deletion period and are retained as needed to operate, administer, and protect the service or meet legal obligations.

Access and security

Authentication alone does not grant Coach access. New accounts remain pending until approved, and pending or blocked accounts cannot access protected pages, conversations, or APIs. We use HTTPS in transit and access controls designed to restrict account, conversation, and administrative data to authorized users and services. Database access is restricted by account ownership and server-only controls, and administrative actions require an active administrator account. No internet service can promise absolute security.

Your choices and questions

You may use an email sign-in link instead of Google. The service does not currently provide self-service deletion of your history or your account, or a bulk data export. To request deletion of your history, deletion of your account, or a copy of your data, or for any other privacy question, email ishank@immigrantninja.com. Requests are carried out by the coaching team.

Intended audience

The Coach is designed for approved Immigrant Ninja coaching members, not as a service for children. The application does not currently perform age verification. If you believe a child has provided information through the service, contact us at the address above.

Changes to this policy

We may update this policy as the service changes. We will post the revised policy here and change the effective date. If a change materially affects how Google user data is used, we will provide appropriate notice and request consent when required before using that data for the new purpose.