Privacy Policy

1. Introduction

AdmitVoice is a software platform designed to facilitate interview recording, submission workflows and review processes for educational institutions. AdmitVoice is operated by Emma Infotech Pty Ltd.

We recognise the importance of privacy and data protection. This policy explains what information we collect, how it is used, and the responsibilities of users and institutions.

2. Data Controller and Data Processor Roles

For applicant, student and interview-related data processed through AdmitVoice, educational institutions act as the Data Controllers and AdmitVoice acts solely as a Data Processor.

Institutions are responsible for lawful collection of personal data, consent collection, communications with applicants, compliance with privacy laws, handling minors and sensitive information appropriately, and making admissions or evaluation decisions.

AdmitVoice does not determine how personal data is used by institutions and does not control institutional decision-making.

3. Categories of Information Collected

• account and identity information such as name and email
• institutional and application-related data
• interview session metadata including timestamps, status and activity logs
• audio and video recordings submitted by students
• text responses and AI-generated transcripts where enabled
• technical and usage data such as IP address, browser type and device identifiers
• communication records and support interactions

4. Interview Recording and Content Responsibility

AdmitVoice enables candidates to record and submit interviews directly through the platform. The recording process is initiated by the student, and the recorded content is generated by the student.

Responsibility for the content lies with the student for what is recorded, and with the institution for how that content is reviewed and used.

AdmitVoice does not monitor, review, validate or assess interview content as part of standard operations.

• we are not responsible for inappropriate, unlawful or irrelevant content recorded by users
• we are not responsible for decisions made based on such content
• we are not responsible for failure of institutions to properly review recordings

5. Minors and Sensitive Content

AdmitVoice is designed primarily for post-secondary admissions workflows. Some users may be under 18.

Institutions are solely responsible for deciding whether minors may use the platform, obtaining parental or guardian consent where required, complying with laws relating to minors, and ensuring communications comply with legal requirements.

AdmitVoice does not independently verify user age or consent and accepts no liability for misuse involving minors.

6. Consent Mechanisms

Before an interview recording starts, users are shown a consent notice, explicit acceptance is required to proceed, and a timestamp of consent is recorded.

This is designed to support institutional compliance obligations. Institutions remain responsible for ensuring consent meets legal standards.

7. Access to Interview Recordings

AdmitVoice enforces strict limitations on internal access to interview recordings. By default, AdmitVoice personnel do not access interview recordings.

Access may occur only with explicit institutional authorisation, for technical troubleshooting or support, or where required by law or regulation. All such access is controlled, logged and restricted.

8. Data Storage and Retention

Data is stored using secure cloud infrastructure, including Google Cloud services.

Interview recordings may be archived after a defined retention period, after which they may become inaccessible.

Institutions are responsible for determining retention requirements and ensuring compliance with applicable laws.

9. Use of Information

• operate and maintain the platform
• enable interview workflows
• track usage for billing and reporting
• improve system functionality and performance
• develop new features and services

We do not use applicant data to make independent decisions.

10. Artificial Intelligence Processing

AdmitVoice may use automated systems or artificial intelligence to generate transcripts or insights.

These outputs may contain inaccuracies and should not be relied upon without human review. Institutions are responsible for how such outputs are used.

11. Data Sharing and Third Parties

We may share data with trusted service providers including cloud hosting providers, AI processing services and analytics tools.

Each institution operates within an isolated environment. Data is not shared between institutions.

12. Marketing Communications

Users may opt in to receive marketing communications via explicit consent mechanisms.

Users can withdraw consent at any time. Institutions remain responsible for their own communication practices.

13. Security Measures

• secure cloud storage
• access control mechanisms
• system monitoring and logging

Despite these measures, no system can guarantee absolute security.

14. User Rights

Because institutions act as Data Controllers, users should contact the relevant institution for access, correction or deletion requests.

15. Limitation of Responsibility

• interview content
• institutional decisions
• compliance failures by institutions
• misuse of data by third parties

16. Changes to Policy

We may update this Privacy Policy from time to time. Continued use of the platform constitutes acceptance of updates.

17. Contact

Emma Infotech Pty Ltd

Email: info@admitvoice.com