Privacy Policy
How we collect, use, and protect your personal information at Quintilia.
Effective Date: 17th July 2025
This Privacy Policy explains how Quintilia LTD ("we", "our", "us") collects, uses, discloses, and protects your personal information when you use our Quintilia platform and services ("Services").
1. Who We Are: The Data Controller
We are Quintilia LTD, the data controller responsible for your personal information.
Company Number: [Insert Company Registration Number]
Address: 2 Grimston Road, London SW6 3QP, United Kingdom
Email: hello@quintilia.com
2. Information We Collect
We collect personal information that you provide to us directly or that is generated through your use of our Services.
Account Information:
Name, email address, date of birth, school, and location.
Admissions Profile Data:
Academic interests, extracurricular activities, personal background, aspirations, and other information you share during AI-led interviews or in uploaded documents.
Interaction Data:
Voice recordings and transcripts from AI-led interview sessions, inputs provided to AI tools like Mission Control, and user-generated content.
Technical Data:
We use essential cookies for session management and feature personalization. We do not use them for advertising.
We do not collect or store payment card details. All payments are processed securely by our third-party payment processor, Stripe, and are subject to Stripe's privacy policy.
3. How We Use Your Information
We use your information for the following purposes:
To Provide Our Services:
To create your account, deliver AI-powered interviews, generate personalized reports, and power ongoing support features.
To Improve Our Services:
To enhance the accuracy, relevance, and fairness of our AI models and recommendations. This may involve review of user data by authorized personnel under strict confidentiality agreements.
To Communicate With You:
To send you important service-related updates, administrative messages, and information about relevant offerings. You may opt-out of marketing communications at any time.
4. Our Legal Basis for Processing
Under UK data protection law, we process your data on the following legal bases:
Consent:
Where you have given us clear consent to process your personal data for a specific purpose (e.g., signing up for our service).
Contract:
Where processing is necessary for the performance of the contract we have with you (i.e., to provide the Services you have paid for).
Legitimate Interests:
Where processing is necessary for our legitimate interests (e.g., for internal analysis and service improvement), provided these interests do not override your fundamental rights and freedoms.
5. Sharing and Disclosure of Your Information
We do not sell your personal information. We only share data with trusted third-party service providers who act as data processors on our behalf to deliver our Services. These include:
- Supabase: Database hosting and authentication.
- OpenAI & Google (Gemini): AI model processing.
- Stripe: Secure payment processing.
- Redis: Caching for performance.
- Vercel: Frontend hosting.
- Resend: Email delivery infrastructure.
These partners are contractually bound to protect your data and are not permitted to use it for their own purposes.
6. International Data Transfers
Some of our third-party providers are based outside the United Kingdom. When we transfer your data to these providers, we ensure it is protected by implementing appropriate safeguards, such as the UK's International Data Transfer Agreement or Addendum to the EU's Standard Contractual Clauses.
7. Data Retention
We retain your personal information for as long as your account is active. If you delete your account, your personally identifiable information will be permanently deleted from our live systems within 30 days. Anonymized or aggregated data, which can no longer be linked to you, may be retained indefinitely for research and system improvement purposes.
8. Your Data Protection Rights
Under UK GDPR, you have the following rights regarding your personal data:
- The right to be informed: To know how we use your data (as outlined in this policy).
- The right of access: To request a copy of the data we hold about you.
- The right to rectification: To correct any inaccurate or incomplete data.
- The right to erasure: To request the deletion of your data ("the right to be forgotten").
- The right to restrict processing: To limit how we use your data.
- The right to data portability: To receive your data in a machine-readable format.
- The right to object: To object to the processing of your data for certain purposes (e.g., marketing).
- Rights related to automated decision-making and profiling.
You can exercise most of these rights directly via your user dashboard. For specific requests, such as manual deletion of interview data, please contact us at hello@quintilia.com. You also have the right to lodge a complaint with the UK's Information Commissioner's Office (ICO).
9. Children's Privacy
Our Services are designed for users seeking admission to higher education, including those under the age of 18.
Users Under 13:
Must be supervised by a parent or legal guardian at all times when using the Services. During sign-up for an interview session, a parent or guardian must confirm they will be present. Access to certain advanced AI tools is disabled for users under 13.
Parental Responsibility:
By creating an account for a minor or permitting a minor to use the Services, parents and guardians accept full responsibility for their online conduct and for ensuring compliance with these terms.
10. Use of Data for System Learning
To maintain the quality and fairness of our advisory service, your interactions with the platform are used to refine our systems. This process is critical for improving our AI models and is analogous to human-in-the-loop quality assurance in traditional consulting. Access to any personally identifiable data for this purpose is restricted to trained, authorized personnel who are bound by strict confidentiality obligations. We do not use your data to fine-tune third-party AI models on a cross-user basis without your explicit consent.
11. Changes to This Privacy Policy
We may update this Privacy Policy from time to time. We will notify you of any significant changes by email or through a notice on our platform. Your continued use of the Services after such changes constitutes your acceptance of the new policy.
12. Contact Us
For any questions about this Privacy Policy or your data, please contact us at: hello@quintilia.com.