Privacy Policy

When you create an account we collect:

• your name, the email address you sign in with, and your password (stored only as a secure hash by our authentication provider)
• your university, course or degree, and expected graduation year
• an optional profile photo and optional LinkedIn URL
• an optional recovery email address

If you verify a university email address, we store that address as a locked record of the verification, separately from the email you sign in with, along with a one-way hashed copy used to check that the same university address is not verified twice.

GradWIN is for people aged 18 or over. You confirm your age when you sign up, and we record the time of that confirmation. We do not knowingly collect data from anyone under 18; if we learn an account belongs to someone under 18, we close it and delete its data.

Career DNA is a set of questions about how you like to work. If you complete it, we store your answers, the scores calculated from them, the archetype produced, and when you completed it. You can complete it more than once, and we keep the history so you can see how your answers change.

You can start Career DNA before you have an account. If you do, your answers are held on your device until you create an account, at which point they are saved to your account.

When you explore careers or start a WIN Path, we store the careers you looked at and saved, any custom career title you typed in yourself, why you said you were exploring, which path is your current one, and the version of the career definition your path is pinned to.

We keep the pinned version so that if we publish a newer version of that career definition, your existing path is not silently rewritten. You can read how those definitions are built and reviewed on our methodology page.

When you tell GradWIN about something you have already done, we store what you write: a short title, your description of the activity, your description of your own contribution, roughly when it happened, and where the entry came from in the app. This is written by you, in your own words, and it is not checked against any external record.

Recognition capture is typed. GradWIN does not record audio, and there is no speech or transcription feature in the product today.

When you add an experience, GradWIN uses AI to suggest capabilities the experience might relate to. We store the suggestion, how confident the model was, a short reason, and whether you confirmed or rejected it.

Where GradWIN has not seen something yet, that is missing information, not a gap in you. Unknown does not mean deficient.

When you submit evidence, we store:

• the file itself, in private storage that is not publicly readable
• the context you give us — what it is, where it came from, and your role in producing it
• the assessment result: the outcome, which criteria were met, which were not, observations explaining the result, and which model or reviewer produced it
• an assurance level reflecting where the evidence came from and who else has confirmed it

Some evidence carries a higher assurance level because someone independent confirmed it. If you nominate a workplace contact for a confirmation, we collect their name, their role and a work contact address for that confirmation only. We tell them exactly what they are being asked to confirm, we do not use their details for anything else, and we do not add them to any mailing list.

If GradWIN asks you follow-up questions about a piece of evidence, we store your answers alongside the evidence.

AI cannot create an assurance state from your own self-report. Assurance comes from where the evidence came from and who else confirmed it.

Before evidence can be shared, GradWIN screens it for obvious personal or confidential information and flags what it finds so you can decide what to do. We store those flags alongside the evidence.

Coach is a narrow assistant that only helps with GradWIN and career readiness. When you send Coach a message, we send the AI model your message, the recent messages in that conversation, and a small summary of your own account:

• your first name, your course, and whether your university email is verified
• your Career DNA archetype and when you completed it, if you have
• your current WIN Path and the titles of any other active paths
• how many pieces of evidence you have, and how many have been assessed
• how many Human Advantage items you have saved
• the last action you took in the app

Coach cannot see another student’s information, your evidence files, your private messages, or recruiter and company information.

We do not store your Coach conversations. Your messages are sent to the model to produce a reply and are not written to our database. What we do keep about each exchange is technical: what topic it was classified as, whether the request was allowed or declined, which suggested next step was offered, whether a wellbeing signal was raised, which model was used, how long it took, and how many characters went in and out. That record is kept so we can monitor safety and quality.

Model processing is carried out by a third-party provider through our AI gateway. Your Coach messages are not used to train that provider’s models. See section 13 for what we can and cannot yet confirm about that provider’s own handling and processing locations.

We also store:

• Human Advantage insights you save or share
• opportunities you save, and applications or expressions of interest you send through GradWIN
• messages you exchange with other GradWIN users
• feedback and support requests you send us, including anything you choose to include in them
• reports you make about other users or content, and our moderation decisions

Essential cookies keep you signed in and remember your cookie choice. These are always on, because the product does not work without them.

With your permission, we also record first-party analytics. That means:

• which pages and features you use, and when
• an anonymous visitor identifier stored on your device
• which route into GradWIN you came from, and the page you landed on

Separately from analytics: if you open GradWIN through a referral, QR or campaign link, we record which link that was, on your device and against your account when you sign up. This happens whatever your analytics choice, because it is how invites and campaign links are credited. It is not used for advertising.

If you visit GradWIN before creating an account and later sign up, we link the activity from that anonymous visitor identifier to your new account, so that we can understand which routes into GradWIN actually work. Once you are signed in, analytics events are recorded against your account rather than anonymously.

Our cookie and local-storage inventory today:

• Authentication session — essential. Keeps you signed in.
• Cookie consent record — essential. Remembers whether you allowed analytics.
• Analytics visitor identifier — optional. Only used for analytics if you allow analytics.
• Invite / campaign link record — functional. Set when you arrive via an invite, QR or campaign link, so the invite can be credited.

No cross-site tracking. No advertising cookies. No third-party data brokers. You can change your choice from the analytics notice when it appears. When you are signed in, we keep a record of the consent choices you have made and when you made them, so that both of us can see what you agreed to.

Because you write about your own experience in your own words, it is easy to include more than you need to. Please do not submit:

• sensitive personal information you do not need to include — health or disability information, racial or ethnic origin, religious or political beliefs, sexual orientation, or criminal history
• confidential or commercially sensitive material belonging to an employer, a client or your university
• passwords, API keys, access tokens or any other secret
• material you do not own or do not have permission to share
• another person's personal information, unless you genuinely need it and have an appropriate reason or right to include it

If you need to refer to a colleague, a manager, a customer or a family member to make your experience make sense, describe their role rather than identifying them. Redact names, contact details, client identifiers and internal references from documents before you upload them.

AI assists in four places in GradWIN today:

• reading an experience you describe and suggesting capabilities it might relate to
• assessing submitted evidence against defined criteria
• GradWIN Coach
• helping our team research and draft career definitions

These boundaries are fixed. AI cannot decide that you have demonstrated a capability without evidence assessed against criteria. AI cannot verify authorship, detect plagiarism or detect AI use. AI cannot approve a career definition — only a named person at GradWIN can. AI cannot raise an assurance level, and neither can you. AI does not suspend accounts or make moderation decisions on its own.

Our full AI disclosure explains this in more detail.

GradWIN is operated from Australia. We rely on a small number of providers to run the product: a cloud database, authentication and file storage provider; an application hosting provider; an email delivery provider; and an AI gateway that routes model requests to a third-party model provider.

Some of these providers operate infrastructure outside Australia, which means your information may be processed overseas.

Nothing private is automatically shared with employers or recruiters. Your account is private by default. Employers and recruiters see only what you have chosen to publish or have specifically granted access to.

Specifically:

• Private — visible only to you. This is the default for your experiences, your evidence files, your Career DNA, your WIN Paths and your Coach activity.
• Published profile — a page you choose to publish, showing what you decided to include.
• Evidence access — a registered employer or recruiter must request access to a specific piece of evidence, and you decide. Access is time-limited and you can revoke it at any time.
• Opportunities — when you apply or express interest, the organisation offering that opportunity sees what you send them.

Where GradWIN matches your interest to an opportunity, that matching is designed so recruiters do not receive your email address until you choose to engage.

Universities. A university administrator can see participation and outcome reporting for their own institution in aggregate. Attending a university does not give that university the right to inspect your private evidence, your Career DNA, your Coach activity or your experiences. They see an individual student’s material only where you have specifically shared it with them — for example, by publishing a profile or granting evidence access.

Access is enforced in the database itself, not only in the interface, so a request for information you have not shared is rejected at the data layer.

• access — request a copy of your information
• correction — edit or update your profile at any time
• deletion — delete your account and the information attached to it
• portability — export your information in a machine-readable format
• objection — turn analytics off, and control what is published or shared
• withdraw consent — change your cookie and sharing choices at any time

Manage these from your in-app Profile & settings, or email hello@gradwin.app.

We keep your information for as long as your account is open, so the product works. When you ask us to delete your account, we delete the information attached to it, and we aim to complete that promptly.

Some information is kept longer where we have to — for legal obligations, safety and moderation records, fraud prevention, and the integrity of credentials that a third party may need to check.

We have not yet set fixed automatic deletion periods for every category of information, and we would rather say that plainly than publish a schedule we do not enforce. Our retention page sets out exactly where we do and do not have a defined period today.

We protect your information with:

• encryption in transit and at rest
• row-level access rules enforced in the database
• private storage for evidence files, not publicly readable
• audit logging of administrative actions
• rate limiting and abuse monitoring

GradWIN does not currently offer physical rewards, prizes or merchandise. If we ever post something to you, we would ask for delivery details at that point, and only then.

• your name, postal address and optional mobile number would be used only to fulfil that specific delivery
• those details would be shared with the fulfilment and delivery providers who pack and deliver the item
• GradWIN deletes its own copy of your postal address once an item has been dispatched
• the fulfilment and delivery providers retain the order and shipment record under their own privacy terms
• shipping details are never shown on your profile, never shared with employers, recruiters or universities, and never used for marketing

GradWIN is intended for users 16 years and older. We do not knowingly collect information from younger users. If you believe a younger person has created an account, contact us and we will remove it.

We will update this policy as the product changes, and we will change the date at the top when we do.

Privacy questions and requests: hello@gradwin.app

Safety concerns: hello@gradwin.app