Privacy and security

Private by design, in plain English.

Careers conversations are personal, so we keep them private. Here's the short version first, and the detail underneath.

Careers conversations are personal, so we keep them private. You ask the student before you record. Student and parent names are removed before the AI writes the summary. Audio is processed in Australia, and the AI provider can't use it to train its models. The full transcript is deleted once you approve the summary; the summary and next steps are kept so you can pick up next time. Only the people you choose receive the summary.

What's removed before the AI sees anything

Student and parent names are removed from the transcript before it goes to the AI. You'll see them as [name] in the live transcript, so you can watch it happen.

[List any other details removed, for example phone numbers or addresses, once confirmed.]

Where it's processed

Audio is processed in Australia. [Name the hosting and processing locations for stored summaries once confirmed.]

Never used to train AI

The AI provider can't use your conversations to train its models. That's part of our agreement with them.

What we keep, and what we delete

Kept

The approved summary and next steps
The student details you add
Who you sent the summary to, and when

Deleted

The audio recording. It isn't kept.
The full transcript, once you approve the summary

Who can see a student's notes

You can. When you send a summary, each person you choose receives it by email. When you refer a student to a colleague, they see the summary you share.

[On a school plan, describe what other advisers at your school can see, once confirmed.]

How long we keep things

Summaries and next steps are kept while your account is active, so you can pick up next time. [Add the retention period and what happens when a student leaves school, once confirmed.]

Deleting or exporting

You can delete a conversation at any time. You can also export your summaries if you stop using CareersNote. [Confirm export format and how to request full account deletion.]

Only what we need

We ask for the least information that makes CareersNote useful, and nothing more.

What we ask for

Students: first, last and preferred name, student ID (optional), year level, class, student email
Optional: subjects or classes, credits this year
Up to two parents or caregivers: name, email, relationship
Staff: tutors or homeroom teachers, and anyone you refer students to, with their role

What we never ask for

Date of birth
Address
Ethnicity
Health information
Photos

Getting your students in explains each way to add students and exactly which fields are used.

If something concerning comes up

Wellbeing disclosures stay with youIf a student says something that suggests a wellbeing concern, CareersNote shows you a private note on screen. It's never included in anything that's sent. Your school's own process applies, and you decide what happens next.

For your school leaders

Everything your principal or board will ask, ready to forward.

Three short documents that answer the usual questions about student privacy.

Privacy impact assessmentPDF · coming soonDownload

Privacy statementPDF · coming soonDownload

Data processing summaryPDF · coming soonDownload

[Documents to come. Until then, ask us for them through Contact support.] Contact support

Questions about privacy?

Most answers are in the help centre. You can also send us a question there, and we reply within one school day.

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