Privacy policy

VivaReady is operated by TrueNorth Analytics Pty Ltd (ABN 24 726 502 584) that helps doctors and medical students practise for oral and clinical exams. In this policy "we", "us" and "our" mean VivaReady, and "you" means anyone who visits the site or has an account.

We handle personal information in line with the Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs). This policy explains what we collect, why, who we share it with, where it's stored, and the choices and rights you have.

The short version

• We collect what we need to run your practice stations, mark them, and plan your study.
• Your answers, recordings and results are private to you. We never sell your information or use it for advertising.
• To mark answers and run the examiner, some data is processed by carefully chosen service providers, some of them overseas (see "Who we share it with").
• Please don't enter real patients' details, or sensitive information about yourself, in answers, notes or recordings. Stations are fictional; your answers should be too.
• You can download, correct or delete your information, and choose which emails you get.

What we collect

• Account details: your name, email address, password (stored only as a secure hash by our authentication provider), and the roles on your account.
• Profile and preferences: the exam you're preparing for, your exam date, study preferences, time zone, email preferences, and when you agreed to our terms and this policy.
• Practice data: reading notes, typed answers, transcripts of spoken answers, examiner follow-ups, scores, reports, study plans, mock exam results and tutor conversations.
• Voice recordings: only if you choose to answer out loud. Recording is optional; you can always type instead.
• Messages you send us: feedback, score review requests, and contact-form messages (including the name and email you give).
• Usage information: pages visited and features used, collected by our own first-party analytics. It is linked to your account when you're signed in, or to a random identifier kept in your browser when you're not. We don't use advertising or cross-site tracking tools.
• Technical information: like any website, our hosting and database providers keep short-term server logs (for example IP address, browser type and time of request) for security and troubleshooting.
• Email records: which service emails we've sent you and whether they were delivered, so we don't send duplicates.

Information we ask you not to give us

VivaReady is not a clinical system. Do not enter information that could identify a real patient, and please don't share sensitive information about yourself (such as your own health information) in answers, notes, recordings or feedback. If you do, we may delete it.

How we use it

• To provide the service: run stations, transcribe spoken answers, generate examiner follow-ups, mark answers, and build your reports, readiness, study plan and mock results.
• To keep accounts secure, prevent misuse and fix problems.
• To communicate with you: account emails (such as sign-up confirmation and password-reset codes), service emails you can switch off (study reminders, weekly progress, authoring and review notices), replies to your messages, and — only if you opt in — occasional news and study tips.
• To improve VivaReady: for example, reviewing marking quality, checking a score you've asked us to review, and improving stations. Where we use answers to check or improve marking, we use de-identified samples wherever practical.
• To meet legal obligations.

We don't sell your personal information, share it for advertising, or use it to make decisions that have legal or similarly significant effects on you.

AI processing and automated marking

Station marking, examiner follow-ups, the study tutor, transcript tidy-up and some content drafting are performed with the help of AI. Your answers and the station content are sent to our AI provider (Anthropic) to do this. Under the provider's commercial terms, your data is not used to train their models.

Spoken answers are transcribed by our speech-to-text provider (Deepgram), streamed directly from your browser — or, if that isn't available, by your browser's own speech service (operated by your browser's maker, for example Google or Apple, under their terms). The examiner's voice is generated by our voice provider (ElevenLabs) from the station's text only; your recordings are never sent to it.

AI marking is a practice estimate. It can be wrong, and you can ask for a human review of any score from your report.

Who we share it with

We share personal information only with service providers who help us run VivaReady, only as much as they need, and under agreements that require them to protect it:

• Supabase — database, authentication and file storage. Hosted in Sydney, Australia.
• Vercel — website hosting and delivery. Global network, including the United States.
• Anthropic — AI examiner, marking and tutor. United States.
• Deepgram — speech-to-text for spoken answers. United States.
• ElevenLabs — the examiner's voice (station text only). United States and/or the European Union.
• Resend — sending emails. United States.

Because some providers are overseas, your information may be disclosed to recipients in the United States and the European Union. We take reasonable steps (including contractual terms and choosing providers with strong security practices) to make sure overseas recipients handle it consistently with the APPs.

We may also disclose information if required or authorised by law, to protect someone's safety, or as part of a sale or restructure of our business (in which case this policy continues to apply). Within our own team, only a small number of people can access practice data, and only to run the service, investigate a problem, review a score you've disputed, or check marking quality.

Where it's stored and how we protect it

Your account and practice data, including recordings, are stored in Sydney, Australia. Data is encrypted in transit and at rest. Access is controlled per person at the database level, so learners can only ever see their own data, and staff access is limited to people who need it.

No system is perfectly secure. If a data breach is likely to cause serious harm, we will notify you and the Office of the Australian Information Commissioner as required by the Notifiable Data Breaches scheme.

Cookies and browser storage

We use essential cookies to keep you signed in. We also keep a few preferences in your browser's local storage (for example, that you've completed the microphone check, or your preferred plan view) and a random identifier for our own analytics. We don't use advertising cookies. If you block cookies you won't be able to sign in.

How long we keep it

We keep your information while your account is open. When you delete your account (Settings → Delete my account) or ask us to, we delete your profile, practice data and recordings promptly; copies in routine backups are overwritten within about 30 days. We may keep limited records where the law requires (for example, records of messages about a complaint) or in de-identified form that can no longer identify you.

Your choices and rights

• Access and correction: see and update your profile in Settings, or ask us for a copy of your information or to correct it.
• Deletion: delete your account yourself in Settings, or ask us to delete specific items such as recordings.
• Emails: switch reminder, progress and review emails on or off in Settings or with the link in any of those emails. Account emails (like password resets) are always sent.
• Recording: voice answers are optional — you can always type.
• Anonymity: you may use a nickname as your display name. We need a working email address to run an account.

We'll respond to requests within 30 days. To make a request, contact us at viva@truenorthanalytics.com.au; we may need to confirm your identity first.

Complaints

If you're worried about how we've handled your information, please contact us first at viva@truenorthanalytics.com.au and we'll respond within 30 days. If you're not satisfied, you can complain to the Office of the Australian Information Commissioner (OAIC) at oaic.gov.au or on 1300 363 992.

Age

VivaReady is for adults. You must be at least 18 to create an account, and we don't knowingly collect information from anyone younger.

Changes to this policy

If we make a material change, we'll publish the new version here with a new date and ask you to agree to it the next time you sign in. Small wording fixes may be made without notice.

Contact

VivaReady — viva@truenorthanalytics.com.au