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Privacy Policy

Last updated: June 2026

1. Who We Are

ZWIP is operated by ZWIP LTD, a company registered in England and Wales (company number 17122718), registered office Independence House, 14a Nelson Street, Southend-on-Sea, SS1 1EF. ZWIP LTD is the data controller for the personal data described in this policy.

We are committed to protecting your privacy and handling your data in line with the UK GDPR and the Data Protection Act 2018. This policy explains what we collect, why, how long we keep it, who we share it with, and the rights you have.

2. Information We Collect

Information you provide

  • Name and email address, and your account credentials
  • Payment information (card details are handled directly by Stripe; we do not store full card numbers)
  • Optional profile details (such as training stage or exam date) and anything you send us in support messages

Practice data

  • Audio of your practice consultations, which is processed to generate a transcript and feedback. We store the resulting transcripts, scores and feedback; audio is processed by our AI providers to deliver the service and is not used to build advertising profiles.
  • Your practice history, progress, and voice-minute usage

Usage and technical information

  • Device and browser information and approximate location (derived from IP)
  • Privacy-friendly, aggregated usage analytics (see section 6)

3. How We Use Your Information and Our Lawful Bases

Under the UK GDPR we rely on the following lawful bases:

  • Performance of a contract — to create your account, run practice sessions, generate feedback, and provide support.
  • Legitimate interests — to secure, maintain and improve the Service, understand aggregate usage, and prevent fraud and abuse (balanced against your rights).
  • Consent — where we ask for it specifically (for example, optional marketing emails); you can withdraw consent at any time.
  • Legal obligation — to keep financial records and comply with the law.

We do not sell your personal data, and we do not use it for third-party advertising.

4. Service Providers (Processors)

We share data with a small number of carefully chosen providers who process it on our behalf, only as needed to deliver the Service:

  • Stripe — payment processing and subscription billing.
  • Mailgun — sending transactional and account emails.
  • OpenAI — speech-to-text, language generation, scoring and, where enabled, voice features used to run practice sessions and produce feedback.
  • Umami — analytics, which we self-host on our own infrastructure (your data is not sent to a third-party analytics company).
  • Our cloud hosting provider — to host the application and database.

We may also disclose information where required by law, to protect our rights, or to prevent fraud or harm.

5. International Transfers

Some providers (for example, OpenAI) may process data outside the UK, including in the United States. Where data is transferred outside the UK, we rely on appropriate safeguards such as the UK International Data Transfer Agreement or Addendum and the EU Standard Contractual Clauses, so your data continues to be protected.

6. Analytics

We use Umami, a privacy-friendly analytics tool we host ourselves. It is cookieless, does not track you across other websites, and does not collect personal data — it gives us only aggregate insight into how the site is used.

7. Data Retention

  • Account data — kept while your account is active and for a reasonable period afterwards, then deleted or anonymised.
  • Practice transcripts, scores and feedback — kept while your account is active so you can review your progress; deleted when your account is deleted.
  • Billing records — retained for around six years to meet tax and accounting obligations.

8. Data Security

We implement appropriate technical and organisational measures — including encryption in transit, access controls, and secure hosting — to protect your information against unauthorised access, alteration, disclosure, or destruction.

9. Your Rights

Under the UK GDPR you have the right to:

  • Access the personal data we hold about you
  • Have inaccurate or incomplete data corrected
  • Request erasure of your data ("right to be forgotten")
  • Object to, or request restriction of, certain processing
  • Data portability
  • Withdraw consent where processing is based on consent

To exercise any of these, email info@zwip.co.uk. You also have the right to complain to the UK's Information Commissioner's Office (ICO) at ico.org.uk, though we'd appreciate the chance to resolve any concern first.

10. Children

The Service is intended for qualified doctors and medical graduates and is not directed at anyone under 18. We do not knowingly collect data from children.

11. Cookies

We use only essential and preference cookies, and cookieless analytics. See our Cookie Policy for details.

12. Changes to This Policy

We may update this Privacy Policy from time to time. We will post the new policy on this page and update the "Last updated" date above.

13. Contact Us

If you have questions about this Privacy Policy or how we handle your data, contact ZWIP LTD at info@zwip.co.uk, or by post at Independence House, 14a Nelson Street, Southend-on-Sea, SS1 1EF.