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.
Consent
You ask the student before every recording, and tick to confirm they agreed. Recording can't start until you do. If the student says no, nothing is recorded and you can write a note by hand instead.
Follow your school's own policy for younger students. Our page for students and families explains CareersNote simply, so you can share it during consent or in an email.
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.
Names are the only details removed automatically. Anything else the student mentions stays in the transcript, which is one reason you check every summary before anything is sent.
Where it's processed
Audio is transcribed and summaries are written in Australia (Sydney and Melbourne). Student details and summaries are stored in Sydney, Australia. Emails you send from CareersNote go through our email provider, Resend, whose servers are in Japan. Billing is handled through Xero and Stripe and never includes student information.
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.
Everyone on your school's CareersNote team can see your school's students and summaries, so advisers can share the work. Nobody outside your school can see them unless you send a summary to them.
How long we keep things
Summaries, next steps and student details are kept while your account is active, until you delete them. When a student leaves school, their record stays until you delete it. If your school stops using CareersNote, we keep your data for 12 months so you can come back or export it, then delete it. Ask us and we'll delete it sooner.
Deleting or exporting
You can delete a conversation at any time. You can also export your summaries if you stop using CareersNote. Export everything as one Excel file from Settings. You can delete your whole account from Settings too. Invoices are kept, because we're required to keep financial records.
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
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.
Need these now? Ask us through Contact support and we'll send them.
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.