Privacy Policy

Last updated: 2 August 2026 · Applies to theinternpharmacist.com

This Privacy Policy explains how The Intern Pharmacist (“we”, “us”, or “our”) collects, uses, stores, and discloses personal information when you visit our website, create an account, or use our exam preparation platform (the “Service”).

We are committed to handling personal information in accordance with the Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs). By using the Service, you acknowledge that you have read this Privacy Policy.

1. Who we are

The Intern Pharmacist operates an online educational platform for Australian pharmacy interns preparing for the Pharmacy Board of Australia oral examination and the APC intern written examination.

Website: https://www.theinternpharmacist.com
Privacy contact: privacy@theinternpharmacist.com

2. Information we collect

Depending on how you use the Service, we may collect the following categories of personal information:

Account and identity information

• Name and email address
• Authentication credentials (managed by our authentication provider; we do not store your password)
• Profile details such as rotation, avatar colour, and optional WhatsApp phone number
• Email verification status
• Account information from a third-party sign-in provider if you choose that option (for example Google)
• Login metadata such as login method, login counts, and first/last login times
• Marketing and email preference timestamps (for example, marketing consent and daily study email opt-out)

Onboarding and profile information

• Target exam month/year and exam state or territory
• Study schedule preferences (for example, days per week and hours per day)
• Study partner preferences (open-to-match setting, availability, focus areas, bio)
• Admin-managed profile fields where applicable (for example, university, intern year, target exam type, AHPRA-registered flag, cohort tags, and internal notes)

Learning and usage information

• Study progress, completed modules, quiz scores, and practice attempt results
• Oral role-play and mock exam transcripts, evaluation scores, and session duration
• AI chat messages in Ask Doubts (text, and optionally images you upload, which may be stored as image data)
• Study plan data including exam date, schedule preferences, and notes you or a preceptor provide
• Leaderboard points, badges, streaks, and activity statistics
• Practice and product feedback you submit (including ratings, tags, and comments)
• Content reports and related correspondence
• Pages visited and features used within the platform
• Self-reported exam outcomes if you choose to provide them (for example, for resit-cover claims or product improvement)

Voice, audio, and calling information

• Microphone audio streamed for speech-to-text during oral practice or voice features (typically processed to produce transcripts; we store transcripts and evaluation results rather than long-term raw audio files)
• Technical data needed for peer voice calls between matched users (signalling and connection metadata; call audio is exchanged between participants and may transit relay servers)
• Browser notification permission state if you allow incoming-call alerts

Billing information

• Subscription tier and status, billing period dates, and cancellation settings
• Customer and subscription identifiers issued by our payment provider and linked to your account
• Payment method and card details are collected and stored by our payment provider; we do not store your full card number on our servers

Community and matching information

• Community chat messages, direct messages, display name, and block relationships
• Study partner profile details you choose to share (state, exam date, availability, focus areas, bio)
• In-app notifications (for example, admin replies to reports or feedback)

Pharmacist sessions and professional registration

• If you book a pharmacist phone session: name, email, phone number, purposes, preferred slot, timezone, and notes you provide
• For pharmacist evaluators: name, email, and AHPRA registration number used for content verification

Preceptor-related information

• If you are linked to a preceptor, that preceptor may see your name, email, rotation, progress summary, and study plan
• Preceptor email addresses are stored for access control purposes

Technical, device, and diagnostic information

• Essential cookies used to keep you signed in and protect against cross-site request forgery
• Browser type, device information, IP address, and general usage data collected through analytics tools
• Local storage or session storage identifiers (for example, conversation IDs, dismissed notices, or temporary mock-exam state)
• Client error reports (message, stack trace, page URL) which may be stored with your user ID, email, IP address, and user agent to help us fix bugs

Email delivery information

• Email address, subject, and message content of emails we send you
• Delivery, open, and click events reported by our email provider (where available)

Information we do not intentionally collect

The Service is intended for pharmacy interns and related professionals aged 18 or over. We do not knowingly collect personal information from anyone under 18. If you believe a minor has provided us information, please contact us so we can delete it.

Please do not upload real patient records or other sensitive health information about third parties. Practice scenarios are educational simulations only.

3. How we collect information

We collect personal information when you:

• Create an account or sign in (including via a third-party sign-in provider)
• Complete onboarding, profile, billing, WhatsApp, or email preference settings
• Use study tools, quizzes, mock exams, AI chat, oral role-play, or voice features
• Participate in community chat, direct messages, partner matching, or peer voice calls
• Book a pharmacist session, submit feedback, or report content
• Contact us by email
• Visit our website (including through cookies and analytics technologies described below)

We may also receive information from service providers that help us operate the Service (for example, payment, authentication, or email delivery events).

4. How we use your information

We use personal information to:

• Provide, operate, and maintain the Service
• Authenticate you and manage your account, including suspensions where needed for security or Terms breaches
• Deliver personalised study content, AI tutoring, practice scenarios, and study plans
• Process speech-to-text, evaluate oral practice, and generate feedback
• Track progress, generate leaderboards, and facilitate study partner matching
• Enable community features, moderation, notifications, and preceptor dashboards where applicable
• Process subscriptions, payments, and billing communications through our payment provider
• Schedule and run optional pharmacist phone sessions
• Send transactional emails (for example, email verification, payment failed, cancellation notices, booking confirmations, and admin replies)
• Send marketing emails and daily study-plan emails according to your preferences
• Improve the Service, fix errors, detect abuse, and develop new features
• Measure website performance with analytics
• Comply with legal obligations and protect our rights

Authorised staff may access account, learning, billing, support, and diagnostic data as needed to operate and secure the Service.

5. AI and speech processing

Certain features use artificial intelligence to generate responses, evaluate practice sessions, moderate community content, create quizzes, and build study plans. When you use these features, your prompts, chat history, transcripts, uploaded images, and related context may be sent to third-party AI providers for processing.

Voice features may send live audio to third-party speech-to-text services (or use browser / on-device recognition where configured) so we can create transcripts for practice and evaluation. We generally retain transcripts and scores rather than long-term copies of raw practice audio.

AI outputs are generated automatically and are provided for educational exam preparation only. They are not a substitute for professional pharmacy advice, clinical judgment, or official examination guidance.

6. Cookies and similar technologies

We use cookies and similar technologies for the following purposes:

You can control cookies through your browser settings. Disabling essential cookies may prevent you from signing in. We use analytics on public and learner-facing pages to understand product usage. If we introduce advertising pixels or additional non-essential tracking in future, we will update this policy and, where required by law, obtain consent or provide additional controls.

7. Third-party services

We use trusted third parties to help operate the Service. These providers may process personal information on our behalf. We describe them by category below and may change specific providers from time to time.

Each provider has its own privacy policy. Where you interact directly with a named third-party service (for example Google sign-in or WhatsApp), please also review that provider’s privacy terms.

8. Overseas disclosure

Some of our service providers are located outside Australia, including in the United States and other countries. When we disclose personal information to overseas recipients (for example authentication, payment, email, analytics, hosting, speech-to-text, or AI providers), we take reasonable steps to ensure they handle information in a manner consistent with applicable privacy laws, including through contractual protections where appropriate.

By using the Service, you consent to the storage and processing of your information in countries where our providers operate, to the extent permitted by law.

9. How we store and protect information

We store personal information in secure databases and use industry-standard measures to protect it, including encrypted session cookies, access controls, and restricted admin access. No method of transmission or storage is completely secure, and we cannot guarantee absolute security.

10. How long we keep information

We retain personal information for as long as your account is active and as needed to provide the Service, comply with legal obligations, resolve disputes, and enforce our agreements. This may include chat history, uploaded Ask Doubts images, practice transcripts, email logs, billing records, and diagnostic logs for a period after related activity.

You may request deletion of your account and associated data by emailing privacy@theinternpharmacist.com. Deletion is handled on request (there is currently no self-serve purge in the app). Some information may be retained in backups, security logs, or billing records for a limited period where we have a lawful reason to keep it. Our payment provider may also retain payment records under its own retention policies.

11. Your rights and choices

Under the Privacy Act and APPs, you may have the right to:

• Request access to the personal information we hold about you
• Request correction of inaccurate, out-of-date, or incomplete information
• Request deletion of your account and personal information, subject to legal retention requirements
• Opt out of marketing emails (via unsubscribe links, your profile email preferences, or by contacting us)
• Turn off daily study-plan emails in your profile email preferences (these are separate from marketing consent)
• Manage cookie preferences through your browser settings

Service emails such as verification, security, billing, and booking messages may still be sent even if you opt out of marketing.

To make a privacy request, email privacy@theinternpharmacist.com. We will respond within a reasonable timeframe. If you are not satisfied with our response, you may contact the Office of the Australian Information Commissioner (OAIC) at oaic.gov.au.

12. Marketing and email communications

When you create an account, you may choose to receive study tips, exam prep updates, and product news by email. The marketing option may be pre-selected on the signup form; you can untick it before creating your account, or change it later in your profile.

We may also send daily study-plan emails when that feature is enabled for your account. You can opt out of daily study emails independently of marketing emails in your profile settings. Unsubscribe links in marketing emails stop marketing; they may not stop daily study emails unless you also turn that preference off.

We use analytics tools to understand how users find and use our Service. We do not currently use advertising pixels on the Service. We do not sell your personal information.

13. Community features and visibility

Certain information you choose to share may be visible to other users, including your display name on the leaderboard, study partner profile details, community chat messages, and direct messages sent to another user. Peer voice calls are visible to the participants on the call.

Please do not share sensitive personal or patient information in community areas, partner chat, voice calls, or AI chat features.

14. Changes to this policy

We may update this Privacy Policy from time to time. The “Last updated” date at the top of this page will reflect the latest version. Material changes will be communicated through the website or by email where appropriate. Continued use of the Service after changes take effect constitutes acceptance of the updated policy.

15. Contact us

For privacy questions, access requests, or complaints, contact us at:
Email: privacy@theinternpharmacist.com
Website: theinternpharmacist.com