Privacy notice

Who we are

PanelAce is an independent interview preparation service. We are not affiliated with, endorsed by or operated by any health service, college, regulator or recruitment body.

PanelAce was called Roundwise until 13 October 2026. Only the name changed: an account, application or report made under the old name is held and kept exactly as before.

What we hold

Your account details — the email address you sign in with, and your name if your sign-in provider gives us one. Your application form, which every interview needs, and the facts read out of it. The choices you make when setting up a simulation.

If you choose to sign in with Google, Google tells us your email address and your name, and we ask it for nothing else. We do not use your Google profile picture. Google knows that you signed in to PanelAce, and handles that under its own privacy policy. You can always sign in with an emailed link instead.

When you sit an interview, we keep a transcript of your answers and a record of the interview — the questions asked, the timings, any repeats and pauses. Your voice is streamed to a speech-recognition provider and transcribed as you speak; the audio itself is not stored, by us or by them.

After the interview, an AI model marks your transcript against the administrator’s rubric and writes your report: a mark for each answer, the parts of your answers it relied on, and what was missing. Marks are a practice aid, not an assessment of you.

If you flag a mark, or something you said, we keep the flag with the interview and an administrator reads it: for a mark, the mark and its feedback; for something you said, those words and nothing else of your transcript. When an administrator removes words you flagged, they are deleted from your transcript; your report is deleted and the interview marked again without them; and any copy of your data you asked for before then is withdrawn and deleted within the hour. A copy you have already downloaded is yours, and we cannot recall it.

If you buy a pass, we keep what you bought, when, what you paid, and the statement you agreed to about the pass starting straight away. Stripe takes the payment: your card details go to Stripe and never reach us.

The devices you sign in on

An account and its passes are for one candidate. So that a login is not shared, we keep a record of each device you sign in on: its browser and system as your browser reports them (for example “Chrome on macOS”), and when it was first and last used. We do not keep your IP address or a fingerprint of your device, and we do not use your voice or anything else about your body to recognise you.

You can be signed in on up to 3 devices at once; signing in on another signs out the one you used least recently. One account sits one interview at a time: if an interview is already open on another device, a second one does not start, and the refusal is noted on that interview’s record. You can see your devices and sign any of them out from Privacy and data controls.

We do this to keep each account to the person who holds it and to apply our fair-use terms, which is in our legitimate interests. An administrator can read these records, and can suspend an account that is being used by more than one person. That is always a person’s decision, never an automatic one.

Your application

You upload the application form you submitted for specialty training. It goes from your browser to encrypted storage directly, using a link we sign that expires within minutes. It does not pass through our servers, and its contents are never written to our logs.

Before uploading, please leave out or black out the equality and diversity monitoring section, any declarations (fitness to practise, criminal record, health), and your referees’ details. We do not need them, and we never read them for facts. If they are in the file anyway, they are stored with it, encrypted, and deleted with it.

We read your application to propose facts about your experience and achievements. You confirm, correct or remove each one, and only what you confirm is used. In an interview, the panel’s follow-up questions may refer to the facts you confirmed, as a real panel asks about your application; the panel is given nothing else about you. Confirmed facts do not change which questions are asked, and the marking of your interview does not use them.

Where it lives

In the United Kingdom or the European Union. The database — which holds interview transcripts — is hosted in London, and application files are stored in a UK or EU region, encrypted at rest.

What you say in an interview is transcribed in the European Union. The models that read your application, decide whether to ask a follow-up question, mark your interview and voice the panel are run by providers who may process your content outside the UK and EU, including in the United States. They process it only to produce a result, under the terms below, and keep none of it.

Payments are processed by Stripe, which may process your payment details and email address outside the UK and EU, under its own terms as a payment provider.

Model providers

We use third-party AI models to read applications, to transcribe what you say in an interview, to voice the panel, to decide whether to ask a follow-up question, and to mark your interview. We require zero-retention terms from those providers: your content is processed to produce a result and is not kept by them or used to train their models.

How long we keep it

Each application, interview and device record carries its own deletion date, set when it is created, so a later change to these periods does not shorten or extend what you were told at the time. We check for anything past its date every hour and delete it.

Copying and removing your data

From Privacy and data controls, once you are signed in, you can:

• take a copy of everything we hold about you — one file with your account, consent records, the devices you have signed in on, the facts read from your application and every interview, plus your application file itself;
• see the devices you are signed in on, and sign any of them out;
• delete your application, which deletes the file and every fact read from it at once (you will need to upload one again before your next interview);
• delete your account, which deletes everything above, your consent records, the record of your devices and your sign-in. It cannot be undone.

The one thing deleting your account does not delete is the record of a payment, which we must keep for accounting until the date above. It is kept without your name or email address. From Your passes you can also refund a pass yourself within 14 days of buying it, as long as you have not started an interview with it.

After an account is deleted we keep one entry with no name or email address in it, only so that a sign-in issued before the deletion cannot recreate the account.

Why we may use your application

Every interview needs your application, so reading it is part of the service you ask us for, and that is the lawful basis we rely on, not consent. You can delete it at any time; you will then need to upload one again before your next interview. Reports from interviews you have already completed are unaffected — they are a record of something that happened.

Before 12 October 2026 we asked for a CV instead, and processed it with your consent. Those consent records, and any withdrawal, are kept as they were.

Changes to this notice

Each version has a date, and each application you upload is recorded against the version in force when you uploaded it. If this notice changes in substance, it gets a new version and date, shown at the top of this page.