PANELCOACH

1. What PanelCoach Is

1.1 PanelCoach is a self-study tool that helps NHS doctors organise, practise, and refine their interview answers in preparation for NHS consultant and specialist-grade job interviews.

1.2 The App is developed and operated by Christoforos Gkimpas, an individual software developer based in England, United Kingdom. PanelCoach is not a company, medical body, or educational institution.

1.3 The App is a web-based application accessible via a browser. It is hosted on Netlify and uses infrastructure provided by third-party services including Supabase, Neon, and Zoho. Use of those third-party services is subject to their own terms, which apply independently of and in addition to these Terms.

1.4 PanelCoach is not affiliated with, endorsed by, or connected to NHS England, NHS Wales, NHS Scotland, NHS Northern Ireland, Health Education England, the General Medical Council, any Royal College, any NHS Trust, or any other public body.

2. Who May Use the App

2.1 The App is intended for use only by qualified medical professionals who are at least 18 years of age and who hold, or have held, valid registration with the General Medical Council (GMC) or a recognised equivalent.

2.2 By using the App you represent and warrant that you meet the requirements in clause 2.1. We reserve the right to suspend or terminate access if we have reason to believe these requirements are not met.

2.3 The App must not be used as a source of clinical advice, patient care guidance, or any guidance relating to actual patient treatment or clinical decision-making.

3. No Guarantee of Interview Success

3.1 PanelCoach is a practice and self-study tool only. We make no promise, guarantee, representation, or warranty of any kind, express or implied, that using the App will result in:

• Passing any NHS interview or assessment.
• Being shortlisted, offered a post, or appointed to any NHS consultant, specialty doctor, associate specialist, or any other role.
• Improving your clinical, leadership, or communication competencies in any measurable way.
• Advancing your career in any way.

3.2 Interview outcomes depend entirely on factors outside our control, including but not limited to: the composition and preferences of the individual interview panel, the number and calibre of competing candidates, your personal performance on the day, Trust-specific person specifications, NHS workforce priorities, and the subjective judgements of interviewers.

3.3 The question bank, example answers, probability ratings, and frameworks in the App represent one possible approach to preparation. They are not endorsed by any NHS body, Royal College, or regulatory authority. They may not reflect the actual questions, format, marking criteria, or expectations of any specific Trust or panel.

3.4 You agree and acknowledge explicitly that:

• Failing to obtain a consultant or any other position after using the App is not grounds for a refund, compensation, or any legal claim against us.
• Any candidate who uses the App and fails an NHS consultant interview has no entitlement to a refund of subscription fees on the basis of that failure.
• Dissatisfaction with your interview performance, your result, or any decision made by a Trust or panel gives rise to no claim against us whatsoever.
• Testimonials and feedback from other users reflect individual experiences only and imply no typical or guaranteed result.

3.5 For the avoidance of doubt: if you subscribe to PanelCoach, attend an NHS consultant interview, do not receive an offer, and believe the App contributed to that outcome, you have no right to compensation, a refund, or any other remedy beyond what is expressly set out in Section 6 of these Terms.

4. Plans and Pricing

4.1 Free Tier
The Free tier is provided at no charge and allows you to create and store up to three (3) personal examples and use up to five (5) AI reviews (lifetime). No subscription payment is taken. The Free tier has no time limit.

4.2 Basic Subscription (GBP 10 per month)
The Basic subscription is priced at GBP 10.00 per calendar month. It removes the three-example limit and gives you access to unlimited personal examples, full use of the question bank, frameworks, timed practice features, and 5 AI-powered answer reviews per month.

4.3 Pro Subscription (GBP 25 per month)
The Pro subscription is priced at GBP 25.00 per calendar month. It includes everything in the Basic plan plus 100 AI-powered answer reviews per month (versus 5 on Basic), the ability to export your saved examples as print-ready PDF flashcards for offline revision, and the option to purchase top-up credits. AI review requests are subject to the usage limits in Section 5.

4.4 Price Changes
We reserve the right to change subscription prices at any time. If the price of your active plan increases, we will notify you at least 30 days in advance by email or in-app notification. You may cancel before the new price takes effect. Continuing to use the App after the effective date constitutes acceptance of the new price.

4.5 Auto-Renewal
Paid subscriptions (Basic and Pro) renew automatically each calendar month via your PayPal recurring billing agreement. You will be charged on the same date each month unless you cancel. We will send you a reminder by email or in-app notification at least 3 days before each renewal date. You may cancel at any time as described in Section 6.4.

4.6 VAT
All prices shown are inclusive of VAT where applicable.

5. AI Token Allowance and Usage Limits

5.1 AI-powered answer reviews are available on all plans. The Free tier includes 5 AI reviews (lifetime). The Basic plan includes 5 AI reviews per month. The Pro plan includes 100 AI reviews per month.

5.2 The following hard limits apply to all users and cannot be waived or transferred:

• Pro subscribers receive 100 AI reviews per billing cycle. Unused monthly reviews do not roll over.
• Top-up credits (25 reviews for GBP 5.00) may be purchased. Top-up credits carry over between billing cycles but expire 6 months after purchase. You may not accumulate more than 100 unused top-up credits at any time.
• You may not purchase or hold more than one calendar month of subscription in advance at any one time. Bulk purchasing of multiple months in a single transaction is not permitted.

5.3 We reserve the right to apply reasonable rate limits on AI review requests within any 24-hour or monthly period. Any such limits will be communicated in the App before they apply.

5.4 You must not attempt to manipulate, exploit, or circumvent AI review limits through technical means, multiple accounts, prompt injection, or any other method. Doing so is a material breach of these Terms and will result in immediate account suspension without refund.

6. Digital Content: No 14-Day Cancellation Right

6.1 Under the Consumer Contracts (Information, Cancellation and Additional Charges) Regulations 2013 (SI 2013/3134), consumers ordinarily have a 14-day right to cancel distance contracts. Regulation 37 of those Regulations provides that this right is lost where digital content has begun to be supplied with the consumer’s prior express consent and their acknowledgement that the cancellation right will be lost as a result.

6.2 By subscribing to a paid plan and completing payment via PayPal, you expressly:

• Request that we begin supplying the digital content immediately upon payment being processed.
• Acknowledge and accept that, by giving this consent to immediate supply, you lose your 14-day right to cancel the contract and receive a full refund.

6.3 Once your subscription is active and you have accessed any paid feature (including but not limited to: the unlimited question bank, AI reviews, or PDF flashcard export), no refund will be issued for the current billing period, regardless of how little of the month remains.

6.4 This does not affect your right to cancel your subscription going forward. You may cancel at any time by contacting us at info@panelcoach.co.uk or by cancelling your recurring billing agreement directly within your PayPal account. Your subscription will not renew at the end of the current billing period once cancelled. No refund is issued for the period already paid.

6.5 Nothing in these Terms excludes or limits your rights under the Consumer Rights Act 2015 where the digital content is not as described or is of unsatisfactory quality. In such circumstances, contact us at info@panelcoach.co.uk.

7. App Availability and Sunset

7.1 We will make reasonable efforts to keep the App available. However, we do not guarantee that the App will be available at all times or free from interruptions, bugs, or errors.

7.2 We reserve the right to discontinue, withdraw, or permanently shut down (“sunset”) the App at any time, for any reason, including but not limited to: changes in our personal circumstances, changes in third-party service availability (including the Anthropic Claude API, Netlify, Supabase, or Neon), commercial unviability, or regulatory changes.

7.3 If we decide to sunset the App, the following guarantees apply:

• We will give users as much advance notice as reasonably practicable.
• The last day of service will be no earlier than the last day of the latest active subscription billing period at the time of the sunset announcement.
• No refund will be issued for any portion of a subscription period during which the App remained available and functional up to the final day.

7.4 In the event of a sunset, we will make reasonable efforts to provide a data export facility for a minimum of 30 days after shutdown is announced, provided technical circumstances permit. We do not guarantee that data export will be possible in all cases.

7.5 We accept no liability for any loss arising from the unavailability or discontinuation of the App, beyond what is required by applicable English law.

7.6 Billing for PanelCoach is managed via PayPal recurring billing agreements. In the event of a sunset, we commit to the following:

• We will cancel all active PayPal recurring billing agreements within 7 days of the sunset announcement.
• We strongly recommend that you also cancel your billing agreement independently within your own PayPal account as a precaution.
• If any subscription payment is taken by PayPal after the announced shutdown date, we will refund that payment in full within 14 days. This is the only circumstance in which a refund is an unconditional obligation under these Terms.

7.7 Data Export and Backups. You are solely responsible for maintaining your own backups of any content you create in the App, including practice examples, reflections, and AI feedback. We strongly recommend that you regularly export your data using the export feature available in the App (Account menu → Data & Backups → Export Data). We send periodic reminder emails encouraging you to back up your data; however, the responsibility for ensuring your data is backed up rests entirely with you. We accept no liability for any loss of data that you have not backed up, regardless of the cause, including but not limited to: service disruption, account closure, technical failure, or shutdown of the App.

8. AI-Powered Reviews: Limitations and Disclaimer

8.1 The AI review feature uses the Anthropic Claude API. Claude is a third-party service. We do not control, operate, or warrant the outputs of Claude and accept no liability for the accuracy, completeness, or appropriateness of any AI-generated feedback.

8.2 AI-generated feedback is intended as a prompt for your own reflection. It is not a professional assessment of your interview readiness, your clinical competency, or your suitability for any NHS post.

8.3 You must not include real patient names, patient identifiers, or any information that could identify a patient in any text submitted to the AI review feature. Doing so would breach your own professional obligations under the Data Protection Act 2018 and GMC confidentiality guidance. We accept no liability for any breach of patient confidentiality arising from your use of the AI review feature.

8.4 Your answer text is transmitted to Anthropic’s API for processing. By using the AI review feature you consent to this transmission, which is subject to Anthropic’s privacy policy available at https://www.anthropic.com/legal/privacy.

8.5 You must not rely on AI-generated feedback as a substitute for professional interview coaching, mentorship, or advice from experienced colleagues. Any decision you make based on AI feedback is your sole responsibility.

8.6 AI feedback scores and suggestions may vary between requests for the same answer. This is a characteristic of large language models and does not constitute a defect in the service.

9. Your Account and Security

9.1 You are responsible for maintaining the confidentiality of your account credentials. You must not share your account with any other person.

9.2 We reserve the right to suspend or terminate your account without notice if we detect or reasonably suspect:

• Account sharing with another person.
• Any attempt to circumvent subscription limits or AI token limits.
• Submission of abusive, illegal, or patient-identifiable content through any feature.
• Any use of the App that constitutes abuse, fraud, or a breach of these Terms.

10. Acceptable Use

10.1 You agree not to:

• Use the App for any purpose other than personal, non-commercial interview preparation.
• Use automated tools, scripts, bots, or scraping software to access or interact with the App.
• Attempt to reverse-engineer, decompile, or extract the source code of the App or its AI prompts.
• Share, redistribute, or commercially exploit AI-generated feedback, question bank content, or frameworks.
• Submit content that is defamatory, discriminatory, threatening, obscene, or otherwise unlawful.
• Use the App in any manner that could damage, disable, or impair our infrastructure or interfere with other users’ access.
• Create multiple accounts to circumvent free-tier limits or exploit promotional offers.
• Present AI-generated feedback from this App as professional advice, an official assessment, or a credential when applying for any role.

10.2 Violation of this Section constitutes a material breach of these Terms and may result in immediate account termination without refund.

11. Intellectual Property

11.1 The design, code, question bank curation (including the selection, probability ratings, guidance, and tips), and AI prompt engineering in the App are owned by Christoforos Gkimpas. The interview frameworks (STAR, CAMP, SPIES) are established NHS interview preparation methods and are not proprietary to PanelCoach. All rights are reserved.

11.2 You may use App content solely for your own personal, non-commercial interview preparation. You may not copy, reproduce, distribute, sell, or publish any part of the App’s content without prior written permission.

11.3 Personal examples and answers you create are your own content. You grant us a limited licence to store and process that content solely for the purpose of providing the App’s features to you. We do not claim ownership of your personal content.

11.4 AI-generated feedback produced by the App is not a copyrightable work owned by either party. You may not claim intellectual property rights over AI-generated outputs, and such outputs carry no IP protection or warranty of originality.

12. Limitation of Liability

12.1 To the maximum extent permitted by applicable law, we exclude all liability for:

• Any failure to obtain employment, appointment, or career advancement.
• Any loss of income, salary, or career opportunity, whether direct or indirect.
• Any decision made by an NHS Trust, interview panel, deanery, or employer.
• Any failure or downtime of the App or any third-party service it depends on.
• Any loss or corruption of your personal data stored in the App.
• Any reliance on AI-generated feedback.
• Any consequences arising from your submission of patient-identifiable or confidential data to the App.

12.2 Our total aggregate liability to you, whether in contract, tort, or otherwise, will not exceed the total subscription fees paid by you in the three months immediately preceding the event giving rise to the claim.

12.3 Nothing in these Terms limits or excludes our liability for: death or personal injury caused by our negligence; fraud or fraudulent misrepresentation; or any other liability that cannot lawfully be excluded under English law.

13. Indemnification

13.1 You agree to indemnify, defend, and hold harmless Christoforos Gkimpas from and against any claims, damages, losses, liabilities, costs, and expenses (including reasonable legal fees) arising out of or in connection with:

• Your breach of these Terms.
• Your submission of patient-identifiable or confidential information to the App.
• Your misrepresentation of AI-generated feedback as professional advice or an official assessment.
• Any third-party claim arising from your use of the App in a manner not permitted by these Terms.
• Your violation of any applicable law, regulation, or professional obligation while using the App.

13.2 This indemnification obligation survives the termination of your account and these Terms.

13.3 The indemnification obligations in this Section 13 are not subject to the limitation of liability cap in Section 12.2 and shall apply in full regardless of that cap.

14. Data Protection and Privacy

14.1 Christoforos Gkimpas is the data controller for personal data processed through PanelCoach. We process your personal data in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. Full details of how we collect, use, and protect your data are set out in our Privacy Policy.

14.2 Lawful Basis for Processing. We process your personal data on the following lawful bases:

• Performance of a contract (UK GDPR Art. 6(1)(b)): to provide the App’s features, manage your account, and process subscription payments.
• Legitimate interests (UK GDPR Art. 6(1)(f)): to maintain security, prevent fraud, improve the App, and send service-related communications. You may object to processing based on legitimate interests by contacting us.
• Legal obligation (UK GDPR Art. 6(1)(c)): to comply with applicable laws, including tax and financial record-keeping.

14.3 Your data is stored using Supabase (authentication, hosted in Ireland eu-west-1) and Neon (database, hosted in London eu-west-2) infrastructure. We do not sell or share your personal data with third parties for marketing purposes.

14.4 Data Processing Locations. Your personal data is processed primarily within the United Kingdom and the European Economic Area. Our third-party processors and their locations are as follows:

• Supabase Inc. (authentication) — hosted in Ireland, EU (eu-west-1). Covered by the UK adequacy decision for the EEA. Your data does not leave the UK/EEA.
• Neon Inc. (database) — hosted in London, United Kingdom (eu-west-2). Your data does not leave the UK.
• Netlify Inc. (hosting and serverless functions) — hosted in London, United Kingdom (eu-west-2). No personal data is stored by Netlify beyond standard server logs.
• Zoho Corporation (email delivery) — processed in the EU (Netherlands / Ireland). Covered by the UK adequacy decision for the EEA.
• Mailjet SAS (email notifications) — processed in Paris, France (EU). Covered by the UK adequacy decision for the EEA. Used for transactional and service-related email communications such as data export reminders.
• PayPal (Europe) S.à r.l. (payment processing) — legally based in Luxembourg (EU). PayPal may process payment data globally, including in the United States, under its approved Binding Corporate Rules (BCRs) and Standard Contractual Clauses. Note: PanelCoach does not receive or store your PayPal account details; we only store the PayPal subscription reference ID.
• Anthropic PBC (AI review processing, US-based) — your answer text is transmitted to Anthropic’s API in the United States only when you actively use the AI review feature. This transfer is governed by Anthropic’s data processing terms and Standard Contractual Clauses (SCCs) with the UK International Data Transfer Addendum (IDTA).

In summary, the two services that may transfer personal data outside the UK/EEA are Anthropic (AI reviews) and PayPal (payments). All other data remains within the UK or Ireland.

14.5 Data Retention. We retain your personal data for as long as your account is active and as needed to provide the App’s services. After account closure or deletion:

• Your personal examples, AI feedback data, and usage records will be deleted within 90 days of account closure.
• Financial records (subscription and payment records) will be retained for 6 years after the last transaction, as required by HMRC tax record-keeping obligations.
• Terms acceptance records will be retained for 6 years after the last acceptance date for legal compliance and audit purposes.
• An account is considered dormant only if all of the following conditions are met: (a) no login for 24 consecutive months; (b) no saved examples or other user-created content; and (c) no active, cancelled, or suspended paid subscription. Free tier accounts that contain saved content are considered active regardless of login frequency. Dormant accounts will be flagged for deletion. We will send a notification to your registered email at least 30 days before deletion. If you log in or respond within those 30 days, the deletion is cancelled.

14.6 Your Rights. Under UK GDPR you have the right to: access your personal data; rectify inaccurate data; erase your data (“right to be forgotten”); restrict processing; data portability (receive your data in a structured, machine-readable format); and object to processing based on legitimate interests. To exercise any of these rights, contact us at info@panelcoach.co.uk. We will respond within 30 days.

14.7 Data Breach Notification. In the event of a personal data breach that poses a risk to your rights and freedoms:

• We will notify the Information Commissioner’s Office (ICO) within 72 hours of becoming aware of the breach, as required by UK GDPR Article 33.
• If the breach is likely to result in a high risk to your rights and freedoms, we will notify you without undue delay, as required by UK GDPR Article 34, by email to your registered address.
• Breach notifications will include: the nature of the breach, the categories and approximate number of individuals affected, the likely consequences, and the measures taken or proposed to address the breach.

14.8 You have the right to lodge a complaint with the ICO at ico.org.uk/make-a-complaint if you believe your data protection rights have been violated.

15. Changes to These Terms

15.1 We may update these Terms at any time. If we make material changes, we will notify you via in-app notification or by email at least 14 days before the changes take effect.

15.2 Continued use of the App after the effective date of any update constitutes acceptance of those changes. If you do not accept updated Terms, you must stop using the App and cancel your subscription before the effective date.

16. Governing Law and Jurisdiction

16.1 These Terms and any dispute arising out of or in connection with them are governed by the law of England and Wales.

16.2 Both parties submit to the exclusive jurisdiction of the courts of England and Wales. If you are a consumer resident in Scotland, Northern Ireland, or Wales, you may also bring proceedings in the courts of those jurisdictions.

17. General Provisions

17.1 Force Majeure. We shall not be liable for any failure or delay in performing our obligations where such failure or delay results from circumstances beyond our reasonable control, including but not limited to: third-party service outages (Anthropic, Netlify, Supabase, Neon, PayPal), internet disruptions, natural disasters, government actions, or pandemics.

17.2 Severability. If any provision of these Terms is found to be invalid or unenforceable by a court of competent jurisdiction, that provision shall be enforced to the maximum extent permissible and the remaining provisions shall continue in full force and effect.

17.3 Entire Agreement. These Terms, together with the Privacy Policy, constitute the entire agreement between you and us regarding your use of PanelCoach and supersede all prior agreements, representations, and understandings.

17.4 No Waiver. Our failure to enforce any right or provision of these Terms shall not constitute a waiver of that right or provision. Any waiver must be in writing and signed by us.

17.5 Third-Party Rights. These Terms do not confer any rights on any person or party other than you and us. No third party may enforce any provision of these Terms under the Contracts (Rights of Third Parties) Act 1999.

18. Contact

Email: info@panelcoach.co.uk

Developer: Christoforos Gkimpas

Country: England, United Kingdom