Privacy Policy

Effective Date: February 10, 2026

1. Introduction

Welcome to EasyInterviews ("we," "us," or "our"). We provide an autonomous hiring engine that transforms recruitment through AI-driven job mapping ("Translate"), interactive avatar-based interviews ("Conduct"), and algorithmic scoring ("Qualify").

This Privacy Policy explains how we collect, use, disclosure, and safeguard your information when you visit our website easyinterviews.ai, use our platform, or interact with our AI services.

CRITICAL NOTICE FOR CANDIDATES: If you are a job applicant ("Candidate") using our platform to interview with a potential employer ("Client"), EasyInterviews acts primarily as a Data Processor on behalf of that Client. The Client is the Data Controller and their own privacy policies also apply to your application.

2. Definitions of User Roles

To ensure clarity, we categorize users into three groups:

  • "Visitor": Individuals visiting our marketing website without logging in.
  • "Client": Employers or recruiters who subscribe to our SaaS platform to evaluate candidates.
  • "Candidate": Job seekers who submit resumes, participate in AI interviews, or undergo assessments via the platform.

3. Information We Collect

3.1 Data from Clients (B2B Data)

  • Account Information: Name, business email, phone number, company name, and payment/billing information (processed via secure third-party gateways).
  • Job Data: Job descriptions, competency models, and hiring criteria uploaded to the "Translate" feature.

3.2 Data from Candidates (Assessment Data)

When you participate in an interview or assessment, we collect:

  • Application Data: Name, contact details, resume/CV, LinkedIn profile URL, and employment history.
  • "Conduct" Interview Data (Biometric & Audio-Visual):
    • Video and audio recordings of your interview sessions.
    • Transcripts of your responses.
    • Facial Geometry & Voiceprints: If the "Conduct" feature is enabled, our AI analyzes facial expressions and voice intonation to assess soft skills.
    • See Section 8 (Biometric Information) for specific regulatory disclosures.
  • "Qualify" Performance Data: Code inputs, technical test answers, typing speed, and behavioral data points generated during simulations.

3.3 Automatically Collected Data

  • Device/Usage Data: IP address, browser type, operating system, and interaction logs (e.g., time spent on a question).

4. How We Use Your Information

We use your data for specific purposes based on your role:

Purpose
Legal Basis
To Provide the Service: Delivering the "Translate," "Conduct," and "Qualify" features to Clients.
Contractual Necessity
AI Scoring & Ranking: Analyzing Candidate video and text inputs to generate competency scores for Clients.
Contractual Necessity (Client) / Consent (Candidate)
Service Improvement: Training our AI models to improve accuracy (using Anonymized Data only).
Legitimate Interest
Security & Fraud Prevention: Detecting cheating behaviors or identity fraud during assessments.
Legitimate Interest
Compliance: Adhering to EEOC, BIPA, NYC LL 144, and other legal obligations.
Legal Obligation

Data Training Rights (The "Improvement" Clause):

We may de-identify, aggregate, or anonymize Personal Information to create "Service Data." Service Data is no longer Personal Information. EasyInterviews retains exclusive ownership of Service Data and may use it for any lawful purpose, including training our machine learning models, benchmarking, and improving the "Translate," "Conduct," and "Qualify" engines.

5. How We Share Your Information

  • With Clients: All Candidate Data (videos, transcripts, scores, resumes) is shared with the specific Client (Employer) you applied to. We do not share your identifiable data with other Clients without your consent.
  • Service Providers: We use trusted third-party vendors for cloud hosting (e.g., AWS), video processing, and payment processing. They are contractually bound to protect your data.
  • Legal Requirements: We may disclose data if required by law, subpoena, or to protect the safety of any person.
  • Business Transfers: If EasyInterviews is involved in a merger or acquisition, your data may be transferred as a business asset.

6. AI and Automated Decision Making (NYC LL 144)

Our platform uses Automated Employment Decision Tools (AEDT) to assist Clients in evaluating candidates.

  • The "Qualify" Engine: Uses algorithms to score candidates based on competencies defined in the "Translate" phase.
  • Human Oversight: EasyInterviews provides recommendations only. The Client is the final decision-maker. We do not automate the final rejection or hiring decision without human review.
  • NYC Residents: Under NYC Local Law 144, you have the right to request information about our annual Bias Audit and/or request an alternative selection process. Please contact the potential employer (Client) directly to exercise these rights.

7. Biometric Information (BIPA & State Laws)

For Candidates utilizing the "Conduct" feature (AI Video Interviews):

  • Collection: We may collect biometric identifiers (such as face geometry or voiceprints) from your video stream to analyze communication skills.
  • Consent: You will be presented with a specific "Written Release" before the camera is activated. You must affirmatively consent to proceed.
  • Retention: We retain biometric data only until the initial purpose is satisfied or for three (3) years from your last interaction, whichever occurs first, unless a different period is required by law or valid Client contract.
  • Destruction: After the retention period, data is permanently destroyed using secure overwriting standards.

8. International Data Transfers

EasyInterviews is headquartered in the United States. If you are accessing the service from the EU, UK, or other regions:

  • We transfer data to the US under standard contractual clauses (SCCs) or adequacy decisions where applicable.
  • By using the service, you acknowledge that your data will be processed in the United States.

9. Your Privacy Rights

Depending on your location (e.g., CA, CO, IL, EU), you may have specific rights:

  • Right to Access: Request a copy of the data we hold about you.
  • Right to Deletion: Request deletion of your data (subject to Client retention requirements).
  • Right to Correction: Fix inaccurate data.
  • Right to Opt-Out: You may opt-out of automated processing/profiling. Note: Opting out of AI processing may prevent you from completing an assessment required by a Client.

How to Exercise Rights:

  • Candidates: Please contact the Client (Employer) you applied to. As the Data Controller, they are responsible for fulfilling your request. We will assist them as a Processor.
  • Clients/Visitors: Contact us directly at privacy@easyinterviews.ai.

10. Security

We implement enterprise-grade security measures including encryption in transit (TLS 1.2+) and at rest (AES-256), strict access controls, and regular vulnerability assessments to protect your data.

However, no internet transmission is 100% secure.

11. Data Retention

  • Candidate Data: Retained according to the Client's retention schedule (typically 1–3 years for compliance with employment laws) or until the Client requests deletion.
  • Client Data: Retained for the duration of the subscription plus a grace period for data export.

12. Changes to This Policy

We may update this policy to reflect changes in our "Autonomous Engine" features or legal requirements.

If we make material changes, we will notify Clients via email and post a notice on the platform.

13. Contact Us

If you have questions about this policy or our AI practices:

Email: privacy@easyinterviews.ai