Privacy Policy

1. Data We Collect

• Account & Billing Data: Company name, tax ID, billing contacts, subscription metadata, payment information, and login credentials.
• Candidate Interview Data: Name, contact information, resume metadata (if provided), audio recordings, transcripts, AI-generated scores, analytics, language choices, and optional demographic data captured for equal-opportunity reporting.
• Operational Data: Device identifiers, IP address, browser type, operating system, usage logs, timestamps, and telemetry from cookies, SDKs, or log files.
• Support Interactions: Emails, chat transcripts, phone recordings, and troubleshooting details shared with our success or security teams.

2. How We Use Personal Data

• Provide, operate, and enhance the Platform and AI services.
• Authenticate users, prevent fraud, secure infrastructure, and monitor service health.
• Deliver analytics, reports, and interview outputs requested by HR Clients.
• Respond to customer support tickets, legal inquiries, and data rights requests.
• Conduct research, benchmarking, and product development using aggregated or de-identified datasets.
• Comply with legal obligations, court orders, or law-enforcement requests.

3. Legal Bases for Processing

Where GDPR/UK GDPR or similar laws apply, we rely on the following lawful bases:

• Performance of a contract with HR Clients;
• Candidate consent for audio capture, transcription, analytics;
• Legitimate interests in operating, securing, and improving the Platform;
• Compliance with legal obligations (tax, employment, audits);
• Protection of vital interests in urgent safety situations.

4. Sharing & Service Providers

We share personal data with vetted sub-processors such as cloud hosting providers, AI infrastructure partners, telephony vendors, analytics and security providers, and professional advisers. Each sub-processor is bound by a data processing agreement with confidentiality, security, and purpose-limitation obligations. We do not “sell” personal data as defined by the CPRA. Data may be disclosed to authorities if legally required or to protect our rights and safety.

5. Retention & Deletion

Interview Data is retained for the shorter of (a) the duration specified in the Order Form, (b) the HR Client’s documented instructions, or (c) any legally mandated retention period. Backup copies are rotated out on a rolling schedule. Aggregated or anonymised data may be retained for analytics and platform improvement.

6. Security Measures

AriaHR.ai employs SOC 2-aligned controls, encryption in transit and at rest, multi-factor authentication, network segmentation, intrusion detection, vulnerability management, vendor risk reviews, and incident response procedures. Security events involving personal data are handled in accordance with the Florida Information Protection Act and other applicable breach-notification laws.

7. U.S. State-Specific Disclosures

Residents of California, Colorado, Connecticut, Utah, Virginia, and other states with comprehensive privacy laws may have additional rights (access, deletion, correction, opt-out of targeted advertising/profiling, appeal). We honour Global Privacy Control signals where applicable. HR Clients must present required notices of collection and provide opt-out mechanisms on their own career sites or applications.

8. Children & Sensitive Data

The Platform is not directed to individuals under 18. We do not knowingly collect children’s data. Sensitive data (such as demographic or biometric information) is processed only under the explicit instructions of HR Clients and subject to appropriate safeguards.

9. Automated Decision-Making Transparency

Interview scoring involves automated processing. HR Clients must provide Candidates with meaningful information about the AI’s role in hiring decisions, offer human review, and maintain bias mitigation practices. We supply documentation describing model inputs, evaluation factors, fairness benchmarks, and override workflows to support these obligations.

10. International Data Transfers

Where we transfer personal data outside its country of origin, we rely on lawful mechanisms such as Standard Contractual Clauses, the EU-U.S. Data Privacy Framework (if certified), UK International Data Transfer Addendum, or explicit consent. Copies of relevant safeguards are available upon request.

11. Contacting Us

For privacy questions or to exercise data rights, email privacy@ariahr.ai or write to Global Voice Connect Solution Ltd., Privacy Office, 249 E. Dania Beach Blvd., Suite 203, Dania Beach, FL 33004, USA. EU/UK data subjects may contact euprivacy@ariahr.ai.

12. Updates to This Policy

We may update this Privacy Policy to reflect regulatory changes, product enhancements, or operational adjustments. Material changes will be communicated via email, in-product notices, or updated effective dates. Continued use of the Platform constitutes acceptance of the revised policy.