Candidate Privacy Notice
Last updated · 25 October 2026 · Effective · on publication
1. Who this notice is for
Anyone who applies for a role through this website, is introduced to us by a recruiter or referral, interviews with us, or receives an offer. It supplements our Privacy Policy.
2. What we collect
- Your application: name, email, phone, location, résumé, links you choose to add, and your answers to the application questions.
- Work authorization: whether you are authorized to work in the United States and whether you will need sponsorship. We ask so we only put you forward for roles you can take.
- Interview information: notes and scores from people who interview you, and your answers if you take an online interview.
- References and checks: reference responses, and background-check results, only after you agree.
- If you receive an offer: the signed offer letter and the documents needed to start work, such as the papers that show your OPT or STEM OPT status.
If we ever ask for voluntary self-identification (for example for equal-opportunity reporting), answering is optional and never affects your application.
3. How we use it
To assess your fit for the role, arrange interviews, keep you updated, make and confirm an offer, and meet our legal obligations as an employer. We do not sell candidate information.
4. Interviews and AI
Some roles include an online interview. Its questions are the same for every candidate in that role, and a person on the hiring team reads your answers. No hiring decision is made by software alone. You can type your answers; speaking them is optional.
We use AI in two places. First, recruiters may ask our recruiting system to summarize the job-related parts of your application and suggest interview questions. It is not given your name, contact details, location or documents. Interview questions are matched to the role’s level and to skill keywords found in your résumé and the job description; this matching is done by simple rules, not AI. Second, in an online interview, AI may ask follow-up questions and, after you submit, suggest a score from 1 to 5 for each answer and a total out of 10, with the reasons and short quotes from your answers. Where we run the AI on our own server, your answers are not sent to an outside AI company. A reviewer checks every suggestion against your actual answers and gives their own scores. Answers that were mostly pasted, or that match another candidate’s answer word for word, get a lower suggested score; if you use assistive technology that pastes text, tell us and it won’t count against you. AI never rejects, ranks or filters applicants. To ask questions, request a reasonable accommodation, ask for an interview with a person instead, or ask for a human review of a decision, email careers@aithicalhub.io.
The help window on our careers and application pages is an automated assistant. It answers from text our team has approved. We keep your questions for 90 days, and requests you send to the team for 12 months after they are closed.
5. References and background checks
We contact references only with your permission. Before any background check we give you a written disclosure and ask for your consent, and if anything in a report could affect an offer, we tell you first and give you a copy and a summary of your rights.
6. Who can see your information
- The recruiters and hiring managers working on the role. Contact details and pay information are limited to the people who need them.
- After you are hired, HR documents are visible to HR only.
- A client company, when we put you forward for one of its roles. We tell you before we share your profile.
- Service providers under contract: hosting, email and, with your consent, background screening.
7. How we protect it
Files you upload are encrypted when stored and checked for malware before anyone can open them. Staff sign in with two-step verification, every account has only the access its role needs, and access to sensitive records is logged.
8. How long we keep it
If you are not hired, we keep your application for a set period after the role closes (twelve months unless the law requires otherwise), then remove your personal details and delete your files. If you are hired, your records become part of your employment file and follow the retention periods the law sets for those records.
9. Messages
We email you about your application. We send text or WhatsApp messages only if you opt in, and you can stop them at any time.
10. Your choices and rights
You can ask to see, correct or delete your information, or withdraw your application at any time, by emailing privacy@aithicalhub.io. California residents see our CCPA/CPRA Notice; residents of the EEA, the UK and Switzerland see our GDPR Notice.
11. Contact
Privacy questions: privacy@aithicalhub.io. Questions about a role: careers@aithicalhub.io.