This Candidate AI Video Interview Privacy Addendum (the "Addendum") supplements the Relevana, Inc. Privacy Notice and applies to job applicants, candidates, and participants ("you" or "Candidate") who use the Relevana AI video interviewing platform (the "Platform"). This Addendum describes how we collect, use, disclose, and retain your personal information through the Platform, and explains your rights and choices. By using the Platform, you acknowledge that you have read and understood this Addendum.

1. Information We Collect

When you use the Platform, we collect the following categories of personal information:

Information You Provide:

Your name, email address, telephone number, and other contact information; your resume or application materials; your responses to interview questions, including verbal answers and written responses; and any other information you voluntarily submit through the Platform.

Information Collected Automatically During Your Interview:

Video recordings and audio recordings of your interview session; speech-to-text transcriptions of your verbal responses; AI-generated analyses and assessments of your interview responses based on content, communication skills, and other job-relevant criteria; timestamps, session duration, and technical information related to your interview; and device and browser information, IP address, and similar technical data.

Important Notice Regarding Biometric Data:

The Platform does not capture any biometric data or use any type of facial geometry, facial recognition technology, voiceprint analysis, or other biometric identification technologies. The Platform does not process facial expressions or behavioral data through artificial intelligence models. AI evaluation is limited solely to the content and communication quality of your verbal and written responses.

2. Sources of Information

We collect information directly from you when you participate in an interview through the Platform and when you submit application materials. We collect information automatically from your device when you access and use the Platform. We may also receive information about you from prospective employers who have invited you to participate in an interview.

3. How We Use Your Information

When the Platform is used by an employer to conduct interviews or evaluate candidates, Relevana processes candidate interview information on behalf of the employer. The employer determines the purposes and means of processing candidate data, and Relevana acts as a service provider or processor solely to operate and support the Platform.

We use your personal information for the following purposes:

Recruitment and Hiring:

To facilitate the interview process and generate AI-assisted evaluations of your responses; to share your Interview Materials with prospective employers and their authorized personnel; and to consider you for other current or future positions, if you have consented to extended retention.

Platform Operations:

To operate, secure, and improve the Platform; to provide technical support; to detect, prevent, and address fraud or security issues; and to maintain records necessary for legal and compliance purposes.

Communications:

To send you transactional or service-related communications regarding your interview and the recruitment process.

Legal Compliance:

To comply with applicable laws, regulations, and legal obligations; to respond to lawful requests from public authorities; and to support the exercise or defense of legal claims.

4. How We Disclose Your Information

We may disclose your personal information to the following categories of recipients:

Prospective Employers:

We share your Interview Materials with the prospective employer to whom you have applied, including human resources personnel, hiring managers, interview panel members, and other individuals involved in making employment decisions.

Service Providers:

We disclose information to third-party service providers who assist in the operation of the Platform, including hosting, analytics, security, and communications providers. These providers are contractually obligated to use your information only to provide services to us.

Legal and Compliance Disclosures:

We may disclose information if required by law, legal process, or lawful request from a government authority; to protect our rights or the rights of others; to enforce our agreements; or in connection with a corporate transaction such as a merger or sale.

Aggregated or Deidentified Information:

We may use and share aggregated or deidentified information that does not identify you individually. This information may be used for analytics, research, security monitoring, and to improve the performance, accuracy, and functionality of the Services. Such information cannot reasonably be used to identify any individual.

5. Data Retention

We retain your Interview Materials and personal information in accordance with our data retention policies and applicable legal requirements. Interview Materials may be retained for extended periods as part of the operation, maintenance, and improvement of the Platform and to support recruiting and hiring activities conducted through the Services. Retention periods may vary depending on the needs of the prospective employer, contractual obligations, and applicable legal or recordkeeping requirements.

You may request deletion of your video recording and transcripts by contacting us at [email protected]. Please note that we may be required to retain certain information to comply with legal obligations or to support the exercise or defense of legal claims.

6. Your Rights and Choices

Depending on your jurisdiction of residence, you may have certain rights regarding your personal information, including the right to request access to the personal information we hold about you; to receive a portable copy of your information; to request correction of inaccurate information; to request deletion of your information, subject to legal retention requirements; to opt out of sales or sharing of personal information, where applicable; and to withdraw your consent to AI-assisted evaluation.

To Exercise Your Rights:

You may submit requests by contacting us at [email protected]. We will verify your identity before responding to certain requests. We will not discriminate against you for exercising your rights.

Withdrawal of Consent:

You may withdraw your consent to AI-assisted evaluation at any time by providing written notice to [email protected]. Please note that if a prospective employer has determined that AI-assisted video interviewing is a required component of candidate evaluation, withdrawal of consent may affect your ability to continue in the recruitment process for such positions. Withdrawal of consent does not affect the lawfulness of processing conducted prior to withdrawal.

7. Illinois Artificial Intelligence Video Interview Act Disclosures

If you are applying for a position based in Illinois, the following disclosures apply pursuant to 820 ILCS 42/5:

Notification of AI Use:

Artificial intelligence will be used to analyze your video interview and assess your fitness for the position.

How the AI Works:

The Platform uses artificial intelligence to process speech-to-text transcription of your verbal responses and to evaluate the content and communication quality of your answers. The AI analyzes factors such as responsiveness to interview questions, clarity and coherence of communication, demonstration of relevant skills and competencies, and alignment with job-relevant criteria specified by the prospective employer.

Human Review:

All AI-assisted evaluations are reviewed by human decision-makers before any final hiring decision is made. The AI provides scoring metrics and analytical support but does not make final hiring decisions autonomously.

Characteristics Evaluated:

The AI evaluates the substance and quality of your verbal and written responses. The AI does not analyze your physical appearance, facial expressions, facial geometry, biometric identifiers, or behavioral characteristics. No facial recognition, voiceprint analysis, or biometric identification technology is used.

Consent Requirement: Before your interview, you will be asked to consent to an AI-assisted evaluation. If you do not consent, the employer may not use AI to evaluate your interview. Please note that the prospective employer may decide that refusal to consent affects your ability to continue in the recruitment process for positions where AI-assisted video interviewing is a required component of candidate evaluation.

8. Illinois Biometric Information Privacy Act (BIPA) Statement

Pursuant to the Illinois Biometric Information Privacy Act, 740 ILCS 14/1 et seq., we provide the following statement:

The Platform does not collect, capture, purchase, receive, or otherwise obtain any biometric identifiers or biometric information. The Platform does not use retina or iris scans, fingerprints, voiceprints, or scans of hand or face geometry. Accordingly, the consent, disclosure, retention, and destruction requirements of BIPA pertaining to biometric identifiers and biometric information do not apply to your use of the Platform.

9. Maryland Data Protection Disclosures

If you are a Maryland resident, the following disclosures apply pursuant to Maryland law, including Md. Commercial Law Code Ann. § 14-3501 et seq. and MD. Commercial Law Code § 14-4701 et seq:

Purpose of Collection: We collect your personal information to facilitate the recruitment and hiring process, to operate and improve the Platform, and to comply with legal obligations.
Consequences of Refusal: You may refuse to consent to an AI-assisted evaluation. If a prospective employer has determined that AI-assisted video interviewing is a required component of candidate evaluation, withdrawal of your consent may affect your ability to continue in the recruitment process for such positions.
Third-Party Sharing: All AI-assisted evaluations are reviewed by human decision-makers before any final hiring decision is made. The AI provides scoring metrics and analytical support but does not make final hiring decisions autonomously. Your Interview Materials and personal information may be shared with prospective employers, their authorized hiring personnel, and third-party service providers who assist in the operation of the Platform, as described in Section 7 below.
No Biometric Data Collection: The Platform does not collect biometric data, including voice prints, fingerprints, retina or iris images, facial geometry, or other unique biological characteristics that could be used to uniquely authenticate your identity.

10. Security

We implement reasonable administrative, technical, and physical safeguards designed to protect your personal information and Interview Materials from unauthorized access, disclosure, alteration, and destruction. No method of transmission or storage is completely secure, and we cannot guarantee absolute security.

11. Children's Privacy

The Platform is not intended for individuals under the age of eighteen (18). By using the Platform, you affirm that you are at least eighteen (18) years of age. We do not knowingly collect personal information from individuals under eighteen (18) years of age.

12. Changes to This Addendum

We may update this Addendum from time to time. When we do, we will post the updated Addendum with a new effective date. Material changes will be communicated to you prior to your participation in any subsequent interview.

13. Contact Information

If you have questions about this Addendum or our privacy practices, please contact us at: Relevana, Inc, [email protected]