Privacy Policy

Effective date: August 1, 2025

WhoAi provides interview technology products and services to employer customers and their representatives (“Customers”). The company offers a SaaS interview platform utilizing artificial intelligence to assess job candidates (“Candidates”). This Privacy Notice describes how WhoAi collects, stores, uses, discloses, and processes personal data on its Platform and corporate website, www.whoai.com (“Website”).

The policy addresses Customers, Candidates, and Website visitors (“Visitors”).

For individuals who interact with us online, we collect information you choose to give us and other information that may be collected from your use of our Platform and Website, including from your device(s).

This policy does not apply to de-identified or anonymized information, nor to personal information processed by Customers outside WhoAi’s systems.

1. Information We Collect

WhoAi collects personal information from multiple sources:

• Directly from Customers and Candidates when scheduling interviews, participating in interviews, uploading resumes, or contacting the company
• Automatically through Platform and Website usage
• From third parties including advertisers, marketing providers, analytics services, and application providers

Candidates

Personal Information Collected:

• Names
• Contact information (address, email, phone number)
• Resume information (work history, previous addresses, certifications, professional details)
• Voice and video recordings of interviews
• Location information
• Information collected during interviews
• Communications content sent through the Platform
• Data communicated during interviews, questions, or surveys
• Usage Data

Key Information Uses:

• Provide Platform and facilitate interviews
• Rate Candidates and provide recommendations regarding suitability
• Record, transcribe, and provide interview response transcripts and recordings to Customers and candidates
• Score answers against WhoAi-provided or Customer-customized scorecards
• Facilitate, record, and store communications
• Train AI technologies to improve interview processes
• Provide feedback on strengths and weaknesses
• Manage business relationships
• Marketing and advertising for new or related services
• Maintain records, enforce legal terms, comply with law

Customers

Personal Information Collected:

• Names
• Addresses
• Email addresses
• Phone numbers
• Job titles, roles, and assigned duties
• Location information
• Payment information (credit cards or payment method identifiers)
• Communications content sent as part of business relationship or to Candidates
• Data communicated through Platform or submitted questions/surveys
• Usage Data

Key Information Uses:

• Provide Platform and facilitate interviews
• Facilitate, record, and store communications
• Facilitate payments
• Manage business relationships
• Marketing and advertising for new or related services
• Maintain records, enforce legal terms, comply with law

Website Visitors

Personal Information Collected:

• Data communicated while using Website
• Information provided in response to forms, surveys, or communications
• Usage Data

Key Information Uses:

• Provide Website functionality
• Develop analytics to understand audiences and develop business strategies
• Provide information about new or related services
• Maintain records, enforce legal terms, comply with law

2. Automatic Information Collection, Logging, and Tracking

The company may collect logging and automatically collected information from Customers, Candidates, and Website Visitors through browser and device activity.

Information automatically collected includes:

• IP address
• Date and time of access
• Pages and content accessed
• Language preferences
• Websites linked to or from
• Email opening and link-click data
• Mobile device and computer interaction information
• Unique device identifier
• Mobile network information
• Device type and operating system
• Browser type
• Downloaded files and viewed pages
• Errors encountered

This information is collectively referred to as “Usage Data.”

Third parties may collect personal information about your online activities over time and across third-party websites and online services.

Do Not Track: We do not respond to “do not track” signals or other mechanisms that provide consumers the ability to exercise choice regarding the collection of personal information.

3. Other Ways We Use Information We Collect

Beyond stated purposes, WhoAi may use collected information to:

• Maintain, analyze, customize, and improve Website and Platform experience
• Support business development, research, analytics, marketing, and promotions
• Develop new products and services through internal improvement efforts
• Perform aggregate statistical analysis and site customization
• Communicate about products and services, including technical notices and security alerts
• Provide Platform and Website support
• Support contests, promotions, incentives, and rewards
• Respond to communication requests and questions
• Monitor and enforce contracts, legal terms, acceptable use policies
• Comply with law and regulatory obligations
• Support compliance efforts on behalf of others
• Create personalized experiences
• Detect and prevent fraudulent use and prohibited or illegal activity
• Monitor information security and protect technical infrastructure
• Protect rights and vital interests of users and the company
• Address existing or anticipated disputes
• Operate business, including transactions affecting the company (mergers, acquisitions, reorganizations)
• Fulfill other disclosed purposes
• Support other purposes permitted by law or with consent

We may retain and use your information in an anonymized or de-identified format where your identity is not recognizable.

4. How We Secure Information

The company maintains security measures to protect personal information. However, no network or system is ever entirely secure, and we cannot guarantee the security of networks and systems that we operate or that are operated on our behalf.

Breach Notification: In case of security breach, the company may notify users via email or conspicuous posting on the Website or Platform as required by law.

User Responsibility: The safety and security of your personal information also depends on you. Where we have given you (or where you have chosen) a password or code for access to certain parts of our services, you are responsible for keeping this password or code confidential.

5. How We Share Information

WhoAi may share personal information with third parties to operate its business, provide services, comply with law, or as authorized by users.

Customers and Candidates

Information shared to provide Platform, interview services, and facilitate communications.

Affiliated Organizations

Information may be shared with parent organizations, subsidiaries, affiliates, joint ventures, or commonly controlled entities.

Third Party Service Providers

The company works with third parties for Platform, Website, and operational support, including:

• Artificial Intelligence technology service providers (audio-to-text transcription, text-to-speech, predictive text, response optimization, prompt configuration)
• Identity authentication service providers
• Data hosting, storage, and cloud service providers
• Payment processors
• Platform and application security service providers
• Technical and customer support providers
• Marketing and analytics providers
• Other third parties

Professional Advisors, Law Enforcement, Regulators

Information shared with legal, compliance, auditing, accounting, banking, consulting advisors and with regulators, law enforcement, or government agencies to:

• Comply with legal and regulatory obligations
• Protect interests, property, or legal rights
• Respond to subpoenas, court orders, law enforcement requests
• Prevent physical harm or financial loss
• Report suspected illegal activity
• Investigate policy violations
• Enforce terms and conditions

Transaction Scenarios

In mergers, acquisitions, stock sales, asset purchases, financing, restructuring, divestiture, or business dissolution, information may be shared.

Other Disclosures

Information disclosed when necessary to provide products/services, operate business, fulfill stated purposes, comply with law, or with user consent.

We may disclose aggregated or deidentified information that does not identify any individual without restriction.

6. What Choices Do I Have?

Update Personal Information

Customers or Candidates with ongoing business relationships may request information changes by emailing privacy@whoai.com. The company may deny requests if the change would violate law, make information incorrect, or prevent service provision. For information managed on behalf of others, requests may be directed elsewhere.

Marketing Communications

Users may receive marketing communications from WhoAi. Opt-out available by following unsubscribe links in emails or contacting privacy@whoai.com. Non-marketing emails may continue after opt-out. Note: The company does not control communications from others, including Customers.

Cookies

Users have cookie choices. Most browsers automatically accept cookies, but settings may be modified to notify of cookie placement or decline cookies. Declining cookies may prevent certain Website features from functioning properly.

Third-Party Websites

WhoAi is not responsible for any practices employed by websites or applications linked to or from our Website or Platform, nor their information or content.

7. Updates to Our Privacy Notice

The company may update this Privacy Notice periodically for clarification or to notice practice changes. The Effective Date at the top reflects updates. Changes become effective upon posting unless otherwise indicated. Users may receive email notification. We encourage you to periodically review our Privacy Notice to be sure you are familiar with the most current version.

8. Contact Information

For questions or concerns about the Privacy Notice or privacy practices, contact: privacy@whoai.com