Privacy Policy
Effective date: March 13, 2025
WhoAI Solutions provides interview technology products and services to our employer customers and their representatives (“Customers). We provide a SaaS interview platform (“Platform”)that utilizes artificial intelligence (“AI”) technologies to help assess job candidates (“Candidates”). Our technology interviews Candidates and reports on these interviews based on Customer requirements for positions. This Privacy Notice describes WhoAI’s collection, storage, use, disclosure, and other processing of personal data on our Platform as well as on our corporate website, www.whoai.com (“Website”). This Privacy Notice is addressed to Customers and Candidates that utilize the Platform, as well as to 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). We use that information to operate our business and for purposes set forth below. Below, we also describe choices we offer with respect to your information.
This Privacy Notice does not apply to information that cannot be identified to any individual, household, or their devices, such as de-identified or anonymized information. This Privacy Notice does not apply to personal information that is not processed by WhoAI, including information which may be processed by Customers. If you are a Candidate and have questions about how Customers collect and process your personal information, please contact them directly or refer to their privacy notice(s).
The sections of this Privacy Notice are hyperlinked below for your convenience:
2. Automatic Information Collection, Logging, and Tracking
3. Other Ways We Use Information We Collect
7. Updates to Our Privacy Notice
1. Information We Collect
We collect personal information about individuals from a variety of sources, including:
- Directly from Customers and Candidates when provided to us, for instance when a Customer schedules an interview, when a Candidate participates in an interview or when uploading a resume or other documentation, contacting us via the Platform or Website, or responding to our inquiries or a survey.
- Automatically as you utilize the Platform or Website. When you visit our Website, we may receive information in connection with content, widgets, cookies, components, or other tools, including from third parties. When you utilize our Platform, we may collect certain information such as device ID, IP address, or other Usage Data, as defined below.
- From third parties. We may collect information from advertisers, marketing service providers, analytics services, affiliates, promotional partners, and application providers.
We may collect and process personal data as detailed in the chart below:
- Category of Individual
- Personal Information Collected
- Key Information Uses
Candidates
- Names
- Contact information such as address, email address, and phone number
- Resume information including work history, previous addresses, certifications, and other professional information
- Voice and video recordings of interviews
- Location information
- Information collected during interviews
- Communications content (such as messages) sent to us or Customers through the Platform
- Other data communicated to us during interviews or otherwise, or through submitted questions or surveys
- Usage Data, as defined below
- Provide the Platform and facilitate interviews and our related services.
- Rate Candidates or otherwise provide Customers with recommendations regarding candidate suitability.
- Record and transcribe interview responses and provide response transcripts and recordings to Customers and/or to candidates.
- Score your answers against WhoAI-provided or Customer-customized interview scorecards and scoring metrics.
- Facilitate, record, and store communications to us and to Customers.
- Train AI technologies to improve interview processes.
- Provide you feedback on observed strengths and weaknesses.
- Manage the business relationship.
- For marketing and advertising such as to provide information about new or related services we may offer.
- For other general purposes noted below (e.g., to maintain records, enforce legal terms or comply with law) (see Other Ways We Use Information We Collect).
Customers
- Names
- Addresses
- Email addresses
- Phone numbers
- Job titles, roles, and assigned duties
- Location information
- Payment information including credit cards or other payment method identifiers
- Communications content (such as messages) sent to us as a part of the business relationship or sent to Candidates through the Platform
- Other data communicated to us through the Platform or through submitted questions or surveys
- Usage Data, as defined below
- Provide Platform and facilitate interviews and our related services.
- Facilitate, record, and store communications to us and to Candidates.
- Facilitate payments.
- Manage the business relationship.
- For marketing and advertising such as to provide information about new or related services we may offer.
- For other general purposes noted below (e.g., to maintain records, enforce legal terms or comply with law) (see Other Ways We Use Information We Collect).
Visitors
- Data communicated to us while using the Website.
- Information provided in response to a form or survey or other communications.
- Usage Data, as defined below.
- Provide Website functionality.
- Develop analytics to understand our Website audiences, develop business strategies and marketing plans.
- Provide information about new or related services we may offer.
- For other general purposes noted below (e.g., to maintain records, enforce legal terms or comply with law) (see Other Ways We Use Information We Collect).
2. Automatic Information Collection, Logging, and Tracking
If you are a Customer, Candidate, or Website Visitor, your browser or device may be subject to our collection of logging and other automatically collected information. ForWebsite Visitors, this includes information collection via cookies, scripts, web beacons, and other technologies. For the Platform and the Website, the information we automatically collect may include your IP address, date and time of access, and the pages and content you access during your visit, language preferences, websites that you link to or from, whether you receive or open an email or other communication from us, and the links you click on within those emails, information from your mobile device or your computer about how you interact with the Platform or Website, including unique device identifier, mobile network information, the type of device used and the operating system on that device, browser type, a list of files downloaded or pages viewed, and any errors encountered (collectively, “Usage Data”).
Please note that when visiting ourWebsite or Platform, third parties may collect personal information about your online activities over time and across third-party websites and online services.These third parties may provide us information in connection with content, widgets, components, cookies, or other tools offered on our Website. They may use this information to provide you with interest-based advertising or other targeted content, and for other purposes. We may not control personal information once collected by these parties.
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 about an individual consumer’s online activities over time and across third-party websites or online services.
In all cases, we may collect and use other information you choose to provide or with your consent.
3. Other Ways We Use Information We Collect
In addition to the uses described above, we may use the information we collect in order to:
- Maintain, analyze, customize and improve your experienceon our Website and Platform.
- Support business development, research, analytics, marketing and promotions. We may use your data for internal development and improvement of our products and services, including the development of new products and services.
- Perform aggregate statistical analysis and site customization.
- Communicate with Customers, Candidates, and Visitors about our products and services, including technical notices, security alerts, and support and administrative messages.
- Provide Platform and Website support, including notices about changes to our service.
- Support contests and other promotions and notify you about incentives and rewards.
- Provide you information that you request from us or otherwise respond to your communications and questions.
- Monitor and enforce our contracts, legal terms, acceptable use or other policies or similar terms.
- Comply with law and satisfy our regulatory and compliance obligations. Additionally, we may use information we collect to support compliance efforts on behalf of others and ourselves.
- Provide a personalized experience. Automatically collected and device information may also be used to help us estimate our audience size, usage patterns, and analyze trends and administer our Website and Platform.
- Help detect and prevent fraudulent use of our Website and Platform and other prohibited, illicit or illegal activity.
- Monitor information security, manage and protect our technical infrastructure (servers, networks, etc.), and to protect the rights and vital interests of you, others, and ourselves.
- Address existing or anticipated disputes and to protect our legal interests.
- Otherwise operate our business, including support for transactions impacting our company as a whole (such as mergers, acquisitions, reorganizations, underwriting or asset purchases).
- Fulfill any other purpose for which you provide your information to us and for other purposes disclosed to you in connection with our services.
- Other purposes permitted by law or to which you consent.
We may also retain and use your information in an anonymized or de-identified format where your identity is not recognizable. Such information is not subject to the same usage restrictions as personal information. We may use deidentified information to improve our products and services, conduct research, or for our other business purposes.
As permitted by law, we may combine the information we gather about you in identifiable form, including information from third parties. We may use this information, for example, to improve and personalize our services, content, and advertising.
4. How We Secure Information
We are committed to maintaining measures to protect the security of your personal information maintained in our systems. 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. If we face a security breach, we may notify you, including as required by law, via email or conspicuous posting on our Website or Platform.
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. You should not share your password with anyone.
5. How We Share Information
We may share your personal information with third parties as reasonable to operate our business (including for the purposes described above), to provide the Website and Platform to you and others, as permitted or required by law, or as directed or authorized by you.For example:
Customers and Candidates. We may share personal information with Customers or Candidates in order to provide the Platform and our associated interview services and to facilitate interviews and communications.
Affiliated Organizations. We may share some or all of your information with our parent organizations, subsidiaries, affiliates, joint ventures, or other organizations or entities under common control with us.
Third Party Sharing. We work with third parties to help us provide our Platform and Website and to support internal operations. In some cases, they may use your information subject to their own privacy policies and to comply with their own legal and regulatory obligations. We work with different types of third parties, presently including:
- Artificial Intelligence technology service providers, including for:
- Audio-to-text and text-to-speech transcription
- Predictive text
- Response optimization
- Prompt configuration
- Identity authentication service providers
- Data hosting, storage and cloud service providers
- Payment processors
- Platform and/or application security service providers
- Technical and customer support providers
- Marketing and analytics providers
- Other third parties
Professional Advisors, Law Enforcement and Regulators. We share information with our professional advisors who provide legal, compliance, auditing, accounting, banking, consulting, or other professional services, and with regulators, law enforcement, or government agencies, including to:
- Comply with our legal and regulatory obligations, including those compliance obligations of federal, state or local regulators;
- Protect our interests, property or legal rights, or those of our customers or third parties;
- Respond to a subpoena, court order, or similar law enforcement request, or when we believe in good faith that the disclosure of personal information is necessary to prevent physical harm or financial loss, to report suspected illegal activity, or to investigate violations of thisPrivacy Notice or other applicable terms; and
- For other legal purposes, such as to enforce our terms and conditions, or to exercise or defend legal claims.
Transaction Impacting the Organization as a Whole. In the event of a transaction or reorganization impacting us as an entity or organization, we may share your personal information. We may share your information in connection with, or during the diligence or negotiation of, any merger, sale of company stock or assets, financing, acquisition, restructuring, divestiture or dissolution of all or a portion of our business, or other similar event.
Other Disclosures. In addition to the above disclosures, we may disclose personal information in the event that we believe such disclosure is (i) necessary to provide our products and services or operate our business; (ii) in accordance with purposes we describe when you share it with us; (iii) permitted by law; or (iv) with your consent or at your direction.
We may disclose aggregated or deidentified information that does not identify any individual without restriction.
6. What Choices Do I Have?
Update personal information.If you are a Customer orCandidate with whom we have an ongoing business relationship, you may request changes to information we maintain concerning you by emailing us at privacy@whoai.com. As permitted by law, we may deny a request to change information if we believe the change would violate any law or legal requirement, cause the information to be incorrect, or prevent the provision of our products or services. For information we manage on behalf of others, we may direct your request elsewhere (e.g., to our Customer in the event of a request from a Candidate).
Marketing communications. You may receive marketing communications from WhoAI, including if you sign up for marketing or other communications. You may opt out of receiving marketing emails by following the unsubscribe link in each email, or by contacting us at privacy@whoai.com. Please note that you may continue toreceive non-marketing emails from us after you opt out. Please note that we do not control communications from others, including Customers. If you have received marketing communications from third parties, you should contact them directly to understand communication choices they may provide you.
Cookies. You have choices regarding certaincookies. Most web browsers automatically accept cookies, but you may modifyyour browser’s setting to notify you of cookie placement or decline cookies. Ifyou choose to decline cookies, certain features of our Website may not functionproperly or at all as a result.
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. Please remember that when you use a link to go from our Website or Platform to another website or application, this Privacy Notice is no longer in effect.
7. Updates to Our Privacy Notice
We may update this Privacy Notice from time to time in order to provide clarification or notice of changes to our practices. If we make changes, we will revise the Effective Date at the top of this Privacy Notice. Changes to this Privacy Notice will be effective once they are posted unless otherwise indicated. We may choose to notify you by email to the email address in our records. We encourage you to periodically review our Privacy Notice to be sure you are familiar with the most current version.
8. Contact Information
If you have any questions or concern about this Privacy Notice or the privacy practices at WhoAI, please contact us at privacy@whoai.com.