Candidate privacy notice

1. Who processes your data

The company whose vacancy you are applying for, or on whose careers page you leave your CV (the "Company"), is the controller. Its name appears on the vacancy and the interview page. When an individual recruiter runs the vacancy, that recruiter is the "Company" in this notice and the controller; the vacancy and the interview page name them, and the employer they recruit for when they give one.

AuraHR, 24 University Street, Tbilisi, Georgia ("AuraHR") is the processor: it processes your data on the Company’s behalf and on its written instructions. If you separately agree to AI improvement (section 7), AuraHR is the controller for that purpose. AuraHR is also the controller of the rating you may give after the interview (section 8). Contact for all of these: privacy@aurahr.ge.

2. What we process

• your name, email and any reference number the Company gives you;
• your CV, the text taken from it, and the details read from it (work history, education, skills, languages) so the Company can search its applicants;
• if you leave your CV without applying to a vacancy (a general application): the kind of role you say you are looking for;
• the full audio of a Live Interview, video and audio recordings of each Recorded Interview answer, and the transcript;
• in a Live Interview, your camera: it must stay on. If the Company turned on camera recording, your camera is recorded as video, in parts, for the whole Live Interview; if not, two still photos a minute are taken and sent with your interview, and the camera preview you see stays on your device and is not recorded;
• if the Company turned them on: still screenshots of your shared screen, and each time you leave the interview tab;
• the AI assessment (topic levels, overall score, CV score) and notes by the Company’s staff;
• if you apply on a careers page: the name of the website that brought you there, such as jobs.ge, or the channel named in the link you followed, such as Telegram; never the address of the page itself;
• technical data: device check results and connection times.

Your voice and image are not used to identify you, so they are not processed as biometric data. Please do not share health, religious, political or other special-category information during the interview; it is not assessed.

If you end a Live Interview early, the answers you gave until then are sent to the Company and assessed. The practice question before a Recorded Interview stays on your device: your practice answer is not uploaded or kept.

3. Purposes and legal bases

• considering your application and running and assessing the interview: processing necessary to consider your application;
• recording interview audio, answer video in Recorded Interviews and, if the Company turned on camera recording, camera video in a Live Interview: your consent, which you give by pressing “Agree and continue” before the interview;
• security, fraud prevention and defending legal claims: the Company’s and AuraHR’s significant legitimate interest;
• considering you for the Company’s other vacancies: only with your separate, voluntary consent on the application form. Without it, your application is considered only for the vacancy you applied to;
• a general application, when you leave your CV on a careers page without applying to a vacancy: it is kept so the Company can consider you for its vacancies, now and later. Sending it is your consent to this. You can withdraw it at any time by writing to privacy@aurahr.ge, and your data is then deleted;
• improving AuraHR’s AI: only with your separate, voluntary consent, asked after the interview. It is optional, and your answer changes nothing for your application;
• your optional rating of the interview: AuraHR’s legitimate interest in improving its interviews (section 8).

When you apply on a careers page, sending your application confirms that you are 16 or older and have read this notice.

Providing your data is not a legal obligation, but without it you cannot take the interview in this format. You can ask for another way to be interviewed.

4. Automated assessment

AI compares your answers with criteria the Company set in advance and gives a level for each topic, with the evidence it relies on quoted from the transcript; an overall score is calculated from these. The AI makes no decision about you: a person at the Company reviews the results and decides. You can ask for a person to review, give your view, and contest the result.

5. Recipients

Authorised staff of the Company, and AuraHR’s service providers, who process data only on AuraHR’s instructions and under confidentiality obligations: hosting and data storage, audio and video connection, speech-to-text and voice synthesis, AI text analysis, and email delivery. Providers do not use your data for their own purposes, including training their own AI models.

6. Transfers abroad

Your data is stored in the European Union (Germany). Some providers process it in the United States: voice synthesis, AI text analysis, email delivery and technical logs. Transfers happen only to countries that provide adequate data protection safeguards, or under a contract that provides those safeguards. Details: privacy@aurahr.ge.

7. AI improvement (optional)

After the interview, AuraHR asks whether it may use your interview to improve its AI. Answering is optional, and your answer changes nothing for your application. If you agree, AuraHR may use your interview audio, answer video, transcript and assessment to improve its speech recognition and assessment systems. Camera video from a Live Interview is not used for this. You can withdraw at any time: right after the interview on the same page, or later by writing to privacy@aurahr.ge; your data is then no longer used for this.

8. Rating the interview (optional)

After the interview, including one that ended because of a problem, you can rate it for up to 7 days: a score from 1 to 5, a few tags and, if you like, a short comment. AuraHR is the controller of the rating and uses it, on the basis of its legitimate interest, only to improve its interviews. The rating is not shared with the Company and does not affect your application. It is deleted together with your other data (section 9), and you can ask for it to be deleted at any time.

9. How long we keep it

Your data is kept for up to 24 months after your last activity (application, interview, review) and then deleted automatically. If the Company deletes the vacancy, all its Candidates’ data is deleted within minutes. On deletion, only de-personalised statistics that cannot identify you may remain; when you ask for deletion, not even these are kept.

A general application is kept on the same terms: for up to 24 months after your last activity, so the Company can consider you for its vacancies in that time.

10. Your rights

Free of charge, you can ask for: information about the processing, access and a copy, correction, stopping processing or deletion, blocking, portability, human review, and to withdraw consent. We answer within 10 working days (in exceptional cases 10 more, and we tell you at once), and within 3 working days for blocking. Write to privacy@aurahr.ge; we may ask for information to confirm who you are.

11. Complaints

If you believe your rights were breached, you can turn to the Personal Data Protection Service of Georgia, a court, or a higher administrative body.

12. Security

Data is encrypted in transit and at rest, only authorised people can access it, and every access and change is logged.

13. Changes

Every version of this notice is kept. If it changes materially, you will see the new version before your data is processed again.