Hirebridge Interview Assist Privacy Policy

1. About this policy

Hirebridge respects the privacy of candidates, interviewers and other interview participants. This policy explains how personal information is handled through Hirebridge Interview Assist ("Interview Assist").

Interview Assist helps Hirebridge customers document interviews through transcription and AI-assisted notes and summaries, depending on the features enabled. It covers:

• Interviews conducted through Zoom, Google Meet and Microsoft Teams
• Interview materials imported from other services

In this policy, "Customer" means the employer that uses Hirebridge and is conducting your interview. This policy supplements the Hirebridge Privacy Policy. The Customer also maintains its own privacy notices for its recruitment activities.

2. Roles and responsibilities

The Customer determines the purposes of processing interview information and acts as the data controller, or equivalent business, under applicable law. It is responsible for:

• Determining its lawful basis for using Interview Assist
• Providing appropriate notices to participants
• Obtaining any required permissions or consents
• Honoring candidate requests to opt out of AI processing

Hirebridge processes interview information on the Customer's behalf, following its instructions and the agreement between them.

3. Information we process

Depending on how Interview Assist is used, it may process:

Interview content may include sensitive personal information that participants choose to disclose. Participants should avoid sharing sensitive information that is unnecessary for the interview.

4. How Interview Assist works

Interview Assist retrieves transcripts over secure API connections and uses the Google Gemini large language model (LLM) to generate structured interview summaries and notes.

1. Connect. The Customer connects its Zoom, Google Meet or Microsoft Teams account to Hirebridge and enables Interview Assist.
2. Retrieve. Hirebridge uses secure, authenticated API connections to retrieve transcript details from the meeting platform. Customers can also import transcripts from other services.
3. Generate. Hirebridge sends the transcript to Google Gemini, which generates structured interview summaries and notes.
4. Review. The transcript, summaries and notes are added to the interview section of the candidate record for human review.

Google Gemini processes this data under contract as a Hirebridge subprocessor (see Addendum A). Our contract prohibits Google from using it to train its models.

Transcripts only — no audio or video

Interview Assist retrieves only the written transcript from Zoom, Google Meet and Microsoft Teams. Hirebridge does not retrieve, receive or store audio or video recordings of interviews. Any recordings remain with the meeting platform under the Customer's account and that platform's privacy practices.

5. How we use information

Hirebridge processes Interview Assist information only to provide the features the Customer requests:

• Retrieving Google Meet, Zoom and Microsoft Teams transcripts from the Customer's connected accounts
• Importing interview materials from other services
• Organizing transcripts and generating AI-assisted interview notes and summaries
• Adding those materials to the interview section of the candidate record

We may also process information as needed to maintain service reliability, investigate technical problems, protect the service against misuse, and meet legal obligations.

No AI model training. Hirebridge does not use interview transcripts or AI-processed transcript information to train AI models. Our contracts with AI providers prohibit them from using this data to train their models.

Google user data. Hirebridge's use and transfer to any other app of information received from Google APIs will adhere to the Google API Services User Data Policy, including the Limited Use requirements. Google Meet transcripts and related data are used only to provide Interview Assist features to the Customer. They are not used for advertising, not sold, not read by people except as permitted by that policy, and not used to develop, improve or train generalized AI or machine learning models.

6. AI-generated content and human review

All AI-generated content requires human review. AI-generated notes, summaries and speaker labels may contain errors, omissions or inaccurate interpretations. The Customer's authorized personnel must review them against the interview content before relying on them.

Interview Assist provides structured analysis and organization of interview content. It does not score or rank candidates, make hiring recommendations, or automatically advance or reject applicants. Hiring decisions remain with the Customer and its authorized personnel.

Questions about an interview summary or its use in a hiring decision should go to the Customer.

7. Notice, consent and your choices

Customer obligations. The Customer must tell participants when an interview will be transcribed or processed using AI. It must obtain any legally required consent before that processing begins. A meeting platform's recording or transcription indicator may supplement but does not replace these notices.

Opting out of AI processing. Candidates may opt out of any AI processing, including Interview Assist. To opt out, tell the recruiter or interviewer before or during the interview. If you opt out, your interview will not be processed through Interview Assist or other Hirebridge AI features.

Withdrawing consent later. You may opt out at any time. Opting out stops future processing. To remove information already collected, request removal as described in Section 10.

8. Interview materials imported from other services

Authorized users may import interview materials from other services into Interview Assist. Once Hirebridge receives them, they are processed under this policy.

The Customer must have authority to provide imported materials to Hirebridge. Its notices, permissions and consents must cover both the original collection and the later transcription, AI processing, storage and use through Interview Assist. An import does not establish that the original recording was lawfully obtained or that participants agreed to additional processing.

The originating service's privacy practices still govern the copy it retains. Deleting an imported item from Hirebridge does not delete the source copy.

9. Sharing and service providers

Customer access. Interview materials are available to the Customer and its authorized users according to its access settings and service arrangements.

Service providers. Hirebridge uses subprocessors for hosting, AI processing and other service functions. They are bound by contractual data protection requirements. The current list is in Addendum A: Subprocessor List, below.

Meeting platforms. Zoom, Google Meet and Microsoft Teams are the Customer's own providers. Their privacy practices govern the recordings and transcripts they hold.

Legal disclosures. We may disclose information where legally required or permitted, including to respond to valid legal requests or to protect the security and rights of Hirebridge, its Customers and affected individuals.

10. Retention and deletion

Transcripts and AI-processed transcript information are deleted when:

• The candidate is deleted from the system
• The candidate requests to be removed

To request removal, contact the Customer or privacy@hirebridge.com.

Deleted transcripts and AI-processed transcript information may persist in Hirebridge backups for up to 30 days under our backup retention policy, after which they are permanently removed.

Deleting information from Hirebridge does not remove copies held by the meeting platform or another service, or copies the Customer has downloaded or exported. Those copies follow the responsible organization's retention practices.

11. Security

Hirebridge applies technical and organizational safeguards designed to protect personal information against unauthorized access, loss, misuse or disclosure. No method of electronic transmission or storage can guarantee absolute security.

Safeguards include multi-factor authentication (MFA) for all production system access. Hirebridge operates within SOC 2 guidelines, and SOC 2 attestation is in progress.

12. Data hosting and location

Interview Assist data is hosted in the United States:

Information about participants outside the United States is transferred to and processed in the United States, as described in the Hirebridge Privacy Policy.

13. Your privacy rights

Depending on applicable law, you may have the right to:

• Access, correct or delete your personal information
• Obtain a copy of your personal information
• Restrict or object to processing, including opting out of AI processing
• Withdraw consent where processing relies on consent
• Complain to a data protection authority

Where to send requests. For interview information handled on a Customer's behalf, contact that Customer first. Hirebridge will assist as required by law and its agreement with the Customer.

14. Changes to this policy

Hirebridge may update this policy to reflect changes in Interview Assist, its processing practices or applicable requirements. The effective date shows the latest revision. Material changes will be communicated as required by law and relevant Customer agreements.

15. Contact us

For questions about how Hirebridge handles personal information, contact privacy@hirebridge.com.