Personal Data Protection Policy

Introduction

VoiceHire is an AI-powered platform specializing in candidate pre-qualification. Data security and privacy protection are fundamental priorities for our organization. We are committed to implementing mechanisms ensuring compliance with applicable legal standards and maintaining full transparency regarding our information practices.

Applied Principles

Our organization adheres to the following commitments regarding data processing:

• Full transparency regarding the purposes of data collection and use
• Respect for individual preferences and instructions
• Collection limited to strictly necessary information
• Access restricted to authorized personnel only
• Rigorous security measures, both technical and organizational
• Dedicated contact mechanism for exercising data rights
• GDPR compliance tools made available to clients

This notice explains how your personal data is processed in the context of the use of the VoiceHire solution by yourself and by the recruiting organization that initiated this exchange. Unless otherwise stated, the recruiting organization remains responsible for the processing of your personal data. VoiceHire acts primarily as a technical data processor, providing the interview, transcription, analysis, and restitution solution to the recruiter. VoiceHire may also process certain data as a data controller for its own purposes, including security, technical support, handling requests addressed to it, and service improvement.

Purpose of Use

1. To assess the match between your candidate profile and a job offer and its job description.
2. To identify in advance your potential interest in career development and in applying to a specific job offer.
3. To assess your candidate profile in specific areas (language assessments, skills tests, etc.).
4. To offer you new job opportunities matching your profile.

Categories of Data Collected

Personal data processed by VoiceHire may include: identification data, contact details, CV information, professional experience, education, skills, availability, salary expectations, interview answers, audio recordings, transcriptions, summaries, assessments, test results, job fit scores, technical metadata, and data required for service security and traceability.

VoiceHire and the recruiting organization do not request "sensitive" data within the meaning of the GDPR, such as health data, political opinions, religious beliefs, trade union membership, or sexual orientation. If you voluntarily share such information in your CV or during the interview, it will be processed only to the extent strictly necessary for the relevant process, or deleted/minimized where possible.

Purposes and Lawfulness of Processing

Data Recipients

The data collected is intended for the staffing agency, recruitment firm, or employer that initiated the recruitment campaign for which you were in contact with the tools developed by VoiceHire. Your profile is never shared with other organizations using the solution. VoiceHire also relies on sub-processors established in the European Union to detect whether a call reaches a voicemail box (Gladia, which is contractually bound to destroy the data as soon as that check is complete) and to deliver the messages sent to you (Brevo), as well as on the non-EU sub-processors listed below.

Retention Period

After our last contact, your personal data is by default retained for 24 months. During that period, your profile remains visible to the recruiting organization you applied to, and to that organization only, which may offer you other positions matching your profile. You may object to this at any time, with no effect on your ongoing application, using the data rights form below, or the withdrawal link where one is included in the messages sent to you. At the end of the 24 months, your CV and the recording of your interview are deleted, together with every written item concerning you: the transcript of what you said, the summary of your profile, reports, assessment comments and recruiter notes. Only figures and dates remain — scores, timestamps, the link to the campaign — which no longer allow you to be identified. This anonymization is irreversible.

Data Sources

1. Information you have previously agreed to share through a spontaneous application or in response to a job offer from a staffing agency, recruitment firm, or organization acting on its own behalf.
2. Additional information provided by you and collected by VoiceHire as part of the relevant recruitment process: CV and phone interviews.

Processing Method

The content of your CV and/or audio interviews is analyzed by algorithms incorporating artificial intelligence technologies in order to transcribe your CV / interviews as accurately as possible, and to highlight the key elements therein. Depending on your CV and answers, and according to the settings applied by the organization initiating the recruitment campaign, our application reformats this data and may then assign a fit score between your candidate profile and the job description if your interview is linked to a specific position. The same applies to language assessments and skills tests. Where the "scoring" option is enabled, it is important to note that the application does not assign a score to a candidate as such, but rather a fit score for a given job description. Consequently, the same candidate may receive very different scores depending on their CV, interviews, and the job offers they apply for. This process is solely intended to facilitate the work of the recruitment department and to speed up the processing of applications, but does not replace a human review aimed at confirming or refuting the tool's scoring suggestion. Where the recruiting organization enables automated CV analysis, that analysis may route your application to a separate, clearly flagged folder: your application is not removed from the process, it remains available to the recruiting organization, which reviews it and may return it to the standard pathway. You may request that a person review this routing using the data rights form below. No decision producing legal effects, or similarly significantly affecting you, is taken exclusively on the basis of automated processing by VoiceHire. The results provided by the solution constitute a pre-qualification aid and must be reviewed by an authorized person within the recruiting organization.

Transfer of Your Data Outside the European Union

Your personal data is stored in France and Germany, both countries being natively covered by the GDPR. As part of the technologies used for conducting interviews and transcribing them, your CVs and audio exchanges with our tools also transit through various software components hosted in the United States. In accordance with the GDPR, each of these processes is covered by standard contractual clauses (SCCs) and Data Processing Agreements (DPAs) with the relevant providers, in order to guarantee the protection of your personal data.

Notice for Clients and Prospects

Purpose of Use

Data facilitates platform testing, solution use, and service provision.

Categories of Data Collected

Names, email addresses, phone numbers, and, where you use the dictation feature to draft your interview questions, the corresponding voice recording.

Legal Basis

• Consent (Article 6-1.a of GDPR)
• Contract performance / pre-contractual measures (Article 6-1.b of GDPR)
• Legitimate interests (Article 6-1.f of GDPR)

Data Recipients

Recruitment agencies, temporary staffing firms, or employers initiating the campaigns.

Retention Period

Data is retained for 36 months after the last platform use before anonymization or deletion.

Data Sources

Information submitted during account creation or provided by employers.

Processing Method

Data use is limited to application access, technical support requests, and service communications.

International Transfers

Storage in France and Germany (GDPR compliant). Where you use the interview question dictation feature, the voice recording is transmitted to Groq (United States) for the sole purpose of transcribing it, under a data processing agreement and standard contractual clauses limiting its retention to the period needed to perform the service. The recording is not retained by VoiceHire: only the resulting text is stored with your campaign.

Rights and Contact

Individual Rights

Data subjects retain their rights of access, portability, rectification, erasure, withdrawal of consent, restriction, not to be subject to solely automated decisions, and objection regarding their personal data.

Exercise Mechanism

A dedicated form processes rights-related requests, with a maximum response time of 30 days. For an erasure request, deletion is carried out within 30 days of the request being processed: your record is removed from the application immediately, and a technical copy is kept for that period so that an accidental deletion can be undone, before the record, your CV and the recording of your interview are destroyed for good. Objecting to the retention of your profile, by contrast, takes effect immediately.

Important Notice

The contact form exclusively processes data rights requests. Alternative requests will not receive a response.

Complaint Authority

Complaints for non-compliance can be addressed to the CNIL: https://www.cnil.fr/fr/adresser-une-plainte

Exercise Your Rights

To exercise your rights regarding your personal data, please complete the form below providing any information useful for processing your request.

After submitting the form, you will receive a confirmation email. Your request will then be subject to manual analysis and appropriate processing within 30 days.

Organization Information