FULFILHIRE LEGAL

Data Processing & AI Interview Terms

These terms describe the privacy responsibilities around candidate data, AI interviews, recordings and service providers.

Effective: 22 July 2026 · Draft for qualified legal review before commercial launch

Roles

For customer-directed recruitment workflows, the customer determines the purpose and permitted use of candidate data and FulfilHire processes it on documented instructions. FulfilHire may separately determine purposes for account security, billing and legal compliance.

Customer instructions and authority

The customer must have a lawful basis for candidate data, provide required notices, configure approved interview purposes and avoid uploading information that is unnecessary for the role.

AI interviews and recording

Every AI interview must disclose that the candidate is speaking with AI, state whether audio or a transcript will be recorded, explain the purpose and obtain an affirmative response before screening begins. Refusal or withdrawal must stop optional processing and provide a human route.

Purpose limitation and minimisation

FulfilHire limits AI context to the selected job, candidate, approved knowledge and current hiring round. Protected characteristics must not be inferred or used. Later-round questions are not permitted during an earlier round.

Subprocessors

Approved hosting, AI, speech, telephony, messaging and support providers may process only the information needed for their service. Customers should review the active provider list and any country-specific transfer restrictions before launch.

Security and incidents

FulfilHire uses organisation isolation, role-based access, encrypted transport, audit events and operational safeguards. Confirmed personal-data incidents are investigated, contained and notified as required by applicable law and contract.

Retention, deletion and return

Candidate data, audio and transcripts should be retained only for an approved hiring purpose and configured period. On valid instruction or withdrawal, FulfilHire will delete or return data unless continued retention is legally required.

Rights and grievance handling

Customers must support access, correction, erasure, withdrawal and grievance requests. Requests received by FulfilHire will be authenticated and routed to the responsible customer or handled for FulfilHire-controlled data.