AI Policy

This AI Policy (“Policy”) governs the use of artificial intelligence tools and features (“AI Tools”) made available by Service Provider to its users (“Users” or “you”) as part of its products and services. This Policy supplements, and is incorporated into, the Terms of Service or, if applicable, a Master Services Agreement. By using AI Tools provided by the Service Provider, you agree to this Policy.

This Artificial Intelligence Governance & Responsible Use Policy ("Policy") defines the legal, technical, and organizational principles governing the design, development, deployment, and use of artificial intelligence ("AI Systems") provided by Service Provider.

This Policy is adopted to ensure compliance with:

For the purposes of this Policy:

This Policy applies to all AI-enabled functionalities and services provided by Service Provider, including AI Systems used in recruitment, hiring, and HR-related contexts.

Where such systems are used for recruitment or employment-related purposes, they may qualify as high-risk AI systems within the meaning of the EU AI Act.

For the purposes of the EU AI Act, Service Provider acts as the AI system provider (vendor). Service Provider is responsible for:

Users, acting as Deployers, remain solely responsible for:

All AI Systems provided by Service Provider are intended exclusively as decision-support tools.

In particular:

The AI Systems provided by Service Provider do not constitute an automated employment decision tool (AEDT) and are not intended to substantially assist or replace human discretion in employment-related decisions. AI Systems do not independently evaluate, score, rank, accept, or reject candidates and must not be used as the sole or primary basis for employment decisions.

Under no circumstances shall AI outputs be considered final or determinative decisions.

All AI use cases described below operate exclusively within the decision-support framework described in this Policy. In all cases, AI-generated outputs are non-binding, subject to human review, and may be modified, overridden, or disregarded by the user at any time.

AI Systems summarize candidate CVs and profiles according to job-specific criteria defined by the customer. AI does not autonomously evaluate, rank, accept, or reject candidates. Summaries are intended solely to assist human users in efficiently reviewing applications.

AI Systems analyze and summarize assessment results to support interpretation by human users. AI does not determine candidate suitability, success, or employability. Final evaluation and decision-making remain exclusively with the customer.

AI Systems summarize qualitative NPS responses and identify thematic patterns. Outputs are used exclusively for internal analytics and service improvement. No automated decisions are taken based on NPS or feedback outputs.

Semantic search enables contextual retrieval of information across recruitment and HR-related datasets. The functionality does not perform evaluation, profiling, or decision-making. Semantic search operates solely as an information discovery tool.

Service Provider ensures effective human oversight by design:

Service Provider ensures that customers are informed: when AI Systems are used,

of the intended purpose and limitations of such systems, that AI outputs are advisory and subject to human judgment. Relevant information is provided through documentation, contractual terms, and user interfaces.

Due to the nature of artificial intelligence systems, AI-generated outputs may be incomplete, inaccurate, or contain errors. Service Provider does not warrant the accuracy or completeness of AI-generated outputs. Users remain solely responsible for verifying outputs and determining their suitability for any specific purpose.

Service Provider does not share customer, candidate, or user data with third parties for AI processing or model training, or operates AI Systems using infrastructure fully controlled by Service Provider. Service Provider does not use public APIs.

Personal data of candidates, users, or customers is not used to train, retrain, fine-tune, or improve AI models, whether in identifiable, anonymized, or pseudonymized form. Customer data is processed solely for the purpose of providing the contracted services.

Service Provider implements data governance measures to ensure that data processed by AI Systems is relevant, appropriate, and aligned with the intended purpose of the system.

Such measures include structured data selection and validation practices, assessment and mitigation of potential sources of bias, safeguards designed to prevent discriminatory or unlawful profiling, and continuous monitoring of AI System behavior throughout its lifecycle, including post-deployment performance and impact assessment. These measures are periodically reviewed and updated as part of AI risk management framework.

Service Provider: defines and monitors accuracy and performance metrics, tests AI Systems against abnormal and edge-case inputs, implements safeguards against misuse or manipulation, applies industry-standard information security practices.

AI Systems provided by Service Provider: maintain logs of relevant inputs and outputs, enable traceability of AI-assisted processes, support audits, investigations, and regulatory inspections, are subject to post-market monitoring in accordance with the EU AI Act.

Customers shall not use AI Systems provided by Service Provider: for fully automated hiring or employment decisions, for discriminatory or unlawful purposes, outside the documented intended purpose of the system.

This Policy is reviewed periodically and updated to reflect: regulatory developments, technological changes, evolving best practices in responsible AI. This Policy may be updated from time to time. Continued use of the AI Tools after changes are published constitutes acceptance of the updated Policy.

For questions regarding AI governance, compliance, or this Policy, send us email at: [email protected].