Privacy Policy

• Visit our website at https://interviewflowai.com, or any website of ours that links to this privacy notice
• Engage with us in other related ways, including any sales, marketing, or events

Questions or concerns? Reading this privacy notice will help you understand your privacy rights and choices. If you do not agree with our policies and practices, please do not use our Services. If you still have any questions or concerns, please contact us at support@interviewflowai.com.

Summary of Key Points

This summary provides key points from our privacy notice, but you can find out more details about any of these topics by reviewing the full privacy policy below.

What personal information do we process? When you visit, use, or navigate our Services, we may process personal information depending on how you interact with us and the Services, the choices you make, and the products and features you use.

Do we receive any information from third parties? We may receive information from third-party social media login providers and payment processors. We do not purchase or receive marketing lists from data brokers.

How do we process your information? We process your information to provide, improve, and administer our Services, communicate with you, for security and fraud prevention, and to comply with law. We may also process your information for other purposes with your consent.

In what situations and with which parties do we share personal information? We may share information in specific situations and with specific third parties, as described in this policy.

How do we keep your information safe? We have organizational and technical processes and procedures in place to protect your personal information. However, no electronic transmission over the internet or information storage technology can be guaranteed to be 100% secure.

What are your rights? Depending on where you are located geographically, the applicable privacy law may mean you have certain rights regarding your personal information.

How do you exercise your rights? The easiest way to exercise your rights is by emailing support@interviewflowai.com, or by contacting us. We will consider and act upon any request in accordance with applicable data protection laws.

Do we use interview or assessment content to train AI models? We do not use your interview recordings, video, transcripts, screening responses, or application materials to train or fine-tune general-purpose or generative artificial intelligence models, including large language models.

1. Information We Collect and How We Collect It

a. Personal Information Provided by You

We collect personal information that you voluntarily provide to us when you register on the Services, express an interest in obtaining information about us or our products and Services, when you participate in activities on the Services, or otherwise when you contact us.

Personal information we collect may include:

• Name
• Phone number
• Email addresses
• Job title
• Username
• Password
• Employment data, such as resume, experience, background, and education
• Contact preferences
• Contact or authentication data
• Billing address
• Debit/credit card number

All personal information that you provide to us must be true, complete, and accurate, and you must notify us of any changes to such personal information.

b. Payment Data

We may collect data necessary to process your payment if you make purchases, such as your payment instrument number, and the security code associated with your payment instrument. All payment data is stored by our payment processor. You may find their privacy notice here: Dodo Payments’ privacy policy.

c. Social Media Login Data

Our Services offer you the ability to register and log in using your third-party social media account details (like your Google). Where you choose to do this, we will receive certain profile information about you from your social media provider. The profile information we receive may vary depending on the social media provider concerned, but will often include your name, email address, and profile picture, as well as other information you choose to make public on such a social media platform.

We will use the information we receive only for the purposes that are described in this privacy notice or that are otherwise made clear to you on the relevant Services. Please note that we do not control, and are not responsible for, other uses of your personal information by your third-party social media provider. We recommend that you review their privacy notice to understand how they collect, use, and share your personal information.

Google API Data Usage

InterviewFlowAI uses Google Calendar access to power its AI interview scheduling and notetaker features.

With the requested calendar scope, users can schedule, update, reschedule, and cancel candidate interviews directly from the InterviewFlowAI dashboard. The application creates, edits, and deletes calendar events on behalf of the user when they perform these actions.

InterviewFlowAI's AI Notetaker also joins scheduled interview meetings to capture notes, generate interview summaries, and provide insights that are displayed on the recruiter's dashboard. Calendar access is used to identify the relevant interview meetings and ensure the AI assistant joins the correct scheduled sessions.

These permissions are only used to provide the requested scheduling and interview assistant functionality.

InterviewFlowAI'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.

d. Information Automatically Collected

Some information — such as your Internet Protocol (IP) address and/or browser and device characteristics — is collected automatically when you visit our Services.

We automatically collect certain information when you visit, use, or navigate the Services. This information does not reveal your specific identity (like your name or contact information) but may include device and usage information, such as your IP address, browser and device characteristics, operating system, language preferences, referring URLs, device name, country, location, information about how and when you use our Services, and other technical information. This information is primarily needed to maintain the security and operation of our Services, and for our internal analytics and reporting purposes.

Like many businesses, we also collect information through cookies and similar technologies. The information we collect includes:

• Log and Usage Data. Log and usage data is service-related, diagnostic, usage, and performance information our servers automatically collect when you access or use our Services and which we record in log files. Depending on how you interact with us, this log data may include your IP address, device information, browser type, and settings and information about your activity in the Services.
• Device Data. We collect device data such as information about your computer, phone, tablet, or other device you use to access the Services. Depending on the device used, this device data may include information such as your IP address (or proxy server), device and application identification numbers, location, browser type, hardware model, Internet service provider and/or mobile carrier, operating system, and system configuration information.
• Location Data.We collect location data such as information about your device’s location, which can be either precise or imprecise. How much information we collect depends on the type and settings of the device you use to access the Services. For example, we may use GPS and other technologies to collect geolocation data that tells us your current location (based on your IP address).

e. Interview and Assessment Data

As part of our AI-powered interview services, we collect:

• Audio recordings of voice interviews and AI phone screening calls
• Video recordings of video interviews
• Transcripts and AI-generated assessments
• Tone and emotion analysis from phone screening
• Responses to screening questions
• Call metadata such as duration and timestamps
• Resume and application materials
• Tab switching and facial tracking, if enabled by the employer

We collect this information to deliver recruiting and screening services for employers and agencies that use InterviewFlowAI and to operate and secure our Services. All AI-led calls begin with a disclaimer stating that the call is conducted by AI, recorded, and evaluated. Proceeding with the call constitutes your consent.

We do not use interview or assessment data, including audio, video, transcripts, AI-generated assessments, tone and emotion analysis, screening responses, or résumé or application materials, to train, fine-tune, or otherwise improve general-purpose or generative artificial intelligence models (including large language models). We process this information to deliver the recruiting and screening services for the employer or agency that uses InterviewFlowAI, to operate and secure our services, and as otherwise described in this privacy notice.

f. Information Collected from Minors

We do not knowingly solicit data from or market to children under 18 years of age. By using the Services, you represent that you are at least 18 or that you are the parent or guardian of such a minor and consent to such minor dependent’s use of the Services. If we learn that personal information from users less than 18 years of age has been collected, we will deactivate the account and take reasonable measures to promptly delete such data from our records. If you become aware of any data we may have collected from children under age 18, please contact us at support@interviewflowai.com.

2. Why and How We Process Your Information

We process your information to provide, improve, and administer our Services, communicate with you, for security and fraud prevention, and to comply with law. We may also process your information for other purposes with your consent.

Internal research, analytics, and technological development activities we describe in this notice do not include using interview or assessment content (such as audio, video, transcripts, screening responses, or application materials) to train or fine-tune general-purpose or generative artificial intelligence models, including large language models, as described above under Interview and Assessment Data.

Reasons for Processing Your Information

We may process your personal information for a variety of reasons, depending on your use of the Services, including:

• To facilitate account creation and authentication and otherwise manage user accounts. We may process your information so you can create and log in to your account, as well as keep your account in working order.
• To deliver and facilitate delivery of services to the user. We may process your information to provide you with the requested service.
• To respond to user inquiries/offer support to users. We may process your information to respond to your inquiries and solve any potential issues you might have with the requested service.
• To send administrative information to you. We may process your information to send you details about our products and services, changes to our terms and policies, and other similar information.
• To fulfill and manage your orders. We may process your information to fulfill and manage your orders, payments, returns, and exchanges made through the Services.
• To enable user-to-user communications. We may process your information if you choose to use any of our offerings that allow for communication with another user.
• To request feedback. We may process your information when necessary to request feedback and to contact you about your use of our Services.
• To send you marketing and promotional communications. We may process the personal information you send to us for our marketing purposes, if this is in accordance with your marketing preferences. You can opt out of our marketing emails at any time.
• To protect our Services. We may process your information as part of our efforts to keep our Services safe and secure, including fraud monitoring and prevention.
• To identify usage trends. We may process information about how you use our Services to better understand how they are being used so we can improve them.
• To determine the effectiveness of our marketing and promotional campaigns. We may process your information to better understand how to provide marketing and promotional campaigns that are most relevant to you.
• To save or protect an individual’s vital interest. We may process your information when necessary to save or protect an individual’s vital interest, such as to prevent harm.

Disclosure or Sale to Third Parties

We have not disclosed, sold, or shared any personal information to third parties for a business or commercial purpose. We do not sell your personal data.

International Data Transfers

We may transfer personal information to countries other than the country in which the data was originally collected. These countries may not have the same data protection laws as the country in which you initially provided the information. When we transfer your personal information to other countries, we will protect that information as described in this Privacy Policy.

3. Our Legal Basis for Processing Your Information

For Residents of the European Union and the United Kingdom

We only process your personal information when we believe it is necessary and we have a valid legal reason (i.e., legal basis) to do so under applicable law, such as with your consent, to comply with laws, to provide you with services to enter into or fulfill our contractual obligations, to protect your rights, or to fulfill our legitimate business interests.

The General Data Protection Regulation (GDPR) and UK GDPR require us to explain the valid legal bases we rely on in order to process your personal information. As such, we may rely on the following legal bases to process your personal information:

• Consent. We may process your information if you have given us permission (i.e., consent) to use your personal information for a specific purpose. You can withdraw your consent at any time.
• Performance of a Contract. We may process your personal information when we believe it is necessary to fulfill our contractual obligations to you, including providing our Services or at your request prior to entering into a contract with you.
• Legitimate Interests. We may process your information when we believe it is reasonably necessary to achieve our legitimate business interests and those interests do not outweigh your interests and fundamental rights and freedoms. For example, we may process your personal information for some of the purposes described in order to:
  • Send users information about special offers and discounts on our products and services
  • Analyze how our Services are used so we can improve them to engage and retain users
  • Support our marketing activities
  • Diagnose problems and/or prevent fraudulent activities
  • Understand how our users use our products and services so we can improve user experience
• Legal Obligations. We may process your information where we believe it is necessary for compliance with our legal obligations, such as to cooperate with a law enforcement body or regulatory agency, exercise or defend our legal rights, or disclose your information as evidence in litigation in which we are involved.
• Vital Interests. We may process your information where we believe it is necessary to protect your vital interests or the vital interests of a third party, such as situations involving potential threats to the safety of any person.

4. When and With Whom We Share Your Personal Information

We may share information in specific situations described in this section and/or with the following third parties.

Information Shared with Third Parties

We may need to share your personal information in the following situations:

• Business Transfers. We may share or transfer your information in connection with, or during negotiations of, any merger, sale of company assets, financing, or acquisition of all or a portion of our business to another company.
• Affiliates. We may share your information with our affiliates, in which case we will require those affiliates to honor this privacy notice. Affiliates include our parent company and any subsidiaries, joint venture partners, or other companies that we control or that are under common control with us.
• Business Partners. We may share your information with our business partners to offer you certain products, services, or promotions.
• Service Providers. We may disclose your personal information with our service providers pursuant to a written contract between us and each service provider. Trusted third-party service providers such as voice or call processing vendors may access data only as needed to deliver our services securely and reliably.
• With Employers. Data is shared with the employer responsible for the interview or screening you have participated in.
• Other Users. When you share personal information (for example, by posting comments, contributions, or other content to the Services) or otherwise interact with public areas of the Services, such personal information may be viewed by all users and may be publicly made available outside the Services in perpetuity.

Internal Business Purposes

We may use your personal information for our own business purposes, such as for undertaking internal research for technological development and demonstration. Such activities do not include using interview or assessment data (including audio, video, transcripts, screening responses, or résumé or application materials) to train, fine-tune, or improve general-purpose or generative artificial intelligence models, including large language models, consistent with the Interview and Assessment Data section above. This is not considered to be “selling” of your personal information.

5. Cookies and Other Tracking Technologies

Use of Cookies

We may use cookies and similar tracking technologies (like web beacons and pixels) to access or store information. We use cookies to personalize your experience, improve platform performance, and analyze usage trends. With your analytics consent, we use PostHog and Google Analytics to understand product usage and website activity so we can improve usability, measure feature adoption, and monitor site performance. For more information, visit the PostHog Privacy Policy and the Google Privacy Policy.

Disabling Cookies

Most web browsers are set to accept cookies by default. If you prefer, you can usually choose to set your browser to remove cookies and to reject cookies. If you choose to remove cookies or reject cookies, this could affect certain features or services of our Services.

Do-Not-Track Features

Most web browsers and some mobile operating systems and mobile applications include a Do-Not-Track (“DNT”) feature or setting you can activate to signal your privacy preference not to have data about your online browsing activities monitored and collected. At this stage, no uniform technology standard for recognizing and implementing DNT signals has been finalized. As such, we do not currently respond to DNT browser signals or any other mechanism that automatically communicates your choice not to be tracked online.

6. Information Retention

We will use and retain the collected personal information as needed to provide the Services or for as long as the user has an account with us.

We will only keep your personal information for as long as it is necessary for the purposes set out in this privacy notice, unless a longer retention period is required or permitted by law (such as tax, accounting, or other legal requirements). No purpose in this notice will require us keeping your personal information for longer than the period of time in which users have an account with us.

When we have no ongoing legitimate business need to process your personal information, we will either delete or anonymize such information, or, if this is not possible (for example, because your personal information has been stored in backup archives), then we will securely store your personal information and isolate it from any further processing until deletion is possible.

7. Security Measures

We have implemented appropriate and reasonable technical and organizational security measures designed to protect the security of any personal information we process. Data is securely stored on Amazon AWS servers and cloud services used by our voice and telephony partners. We use encryption and role-based access controls to safeguard user data, including:

• Encryption of data in transit and at rest
• Secure access controls
• Regular audits and monitoring

However, despite our safeguards and efforts to secure your information, no electronic transmission over the Internet or information storage technology can be guaranteed to be 100% secure, so we cannot promise or guarantee that hackers, cybercriminals, or other unauthorized third parties will not be able to defeat our security and improperly collect, access, steal, or modify your information. Although we will do our best to protect your personal information, transmission of personal information to and from our Services is at your own risk. You should only access the Services within a secure environment.

8. Your Privacy Rights (GDPR)

EEA and UK Residents

If you are a resident of the European Economic Area or United Kingdom, you have the following data protection rights under the General Data Protection Regulation (GDPR):

• You may access, correct, update, or request deletion of your personal information.
• You can object to the processing of your personal information, ask us to restrict the processing of your personal information, or request portability of your personal information.
• You have the right to opt-out of marketing communications we send you at any time. You can exercise this right by clicking on the “unsubscribe” or “opt-out” link in the marketing emails we send you.
• If we have collected and processed your personal information with your consent, you can withdraw your consent at any time. Withdrawing your consent will not affect the lawfulness of any processing we conducted prior to your withdrawal, nor will it affect the processing of your personal information conducted in reliance on lawful processing grounds other than consent.
• You have the right to complain to a data protection authority about our collection and use of your personal information.

We respond to all requests we receive from individuals wishing to exercise their data protection rights in accordance with applicable data protection laws. If you are an EEA or UK resident and wish to exercise these rights, please contact us at support@interviewflowai.com.

If you are located in the EEA or UK and you believe we are unlawfully processing your personal information, you have the right to complain to your Member State data protection authority or UK data protection authority.

If you are located in Switzerland, you may contact the Federal Data Protection and Information Commissioner.

9. Right to Modify or Withdraw Information and Consent

Withdrawing Consent

If we are relying on your consent to process your personal information, which may be express and/or implied consent depending on the applicable law, you have the right to withdraw your consent at any time. You can withdraw your consent at any time by contacting us by using the contact details provided in the “Contact Us” section below.

However, please note that this will not affect the lawfulness of the processing before its withdrawal nor, when applicable law allows, will it affect the processing of your personal information conducted in reliance on lawful processing grounds other than consent.

Opting out of Marketing and Promotional Communications

You can unsubscribe from our marketing and promotional communications at any time by clicking on the unsubscribe link in the emails that we send, or by contacting us using the details provided below. You will then be removed from the marketing lists. However, we may still communicate with you — for example, to send you service-related messages that are necessary for the administration and use of your account, to respond to service requests, or for other non-marketing purposes.

Account Information

If you would at any time like to review or change the information in your account or terminate your account, you can:

• Log in to your account settings and update your user account.
• Contact us using the contact information provided.

Upon your request to terminate your account, we will deactivate or delete your account and information from our active databases. However, we may retain some information in our files to prevent fraud, troubleshoot problems, assist with any investigations, enforce our legal terms and/or comply with applicable legal requirements.

Verification Process

Upon receiving your request, we will need to verify your identity to determine you are the same person about whom we have the information in our system. These verification efforts require us to ask you to provide information so that we can match it with information you have previously provided us.

We will only use personal information provided in your request to verify your identity or authority to make the request. To the extent possible, we will avoid requesting additional information from you for the purposes of verification. However, if we cannot verify your identity from the information already maintained by us, we may request that you provide additional information for the purposes of verifying your identity and for security or fraud-prevention purposes.

10. Deletion of Your Information (Including Interview Data)

You may request deletion of personal information we hold about you, subject to applicable law and legitimate exceptions (for example, where we must retain certain records for legal, security, or dispute-resolution purposes, or where your information is processed on behalf of an employer customer who controls the hiring process).

How to request: Email support@interviewflowai.com from the email address associated with your account or candidacy (or include details that allow us to verify your identity).

We will confirm receipt, verify your request where required, and respond within the timeframes required by applicable law. If we cannot fulfill all or part of your request, we will explain why, to the extent permitted by law.

If your interview was arranged through an employer or agency that uses InterviewFlowAI, we may need to coordinate with that organization where they are responsible for certain decisions about your data.

11. Your California Privacy Rights (CCPA / CPRA)

This section provides additional information for California residents pursuant to the California Consumer Privacy Act (CCPA) and the California Privacy Rights Act (CPRA). If you are a California resident, you have specific rights regarding your personal information as described below.

Your California Privacy Rights

If you are a California resident, you have the right to:

• Right to Know: Request disclosure of the categories and specific pieces of personal information we have collected about you, the categories of sources from which the information was collected, the business or commercial purpose for collecting the information, and the categories of third parties with whom we share personal information.
• Right to Delete: Request that we delete personal information we have collected from you, subject to certain legal exceptions.
• Right to Correct: Request that we correct inaccurate personal information we maintain about you.
• Right to Opt-Out of Sale or Sharing: Opt out of the sale or sharing of your personal information, if applicable.
• Right to Limit Use of Sensitive Personal Information: Limit the use and disclosure of sensitive personal information to purposes necessary to provide the Services.
• Right to Non-Discrimination: Not receive discriminatory treatment for exercising any of your California privacy rights.

Do Not Sell or Share My Personal Information

InterviewFlowAI does not sell your personal information to third parties.

InterviewFlowAI also does not share personal information for cross-context behavioral advertising purposes as defined under the CCPA and CPRA.

Categories of Personal Information Collected

In the preceding twelve (12) months, we have collected the following categories of personal information:

• Identifiers (name, email address, phone number, IP address) — Collected
• Personal information categories listed in the California Customer Records statute (name, contact details, employment data) — Collected
• Commercial information (transaction records, purchase history) — Collected
• Internet or other electronic network activity information (browsing history, search history, interactions with our Services) — Collected
• Geolocation data (IP-based location) — Collected
• Audio, electronic, visual, thermal, olfactory, or similar information (audio and video recordings of interviews) — Collected
• Professional or employment-related information (resume, work history, education) — Collected
• Inferences drawn from personal information (AI-generated assessments, candidate evaluations) — Collected
• Sensitive personal information (account credentials, precise geolocation) — Collected with consent

Categories of Sources

We collect personal information from the following sources:

• Directly from you
• Automatically when you use our Services
• From third-party service providers acting on our behalf

Business or Commercial Purposes for Collection

We collect and use personal information for the following purposes:

• To provide, maintain, and improve our Services
• To process transactions and manage user accounts
• To communicate with users and provide customer support
• To ensure security, prevent fraud, and maintain service integrity
• To comply with legal and regulatory obligations
• For internal research and product improvement, which does not include using interview or assessment content to train or fine-tune general-purpose or generative artificial intelligence models (including large language models), as described elsewhere in this notice

Categories of Third Parties

We may disclose personal information to:

• Service providers who perform services on our behalf under written contracts
• Affiliates
• Employers or agencies responsible for your interview or screening
• Government authorities or regulators when required by law

How to Exercise Your California Privacy Rights

You may submit a verifiable consumer request by emailing us at support@interviewflowai.com.

We will respond to verifiable consumer requests within 30 days of receipt. If additional time is required, we will notify you of the reason and extension period.

You may also designate an authorized agent to submit a request on your behalf. We may require verification of your identity and proof of authorization before processing such requests.

Policy Updates

This Privacy Policy is reviewed and updated at least annually or as required by applicable law. The “Effective Date” at the top of this policy reflects the most recent update.

12. Additional Jurisdiction-Specific Rights

In addition to the GDPR rights (Section 8) and California privacy rights (Section 11), InterviewFlowAI acknowledges and strives to comply with other applicable data protection laws including:

• India: The Digital Personal Data Protection Act, 2023 (DPDP Act) and the Information Technology Act, 2000
• Other U.S. State Privacy Laws: Including the Virginia Consumer Data Protection Act (VCDPA), Colorado Privacy Act (CPA), Connecticut Data Privacy Act (CTDPA), and other comprehensive state privacy laws as they come into effect

If you are a resident of a jurisdiction with specific privacy rights and wish to exercise those rights, please contact us at support@interviewflowai.com.

13. AI Screener Additional Privacy Notes

• All screeners include a spoken disclaimer at the beginning of the call stating that the call is conducted by AI, recorded, and evaluated.
• Employers are responsible for ensuring lawful use of the feature under local voice recording and employment laws.
• We store and process this data securely and do not permit its use for non-recruitment purposes.
• We do not use screener data (audio, transcripts, tone analysis) to train or fine-tune general-purpose or generative AI models.
• You may request deletion of call-related data by contacting support@interviewflowai.com.

14. Changes to This Privacy Policy

We may update this privacy policy from time to time. The updated version will be indicated by an updated “Effective Date” and the updated version will be effective as soon as it is accessible. If we make material changes to this privacy policy, we may notify you either by prominently posting a notice of such changes or by directly sending you a notification. We encourage you to review this privacy policy frequently to be informed of how we are protecting your information.

15. Contact Us

If you have questions or comments about this notice, you may email us at support@interviewflowai.com.

For questions specific to data privacy or to exercise your privacy rights, please contact us using the email above. We will respond to all legitimate requests within the timeframes required by applicable law.