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For candidates

Candidate privacy and process notice.

If you are interviewing through HireSphere, this page states what our process is, what is analyzed, what is not, who decides, and the rights you hold. It is versioned, and the change log is at the bottom.

1. What the process is

The same criteria for every candidate, scored on the same scale, with the bar set for the seat before anyone is interviewed. Criteria are written before interviews. AI-assisted analysis reads the transcript against those criteria; the method is structured behavioral assessment against written anchors; not yet validated; first test at 30 placements. A trained human evaluator makes every assessment. The client makes every hiring decision.

2. What is analyzed

What is analyzed: what candidates say and do, in the transcript and the work sample, against the criteria written before the first interview, by AI-assisted analysis that a trained human evaluator reviews. Specifically: transcript content, meaning answers, examples and scenario responses; work samples; the evaluator's scorecard on behaviorally anchored scales; and third-party verification status. Validated assessments are used only where licensed, named to you, and separately consented.

3. What is not analyzed

What is not analyzed by software: face, voice, tone, body language, eye movement or micro-expressions. No biometrics. No personality typologies. No social media. No protected characteristics. The interviewer's own observations are used only to ask follow-up questions.

Screening is read by a person, not by a tool. Every applicant's answers go into the record under a number rather than a name, a person checks that the scoring is correct, and only then does anyone move forward. Names appear after the cut, not before it. Nothing in this process is scored by software: candidates take the screener and the technical assessment on their own time, and our team grades and verifies both.

4. The human decision

A trained human evaluator reviews the AI-assisted analysis, the transcript and the work sample, and makes every assessment. The client sees the ranked result and the written reasoning behind it, never a raw feed. Every advancement decision carries a logged rationale line stating why it was made. No decision is made by algorithm: a person is accountable for every assessment, and the client makes every hiring decision. For clients reading this page: you make every hiring decision. We do not make it and we do not make it for you.

5. Validation status

Not yet validated; first test at 30 placements, with the validation method locked in writing before the data is collected, so the test is decided before the results exist.

6. Fairness monitoring

Once placement volume allows the comparison, pass rates are monitored using the four-fifths procedure at each stage of the process (screening, behavioral interviews, technical assessment, presentation), on a quarterly cadence. If a stage flags, that stage is reviewed before further use. Any candidate may request the alternative process described in section 8 at any time, without giving a reason.

7. Data security basics

Recordings and transcripts are stored with our named vendors, with access limited on a need-to-use basis. Encryption is as provided by those vendors. Sub-processors: Fireflies (recording and transcription), GoHighLevel (scheduling and communication), Google Workspace (documents and storage), and the AI provider used for transcript analysis. Where verification is required, it is run by a consumer reporting agency with your separate, standalone authorization. Retention terms are stated in the candidate notice you receive before your first interview, and deletion requests are honored within 30 days.

8. Your rights

• Notice. You are told, before the first interview, what is recorded, what is analyzed, and by whom.
• Consent, and an alternative. Recording, transcription and AI-assisted transcript analysis are consented before the first interview, in every case. If you decline, you are routed to an alternative process: an unrecorded structured interview against the same criteria and the same scorecard, with no penalty. The reason for declining is never asked for and never stored. The technical assessment takes its own separate consent.
• Feedback report. Optional. Never shown to the client and never a screening signal.
• Talent network. Optional. Declining means the record is deleted at its retention date.
• View and correct. You may view and correct your network profile.
• Deletion. Deletion within 30 days of a request.

Requests route to privacy@hiresphere.ai.

9. Change log