Candidate AI Transparency and Privacy Policy

At Paubox, we believe in a human-first approach to hiring. While we leverage technology to make our recruitment process efficient, every hiring decision is made by a human. We are committed to transparency regarding how Artificial Intelligence (AI) technologies are used during your candidate journey.

This policy outlines the specific tools we use, the data they analyze, and your rights as a Paubox candidate, in compliance with applicable US federal and state regulations.

How We Use AI in Recruiting

We use AI as an administrative tool to assist our recruiting team, never to replace human judgment.

Application screening

• Tool usage: We use Rippling, an Applicant Tracking System (ATS) with AI capabilities to parse resumes and highlight key skills or qualifications relevant to the job description.

• Human oversight: Our AI tool does not automatically reject candidates based on their resume or application. A member of our recruiting team reviews all qualified applications. The AI tool assists in organizing data but does not make the decision on next steps. 
• Data processed: Our AI tool looks at data that is included in resume text and application answers related to the qualifications of the role.
• Restricted data: We strictly prohibit our AI tool from using your zip code, geolocational data, or inferred protected characteristics (such as race, gender, or age) to rank or filter applications.

Interview assistance

• Tool usage: During video interviews, we use Zoom AI Companion to generate meeting notes and summaries. This allows our interviewers to focus on the conversation rather than manual note-taking. 
• Human oversight: The AI provides a text summary of what was discussed. It does not score your interview performance, analyze your facial expressions, or determine your role fit in any capacity. All assessments of your interview are performed solely by the human interviewer(s). 
• Consent: By participating in a video interview at Paubox, you acknowledge that the session will be recorded and transcribed for note-taking purposes. You will always be notified verbally or via a screen prompt before recording begins, and you may decline being recorded at any point in the call.

Data Retention, Privacy, and Candidate Rights

Retention period

In compliance with California and Illinois regulations, we retain data related to AI-assisted recruitment for a minimum of four (4) years.

Video interviews

If your interview is recorded via Zoom, you may request the deletion of this recording at any time by contacting us directly.In accordance with the Illinois AI Video Interview Act, we destroy video copies within 30 days of a deletion request unless other legal retention requirements apply. To request your interview recording be deleted, please reach out to people@paubox.com with your request.

Your privacy

To protect your privacy and ensure fair hiring practices, Paubox prohibits the following uses of AI:

• No AI facial analysis. We do not use AI to analyze facial geometry, eye movements, or "micro-expressions."
• No AI sentiment analysis. We do not use AI to mathematically score your tone of voice, emotions, or sentiment.
• No AI-automated hiring or rejection. No decision to hire or reject a candidate is made solely by an algorithm, a human will always be the decision maker.
• No public training. Paubox does not use your personal application or interview data to train public AI models

Your candidate rights 

Candidates have specific rights regarding AI in the hiring process:

• Right to know. You have the right to know if AI played a substantial role in a hiring decision. This policy details the role AI plays in hiring at Paubox.
• Right to correction. If you believe the AI tool relied on incorrect data (e.g., it misread your resume dates), you may request a correction. 
• Right to appeal. If you are rejected and believe an AI tool had a direct and negative impact on your application, you may request a review of the decision by a human recruiter on our team.

To exercise these rights or request a human review, please email people@paubox.com with the subject line "Candidate AI Review Request” and include the reason you are requesting the review.