Candidate privacy notice

1. Who we are and our role

Intelletto.ai provides software that helps employers read and assess the job applications they receive. It runs inside the employer’s applicant tracking system (ATS).

This notice explains what happens to your information inside Intelletto.ai. The employer’s own privacy notice explains its wider processing, such as interviews, background checks and onboarding. If you have not received the employer’s notice, please ask the employer for it.

We design our processing to comply with the Philippine Data Privacy Act of 2012, the EU General Data Protection Regulation (GDPR) and other laws that apply where our customers hire, including New York City Local Law 144 on automated employment decision tools.

2. What we process and how the assessment works

Information we process. We receive from the employer’s ATS:

• the job description and the qualifications the employer has set for the role;
• your application: CV or résumé, cover letter, answers to application questions, education, work history, skills and certifications; and
• application details such as the role applied for, the date, and its status in the ATS.

We do not ask for, and our assessment is designed not to use, your age, sex, gender, race, ethnicity, religion, disability, sexual orientation, marital status, nationality or photo. Where such information appears in your documents, it is [excluded from the assessment / masked before assessment].

How the assessment works. Intelletto.ai reads your application against the job’s stated requirements and produces, for the employer’s recruiters:

• an assessment of how your experience, skills and qualifications match the role;
• a short explanation of the evidence behind it, drawn from your application; and
• [a score or band] the recruiter can use to decide which applications to review first.

The point is that every application gets read, including those a busy team might not reach. The assessment looks only at job-related information in your application.

What we don’t do. We do not make hiring decisions, reject applications automatically, contact you, search social media, or analyse video, voice or facial expressions. We do not sell your information or use it for advertising, and we do not use it to train AI models unless the employer has agreed in writing.

3. Human review, fairness and bias audits

People decide. The employer’s recruiters see our assessment and its explanation, and decide what happens to your application. They can disagree with the assessment and override it.

Fairness testing. We test our assessment for differences in outcomes between groups, such as by sex and by race or ethnicity, before release and on a regular schedule afterwards. Where we find an unjustified difference, we investigate and fix it.

Independent bias audits. Where the law requires it, such as New York City Local Law 144 for candidates who live in New York City, the tool must have an independent bias audit within the year before it is used. The employer must publish a summary of the results. A summary of the most recent independent audit of Intelletto.ai is available on our AI bias audit page.

Explanations. Because each assessment records the evidence from your application behind it, the employer can explain what was assessed and why.

4. Your rights, alternatives and accommodations

Depending on where you live, you may have the right to:

• be told how your information is used, and see a copy of it;
• have inaccurate information corrected;
• have your information deleted or its processing restricted;
• object to processing, or withdraw consent where processing is based on consent;
• not be subject to a decision based solely on automated processing that significantly affects you, and to obtain human review;
• receive your information in a portable format; and
• complain to a data protection authority, such as the Philippine National Privacy Commission or your local regulator.

How to use them. Send requests to the employer you applied to, because it controls your application. We will help the employer respond. If you contact us directly at privacy@intelletto.ai, we will pass your request to the employer and tell you we have done so.

Alternative process or accommodation. If you would prefer your application not to be assessed with Intelletto.ai, or you need a reasonable accommodation, for example because of a disability, ask the employer before or when you apply. Where the law requires, such as for New York City residents, the employer must tell you how to request an alternative selection process or accommodation.

5. Sharing, retention, security and contact

Sharing. Your information is visible to the employer you applied to. We share it only with service providers that help us run the service, such as cloud hosting and AI model providers, under contracts that require them to protect it, follow our instructions and not use it to train their own models. A current list is in our [subprocessor list]. We disclose information to authorities only where the law requires.

International transfers. Our service providers may process your information outside the country where you live. We protect these transfers with contractual safeguards required by applicable law.

Retention. We keep your information for as long as the employer instructs, up to [the end of the employer’s contract with us]. When the employer deletes your application or ends its contract, we delete your information within [30] days, unless the law requires us to keep it. The employer’s own retention policy covers the copy in its ATS.

Security. We protect your information with encryption in transit and at rest, role-based access controls, logging and monitoring, and regular security testing.

Changes. We will update this notice when our processing changes and show the new effective date at the top of the page.

Contact. For questions about this notice, contact our Data Protection Officer at privacy@intelletto.ai. For general privacy information, see our Privacy policy.