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    THEIA JOBS — PRIVACY POLICY (PUBLIC)

    Last updated: [August 28, 2025]
    Controller/Business: For THEIA’s own site operations, support, security, analytics, and de-identified product improvement, THEIA is controller/business. For hiring workflows configured by a Client, the Client is controller/business and THEIA is processor/service provider.
    Contact: privacy@theiajobs.ai | Mailing: 21 SE 1st Ave # 3, Miami, FL 33131 | Subprocessors: [theiajobs.ai/subprocessors]

    1) Scope

    This Policy explains how we collect, use, disclose, and protect personal information from website visitors, Clients, and Candidates who use our Services, including recorded interviews and transcripts.

    2) Notice at Collection (Candidates)

    Before an interview starts, we present a clear recording and AI-use notice and obtain consent. We collect: identifiers, contact and employment information, interview audio/video and transcripts, device/usage data, and role-based scores/summaries. Purpose: to run interviews, generate scorecards, improve service quality, and provide hiring insights to the Client. Retention: recordings/transcripts retained for the lesser of 24 months or Client-configured period, unless longer retention is required by law, security, or claims.

    3) Categories of Data We Collect

    • Identifiers & contact (name, email, phone, account IDs)
    • Employment/professional info (resume, experience, skills, job history)
    • Interview data (audio/video, transcripts, summaries, scores)
    • Internet/technical (IP, device, cookies, analytics, logs)
    • Approx. geolocation (derived from IP)
    • Inferences (e.g., role fit indicators)
    • Sensitive data (only if you provide it and only if allowed/required by Client configuration and law; we do not create biometric templates unless explicitly agreed)

    4) Sources

    Directly from you; from Clients/ATS integrations you connect; automatically via cookies/SDKs; and from service providers.

    5) Purposes of Processing

    Provide and secure the Services; run interviews; generate/host transcripts and scorecards; route and sync data to Client ATS; detect/prevent fraud; comply with law; de-identify/aggregate data to improve models and features.

    6) Sharing and Disclosures

    We do not sell or share personal information for cross-context behavioral advertising. We disclose data to:

    • Clients (your prospective employer) per their configuration;
    • Service providers/subprocessors bound by contract;
    • Legal authorities when required by law;
    • Successors in corporate transactions (with notice where required).

    7) Retention

    We retain personal information only as long as necessary for the purposes above. Typical periods:

    • Account data: life of account + 24 months.
    • Interview recordings/transcripts: lesser of 24 months or Client-configured period.
    • Audit/security logs: 12–24 months.
    • Legal holds: until release.

    8) Your Privacy Rights (U.S. State Laws)

    Depending on your state (e.g., CA/CO/CT/VA), you may have rights to access, correct, delete, port, and limit sensitive data processing, and to appeal a denied request. Submit requests at privacy@theiajobs.ai or [theiajobs.ai/privacy-request]. If we process data for a Client, we will route your request to that Client. Appeals: email privacy@theiajobs.ai with subject “Privacy Appeal.”

    Do Not Sell/Share. We do not sell/share PI; if we ever change this, we will provide opt-out links.
    Children. Our Services are not for under 18; we do not knowingly collect their data.

    9) Cookies & Tracking

    We use first-party cookies for session management, preferences, and analytics. Manage preferences at [theiajobs.ai/cookies]. Turning off certain cookies may impact functionality.

    10) Security

    We apply administrative, technical, and physical safeguards, including encryption in transit/at rest, least-privilege access, and vulnerability management. No method is 100% secure.

    11) International Transfers

    Where data is transferred internationally, we use appropriate safeguards (e.g., SCCs/UK IDTA) and assess local laws where required.

    12) Subprocessors

    We maintain a list of subprocessors at [theiajobs.ai/subprocessors] and provide advance notice of material changes.

    13) Automated Tools & Human Review

    We use AI to generate summaries/scores to assist hiring decisions. Clients must apply human review and comply with applicable automated-tool laws (e.g., NYC LL-144).

    14) Changes to this Policy

    We may update this Policy; we’ll post a new “Last updated” date and provide additional notice for material changes.

    15) Contact

    Questions or rights requests: privacy@theiajobs.ai
    Mailing: 21 SE 1st Ave # 3, Miami, FL 33131