Privacy Notice for Candidates
In short
You have been invited to complete a first-round screening by a company that is hiring. That company decides who to hire. We provide the software they use to run the first step.
Helen is an AI system. You will be talking to software, not a person. Helen asks the questions the hiring company wrote in advance, records your answers, and passes them to that company.
Helen does not score you, rate you, rank you, or decide anything about your application. A person at the hiring company reviews your answers and makes every decision.
Helen also does not analyse your face, your voice, your tone, your emotions, or your personality. It records what you say. That is all.
For some roles — mainly regulated security positions — the hiring company's questions may cover sensitive topics such as your health, physical limitations, substance use, or criminal history. Section 5 explains exactly when that can happen, why, and what your rights are. If your interview does not include such questions, section 5 simply does not apply to you.
1. Who is responsible for your data
The hiring company that invited you is the data controller. They decide why your data is collected and what happens to it. Their own privacy notice applies to your application, and they are the ones who can answer questions about how your application is being used.
Victory Vector is the data processor. We run the platform on the hiring company's behalf and only do what they instruct us to do. We do not decide who gets hired and we do not use your data for our own purposes.
If you are not sure who invited you, the hiring company's name appears at the top of your interview page and in the invitation you received.
2. What we collect
Information you give us
Your name and contact details
Your CV and the professional information in it
Your answers to the hiring company's qualifying questions
Your interview: the audio and video recording, and a written transcript of what you said
Your answers to any assessment the hiring company has chosen to include
For certain regulated roles only: answers to the sensitive vetting questions described in section 5
Information collected automatically
Technical data about your device, browser, connection and the time of your session
Basic session records showing which stages you completed and when
What we do not collect
We do not use cookies or similar technology to track you across other websites
We do not build a profile of you that follows you between different employers
Outside the regulated-role situation described in section 5, hiring companies are contractually prohibited from asking questions designed to reveal your health, religion, ethnicity, political views, sexual orientation, trade union membership or disability. If you volunteer this kind of information in an answer, it will be in your recording — so please share only what you want the hiring company to see.
3. Why your data is used
Your data is used for one purpose: the specific job application you are taking part in.
That means:
delivering your interview and recording your answers
passing your CV, answers, recording and transcript to the hiring company
giving every candidate for that role the same questions in the same order
keeping the platform secure and working properly
The legal basis for processing your data is set by the hiring company, not by us. In most recruitment situations it is their legitimate interest in assessing candidates, or steps taken at your request before entering a contract. For the sensitive questions described in section 5, the legal basis is usually your explicit consent, or a legal vetting requirement that applies to the role. Their notice will tell you which applies.
We do not use your data for advertising, for our own research, for training AI models, or for anything unrelated to your application.
4. How the AI is used, and how far it goes
Helen conducts your interview using questions the hiring company wrote before you applied. Helen follows that fixed structure. If an answer is unclear, Helen may ask one clarifying follow-up, and then moves to the next question. It does not improvise its own assessment of you.
Specifically, Helen does not:
give you a score, a grade, a percentage or a rating
rank you against other candidates
analyse your facial expressions, gaze, or body language
infer your emotions, mood, confidence, sincerity or personality from how you sound or look
identify you biometrically, by face or by voice
decide whether you are hired, rejected, or invited to the next round
Inferring emotions in a recruitment or workplace setting is prohibited under Article 5 of the EU AI Act, and we do not do it.
How your voice is handled. Depending on how your interview is set up, either your browser itself converts speech to text (in which case your voice audio is not sent to a third-party voice service), or a specialist voice provider processes the audio in real time under a contract requiring zero retention — meaning the provider keeps nothing after the interaction. Either way, the recording of your interview is stored securely for the hiring company, not by the voice provider.
One thing is automated, and we want you to know about it. Before the interview, you answer the hiring company's qualifying questions. Whether your answers match the requirements they set determines whether you are invited to complete the interview stage. That step happens automatically, using only the rules the hiring company wrote.
If you are not invited to the interview, you are not rejected. Your CV and your answers still appear in the hiring company's dashboard, and they can still take your application forward. The system does not turn you down; only a person at the hiring company can do that.
You can ask for a human to look at it. If you think the automated step got something wrong, or you want a person to review your application, you can say so — see section 9.
5. Sensitive questions for certain roles
Some jobs are legally subject to vetting — most commonly licensed security roles, where laws on security work require employers to check things they could not ask about in an ordinary job interview. If you are applying for such a role, the interview may include questions about:
your health, medications or chronic conditions, to the extent relevant to fitness for the role
injuries or physical limitations
drug or substance use history
your criminal history
prior police, military, security or maritime service
If your interview includes these topics, the following protections apply:
You will be told first. Before any such question is asked, you will see a clear notice explaining which sensitive categories will be covered and why.
Consent, where it is the basis. Where the legal basis is your explicit consent, you will be asked for it separately and clearly, and you can withdraw it. Where the basis is a legal vetting requirement, the notice will say so.
Only what the role requires. The hiring company is contractually required to limit these questions to what is necessary and lawful for the specific role, in the country where it is hiring.
Extra protection. Answers to these questions are held under heightened safeguards, with access restricted and the shortest retention period compatible with the vetting purpose.
You can decline. You can choose not to answer or to end the interview at any point. What that means for your application is a matter for the hiring company, and you can ask them.
A note on legal categories: health and substance-use information is "special category data" under Article 9 of the GDPR; criminal-history information is governed separately by Article 10 of the GDPR. Both receive heightened protection.
6. Who sees your data
Your data is shared only with:
the hiring company that invited you, and the people at that company involved in the role
the technology providers we need to run the platform. Each one is bound by contract to process your data only as instructed, to keep it secure, and not to use it for anything else. The current list, including what each one does and where it operates, is published in our Legal Center. Today, in outline: our infrastructure and your recordings are hosted with Amazon Web Services in the European Union; the text of your interview is processed in real time by Anthropic (the AI model provider) under zero-retention terms that also prohibit training on your data; and, on the cloud voice route, a specialist voice provider (named in the Sub-processor List) processes audio in real time under zero-retention terms.
We do not sell your data. We do not share it for marketing. We do not pass it to other employers or to any recruitment database. Your data stays inside the process you applied to.
7. Where your data is processed
Your records and recordings are hosted in the European Union. The AI model that conducts the interview dialogue processes interview text in the United States under Standard Contractual Clauses, with zero retention. Details of each transfer and its safeguards are available on request.
8. How long it is kept
The hiring company sets the retention period — typically 30, 90 or 365 days.
After that period your data is automatically deleted. The hiring company may also delete it sooner, or may need to keep certain records longer where the law requires it — for example, to demonstrate that a recruitment process was fair.
9. Your rights
You have the right to:
know what data is held about you and get a copy
correct information that is wrong
have your data deleted
object to or restrict how your data is used
receive your data in a portable format
withdraw consent at any time, where consent is the basis for processing (this does not affect processing that already happened)
ask a human to review anything the automated step produced, and to contest it
be told when you are interacting with an AI system — which is what this notice does
How to use these rights. Because the hiring company is the controller, they are the ones who can act on most requests. Contact them directly if you can.
If you contact us instead, we will forward your request to the hiring company within 5 business days and tell you we have done so. We cannot delete or release your data without their instruction — but we will make sure your request reaches them.
You will not be treated unfavourably for exercising any of these rights.
10. Accessibility and adjustments
If a video or audio interview is difficult for you — for any reason, including disability, a speech condition, or a lack of suitable equipment or a quiet space — you can ask the hiring company for an alternative way to complete this stage. You do not have to explain why.
Asking for an adjustment is not a withdrawal, and hiring companies using this platform agree not to treat it as a negative signal.
Our accessibility statement, including known limitations, is available on request.
Automatic transcription is not perfect and can perform less well with some accents, dialects and speech patterns. The hiring company sees your actual recording, not only the transcript.
11. Security
Your data is encrypted while it travels to us and while it is stored. Real-time interview audio and video travel over encrypted connections. Access is restricted to the hiring company's authorised users and to a small number of our staff with a specific operational need, under logged access controls. Details are in our Data Processing & Security documentation.
12. Complaints
If you have a concern, please contact us or the hiring company first — we would rather hear about it and fix it.
You also have the right to complain to a data protection authority. You can complain to the authority in the country where you live or work, or where you believe a problem occurred. In Latvia, this is:
Datu valsts inspekcija Elijas iela 17, Riga, LV-1050, Latvia [email protected] · www.dvi.gov.lv
13. Changes to this notice
If we change how the platform handles your data in a way that affects you, we will update this notice and change the effective date at the top. Previous versions are available on request.
14. Contact
Data protection questions: [email protected] General: [email protected]
SIA Victory Vector, reg. no. 40203609071 Riga, Latvia, LV-1000
For questions about your application itself — where it stands, why a decision was made, what happens next — please contact the hiring company. They hold that information, not us.