FieldHire AI — Applicant Privacy Policy

1. Introduction

AbleJ Co., Ltd. ("AbleJ," "Company," "we," "us," or "our") operates FieldHire AI (the "Service"), an AI-powered recruitment support platform used by companies in the United States.

This Applicant Privacy Policy ("Privacy Policy") explains how Personal Information is collected, used, stored, disclosed, protected, and deleted when individuals ("Applicants" or "you") submit resumes or participate in recruitment activities through FieldHire AI.

This Privacy Policy covers currently available resume screening and audio-based AI interview features, as well as general privacy principles for potential future Video Interview and behavioral observation features. Descriptions of planned features do not mean that such information is currently collected.

Before activating future Video Interview functionality, AbleJ will confirm relevant processing activities, update this Privacy Policy, and implement legally required notices, consents, and safeguards.

2. Who Is Responsible for Your Personal Information?

2.1 The Employer

The company or organization to which an Applicant applies (the "Employer") generally determines the purposes and essential means of processing Applicant Personal Information for its recruitment activities.

1. Establishing recruitment purposes and selection criteria.
2. Managing the recruitment process.
3. Determining how AI-generated information is used.
4. Managing access permissions for recruitment personnel.
5. Establishing legally compliant data retention periods.
6. Responding to applicable Applicant privacy rights requests.
7. Complying with employment recordkeeping and privacy obligations.

2.2 AbleJ

AbleJ generally acts as a technology service provider or data processor under contractual arrangements and lawful instructions from the Employer. AbleJ’s responsibilities generally include:

1. Secure storage and processing of resumes and interview information.
2. Operation of AI-powered analysis features.
3. Delivery of interview invitations and administration of interview sessions.
4. Provision of analysis results to authorized Employer personnel.
5. Access control and information security.
6. Technical implementation of applicable retention and deletion requirements.
7. Security incident response and cooperation with Employers.

3. Categories of Personal Information Collected

Depending on the features enabled and the relevant recruitment process, FieldHire AI may process the following categories of Personal Information.

3.1 Resume and Application Information

• Full name; email address; contact telephone number.
• Education and academic history; employment history and professional experience.
• Professional skills and qualifications; position applied for.
• Other information voluntarily included in a resume or application.

3.2 AI-Assisted Resume Screening Information

• Structured information extracted from resumes.
• Information concerning qualifications in relation to job requirements.
• Skills and experience classifications and AI-generated summaries.
• AI-generated classifications, scores, or recommendations.
• Assessment information generated using Employer-defined criteria.

3.3 Audio-Based AI Interview Information

• Audio recordings of spoken interview responses.
• Interview questions and answers.
• Transcripts generated from speech.
• Interview timestamps and session information.
• AI-generated analyses of response content.

3.4 Video-Based AI Interview Information (Planned Future Feature)

If Video Interview functionality is introduced and enabled for a recruitment process, the Service may collect or generate:

• Video footage showing an Applicant’s face and upper body.
• Audio recorded in connection with the video; spoken responses and associated transcripts.
• Changes in gaze direction.
• Facial, head, and upper-body movements.
• Observable behavior associated with speaking.
• Temporal relationships between video and audio.
• Specifically disclosed Behavioral Observation Data and derived Supplementary Behavioral Indicators.

Because video footage may reveal an Applicant’s appearance or other potentially sensitive characteristics, AbleJ will limit unnecessary extraction, inference, and use of such information.

3.5 Technical and Operational Information

• IP addresses; browser and device information.
• Access timestamps; session identifiers.
• Error and diagnostic records; security and access logs.

4. Methods of Collection

1. Direct submission by an Applicant through FieldHire AI.
2. Lawful transfer of recruitment information from an Employer.
3. Collection of spoken responses during AI-assisted interviews.
4. Collection of video footage during future Video Interviews, if enabled.
5. Automatic generation of technical information during Service use.

FieldHire AI does not collect Video Interview footage when video functionality is not activated.

5. Purposes of Processing

1. Receiving and storing applications and resumes.
2. Analyzing employment history, skills, and qualifications.
3. Evaluating the relevance of qualifications to job requirements.
4. Managing AI interview invitations and interview candidates.
5. Conducting AI-assisted interviews.
6. Recording audio and generating interview transcripts.
7. Analyzing the job-related content of interview responses.
8. Providing recruitment reports to authorized Employer personnel.
9. Supporting additional review of interview responses through future Video Interview functionality.
10. Maintaining security and operational reliability.
11. Complying with applicable legal obligations.

Personal Information will be processed only to the extent reasonably necessary for disclosed recruitment and Service purposes. AbleJ does not use Applicant Personal Information for unrelated advertising, profiling, or general-purpose AI model training without a separately established lawful basis and any required notices or consent.

6. Video Interviews and Supplementary Behavioral Indicators

6.1 Purpose

In the future, AbleJ may introduce Video Interview functionality that captures an Applicant’s spoken responses and accompanying video footage. Where legally permitted and appropriately disclosed, Behavioral Observation Data may be generated to help authorized Employer personnel review the content and context of interview responses. For example, the Service may associate a particular answer with its corresponding video segment to facilitate further review or consideration of follow-up questions.

6.2 Nature of Behavioral Observation Data

Behavioral Observation Data consists of observable movements or temporal patterns identified in interview footage. Such information does not directly establish an Applicant’s thoughts, intentions, personality, or truthfulness.

6.3 Restrictions on Use

AbleJ does not intend to use Behavioral Observation Data alone to automatically conclude that:

1. An Applicant is lying.
2. An Applicant is dishonest or lacks integrity.
3. An Applicant has a particular mental health condition or disability.
4. An Applicant is experiencing a specific emotional or psychological state.
5. An Applicant should be rejected or disqualified.

AbleJ does not claim that facial expressions, gaze direction, or body movements can reliably determine whether a person is telling the truth.

6.4 Employer Use

Supplementary Behavioral Indicators are not designed to function as independent pass/fail scores or grounds for automatic rejection. Employers that use such indicators must consider their job-related relevance, validity, potential bias, and applicable legal restrictions.

6.5 Notice and Consent

Before enabling Video Interview functionality, AbleJ will provide applicable notices covering:

• Whether video footage will be collected.
• The categories of observable information analyzed.
• The purposes and meaning of the analysis.
• The information made available to Employers.
• Applicable retention and deletion periods.
• Relevant Applicant rights.
• How to decline consent or inquire about available alternative procedures.

Any separate consent required by applicable law will be obtained before the relevant recording or analysis begins.

7. AI-Assisted Processing

7.1 Use of AI

• Resume information extraction and job qualification matching.
• Interview transcription.
• Analysis and summarization of interview responses.
• Generation of recruitment-related reports.
• Future generation of specifically disclosed Behavioral Observation Data.

7.2 Limitations

AI-generated outputs may be inaccurate, incomplete, or affected by bias.

7.3 Legal Safeguards

AbleJ and Employers will fulfill their respective obligations concerning legally required notices, explanations, audits, and other safeguards applicable to automated recruitment assessments. Applicants may contact the Employer or AbleJ to exercise applicable rights relating to automated decision-making.

8. Audio, Video, and Biometric Information

8.1 Protection of Audio and Video Information

Audio recordings and video footage may constitute Personal Information and may be subject to additional legal protections depending on the applicable jurisdiction.

8.2 No Biometric Identification by Default

The Service described in this Privacy Policy is not intended to generate facial recognition templates or biometric voiceprints for the purpose of uniquely identifying Applicants.

8.3 Restricted Inferences

AbleJ does not use interview audio or video to infer race, disability, health conditions, or other sensitive characteristics for recruitment evaluation purposes.

8.4 Future Biometric Features

If AbleJ introduces separate biometric identification features, it will assess their legality and implement required notices, consent procedures, retention policies, and safeguards before deployment.

8.5 Additional Protections

Audio and video information will be subject to appropriate access and disclosure restrictions, including where the information is treated as sensitive or otherwise specially protected under applicable law.

9. Data Storage and Location

9.1 South Korea-Based Cloud Infrastructure

Applicant Personal Information stored by FieldHire AI is hosted using Amazon Web Services ("AWS") infrastructure located in South Korea.

9.2 Storage Configuration

• AWS Region: [AWS Seoul Region]
• Database Storage Location: [AWS Seoul Region]
• File and Media Storage Location: [AWS Seoul Region]
• Backup Storage Location: [AWS Seoul Region]

10. Disclosure and Service Providers

10.1 Employers

Personal Information may be made available to authorized Employer personnel responsible for recruitment activities.

10.2 Cloud Infrastructure Providers

AbleJ may use AWS and other authorized infrastructure providers to support storage, processing, and Service operation.

10.3 AI, Communications, and Technology Providers

• AI analysis and inference.
• Speech-to-text transcription.
• Future video processing.
• Email and interview invitation delivery.
• Other necessary technology services.

Relevant provider names, processing purposes, locations, and retention practices will be identified in an applicable subprocessor list or supplemental notice.

10.4 Legally Required Disclosures

AbleJ may disclose Personal Information to government authorities or other authorized recipients where lawfully required.

10.5 Sale and Advertising

AbleJ does not sell Applicant Personal Information or share it for cross-context behavioral advertising as defined by applicable privacy laws.

11. Data Retention

11.1 General Principle

Retention periods are determined according to the Employer’s lawful policies, contractual arrangements, and applicable legal requirements.

11.2 Proposed Default Retention Schedule

Subject to implementation and applicable legal obligations, AbleJ proposes the following default retention periods:

These periods are proposed operating defaults and do not represent finalized production settings until adopted through the applicable Service configuration and contractual arrangements.

11.3 Legal Exceptions

• Federal, state, or local employment recordkeeping laws.
• Litigation holds or legal preservation obligations.
• Other applicable legal requirements.

11.4 Data Minimization

Where appropriate and legally permissible, AbleJ may establish separate retention periods for original audio/video recordings and legally required recruitment records.

11.5 Employer Instructions and Applicant Requests

AbleJ will process lawful Employer instructions and valid Applicant deletion requests in accordance with applicable laws and contractual obligations.

12. Data Deletion

12.1 General Deletion

Personal Information will be deleted or de-identified when the applicable retention period expires or when the processing purpose has been fulfilled, subject to lawful exceptions.

12.2 Copies and Backups

AbleJ will implement appropriate deletion procedures covering production systems, relevant copies, and backups in accordance with applicable technical and legal requirements.

12.3 Applicant Requests

Applicants may request deletion where they have such a right under applicable law.

12.4 Exceptions

Certain information may be retained where required for employment recordkeeping, legal claims, investigations, or other lawful purposes.

12.5 Video Interview Requirements

Where applicable law establishes specific deletion obligations for Video Interview information, AbleJ and the Employer will comply with those requirements.

13. Applicant Privacy Rights

Depending on applicable U.S. federal, state, and local law, Applicants may have some or all of the following rights:

1. Request information about Personal Information processing.
2. Access Personal Information.
3. Correct inaccurate Personal Information.
4. Request deletion of Personal Information.
5. Withdraw consent where legally permitted.
6. Object to or restrict certain processing activities where applicable.
7. Exercise applicable rights concerning automated recruitment assessments.
8. Request reasonable accommodations in recruitment.
9. Submit privacy-related complaints or inquiries.

The availability and scope of these rights depend on applicable law.

How to Exercise Your Rights

• The relevant Employer’s recruitment or privacy contact.
• AbleJ’s designated privacy contact: cs@interviewbox.co.kr

AbleJ will respond to requests within its direct area of responsibility and will appropriately forward or assist with requests requiring action by the Employer.

14. Accessibility and Applicant Protections

AbleJ recognizes that AI-assisted recruitment technologies may affect Applicants differently based on disability, speech characteristics, language, cultural background, or other individual circumstances.

Applicants who cannot reasonably participate in an audio-based or Video Interview may contact the Employer to request reasonable accommodations or information about alternative procedures. Employers are responsible for considering applicable accommodation requests under relevant laws.

Behavioral Observation Data may be affected by disability, neurodiversity, language, or cultural differences and must not, by itself, be treated as evidence of dishonesty or lack of job-related competence.

15. Information Security

AbleJ maintains administrative, technical, and organizational safeguards appropriate to the nature and risks of the Personal Information processed. Subject to actual implementation, the Service’s security measures may include:

1. Role-based access controls.
2. Authentication and account access management.
3. Encryption of data in transit and at rest.
4. Access logging and security monitoring.
5. Security incident response procedures.
6. Data retention and deletion controls.
7. Contractual safeguards for authorized third-party providers.

The final published description of security controls will reflect the measures actually implemented and maintained by AbleJ.

16. Data Breaches and Security Incidents

AbleJ will investigate suspected or confirmed unauthorized access, disclosure, or loss of Personal Information and take appropriate steps to contain and address the incident.

AbleJ will notify the relevant Employer in accordance with applicable contractual and legal obligations. Notifications to affected Applicants or government authorities will be handled according to applicable law and the respective responsibilities of AbleJ and the Employer.

17. U.S. State Privacy and Recruitment Laws

Additional privacy, employment, and AI-related requirements may apply depending on the U.S. state or locality in which the Service is used. Where required, AbleJ will implement or support applicable safeguards, including:

1. Advance notice of AI-assisted recruitment assessments.
2. Disclosure of relevant processing purposes and assessment information.
3. Notice and consent for AI-assisted Video Interviews.
4. Applicable bias audits and publication of related information.
5. Compliance with Video Interview deletion requests.
6. Support for legally recognized Applicant privacy rights.
7. Reasonable accommodations and alternative recruitment procedures.

Where applicable law requires stronger protections than those described in this Privacy Policy, relevant mandatory legal requirements will govern.

18. Changes to This Privacy Policy

AbleJ may update this Privacy Policy to reflect changes in the Service, processing activities, applicable laws, or technical safeguards. Updated versions and their effective dates will be made available through the Service.

Before introducing currently unavailable Video Interview or additional behavioral analysis features, AbleJ will describe the actual information collected, processing methods, and applicable Applicant rights. Where separate consent is legally required, relevant processing will begin only after that consent or another legally sufficient authorization has been obtained.

19. Contact Information

Company: AbleJ Co., Ltd.

Service: FieldHire AI

Country of Incorporation: Republic of Korea

Business Address: 20, Pangyo-ro 289beon-gil, Bundang-gu, Seongnam-si, Gyeonggi-do, Republic of Korea

Service Support: cs@interviewbox.co.kr

Privacy Contact: cs@interviewbox.co.kr

Website: www.fieldhire.cloud

For questions concerning a particular employment application, hiring outcome, or Employer-established retention period, Applicants should ordinarily contact the relevant Employer first.