Informed Consent
for the Processing of Personal Data Using AI-Assisted Recruiting Software
A. Your Recruiter
Recruiter Name: [FULL NAME OF RECRUITER/HR MANAGER]
Company / Agency Name: [COMPANY OR AGENCY NAME]
Role: [IN-HOUSE RECRUITER / AGENCY RECRUITER / HR MANAGER]
Contact: [PHONE / EMAIL]
Hiring Company (if different from above — agency/third-party recruiters):
[CLIENT EMPLOYER NAME, if applicable]
B. Purpose of This Form
The above recruiter uses a professional software platform called AITACS Talent (Recruiting
Calendar & CRM Suite) to manage the hiring process. This software includes an AI assistant ("Elia for
HR") that helps the recruiter screen resumes and prepare interview questions. This form explains how your
data is handled and asks for your consent.
C. What Data Is Collected
When you apply for or are considered for a role, the following information may be entered into the
software:
Contact information — your name, phone number, email address, and the
resume/CV you provided. Used for scheduling and communication only.
Professional information — your skills, work experience, desired
salary, notice period, the vacancy you applied to, and interview stage.
Interview notes — recruiter notes about interview impressions,
strengths, and next-step plans.
What is not collected: your date of birth, age, gender, race,
ethnicity, religion, marital status, or health information are not fields in this software
at all — they are not requested, stored, or used in any part of the screening process.
Video interview data (if applicable) — if your recruiter uses the
Platform's video interview feature and activates recording, the interview may be recorded and transcribed.
See Section E below — this requires your separate, explicit consent and is never enabled without it.
D. How the AI Assistant Works
The Platform uses AI in two different ways, with different handling of your identifying information:
Screening, interview questions, and scorecard summaries: your identity is
protected. Before your data reaches the AI for these features, the Platform strips your real name,
phone number, email, and résumé file link. Your recruiter's system assigns you a pseudonym, and the AI only
sees this pseudonym plus job-relevant professional data.
Importing your résumé/CV: your identity is not hidden from the AI. If
your recruiter uses the Platform's document-import feature to extract your name and contact details from a
résumé or CV you provided, that one-time extraction step is performed by the same AI provider and
necessarily involves your identifying information — because reading it out of the document is what the
feature does. This is protected instead by the AI provider's zero/short data-retention policy, not by
de-identification.
Protected characteristics are never sent to the AI. Your age, gender,
race, ethnicity, disability, religion, pregnancy, or marital status are not collected by the Platform in the
first place, and therefore cannot be used — by the AI or otherwise — as a factor in evaluating you.
The AI does not decide. The AI assistant produces recommendations only
(fit against job requirements, suggested interview questions, scorecard summaries). It does not
make the final decision to advance, reject, or hire you. That decision is always made by a human recruiter,
through an explicit action in the Platform — never automatically (GDPR Art. 22).
The AI does not store your data permanently. The AI provider (OpenAI)
processes your information (de-identified for screening, or as extracted from your résumé for import) and
returns a response under a zero-retention API policy; it is not used to train AI models.
Every AI screening is logged. For bias-audit purposes (e.g. NYC Local
Law 144), the Platform records when the AI was used for screening, what fields were hidden from it, and
whether a human has reviewed its output.
E. Video Interview Recording Consent
If your recruiter wishes to record a video interview with you and have it analyzed by the AI assistant,
the Platform requires your recruiter to obtain your explicit consent before recording
begins — the Platform's interface itself blocks the recording feature until this consent is confirmed. This
reflects requirements similar to the Illinois Artificial Intelligence Video Interview Act and comparable
statutes in other jurisdictions.
You will be told, before the interview: (a) that AI may be used to analyze the video/
audio, (b) in general terms how that analysis works, and (c) what characteristics it considers (only
job-relevant skills and responses — never your appearance, race, or other protected characteristics).
You may withdraw consent to recording at any time; this does not affect your right to
continue the interview process without recording.
You may request deletion of the recording/transcript at any time, subject to the
retention period described in the
Privacy Policy.
F. Your Rights
1. Right to access — request a copy of all
data your recruiter holds about you in the software.
2. Right to correction — request correction
of inaccurate information.
3. Right to deletion — request that your
data be deleted, subject to the recruiter's legitimate record-keeping obligations.
4. Right to data portability — receive
your data in a structured, machine-readable format.
5. Right to opt out of AI screening — you
may request that your application be reviewed without AI assistance. This will not affect the outcome of
your application being considered on its merits.
6. Right to withdraw consent — you may
withdraw this consent at any time by informing your recruiter in writing.
To exercise any of these rights, contact your recruiter using the information in Section A above.
G. Important Limitations
• No digital system can guarantee 100% security; a residual
risk of unauthorized access exists with any electronic system.
• The AI assistant may occasionally produce inaccurate or
incomplete suggestions. Your recruiter reviews all AI output before it affects any decision about your
application.
• Recording of video interviews is never automatic — it
requires your explicit consent, confirmed through the Platform's interface, before it can start.
H. Consent
By signing below, I confirm the following:
I have read and understood this Informed Consent form, or it has been explained to me in a language
I understand.
I understand that the recruiter named above uses AI-assisted software (AITACS Talent) to help manage
my application, and I understand how it works as described above.
I understand that for AI-assisted screening, interview-question preparation, and scorecard
summaries, my identifying information (name, contact details) is replaced with a pseudonym before the AI
sees it — but that if my résumé/CV is processed through the Platform's document-import feature, that
one-time extraction step does involve my identifying information, as described in Section D above.
I understand that the AI does not decide whether I am hired or rejected, and that
this decision is always made by a human recruiter.
I understand that I may opt out of AI-assisted screening at any time without affecting consideration
of my application.
I consent to the processing of my personal data as described in this form.
I understand that I may withdraw this consent at any time by notifying my recruiter in writing.
[VIDEO INTERVIEW — check if applicable] I consent to participating in an interview
conducted via the Platform's video interview feature.
[RECORDING — check if applicable] I consent to the recording and AI-assisted
transcription/analysis of my video interview, as described in Section E above. I understand I may
withdraw this consent at any time and may request deletion of the recording.
Please sign and date below.
Candidate Full Name (printed)
[ПЛЕЙСХОЛДЕР: переклади цієї форми іншими мовами (українська/іврит/тощо) — не створені в межах цього чернетки;
якщо кандидати спілкуються не англійською, форма має бути надана мовою, яку кандидат розуміє.]