Spot AI Candidate Privacy Policy
Last updated: December 2025
Spot AI (“Spot AI,” “we,” “our,” or “us”) is committed to protecting the privacy of individuals who engage with us during our employer branding, sourcing, and recruitment processes. This Candidate Privacy Policy explains how we collect, use, share, and retain personal information when:
-You visit our careers site (a “Visitor”)
-You create a profile or opt in to hear about future roles (a “Connecting Candidate”)
-You apply for a role with us (an “Applying Candidate”)
-We source your information from publicly available or third-party sources (a “Sourced Candidate”)
-You are referred by a Spot AI employee or partner (a “Referred Candidate”)
-You serve as a reference for a candidate (a “Reference”)
This Policy also describes your privacy rights and how to exercise them.
0. Notice at Collection (California Applicants)
If you are a resident of California applying to a role with Spot AI, the California Consumer Privacy Act (as amended by the CPRA) requires that we disclose:
Categories of Personal Information Collected
We may collect the following categories:
Identifiers: name, email address, phone number, address, IP address.
Professional or Employment Information: CV/resume content, employment history, education, certifications, skills.
Internet or Network Activity: device information, browsing activity on our careers site.
Sensitive Information (if voluntarily provided): demographic information for equal employment reporting (optional).
Audio/Video: interview recordings (with your consent).
Inferences: information derived from interviews, assessments, or interactions.
Purposes for Collection
We use candidate information to:
Process applications and evaluate candidate qualifications
Communicate with candidates
Conduct interviews and assessments
Manage recruiting operations
Comply with legal obligations
Improve our hiring processes and employer branding activities
Retention Periods
Spot AI typically retains U.S. applicant data for up to 3 years after last activity to comply with U.S. employment recordkeeping requirements and to consider candidates for future opportunities.
Sale or Sharing of Personal Information
Spot AI does not sell or share candidate personal information.
Candidate Rights
California applicants have the right to:
To exercise these rights, email: peopleteam@spotai.co
1. Who We Are & Scope of This Policy
Spot AI is the data controller for personal information processed during our recruiting activities.
This Policy covers:
Our careers site
Our applicant tracking system (ATS)
Employment-related communications
Sourcing performed by our Talent team or third-party partners
If Spot AI begins hiring in the European Union or United Kingdom, GDPR and UK GDPR rules will apply as described in Section 9.
2. Personal Information We Collect
We may collect the following categories of personal information depending on your interactions with us.
Visitors (Careers Site)
Device information (IP address, browser, OS)
Technical and usage information
Analytics and cookie data (see our Cookie Policy)
Candidates (Connecting, Applying, Sourced, Referred)
Contact details (name, email, phone, address)
Application materials (CV/resume, cover letter, work samples)
Employment and education history
Skills, qualifications, certifications
Salary expectations (if shared)
Data from interviews and assessments
Information from references
Public professional information (e.g., LinkedIn)
Sensitive Personal Information
We may collect sensitive data only if voluntarily provided, such as demographic information used for equal employment opportunity (EEO) purposes.
References
Automatically Collected Information
When you visit our careers site or interact with our ATS, we may automatically collect:
IP address
Browser/device data
Activity logs
3. How We Collect Personal Information
We collect personal information from:
Directly from You
Applications submitted
Forms completed
Interviews and assessments
Email or other communications
Profile creation on our careers site
Publicly Available Sources
Referrals
Employees
Partners or recruiters
References
Automatically
4. How We Use Personal Information
We use candidate personal information to:
Evaluate qualifications and process applications
Communicate about roles, next steps, and interviews
Conduct interviews, assessments, and reference checks
Manage recruiting operations and workflows
Improve our careers site and talent processes
Consider candidates for future opportunities
Maintain legal compliance (e.g., antidiscrimination laws)
Respond to legal requests and defend against claims
Carry out employer branding and talent engagement activities
Optional Uses (with Consent)
Interview recordings
Inclusion in future talent pools for more than 3 years
Employer branding features (e.g., testimonials)
5. How We Share Personal Information
We may share personal information with:
Service Providers
Applicant tracking system provider
Background check vendors (if used)
Recruiting partners or agencies
Assessment tools (if used)
Spot AI Group Companies
Internal HR, Recruiting, Legal, and Hiring Managers
Internal analytics and operations teams
Legal & Compliance
Business Transactions
We Do NOT:
6. Legal Bases for Processing (U.S. & EU/UK)
For U.S. Candidates
We process personal information to:
Evaluate candidates
Communicate with applicants
Comply with U.S. employment laws
Manage business operations
Prevent fraud and maintain security
Consider candidates for future opportunities
For EU/UK Candidates (if applicable in future)
We rely on:
Legitimate interest (recruiting activities, sourcing)
Consent (interview recordings, keeping profiles long-term)
Contractual necessity (evaluating your application)
Legal obligations (anti-discrimination, local employment laws)
7. International Transfers
Spot AI is headquartered in the United States, and candidate information is stored and processed in the U.S.
When we hire in the EU/UK, we will ensure appropriate safeguards for international transfers, such as:
Standard Contractual Clauses (SCCs)
Data Privacy Framework (DPF) participation
Additional technical and organizational safeguards
8. Retention of Candidate Data
United States
We typically retain candidate data for up to 3 years after last contact to:
Comply with equal employment recordkeeping requirements
Consider candidates for future opportunities
Maintain accurate hiring records
EU/UK (future hiring)
We will retain candidate data only as long as necessary:
All Regions
We may retain information for longer if:
9. Your Privacy Rights
Your rights depend on your location.
For California Applicants (CPRA/CCPA)
You may have the right to:
Access personal information
Delete personal information
Correct inaccurate information
Know categories of information collected
Know categories of sources and recipients
Receive information about retention periods
Opt out of sale/sharing (not applicable; we do not sell/share)
Non-discrimination
For EU/UK Candidates (if applicable)
You may have the right to:
How to Exercise Rights
You can email peopleteam@spotai.co to submit a request.
We may verify your identity before fulfilling requests.
10. Contact Information
Spot AI
Attn: People Team
17 Bluxome St
San Francisco, CA 94107
Email: peopleteam@spotai.co
11. Updates to This Policy
We may update this Candidate Privacy Policy to reflect changes in our recruiting practices, technology, or legal obligations.
The “Last updated” date at the top shows when updates were made.
Addendum: California Notice at Collection for Job Applicants
Effective Date: December 2025
This Addendum supplements the Spot AI Candidate Privacy Policy and applies solely to California residents.
In accordance with the California Consumer Privacy Act (CCPA), as amended by the California Privacy Rights Act (CPRA), Spot AI provides the following additional disclosures to individuals applying for roles or otherwise participating in recruiting activities in California (“California Applicants”).
This Notice describes the categories of personal information we collect, the purposes for which we use this information, the retention periods applicable to candidate data, and the rights available to California Applicants under California law.
1. Categories of Personal Information We Collect
Spot AI may collect the following categories of personal information from California Applicants, as defined by the CPRA:
Identifiers: name, email address, phone number, mailing address, IP address, and other contact information.
Professional or Employment Information: resumes, work history, skills, certifications, compensation expectations, and related application materials.
Education Information: degrees, institutions, certifications, and relevant academic background.
Internet or Network Activity: device information, browsing activity, and interactions with our careers site or applicant tracking system.
Audio/Visual Information: video interviews or recordings (if applicable and only with your consent).
Sensitive Personal Information (if voluntarily provided): demographic data such as race/ethnicity, gender identity, veteran status, disability status, or other information collected for equal employment opportunity purposes.
Inferences: assessments, interview notes, evaluation summaries, and indicators of skills or suitability for a role.
2. Purposes for Collection and Use of Personal Information
Spot AI collects and uses candidate personal information for the following business purposes:
Evaluating qualifications and processing job applications
Scheduling and conducting interviews and assessments
Communicating with applicants throughout the recruiting process
Verifying identity, references, and background (if applicable)
Managing and improving recruiting operations and workflows
Complying with legal, regulatory, and recordkeeping requirements
Maintaining security and preventing fraud
Creating reports and analytics to improve hiring processes
Spot AI does not use applicant personal information for cross-context behavioral advertising.
3. Retention of Applicant Personal Information
Spot AI retains applicant information only as long as necessary to fulfill the purposes outlined above or to comply with legal obligations.
For California Applicants, Spot AI generally retains candidate information for up to 3 years from the date of last interaction, unless a longer period is required by law or necessary to respond to legal claims.
Video interviews, if recorded, are retained only with consent and only for as long as reasonably necessary for evaluation and review.
4. Sale or Sharing of Personal Information
Spot AI does not sell or share (as defined by the CPRA) candidate personal information.
Any sharing with service providers—such as applicant tracking systems, scheduling tools, or recruiting agencies—is performed strictly for legitimate business purposes and governed by data processing agreements.
5. California Applicant Privacy Rights
California Applicants have the following rights under the CPRA:
Right to Know: to request information about the categories and specific pieces of personal information collected.
Right to Access: to obtain a copy of personal information collected and used about you.
Right to Correct: to request correction of inaccurate personal information.
Right to Delete: to request deletion of personal information, subject to legal exceptions.
Right to Limit Use of Sensitive Personal Information: if applicable and where Spot AI uses such information beyond exempted purposes (we currently do not).
Right to Non-Discrimination: Spot AI will not retaliate or discriminate against you for exercising your rights.
These rights are subject to certain limitations under California law.
6. How to Exercise Your Rights
California Applicants may submit privacy-related requests by contacting:
Email: peopleteam@spotai.co
Address: 17 Bluxome St. San Francisco, CA 94107
We may need to verify your identity to process your request.
7. Updates to This Addendum
Spot AI may update this Notice to reflect changes in applicable law, our internal practices, or our recruiting processes. Any updates will be posted alongside the Candidate Privacy Policy with an updated “Effective Date.”
