Candidate Privacy Notice

Written for candidates. The organisation recruiting you (the employer) is responsible for your data; HR Assist, made by Axion Connect, is the software it uses. This notice explains what the software does so the employer's own notice, and your consent where it is asked for, are informed.

Who is responsible for your data

The employer that sent you a link decides why your data is collected and how long it is kept. In legal terms it is the *controller* (GDPR), *business* (California) or *Data Fiduciary* (India). Axion Connect processes your data only on the employer's instructions. Questions and requests about your data go to the employer; you can also write to us at privacy@axionconnect.com and we will pass your request on and help.

What the platform collects, and when

When the employer adds you — your name, contact details and résumé, which an AI model reads to extract skills and experience and to compare you with the role. A person reviews that comparison.

When you book an interview — the slot you choose and the contact details you confirm. Reminders may reach you by email or WhatsApp.

When you join an interview on the employer's Microsoft Teams or Google Meet — the meeting may be recorded by the employer's own account, with the notice those platforms give. The recording's audio is transcribed by a speech-recognition service and summarised by an AI model to help the interviewers write up the round. Ask the interviewer if you do not wish to be recorded.

When you take a coding test — every version of your code, the results of running it in an isolated sandbox, and your activity in the test page (switching tabs, pasting, leaving full screen, blocked shortcuts). This is always collected in a coding test; it is how the employer knows the work is yours.

When a coding test is proctored — and only after you tick each statement on the consent screen:

• your webcam is analysed *on your own device* to check you are present, alone and looking at the test. No face template is kept. If the employer has turned on evidence, a still image of your face is stored at each flagged moment (for example a phone in view, or a sustained look away) so a person can check it;
• if enabled, your microphone is used to detect speech, and a few seconds of audio around a flagged moment may be stored;
• if enabled, your entire screen is shared, and screenshots are stored at flagged moments and a few times an hour. No screen video is recorded.

You can decline proctoring by not starting the test; the employer will see that the test was not taken. Some employers require the camera, in which case the test cannot be started without it.

When you answer a questionnaire — your answers, which are scored to advise the employer about the offer.

What is never done

• No decision about you is made by the software alone. Scores and proctoring signals are shown to a person, who decides.
• Your face is not used to identify you against any database, and no emotion recognition is performed.
• Your data is not sold, and is not used to advertise to you.
• Your data is not used to train AI models that serve other employers.

Who else sees your data

Service providers that run the platform: hosting, authentication, AI models that read résumés and transcripts, speech recognition, a sandbox that runs your code, and email and WhatsApp delivery. They are listed at Sub-processors. Some are outside your country; transfers are protected by the safeguards described in our Privacy Policy.

How long it is kept

The employer decides. Typically your record is kept for the recruitment and for a period afterwards for legal and audit reasons, then deleted. Proctoring images, audio clips and screenshots are kept with the test record and can be deleted by the employer at any time.

Your rights

You may ask the employer to see your data, correct it, delete it, receive a copy, object to how it is used, withdraw a consent you gave, or have a person review a decision the software helped with. Under the GDPR you may also complain to your data-protection authority; under the DPDP Act to the Data Protection Board of India, and you may nominate someone to exercise your rights for you; under California law you may exercise your rights without being treated differently for doing so, and nothing about you is sold or shared for advertising.

The rights and the authorities for your region are set out in the EU / UK / Swiss, United States and India supplements to our Privacy Policy. A request sent to us is passed to the employer within five business days.

Grievance Officer for Axion Connect: Grievance Officer — to be named, privacy@axionconnect.com.

Cookies

The test page and booking page set only the cookie needed to keep your session on one device. See the Cookie Policy.