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Informing the people you record is your responsibility. This page covers what Hirify announces and what it doesn’t, then gives you three notice templates.

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Who has to inform candidates

Hirify acts as a processor. Your company, which runs the recruitment, is the controller. The duty to inform data subjects under Articles 13 and 14 of the GDPR therefore rests with you. It covers:
  • the content of the notice
  • when it’s presented
  • the channel used
  • how it fits into your privacy policy
An interview can be recorded without the person being recorded ever being asked to accept anything. Announcing it remains up to you.

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What the candidate sees in a video meeting

This is the only channel where Hirify announces anything on its own. When the meeting assistant joins, it posts a pinned message in the meeting chat, addressed to all participants:
Hello and welcome 👋 An assistant is taking notes during this interview: the conversation is transcribed so the person you’re speaking with can stay focused on you rather than on their keyboard. The notes are only used to prepare the next steps of the hiring process and stay within the team. If you’d rather the assistant didn’t sit in, just say so: it will leave the meeting.
A participant who joins later gets a reminder:
For your information: this interview is being transcribed to help write up the notes.
The meeting assistant also appears as a separate participant, with its own video tile. If your organization uploaded its own assistant image, that image is what shows. Don’t rely on the tile to carry the information. In every case, this is passive information. It doesn’t replace your own announcement.

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Channels where nothing is announced

Three channels show no notice at all. Announcing the recording there is entirely up to you.
  • Self-recording by the candidate: the page shows the interview title, your name and the organization’s name, the microphone choice, and the Start recording button. There’s no notice and no consent checkbox.
  • Calling: recording is turned on at the level of the dedicated number. No voice announcement or tone plays before recording starts.
  • Uploaded audio file: the recording was made outside Hirify. The announcement had to be made when it was recorded, before the upload.
A calendar event that carries a meeting URL can send the meeting assistant without any confirmation at the time of the interview. Plan your announcement ahead.

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Three notice templates

These texts are templates, not ready-to-use notices. Fill in the items in parentheses, then have them reviewed by your legal counsel. The purposes, legal basis, and retention periods must match the processing you actually carry out.
To present before the recording starts.
This interview is recorded and transcribed to help the recruiter conduct the conversation and keep an accurate record of it. An analysis assisted by artificial intelligence is carried out on the transcript to produce a summary and decision-support information for the recruiter. The hiring decision is still made by a person. The controller for this processing is (identity and contact details of the controller, to be completed by the client organization). Your data is kept for no more than two years after the last contact, then deleted or anonymized. You have the right to access, rectify, erase, and restrict the processing of your data and to object to it, as well as the right to lodge a complaint with a supervisory authority. To exercise these rights or for any question, contact (contact for the controller, email or postal address, to be completed by the client organization).
A short announcement to make before starting the recording.
This call will be recorded and transcribed for recruitment purposes and to assist the recruiter. The controller for this processing is (identity of the controller, to be completed by the client organization). To learn about your rights and how to contact us, go to (address of the full privacy notice, to be completed by the client organization). If you don’t want to be recorded, you can say so now.
To add to the recording notice or to your privacy policy.
An artificial intelligence system analyzes your interview from its transcript. It extracts structured information from it and produces a summary and points of attention for the recruiter. When searching for profiles, this system may also compare and rank applications against the job criteria. This processing provides decision support. It doesn’t decide for you. The decision on your application is made by a recruiter. For processing that involves an element of profiling, you can ask for information about the logic involved, express your point of view, and contest the result with a person. You also have the rights of access, rectification, erasure, restriction, and objection mentioned above. The controller for this processing is (identity and contact details of the controller, to be completed by the client organization) and the dedicated contact is (contact for exercising these rights, to be completed by the client organization).

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Good to know

  • Hirify doesn’t collect any consent of its own from the person being interviewed. The permission passed on by the video meeting platform is the host’s agreement, not the candidate’s.
  • No notice is shown on the self-recording page or for calls. These notices are yours to provide through your own means.
  • These templates are drafting suggestions. They aren’t legal advice.
  • Determining the legal basis, whether the processing involves profiling, and whether an impact assessment is needed is up to your company and its counsel.

Your data

Collection, retention, and data subject rights.

AI at Hirify

What the AI produces, and what it doesn’t do.