Privacy Policy

This policy explains how ScreenOps ("we", "us") processes personal data when a candidate participates in an AI-conducted interview on our platform. We act as a data processor on behalf of the hiring company that invited you (the "controller"). Where we determine the means of processing for product improvement and fraud-prevention purposes, we act as an independent controller for those activities.

Questions, requests, or complaints: contact@screenops.ai.

1. What we collect

During an interview session we record and process:

• Audio — your spoken responses for the full duration of the session.
• Video — your camera feed for the full duration of the session.
• Behavioral signals derived in real time from audio and video: facial expressions, head pose, gaze direction, and speech patterns.
• Environmental signals derived from the camera feed: detected objects (e.g., mobile phones, written notes, additional screens) and the presence of additional individuals in frame.
• Optional screen share, if the position requires it and you choose to enable it.
• Identifiers needed to deliver the interview: name, email, IP address, and the timestamp at which you provided consent.

2. Why we process it

We also use PostHog for product usage analytics across our website, admin tools, candidate portal, interviewer, and browser extension. Events describe pages visited and actions such as creating a position or joining an interview, with account and company IDs and browser information. Website cookies connect visits and actions. We exclude names, email addresses, form contents, invite tokens, recordings, transcripts, and report contents from these events.

• To conduct the interview — the AI agent uses your audio in real time to ask follow-up questions and assess your responses.
• To produce a hiring report — after the call, we transcribe the audio, score your responses against the position's competencies, and generate a written summary that the hiring company reviews.
• To detect fraud and ensure integrity — environmental and behavioral signals are flagged when they suggest the presence of another person, an unauthorized device, or other indicators of impersonation. Flagged segments may be re-analyzed post-call.
• To improve the service — aggregated and anonymized signals may be used to improve detection models and the interviewer agent.

3. Legal basis (EEA / UK)

We rely on your explicit consent (Art. 6(1)(a) GDPR, and Art. 9(2)(a) where behavioral signals are treated as special-category data) for the recording, AI analysis, and storage activities described above. You provide that consent in the waiting room before the interview begins. You can withdraw it at any time by emailing contact@screenops.ai; withdrawal does not affect lawfulness of processing carried out before withdrawal.

We additionally rely on legitimate interest (Art. 6(1)(f)) for limited fraud-prevention activities (e.g., capturing the IP address from which consent was given) where these are necessary to protect the integrity of the hiring process.

4. Automated decision-making

Our AI generates analyses, scores, and recommendations. It does not make hiring decisions autonomously. A human reviewer at the hiring company evaluates each report before any decision about you is taken. You have the right to contest an outcome and request human review under Art. 22 GDPR.

5. Who we share data with

We use a small number of sub-processors to deliver the service:

• OpenAI (United States) — real-time speech and reasoning; transcription; post-call analysis.
• Amazon Web Services (region varies) — recording storage, when enabled by the hiring company.
• Mailjet (European Union) — sending the invitation email and other transactional messages.
• PostHog (United States) — product usage and website analytics.
• The hiring company that invited you — receives the recording, transcript, and report.

Where data leaves the EEA/UK, we rely on the European Commission's Standard Contractual Clauses (or equivalent transfer mechanism) to provide an adequate level of protection.

6. Retention

Recordings, transcripts, and analysis results are retained for up to 12 months from the date of the interview, after which they are deleted from our systems. The hiring company may request earlier deletion. Aggregated, fully anonymized statistics may be retained beyond that period for service improvement.

7. Your rights

Under applicable data protection law you have the right to:

• Access — request a copy of the personal data we hold about you.
• Rectification — correct inaccurate data.
• Erasure — request deletion of your data.
• Restriction — limit how we process your data.
• Portability — receive your data in a machine-readable format.
• Withdraw consent at any time, with no effect on past lawful processing.
• Object to processing based on legitimate interest.
• Lodge a complaint with your supervisory authority. In the EEA you can find your authority here.

To exercise any of these rights, email contact@screenops.ai. We respond within one month.

8. Security

We protect your data using TLS for all network traffic, encryption at rest for stored recordings, role-based access controls, and audit logging. No system is perfect; if you suspect a breach involving your data, contact us immediately.

9. Children

The service is not directed at children under 16. We do not knowingly collect personal data from anyone in that age group.

10. Browser extension (practice interviews)

ScreenOps offers a Chrome browser extension that lets job seekers start an AI practice interview based on a job posting they are viewing. This section describes how the extension handles data and supplements the sections above.

• What it accesses — when you click the ScreenOps icon on a job posting, the extension reads the visible job-posting text (title, company, and description) from that page. It accesses the page only at the moment you click; it never reads pages in the background and does not track your browsing history or the other sites you visit.
• What it sends — the job-posting text is sent to ScreenOps (app.screenops.ai) to generate a practice interview tailored to that role. The extension uses your ScreenOps account session to make these requests and to check your remaining credits.
• Local storage — the extension stores your sign-in/session state and minor preferences locally in your browser so it can remember whether you are signed in.
• The practice interview itself — when you start a practice interview it opens on our platform and records audio and video for the duration of the session, exactly as described in sections 1–2. Because you initiate practice interviews for your own preparation, you are the controller of that data and we process it to deliver the session and your feedback report.
• We do not sell extension data, and we do not use it for advertising or to determine creditworthiness.

11. Changes

We may update this policy. Material changes will be communicated by email to active candidates and reflected in the "Last updated" date above.

12. Contact

ScreenOps — contact@screenops.ai