AptiaWork – AI Video Interviews for Small Businesses

Introduction

At AptiaWork, we take your privacy seriously. This Privacy Policy explains how we collect, use, store, and protect your personal information when you use our AI-powered hiring platform.

AptiaWork helps small businesses screen job candidates ethically using AI technology built on principles of fairness, transparency, and privacy-first design.

Information We Collect

From Employers

Account Information: Name, email address, company name, and payment information
Job Postings: Job titles, descriptions, requirements, and screening questions
Usage Data: How you interact with our platform, including pages visited and features used
Payment Information: Processed securely through Stripe (we don't store full payment card details)

From Job Candidates

Application Information: Name, email address, and optional resume/CV
Video Responses: Video recordings of answers to screening questions
AI Analysis: Automated assessments of communication skills, enthusiasm, and job-relevant factors
Technical Data: Device type, browser information, and IP address

Analytics and Cookies

We use Google Analytics and cookies to understand how users interact with our platform. This data is used solely to:

Improve the user experience and platform functionality
Identify and fix technical issues
Understand which features are most valuable to users

We do not use analytics data for advertising, remarketing, or selling to third parties. Analytics data is aggregated and anonymized.

Google Sign-In and Google User Data

When you sign in with Google, we access only basic profile information (your name and email address) to create and authenticate your account.

What We Collect from Google

Email address: Used for account identification and login
Name: Displayed in your account profile
Profile picture (optional): Displayed in your account if you choose to share it

How We Use Google User Data

We use Google user data solely for the following purposes:

Authentication: To verify your identity and enable secure login
Account Creation: To create and maintain your employer account on AptiaWork
Communication: To send you service-related notifications about your job postings and applications

What We Do NOT Do with Google User Data

We explicitly do not:

❌ Use Google user data for advertising purposes
❌ Sell or share Google user data with third parties for their marketing
❌ Use Google user data to build user profiles for purposes unrelated to our hiring platform
❌ Transfer Google user data to data brokers or similar entities

Your use of Google Sign-In is also subject to Google's Privacy Policy.

Google Calendar API Usage

We use Google Calendar API to enable interview scheduling features for employers. This allows hiring managers to seamlessly schedule interviews with candidates.

What We Do with Google Calendar API

When you connect your Google Calendar, we use the Calendar API solely to:

Create calendar events: When you schedule an interview with a candidate
Check availability: To show you available time slots
Send calendar invitations: To notify you and candidates of scheduled interviews

What We Do NOT Do with Google Calendar Data

We explicitly do not:

❌ Use Google Calendar data to train AI or machine learning models
❌ Use Google Calendar data to develop, improve, or train generalized AI/ML models
❌ Share Google Calendar data with third parties for AI/ML purposes
❌ Store Google Calendar data beyond what is necessary for interview scheduling
❌ Access calendar data unrelated to AptiaWork interview scheduling

Important: The AI analysis we perform on AptiaWork (candidate video screening and scoring) uses OpenAI's API and is completely separate from Google Calendar data. Calendar data is used only for scheduling functionality within our platform.

Google Calendar data is accessed only when you explicitly connect your Google Calendar through our interview scheduling feature, and is used solely to facilitate interview scheduling between employers and candidates.

How We Use Your Information

We use the information we collect to:

Provide Our Service: Facilitate job postings, candidate screenings, and employer-candidate matching
AI Screening: Analyze candidate responses using AI to provide advisory insights to employers
Improve Fairness: Audit our AI models for bias and disparate impact across protected characteristics
Process Payments: Handle billing for job posts and candidate screenings via Stripe
Communication: Send important updates, notifications, and support responses
Security: Detect and prevent fraud, abuse, and security incidents
Legal Compliance: Meet regulatory requirements and respond to legal requests

AI Analysis and Fairness Commitment

Our AI is designed as an advisory tool to help employers screen candidates more efficiently—not to make final hiring decisions.

Fairness Principles

Bias Audits: We regularly test our AI models for bias and disparate impact
Job-Relevant Only: AI evaluates communication, enthusiasm, and job-specific skills—not protected characteristics
Transparent Scoring: Employers see clear rationales for AI-generated scores
Human Oversight: Final hiring decisions are always made by employers, not AI

Data Retention

Candidate Data: Video recordings and resumes are retained for 30 days after a job posting closes, then permanently deleted. Application scores and aggregate statistics are retained for platform analytics and improvement of our AI models.
Employer Data: Account data stored while active and up to 7 years for tax and legal compliance.
Analytics: Aggregated, anonymized data may be kept to improve AI models and ensure fairness.

Data Security

Encryption in transit (HTTPS/TLS) and at rest
Secure cloud storage with access controls
Regular security audits and vulnerability assessments
Payment processing through PCI-compliant Stripe infrastructure
Limited employee access on a need-to-know basis

How We Share Your Information

We do not sell your personal information to anyone. We do not share your data for advertising or marketing purposes.

We may share data only in these limited circumstances:

With Employers: Candidate application data and AI analysis are shared with the employer who posted the job
Service Providers: Trusted vendors (Stripe for payments, OpenAI for AI analysis, Vercel for hosting) who are bound by strict data protection agreements and only process data on our behalf
Legal Requirements: When required by law or to protect rights and safety
Business Transfers: If ownership changes, with advance notice to users

Important: We never share your data with advertisers, data brokers, or third parties for their marketing purposes.

Your Privacy Rights

Depending on your location, you may have the following rights:

Access: Request a copy of your personal data
Correction: Update or correct inaccurate information
Deletion: Request deletion of your data (subject to legal retention requirements)
Portability: Receive your data in a machine-readable format
Opt-Out: Unsubscribe from marketing emails or opt out of certain processing
Appeal AI Decisions: Candidates can request human review of AI-generated assessments

To exercise these rights, contact us at contact@aptiawork.com.

International Users

AptiaWork is based in the United States. By using our service from outside the U.S., you consent to transferring and processing your data in the U.S. under U.S. privacy laws.

Children's Privacy

AptiaWork is not intended for users under 18. We do not knowingly collect data from children. If you believe we have, contact us immediately.

Changes to This Policy

We may update this Privacy Policy over time. We will notify you of material changes and your continued use indicates acceptance.

Contact Us

If you have questions, concerns, or requests regarding this Privacy Policy or your personal data, please contact us at contact@aptiawork.com.