Follow the process below to assess the requirements for your use of AI, then use Recruit’s communication, workflow and privacy tools to support them. These tools can help you notify candidates before AI use, manage candidate choices, collect consent, maintain human oversight and manage candidate data.

Assess your compliance requirements

Before you enable an AI feature, follow these steps:

1. Consult your legal counsel – Determine which laws and requirements apply to your organization and intended use of the feature, including the locations in which you hire.
2. Review Spark Hire’s resources – Review the AI Fact Sheet and other Trust Center resources, together with the relevant feature help articles and Recruit’s privacy settings guide.
3. Define your process and configure Recruit – Decide how you will meet the identified requirements, then configure the available tools in Recruit to support that process. Define which features and positions are affected, what candidates need to know, when to notify them, how to manage their choices, and who handles requests.

This article explains how to configure Recruit to support your compliance requirements. Your organization remains responsible for determining and meeting its legal obligations. 

Use the features and workflow options below to support the process you defined with your legal counsel.

Notify candidates before using AI

If you must notify candidates about the use of AI, consider these options.

Publish your candidate privacy notice

Ask your legal counsel to create or review your candidate privacy notice. Make sure it describes your recruitment practices, including relevant AI use, data handling, and candidate rights.

Notify candidates about the use of AI

Enable Privacy Settings in Settings > Hiring setup > Privacy and define which candidates are covered under Data subject. Recruit uses these settings to determine who receives your privacy notice.

Review the following options to notify candidates about AI processing. Go to Library > Templates to review the messages and their delivery settings. Use wording approved by your legal counsel.

• Privacy notice email: Use the Compliance: Privacy notice auto-template to notify candidates who have not received the notice through another communication.
• First message footer: Recruit automatically includes a link to your published privacy notice in the footer of the first email sent to a candidate when applicable. This includes initial outreach to sourced candidates and applicable application acknowledgment messages, such as “Thanks for applying,” and employee-referral messages.
• Other messages: Add AI-specific notices to relevant templates, such as Application: Thanks for applying, Compliance: Privacy notice, and Interview invite: Video.

Customize legal wording by region

Coming soon: Customize the legal wording shown on application forms and in the footer of the first message sent to a candidate. You will be able to tailor this wording and its language by privacy region to reflect applicable requirements and your data practices.

Configure interview recording consent

Some jurisdictions may require providing a notice or requesting consent before the use of AI Interview Notetaker for recording the interview and analyzing it with AI.

AI Notetaker has a built-in option for notifying candidates and asking for their consent before joining the interview. When enabled, candidates see a consent page before joining. They can agree or choose Join without recording. Recruit saves their choice in the candidate’s activity log. If needed, you can also add advance notice to the video interview invitation.

If a candidate asks to stop recording during an interview, the interviewer can select Remove from interview in the AI Notetaker section on the Interview page. This stops further recording for that interview.

When AI Interview Notetaker is enabled at the company level, it is enabled for positions by default. To exclude a whole position, disable AI Notetaker in the position’s Settings tab.

Configure retention and candidate privacy requests

AI results are stored as part of the candidate profile and are removed when the profile is deleted. This includes AI Resume Review results, AI Interview Notetaker transcripts and AI Evaluation Summary. The existing tools for handling candidate erasure and deletion requests, including automated deletion and data removal, also apply to AI results.

Candidate retention periods are configurable. Additionally, customers on the Enterprise plan can define regional rules that apply data retention rules by position location.

Employers are responsible for selecting retention periods that meet their obligations.