⚠️ Not Legal Advice
This article provides boilerplate language you may adapt for your candidate-facing Privacy Policy or careers page. You must confirm with your legal team before publishing.
Option 1: GDPR-Compliant (Vendor-Neutral)
"As part of our recruitment process, we use AI-powered technology to conduct initial candidate interviews. An AI agent will engage with you in a structured conversation to understand your experience, skills, and motivations. These interviews are conducted by a third-party service provider that processes your personal data on our behalf. Your responses are reviewed by our hiring team, who make all decisions about whether to advance your application. We do not make automated final hiring decisions. You can learn more about how we handle your data, and your rights under GDPR, in our Privacy Policy."
Option 2: GDPR-Compliant (Naming HiPeople Explicitly)
"As part of our recruitment process, we use AI-powered technology to conduct initial candidate interviews. For this purpose, we work with HiPeople GmbH, whose AI agent will engage with you in a structured conversation to understand your experience, skills, and motivations. HiPeople processes your applicant data on our behalf in line with GDPR requirements. Your responses are reviewed by our hiring team, who make all decisions about whether to advance your application. We do not make automated final hiring decisions. You can learn more about how we handle your data, and your rights under GDPR, in our Privacy Policy."
Option 3: Candidate-Friendly / Reassuring (Neutral Wording)
"To give every applicant a fair and consistent experience, we use an AI-powered interview agent as part of our process. The AI will have a structured conversation with you about your background and interest in the role — think of it as a first-stage interview you can complete at a time that suits you. Your responses help our recruiters understand your experience, but no decision is made by the AI alone. Every application is reviewed by a member of our hiring team. Your rights under GDPR apply — please see our Privacy Policy for details, or contact us with any questions."
Guidance for Customers
If your legal team is conservative → use Option 2 (explicitly naming HiPeople).
If your legal team is comfortable with categories → Option 1 or 3 may suffice.
Candidate experience focus → Option 3 is warmest and most transparent about what to expect.
Always ensure your main Privacy Policy includes GDPR Article 13/14 disclosures: purpose of processing, lawful basis, categories of data, recipients (HiPeople or by category), retention, rights, and supervisory authority. For AI interviewing specifically, consider also addressing: how long interview recordings or transcripts are retained, whether interviews are recorded at all, and how candidates can request deletion of their data.