Privacy Policy

1. Who we are

Axil ("we", "our", "us") is a recruitment operations platform operated by Axil, registered in Ireland. This policy explains how we collect, use, and protect your personal data in accordance with the General Data Protection Regulation (GDPR).

2. Data we collect

We collect and process the following categories of personal data:

• Account data: Name, email address, password (hashed), organisation name.
• Candidate data: Name, email, CV (if uploaded), interview recordings, transcripts, feedback ratings and notes.
• Collaborator data: For people a customer invites to interview for one of its roles, or to read one of its hiring plans - name, email address, and the scorecards and interview notes they write.
• Usage data: Pages visited, actions taken within the platform (audit log), browser type.
• Cookies: Essential cookies for authentication and session management only. No tracking or advertising cookies.

3. How we use your data

• To provide and operate the Axil platform.
• To schedule and record interviews (with consent).
• To generate AI-powered insights from interview transcripts and feedback. AI analysis is text-only - no emotion, voice, or biometric inference is performed.
• To send email notifications (interview invites, feedback requests, reminders).
• To monitor errors and improve platform reliability.

4. Legal basis for processing

• Contract (Article 6(1)(b)): Processing necessary to provide the service to customer organisations who sign up for Axil.
• Legitimate interest (Article 6(1)(f)): Recruitment processing of candidate data on behalf of customer organisations (CV storage, interview transcription, AI synthesis). Candidates are informed at the point of collection (Article 14) and have the right to object at any time (Article 21) - see section 5 below.
• Legitimate interest: Error monitoring, security, platform improvement.

5. Article 14 notice + Article 21 objection right

Candidates

When a recruiter adds your CV to Axil, we send you an email with a link to a page where you can object to either (a) your interview being transcribed, or (b) your CV being stored for 12 months. You can change your preferences any time by reusing the link in that email. This satisfies our obligations under GDPR Article 14 (transparency for personal data collected from a third party) and gives you the rights set out in Article 21 (right to object to processing under legitimate interest).

Axil's use of AI is disclosed in detail at /ai-disclosure, satisfying EU AI Act Article 26(7) (deployer transparency for high-risk AI systems used in employment).

Interviewers and other collaborators

When an organisation using Axil invites you to interview for one of its roles, or to read one of its hiring plans, we hold your name, your email address and whatever you write on the scorecard. We use it so that the organisation which invited you can run its interview process: to send you the brief and the scorecard form, to schedule the interviews you are asked to run, and to attach what you write to that organisation's hiring record. Every email we send you carries a link to your own preferences page, where you can see what we hold and ask us to remove you.

Asking to be removed removes you, not the work. Your name, email address and any note we hold about you are erased, and every interview link we have sent you stops working immediately. The scorecards you already wrote stay attached to that organisation's hiring record and stop naming anybody: they are that organisation's account of how it reached a hiring decision, and it may need them if a candidate later challenges that decision - the same reason candidate CVs are kept for twelve months rather than deleted on request of a third party.

6. Data retention

Candidate data (including CVs, recordings, transcripts, and feedback) is retained for 1 year from the date of collection. After 1 year, candidates are automatically contacted to opt in to continued retention or request deletion. Data for candidates who do not respond is deleted within 30 days of the reachout.

Interviewers and other collaborators are anonymised automatically 12 months after their last activity - the most recent of being added, being invited to a hiring plan, accepting an invitation, and being scheduled for an interview. This happens on its own and does not wait for a request. Their name and email address are removed, every outstanding invitation link is revoked, and the scorecards they wrote remain on the hiring record without naming anyone.

7. Data sharing

We share data with the following third-party processors, all of whom are GDPR-compliant:

• Supabase (EU region) - database and authentication.
• Vercel - application hosting.
• Anthropic (Claude) - AI analysis of interview transcripts and feedback.
• Recall.ai (EU region) - interview recording and transcription of live meetings.
• AssemblyAI (EU region) - transcription of uploaded interview recordings.
• Resend - email delivery.
• Sentry - error monitoring.
• Google - calendar and video conferencing (Google Meet).

We do not sell personal data to any third party.

8. Your rights

Under GDPR, you have the right to:

• Access your personal data.
• Rectify inaccurate data.
• Request erasure of your data.
• Restrict or object to processing.
• Data portability.
• Lodge a complaint with the Irish Data Protection Commission.

To exercise any of these rights, contact us at admin@axil.ie.

If you are an interviewer or a plan viewer rather than a candidate, the quickest route is the link in any Axil email we have sent you: it opens a page showing what we hold about you, where you can ask to be removed without contacting anybody. The deletion request form in section 10 works too.

9. AI transparency (EU AI Act)

Axil uses AI to analyse interview transcripts and structured feedback. All AI-generated content is clearly labelled with a disclaimer. AI analysis is text-only - no emotion detection, voice analysis, or biometric inference is performed. All hiring decisions are made by humans.

11. Contact

For privacy-related enquiries: admin@axil.ie