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.
• 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).

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.

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.
• 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.

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