Privacy Policy

About this policy

This policy applies to the Robrics platform. It explains what data we collect, why we collect it, how long we keep it, and the rights you have over it. If you are a candidate applying through a hiring organisation that uses Robrics, please read our roles to understand who is responsible for your data.

• Recruiter and team account data. We are the data controller for recruiter and team account information, including names, email addresses, company details, and billing information.
• Candidate data. For candidate data entered or collected on behalf of a hiring organisation (such as resumes, application answers, and interview recordings), the hiring organisation is the data controller and we act as its data processor. If you are a candidate, please contact the hiring organisation first with any questions about your data. You can also contact us using the details at the end of this policy.

• Account data. Your name, email address, and company details when you register. For recruiters, this also includes subscription and billing information.
• Phone number. Optionally provided as part of your candidate profile.
• Resume. The contents of the resume file you upload, including extracted text used for AI question generation and evaluation.
• Application answers. Your responses to screening and interview questions, including typed and recorded answers.
• Interview recordings and transcripts. Video and audio recordings of your interview responses, along with AI-generated transcripts.
• AI-generated scores and recommendations. The scores, rubrics, and assessment notes produced by the AI screening system.
• Scorecards. The scorecards and notes produced by recruiters for human-led and hands-on rounds.
• Optional demographic survey. If you choose to complete the optional demographic survey, your responses are used only for bias-audit purposes and are visible to team admins.
• Interview page usage signals. During written and spoken answer rounds, we record how the interview page is used: how many times you leave the page, how long you are away, and whether text is pasted into an answer. This includes counts, durations, and timestamps only. No screen recordings, clipboard contents, or keystrokes are stored. This information is shown to the hiring team as context and is never used to automatically reject you.
• Technical logs. Server-side logs used to operate and secure the platform.
• Billing data. Payment processing is handled by Stripe. We do not store your card details.

We process your data for the following purposes, on the following lawful bases under the UK GDPR:

• Providing the Service. To create and manage your account, process applications, and run interviews. Lawful basis: performance of a contract.
• AI screening and evaluation. To analyse resumes, generate interview questions, evaluate responses, and produce fit scores. Lawful basis: the hiring organisation's legitimate interests in assessing candidates, carried out on its behalf as processor.
• Communications. To send you interview invitations, deadline reminders, and service notifications. Lawful basis: performance of a contract, or legitimate interests.
• Security and integrity. To monitor interview integrity signals, maintain audit logs, and protect the platform. Lawful basis: legitimate interests.
• Compliance. To meet legal and record-keeping obligations, including bias-audit reporting. Lawful basis: legal obligation.
• Billing. To manage subscriptions and process payments through Stripe. Lawful basis: performance of a contract.

Robrics uses automated systems to evaluate candidates. This includes AI-generated interview questions, automated scoring of responses, and AI-produced fit assessments. A human recruiter reviews all AI-generated results and makes the final hiring decision. The Service does not make solely automated hiring decisions. You have the right to object to automated processing and to request a human-only review process. For more information, see our AI use and fairness disclosure.

We keep your data for as long as needed to provide the Service and to meet record-keeping obligations. Hiring teams can configure automatic deletion of application data after a set period. The default setting is automatic deletion after 6 months, but this is turned off until a team enables it. Teams can choose any period from 1 to 60 months. When auto-delete is enabled, application data (including recordings, transcripts, AI analyses, resumes, and answers) is removed after the configured period.

When candidate media and resumes are deleted, a bare record (candidate name, stage history, and scorecard decisions) is retained for hiring-records purposes.

• Request erasure of an application. You can initiate a data erasure request from your My Applications page. The hiring team will review and process your request.
• Delete your saved resume profile. You can permanently delete your stored resume profile from your Resume Profile page at any time.

Every deletion is recorded in an audit log showing who performed it, when, and what was removed.

We do not sell your personal data. We share it only with the third-party services that help us operate the platform. These services are listed on our Sub-processors page, along with the purpose and type of data each one processes.

Some of our sub-processors may process data outside the UK. We rely on their data transfer arrangements to ensure appropriate safeguards are in place. For details about where each sub-processor operates, please see our Sub-processors page.

We protect your data using team-scoped access controls, server-side authorisation checks, resume redaction before AI processing, and audit logging. For more information, see our Security and Trust page.

Under the UK GDPR, you have the following rights:

• Access. You can request a copy of the personal data we hold about you.
• Rectification. You can ask us to correct inaccurate or incomplete data.
• Erasure. You can ask us to delete your personal data, subject to legal or business retention requirements.
• Restriction. You can ask us to limit how we use your data in certain circumstances.
• Data portability. You can ask us to provide your data in a structured, machine-readable format.
• Objection. You can object to our processing of your data, including processing based on legitimate interests.
• Automated decisions. You have the right not to be subject to solely automated decisions, including profiling. You can request a human-only review at any time during the application process.

To exercise any of these rights, email us at info@robrics.ai. If you are a candidate, please also contact the hiring organisation, as they are the data controller for your application data.

Children

The Service is not intended for anyone under 18 (or the age of majority in their country of residence). We do not knowingly collect data from children. If you believe a child has provided us with personal data, please contact us and we will delete it.

We use only essential storage to keep you signed in, remember your language preference, and maintain the state of the interface. We do not use tracking cookies, advertising cookies, or third-party analytics. You can manage or clear storage through your browser settings at any time.

Changes to this policy

We may update this Privacy Policy from time to time. We will post the updated policy on this page and update the "Last updated" date. If we make material changes, we will notify you through the Service or by email.

If you have questions about this Privacy Policy or wish to exercise any of your rights, please contact us at info@robrics.ai, or write to us at [Registered address].

You also have the right to lodge a complaint with the UK Information Commissioner's Office at https://ico.org.uk.