Appendix F. Data, AI and Privacy

F1. What You May Pass to AI

Allowed Not Allowed Without Separate Permission

Anonymised search brief Candidate personal data

General role notes Client or company confidential documents

Requirements list without names Commercial secrets, salary offers, internal conflicts

Anonymised funnel metrics Full correspondence chains, phone numbers, personal contacts

Message draft without sensitive details Medical, family, political, religious and other sensitive data

F2. Human Verification Contract

AI can help draft text, structure notes, expand keywords and suggest hypotheses. AI does not make candidate decisions, assign final scores, reject people or send messages without verification.

Before using AI output, check:

Whether facts have been fabricated.

Whether demographic characteristics or proxy discrimination have appeared.

Whether disclosure constraints have been breached.

Whether the message reads like a mass mailing.

Whether AI is substituting for your professional judgement.

Whether the decision can be explained to the candidate, client and hiring manager.

F3. Mini Data Policy for the Team

1. Only the minimum necessary data goes into AI tools.

2. Candidate personal data is not pasted into open tools without permission and a company policy.

3. All AI drafts are marked as drafts.

4. A human makes the final candidate decision.

5. The team keeps facts separate from opinions and hypotheses.

6. Rejections and rejection reasons are recorded specifically, without evaluative labels.

7. If a candidate asks to stop communication, this is recorded in ATS/CRM and respected.