Appendix F. Data, AI and Privacy
F1. What You May Pass to AI
| Allowed | Not allowed without separate permission |
|---|---|
| Anonymized search brief | Candidate personal data |
| General role notes | Client or company confidential documents |
| Requirements list without names | Commercial secrets, salary offers, internal conflicts |
| Anonymized funnel metrics | Full correspondence threads, 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 any facts were invented.
- Whether demographic traits or proxy discrimination appeared.
- Whether disclosure restrictions were breached.
- Whether the message sounds like a mass mailing.
- Whether AI is replacing your professional judgment.
- Whether the decision can be explained to the candidate, the client, and the hiring manager.
F3. Mini Data Policy for the Team
- Only the minimum necessary data goes into AI tools.
- Candidate personal data is not pasted into open tools without permission and a company policy.
- All AI drafts are marked as drafts.
- A human makes the final candidate decision.
- The team keeps facts separate from opinions and hypotheses.
- Rejections and rejection reasons are recorded specifically, without evaluative labels.
- If a candidate asks to stop communication, this is recorded in ATS/CRM and respected.
