Your agency is the controller for your candidates’ information, so your own privacy notice has to tell them how you use VextronAI. The wording below is a starting point. Adapt it to how your agency actually works: replace the text in [square brackets], remove anything you don’t use, and choose your own lawful bases. You’re responsible for your final notice.
How we use VextronAI
We use VextronAI, a recruitment platform provided by Vextron Ltd, to manage our candidates, jobs and placements. Vextron Ltd handles your information on our behalf and only on our instructions.
AI tools that compare you with a job. We may use VextronAI’s AI tools to compare your CV or profile with the requirements of a job. Pattern-based redaction removes known identity and contact details and labelled personal facts from your CV first, though some personal information may remain. The tools suggest how well you match and show their reasons, but they never make the decision: one of our team reviews every suggestion and decides what happens next. This is a form of profiling. [We do this because of our legitimate interest in finding you suitable work.]
Email. If one of our recruiters connects their work mailbox to VextronAI, emails between you and that recruiter may be copied into VextronAI and kept with our records, depending on our sync and blocking settings.
Our candidate portal. [If we invite you to our candidate portal,] the information you add there is stored in VextronAI. The portal uses a cookie to keep you signed in.
Where your information goes. Your information is stored in London (UK), with files and our provider’s off-site backup in the EU. When we use the AI tools, the relevant text is sent to Anthropic, which may process it outside the UK, including in the USA. Anthropic deletes it within 30 days, unless it’s flagged for misuse or the law requires otherwise, and doesn’t use it to train its models.
How long we keep it. We keep your information for [our retention periods].
Your rights. You can ask us for a copy of your information, ask us to correct or delete it, or object to how we use it, including our use of AI tools to assess you. Contact us at [your contact details]. You can also complain to the Information Commission (ICO) at ico.org.uk.
Our page on how we use AI explains what the AI tools read and never read. Our privacy policy explains Vextron Ltd’s own role.