This Candidate Privacy Policy explains how Vocalinn handles personal data when you complete an AI-assisted interview through our platform.

Vocalinn is a technology provider used by hotels and hospitality businesses to conduct voice-based screening interviews. The hotel or company that invited you to the interview is responsible for the recruitment process and for making the final hiring decision.

Vocalinn does not make hiring decisions.

1. Who this policy applies to

This policy applies to candidates who are invited to complete an interview through Vocalinn.

If you are a hotel, employer, recruiter or business user, please refer to our Customer Privacy Policy.

2. Who controls your data

The hotel or company that invited you to the interview is usually the organisation responsible for deciding why your personal data is collected and how it is used in the recruitment process.

Vocalinn acts mainly as a technology provider that processes your interview data on behalf of that hotel or company.

If you have questions about the recruitment process, the job position, or the final hiring decision, you should contact the hiring hotel directly.

3. Personal data we collect

When you complete an interview through Vocalinn, we may collect:

• your name;

• your email address;

• your phone number;

• the job position you applied for;

• your interview answers;

• your voice recording;

• a transcript of your interview;

• AI-generated summaries;

• AI-generated scores or rankings;

• the language selected for the interview;

• the date and time of the interview;

• confirmation that you accepted this policy before starting;

• technical information such as IP address, browser and device information.

The exact data collected may depend on how the hiring hotel configured the interview.

4. How AI is used in the interview

Your interview may be recorded, transcribed and analysed with the help of artificial intelligence.

AI may be used to:

• convert your voice interview into text;

• summarise your answers;

• highlight relevant experience or skills;

• compare your answers with the job requirements defined by the hotel;

• generate scores or rankings to help the hotel review candidates.

The AI does not make the final hiring decision.

The final hiring decision is always made by the hotel or its hiring team.

5. Why your data is used

Your data is used to help the hiring hotel review your application for the job position you applied for.

This may include:

• conducting the interview;

• creating a transcript;

• generating an interview summary;

• helping the hotel compare candidates;

• supporting the hotel’s recruitment process;

• keeping a record of your interview for a limited period.

Vocalinn does not use your interview data to make final hiring decisions.

6. How long your data is kept

Candidate interview data is kept for up to 6 months after the interview.

After this period, the data will be deleted or anonymised, unless:

• the hiring hotel requests earlier deletion;

• the candidate validly requests deletion;

• a longer retention period is required by law;

• the data is needed to handle a dispute, security issue or legal obligation.

Some data may remain in secure backups for a limited period before being permanently deleted.

7. Who your data is shared with

Your interview data is shared with the hiring hotel or company that invited you to complete the interview.

Vocalinn may also use trusted service providers to operate the platform, such as providers for:

• voice call technology;

• speech-to-text transcription;

• AI analysis;

• cloud hosting;

• database storage;

• email delivery;

• security and infrastructure.

These providers may only process your data as needed to provide their services.

Vocalinn does not sell your personal data.

8. International data transfers

Some service providers used by Vocalinn may process data in countries outside your country of residence.

Where required, Vocalinn uses appropriate safeguards designed to protect personal data during international transfers.

9. Your rights

Depending on applicable law, you may have the right to:

• access your personal data;

• correct inaccurate data;

• request deletion of your data;

• object to certain processing;

• restrict processing;

• request a copy of your data;

• withdraw consent, where processing is based on consent;

• complain to a data protection authority.

Because the hiring hotel is usually responsible for the recruitment process, you should normally contact the hiring hotel first.

You may also contact Vocalinn at: hello@vocalinn.com

We will assist where possible or forward your request to the relevant hiring hotel.

10. Security

Vocalinn uses reasonable technical and organisational measures to protect your personal data.

These may include:

• restricted access to candidate data;

• secure infrastructure providers;

• encrypted connections;

• access controls;

• monitoring and logging;

• backup procedures.

No digital platform can guarantee absolute security, but we work to protect your data using commercially reasonable safeguards.

11. Automated decision-making

Vocalinn may generate AI-assisted summaries, scores and rankings.

However, Vocalinn does not make final hiring decisions automatically.

The final decision about whether to contact, reject, interview further or hire a candidate is made by the hiring hotel or company.

12. Changes to this policy

We may update this Candidate Privacy Policy from time to time.

When we make changes, we will update the “Last updated” date at the top of this page.

13. Contact

For questions about this Candidate Privacy Policy, contact: hello@vocalinn.com

For questions about the job position, recruitment process or hiring decision, contact the hotel or company that invited you to complete the interview.