Privacy Policy

To provide our applicant-tracking and AI screening service, we collect:

• Customer account data — agency name, your name, work email, and a securely hashed password.
• Candidate CV data — the contents of uploaded CVs (name, contact details, work history, education, skills), and, where present on the CV, a LinkedIn profile URL and a portfolio/website URL.
• Interview data — audio transcripts, AI-generated scores and rationale, and any human interviewer scorecards entered by your team, for candidates who complete an AI voice interview.
• Basic technical data (IP address, browser type, timestamps) needed for security and abuse prevention.

We collect candidate CV data only to provide applicant-tracking (ATS) functionality and to improve AI-powered recruitment features on your behalf — parsing, scoring against your job requirements, ranking, and AI-assisted interviewing. We do not use candidate data to build products for anyone other than the agency that uploaded it.

Candidate information is processed securely. CVs are transmitted over encrypted connections, parsed by our AI pipeline to extract structured fields (skills, experience, education, LinkedIn/portfolio links where available), and scored against the job post you defined. If a LinkedIn or portfolio URL isn't present on a CV, that field is simply left empty — it never blocks or fails processing of the rest of the CV.

We do not sell, rent, or trade user or candidate data to any third party, for any reason. This includes not selling data for money, cryptocurrency, tokens, or any other form of consideration. Candidate and customer data is used solely to operate the VoxaFox platform for the agency that collected it.

To minimize the amount of personal data we retain, uploaded CV files are deleted automatically from our storage once processing completes — whether that processing succeeds or fails. Only the structured data extracted from the CV (name, parsed skills, scores, and, where found, LinkedIn/portfolio links) is retained in your workspace. If a CV fails to process, the file is likewise removed and you will need to re-upload it to try again; we do this specifically to avoid holding raw CV files any longer than necessary.

Customers (recruiting agencies using VoxaFox) are responsible for obtaining candidate consent where required by applicable law before uploading a candidate's CV or inviting them to an AI voice interview. VoxaFox acts as a data processor on behalf of the agency for candidate data.

Users may request deletion of their data at any time. Customer accounts can self-serve delete their own workspace account from Settings → Danger Zone, which marks the account as deleted and signs the user out. Candidates who wish to have their information removed from an agency's workspace should contact that agency directly, or reach us at the contact details below and we will coordinate removal with the relevant agency.

We use industry-standard measures to protect the data we hold, including encrypted transport, hashed passwords, tokenized (single-use) interview links, and rate limiting on sensitive endpoints. No system is perfectly secure, and we continually work to improve our safeguards.

We may update this Privacy Policy from time to time as our product, or applicable law, evolves. Material changes will be reflected by updating the “Last updated” date at the top of this page. Continued use of VoxaFox after a change becomes effective constitutes acceptance of the revised policy.

Questions about this policy, or requests relating to your data, can be sent to your VoxaFox account contact or to the support channel provided in your workspace.