Privacy Policy
Your privacy matters. This policy explains how VivyaScreen collects, uses, protects, and shares your data in compliance with GDPR, CCPA, and other applicable data protection regulations.
Last updated: February 21, 2026
1. Information We Collect
Candidate Data
Resumes, cover letters, interview recordings (audio and video), transcripts generated from interviews, phone screen recordings, and AI-generated evaluation scores. This data is collected through your organization’s use of our platform and is processed solely for recruitment screening purposes.
Recruiter & Organization Data
Account information including name, email address, company name, job title, and phone number. Call recordings and phone screen data submitted for quality assurance analysis. Usage analytics and platform interaction data.
Technical Data
IP addresses, browser type, device information, cookies, and session identifiers collected automatically when you access our platform. This data is used for security, performance optimization, and service improvement.
2. How We Use Your Data
Core Platform Services
AI-powered resume screening and scoring across 8 dimensions • Real-time live interview scoring and fraud detection • Automated phone screen QA and recruiter performance monitoring • Voicemail compliance analysis • Automated candidate screening calls • Report generation and analytics dashboards.
Data Processing Purposes
All candidate data is processed exclusively for the recruitment evaluation purposes defined by your organization. We do not use candidate data for advertising, profiling beyond recruitment scope, or sale to third parties. AI models are used for scoring and analysis only — final hiring decisions always remain with humans.
3. Data Retention & Deletion
Retention Period
Candidate screening data is retained for the duration specified in your organization’s data processing agreement (DPA), typically 12–24 months after the last interaction. Interview recordings and transcripts are retained for the same period unless earlier deletion is requested.
Right to Deletion
Organizations can request deletion of all candidate data at any time through the platform dashboard or by contacting our data protection team. Individual candidates can exercise their right to erasure by contacting their prospective employer, who will relay the request through our platform.
4. Your Privacy Rights
GDPR Rights (EU/EEA Residents)
Right of access • Right to rectification • Right to erasure (“right to be forgotten”) • Right to restrict processing • Right to data portability • Right to object to processing • Right not to be subject to automated decision-making. To exercise any of these rights, contact our Data Protection Officer at dpo@vivyascreens.com.
CCPA Rights (California Residents)
Right to know what personal information is collected • Right to delete personal information • Right to opt-out of the sale of personal information (we do not sell personal data) • Right to non-discrimination for exercising privacy rights.
5. Security Measures
Encryption & Access Control
All data is encrypted at rest (AES-256) and in transit (TLS 1.3). Role-based access controls (RBAC) ensure that only authorized personnel can access sensitive data. Multi-factor authentication (MFA) is enforced for all platform accounts.
Infrastructure Security
Our platform is hosted on SOC 2 Type II certified cloud infrastructure with 99.99% uptime SLA. We conduct regular penetration testing, vulnerability assessments, and maintain a comprehensive incident response plan. All infrastructure is monitored 24/7 with automated threat detection.
6. Third-Party Services
Sub-Processors
We use carefully vetted third-party services for specific functions: cloud hosting (AWS), transcription (AssemblyAI), video conferencing integration (Zoom, Google Meet, Microsoft Teams), and ATS integrations. All sub-processors are bound by strict data processing agreements and maintain SOC 2 compliance.
Data Transfers
When data is transferred outside the EU/EEA, we ensure appropriate safeguards are in place, including Standard Contractual Clauses (SCCs) and adequacy decisions. We maintain a current list of sub-processors available upon request.
8. Contact & Data Protection Officer
Data Protection Officer
For any privacy-related inquiries, data subject requests, or concerns about how your data is processed, please contact our Data Protection Officer: Email: dpo@vivyascreens.com Address: VivyaScreen Inc., Data Protection Office Response Time: We respond to all privacy requests within 30 days.
Questions About Your Privacy?
Our Data Protection Officer is available to answer any questions about how your data is collected, used, and protected.