Braintrust AIR Privacy Policy

1. Introduction

This Privacy Policy outlines how Braintrust AIR ("we," "our," or "us") collects, uses, discloses, and protects personal information when users ("you" or "your") access or use our AI-powered interview platform and related services (collectively, the "Service"). By using the Service, you consent to the practices described in this Privacy Policy.

2. Information We Collect

We collect the following categories of personal data ("Personal Information"):

Customer & User Data

• Contact Information: Name, email address, and company name.
• Account Credentials: Username and password for accessing the Service.
• Professional Information: Job title and employer details.
• Payment Information: Billing address and payment method details.
• Usage Data: Information about how you and your candidates interact with the Service, such as IP addresses, browser types, access times, and pages viewed.

Candidate Data

• Application, Interview & Assessment Data: Information about candidates you invite to use the Service, including their names, email addresses, interview transcripts, video recordings, and assessment results.

3. How We Use Your Information

We use the collected information for various purposes, including:

• Providing and Improving the Service: To operate, maintain, and enhance the Service's functionality and user experience.
• Authentication & Account Management: Manage user access, prevent unauthorized access, and enforce security protocols.
• Facilitating Interviews: To enable candidate screening, evaluation, and customer-defined hiring processes.
• Communication: To send administrative updates, security notifications, and provide customer support.
• System Analytics & Performance Optimization: Monitor service uptime, detect anomalies, and enhance platform functionality.
• Billing and Payments: To process transactions and manage subscriptions.
• Legal Compliance: To comply with applicable laws, regulations, and legal processes.

4. Use of AI and Your Data

Braintrust AIR uses licensed, pre-trained foundation models to conduct and evaluate interviews. We do not use candidate data to train or fine-tune these models. Interview recordings, transcripts and assessment results are not used to develop, train or improve any AI model, by Braintrust or by any third party.

AIR does not perform facial recognition, voice-print matching, or emotion inference. Interviews are recorded and transcribed. Evaluations are based on the substance of a candidate's responses, assessed against criteria defined by the hiring organization.

5. Automated Decision-Making and Human Review

AIR does not make hiring decisions. It produces an evaluation that is reviewed by a person at the hiring organization before any decision about a candidate is taken. No candidate is accepted or rejected by automated means.

Candidates may request human review of, or contest, any outcome, and may do so without prejudice to their candidacy.

6. Sharing Your Information

We do not sell or rent your Personal Information to third parties. We may share your information in the following circumstances:

• Authorized Service Providers: With third-party vendors who perform services on our behalf, such as payment processing, cloud data storage, analytic tools, and other third-party vendors assisting with platform functionality.
• Business Transfers: In connection with a merger, acquisition, or sale of assets.
• Legal Obligations: If required by law, subpoena, or government request, or to protect users, platform integrity, or intellectual property.
• Access Controls: Third parties must adhere to confidentiality agreements, SOC 2 security practices, and data minimization principles.

We share candidate data only with sub-processors engaged under data processing agreements, for the purpose of delivering the interview service. Our current sub-processors are:

This list is maintained in our Trust Center.

Candidate data is hosted in either the United States or the European Union, depending on the region configured for the hiring organization, and is encrypted in transit and at rest. Where data is transferred outside the region in which it was collected, we rely on appropriate safeguards, including Standard Contractual Clauses. Candidates who wish to know which region applies to their interview can contact us at airsupport@usebraintrust.com or ask the hiring organization directly. We do not sell candidate data, and we do not use it for advertising or for any purpose beyond the recruitment process the candidate applied to.

7. Data Security

We implement industry-standard security measures, though no method is 100% secure:

• Encryption: Data is encrypted in transit (TLS 1.2+) and at rest (AES-256).
• Access Control & Least Privilege: Role-based access control (RBAC) restricted to authorized personnel.
• Audit Logging & Monitoring: Continuous security monitoring for anomalies.
• Incident Response Plan: Procedures for breach detection, mitigation, and notification.
• User Responsibilities: Users must protect login credentials and report unauthorized access immediately.

8. Data Retention

We retain candidate interview records for the duration of our engagement with the hiring organization, and for one year following the end of that engagement, unless deletion is requested earlier or a longer period is required by law.

Candidates may request deletion of their data at any time, including immediately, by contacting airsupport@usebraintrust.com. We action these requests, and will identify any narrow legal-retention exception if one applies.

For other Personal Information described in this policy (such as customer account and billing data), we retain information for as long as necessary to fulfill the purposes outlined in this policy, unless a longer period is required or permitted by law.

9. Your Rights and Choices

Depending on your jurisdiction, you may have the following rights:

• Access: Request access to your Personal Information.
• Correction: Request correction of inaccurate/incomplete info.
• Deletion: Request deletion, subject to exceptions.
• Objection: Object to processing under certain circumstances.

To exercise these rights, contact: airsupport@usebraintrust.com

10. Children's Privacy

The Service is not intended for individuals under 18. We do not knowingly collect info from children and will delete any inadvertently collected data.

11. Changes to This Privacy Policy

We may update this policy periodically. We will notify you of material changes by posting the new policy and updating the "Last Updated" date.

12. Contact Us

For questions or concerns, contact us at: airsupport@usebraintrust.com

EU Representative (GDPR Art. 27):
Freelance Labs Inc. has appointed Prighter Group as our privacy representative in the European Union.

• Online Portal: https://app.prighter.com/portal/13563441204
• Mail: Prighter GmbH, Köstlergasse 1/6, 1060 Vienna, Austria.

Please include "Freelance Labs Inc." in all communications.