Privacy Policy

1. Introduction

Prodigio ("we", "us", or "our") operates a hiring platform ("Platform") that connects companies with job applicants. We are committed to handling personal information responsibly and transparently.

This Privacy Policy explains what personal data we collect, why we collect it, how we use and protect it, and what rights you have in relation to it. It applies to everyone who interacts with the Platform, including job applicants ("Candidates"), employees and administrators of companies using Prodigio ("Hiring Organisation Users"), and visitors to our websites.

2. Information We Collect

The information we collect depends on how you use the Platform.

From Candidates

• Identity data: full name, date of birth, nationality, and other details you include in your application
• Contact data: email address, phone number, location
• Application data: CV or resume, cover letter, work history, qualifications, and any supporting documents you submit
• Assessment data: responses to language, reading, listening, writing, and cognitive assessments administered through the Platform
• Video and audio recordings: where you participate in an AI-assisted video interview, recordings of that session are captured and stored
• Assessment monitoring data: during assessments, the Platform records activity signals such as tab switches, browser focus changes, and time-on-task to support assessment integrity. No background screen recording is performed outside the assessment window
• Digital signatures: where you sign an offer letter or NDA through the Platform, your signature data is captured and stored as part of the signed document
• Communications: messages or correspondence exchanged with the hiring organisation through the Platform
• Onboarding data: information collected during employee onboarding steps if you accept an offer

From Hiring Organisation Users

• Account data: name, work email address, role, and company affiliation
• Company data: company name, logo, website, and branding information used on your careers page
• Job and pipeline data: job postings, hiring criteria, interview stages, and pipeline configurations you create
• Billing data: payment information is processed by a third-party payment provider; we do not store full payment card details

From All Users

• Device and usage data: IP address, browser type, operating system, pages visited, time on page, and similar technical data
• Session data: cookies and session tokens used to keep you logged in and maintain Platform functionality

3. How We Use Your Information

For Candidates, we use your data to:

• Receive, process, and evaluate your job application
• Administer assessments and generate scores to assist hiring organisations in their decisions
• Conduct and store AI-assisted video interviews where you have been invited to participate
• Communicate with you about your application status and next steps
• Generate and deliver offer letters, NDAs, and onboarding materials if you are selected
• Maintain assessment integrity and detect dishonest behaviour during evaluations

For Hiring Organisation Users, we use your data to:

• Create and manage your account and team access
• Host your branded careers page and job listings
• Process subscription payments and manage billing
• Provide AI-assisted features across the hiring pipeline
• Send platform notifications, product updates, and support communications

For all users, we use data to:

• Maintain the security and stability of the Platform
• Detect and prevent fraud, abuse, and unauthorised access
• Comply with our legal and regulatory obligations
• Improve platform features and user experience

4. AI-Assisted Processing

The Platform uses artificial intelligence to assist hiring organisations at various stages of the hiring process, including screening CVs against job requirements, evaluating written assessment responses, and conducting video interviews.

AI-generated scores and evaluations are provided as decision-support tools to assist human reviewers. They are not the sole basis for any hiring outcome. The final hiring decision in every case rests with the hiring organisation.

Where AI processing involves automated evaluation of candidate data (including CV content, assessment responses, or video interview performance), this is disclosed to candidates at the relevant stage of their application.

5. Legal Basis for Processing

We process personal data on the following legal bases:

• Performance of a contract: processing your application or operating your Prodigio account
• Legitimate interests: improving the Platform, maintaining security, and preventing fraud, where these interests are not overridden by your rights
• Legal obligation: where processing is required by applicable law
• Consent: where you have given explicit consent, such as agreeing to be considered for future roles or consenting to video recording during an AI interview

6. Data Sharing

We share personal data only where necessary. Recipients include:

• Hiring organisations: the company that posted the role you applied for receives your application data, assessment results, and any documents you submit
• Service providers: we use third-party providers for cloud infrastructure, file storage, email delivery, payment processing, and AI capabilities. All providers operate under data processing agreements and are bound to use data only for the purposes we specify
• Legal authorities: where required by law, court order, or regulatory obligation

We do not sell personal data to third parties, and we do not share candidate data with any organisation other than the one you applied to.

7. International Data Transfers

The Platform is operated globally and your data may be processed in countries outside your country of residence. Where data is transferred internationally, we take steps to ensure adequate protections are in place, including through appropriate contractual safeguards with service providers. If you have questions about cross-border transfers in relation to your data, contact us at hello@prodigio.io.

8. Data Retention

• Candidate application data is retained for up to 12 months after the conclusion of a recruitment process, unless a longer period is required by law or you have consented to be considered for future opportunities
• Assessment data is retained for the same period as application data unless earlier deletion is requested
• Video interview recordings are retained for up to 6 months after the role is closed, unless the hiring organisation deletes them earlier or requests extended retention for a valid reason
• Signed documents (offer letters, NDAs) are retained for as long as needed to fulfil the legal purpose for which they were signed
• Hiring organisation account data is retained for the duration of the account relationship and for a reasonable period after account closure as required by law

You may request deletion of your data at any time. See Section 10 for how to exercise your rights.

9. Data Security

We implement appropriate technical and organisational measures to protect personal data against unauthorised access, loss, alteration, or disclosure. These include encryption of data in transit and at rest, strict access controls, and regular reviews of our security practices. We require service providers that handle personal data on our behalf to maintain equivalent standards.

No system is completely immune to security risks. If you believe your account or data has been compromised, please contact us immediately at hello@prodigio.io.

10. Your Rights

Depending on your jurisdiction, you may have the right to:

• Access: request a copy of the personal data we hold about you
• Correction: request that inaccurate or incomplete data is corrected
• Deletion: request that we delete your personal data
• Restriction: request that we limit how we process your data in certain circumstances
• Portability: request a copy of your data in a structured, machine-readable format
• Objection: object to processing based on legitimate interests
• Withdrawal of consent: withdraw consent at any time where processing is based on your consent, without affecting the lawfulness of processing before withdrawal

To exercise any of these rights, contact us at hello@prodigio.io. We will respond within a reasonable timeframe and in accordance with applicable law. We may need to verify your identity before acting on a request.

11. Cookies

The Platform uses cookies and similar technologies to function correctly. We use only essential cookies: those strictly necessary to provide the service, maintain your session, and keep you authenticated. We do not use cookies for advertising, cross-site tracking, or behavioural profiling.

Because we use only essential cookies, a cookie consent banner is not displayed. If you disable essential cookies through your browser settings, some parts of the Platform may not work correctly.

12. Children

The Platform is not directed at individuals under 18 years of age. We do not knowingly collect personal data from anyone under 18. If you believe a person under 18 has submitted personal data through the Platform, please contact us and we will take steps to delete it promptly.

13. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or applicable law. Updates will be posted on this page with a revised effective date. Where changes are material, we will take reasonable steps to notify affected users. Continued use of the Platform after changes are posted constitutes acceptance of the revised policy.

14. Contact Us

If you have questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact us at hello@prodigio.io. We are committed to working with you to resolve any concerns.