Privacy Policy

1. Introduction

Cognaium (“we”, “us”, “our”) operates an AI-powered human resources platform that helps organizations assess, develop, and manage talent. This Privacy Policy explains how we collect, use, disclose, and protect personal information when you use our platform.

2. Information We Collect

We collect the following categories of personal information:

• Account information: name, email, organization, role
• Candidate information: name, email, phone, resume/CV, assessment responses, interview transcripts
• Assessment data: answers, scores, timing data, proctoring events
• Technical data: IP address, browser type, device information, session identifiers
• Usage data: feature usage, interaction patterns, time-on-platform metrics

3. How We Use Your Information

• Providing and improving our assessment and talent management services
• AI-powered evaluation of assessments, resumes, and interviews (see Section 5)
• Generating insights and analytics for hiring organizations
• Communicating about assessments, results, and platform updates
• Ensuring platform security and preventing fraud
• Compliance with legal obligations

4. Legal Bases for Processing (GDPR)

REQUIRES LEGAL REVIEW: Legal bases must be confirmed for each processing activity.

• Consent: Cookie preferences, marketing communications, AI-assisted evaluation acknowledgment
• Contract performance: Providing assessment services to candidates and organizations
• Legitimate interest: Platform security, fraud prevention, service improvement
• Legal obligation: Regulatory compliance, audit requirements

5. AI-Assisted Processing

Our platform uses artificial intelligence to assist with talent evaluation. AI is used as a decision-support tool — final hiring decisions are always made by human reviewers.

• Resume parsing and skill extraction
• Assessment question generation
• Answer evaluation and scoring
• Candidate ranking and matching
• Interview assessment

AI processing is provided by third-party providers under strict data processing agreements. Candidates are informed about AI involvement before assessments begin and have the right to request human review of any AI-assisted evaluation.

6. Data Retention

REQUIRES LEGAL REVIEW: Retention periods must be defined per data type.

We retain personal information only for as long as necessary to fulfill the purposes described in this policy, comply with legal obligations, resolve disputes, and enforce agreements. Specific retention periods are available upon request.

7. Your Rights

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

• Access: Request a copy of your personal data
• Rectification: Correct inaccurate personal data
• Erasure: Request deletion of your personal data
• Portability: Receive your data in a machine-readable format
• Restriction: Restrict processing of your personal data
• Objection: Object to processing based on legitimate interest
• Withdraw consent: Withdraw previously given consent
• Human review: Request human review of automated decisions

To exercise any of these rights, contact us at [email protected].

8. Cookies and Tracking

We use cookies and similar technologies as described in our Cookie Policy. You can manage your cookie preferences at any time through our cookie consent banner.

9. International Transfers

REQUIRES LEGAL REVIEW: Transfer mechanisms must be specified.

Your personal information may be transferred to and processed in countries other than your own. We ensure appropriate safeguards are in place for such transfers in accordance with applicable data protection laws.

10. Security

We implement appropriate technical and organizational measures to protect your personal information, including encryption, access controls, audit logging, and regular security assessments.

11. Contact Us

For privacy-related questions or to exercise your rights, contact our privacy team at [email protected].