TeamFill U.S. Privacy Notice

Last Updated 2025-11-17

Version 1.0

Notice for Non-U.S. Users
This Privacy Policy applies only to individuals and organizations located in the United States.

If you are located in the European Economic Area (EEA), the United Kingdom, or Switzerland, please review our EU Privacy Policy, which explains how TeamFill processes personal data in accordance with the EU General Data Protection Regulation (GDPR) and other applicable European privacy laws.

1. INTRODUCTION

This document constitutes the U.S. Privacy Notice of TeamFill and applies solely to individuals residing in U.S. states. It describes how we collect, use, and disclose personal identifiable information ("Personal Information") through our recruitment assistance service and related services.

IMPORTANT NOTICE: This Privacy Notice does not apply to individuals residing in states that require opt-in consent for biometric data collection or processing, such as the States of Illinois, Texas, and Washington, as well as New York City. If you are a resident of one of these states, please do not use our platform. We do not currently maintain the opt‑in mechanisms required by those states.

Where we act as a Service Provider to a Client, our processing of Personal Information is governed by the Client’s documented instructions, which include configuration choices, templates, and other actions taken via our platform.

You agree not to upload confidential, proprietary, or unlawful content and you grant the Company a non‑exclusive right to process your interview materials for evaluation purposes.

THE PLATFORM IS DESIGNED TO FACILITATE ASSESSMENT AND INTERVIEW MANAGEMENT BUT DOES NOT GUARANTEE EMPLOYMENT, INTERVIEW INVITATIONS, OR HIRING OUTCOMES. ANY EMPLOYMENT DECISIONS ARE MADE SOLELY BY THE CLIENT OR HIRING ENTITY. WE DO NOT PARTICIPATE IN, INFLUENCE, OR CONTROL SUCH DECISIONS.

WE DO NOT GUARANTEE THAT AI-GENERATED SCORES OR OUTPUTS ARE FREE FROM ERRORS, BIAS, OR OMISSION. SCORES ARE GENERATED BASED ON CLIENT-DEFINED CRITERIA, AND FINAL EVALUATION REMAINS THE SOLE RESPONSIBILITY OF HUMAN REVIEWERS. USERS MUST INDEPENDENTLY VALIDATE ANY RESULTS OR OUTPUTS BEFORE RELYING ON THEM FOR EMPLOYMENT OR OTHER DECISIONS.

THE PLATFORM DOES NOT MONITOR OR REVIEW INTERVIEW CONTENT IN REAL TIME. ALL CONTENT IS USER-GENERATED, AND WE DISCLAIM ANY LIABILITY ARISING FROM USER-SUBMITTED MATERIAL, INCLUDING BUT NOT LIMITED TO FALSE, MISLEADING, OR OFFENSIVE INFORMATION.

WITH RESPECT TO APPLICANT PERSONAL INFORMATION, THE CLIENT (EMPLOYER) IS THE BUSINESS OR CONTROLLER UNDER U.S. PRIVACY LAWS. THE CLIENT IS RESPONSIBLE FOR RESPONDING TO CONSUMER REQUESTS INCLUDING, BUT NOT LIMITED TO, ACCESS, DELETION, CORRECTION, OR OPT-OUT REQUESTS. WE ACT SOLELY AS A SERVICE PROVIDER OR DATA PROCESSOR ON THE CLIENT’S BEHALF.

2. ABOUT US AND OUR ROLE

TeamFill (operated by Teamfill, UAB) is a software service provider offering an AI-enabled interview platform used by employers ("Clients") to assess job applicants ("Applicants").

When we collect and process Personal Information on behalf of a Client for recruiting purposes (e.g., applicant interviews, scoring, or communication), we act as a Service Provider or Processor, and the Client is the Business or Controller responsible for compliance with applicable privacy obligations.

When we collect and process Personal Information for our own business purposes (e.g., user account creation, billing, customer support, analytics), we act as a Business under applicable U.S. privacy laws and are directly responsible for this processing.

3. KEY TERMS

To make this Privacy Notice as clear and understandable as possible, below are plain-language explanations of important terms used throughout this document:

1. Sensitive Personal Information means special type of Personal Information that includes more sensitive details such as government ID numbers, precise location data, biometric information, racial or ethnic origin, and certain health or financial information.

2. Business means a company or organization that decides why and how Personal Information is collected and used. When our Clients use our platform to evaluate job applicants, they are the "Business."

3. Service Provider means a company that processes Personal Information on behalf of a Business and under its instructions. When we operate our interview platform for our Clients, we are acting as a Service Provider.

4. Contractor means person or business that agrees by contract to handle Personal Information solely for specific services requested by a Business or Service Provider.

5. Share means giving Personal Information to a third party for the purpose of showing you targeted ads across websites or services.

6. Sell means exchanging Personal Information for money or something else of value.

4.CATEGORIES OF PERSONAL INFORMATION COLLECTED (PAST 12 MONTHS)

5. CATEGORY-PURPOSE-DISCOUSURE MAPPING 

6. SOURCES OF PERSONAL INFORMATION

We collect Personal Information from the following sources:

1. Directly from Applicants and Platform Users -  When individuals create accounts, fill out application forms, upload resumes/CVs, respond to interview questions, or otherwise engage with our platform.

2. Automatically through Platform Use - We collect data through browser cookies, analytics scripts, log files, and tracking technologies. This includes device identifiers, usage metrics, session activity, and audio/video recordings generated during interviews.

3. From Client Organizations (Employers) - Our Clients may provide us with applicant-related information such as job requirements, contact details, or prior evaluations to support interview setup, platform configuration, and Applicant management.

6. PURPOSE OF COLLECTION

We collect, use, and disclose Personal Information for the following limited and specific purposes:

1. To allow Clients to configure, schedule, and manage applicant interviews via our platform.

2. To assist Clients by generating interview assessments based on structured evaluation criteria. These AI-generated inferences are advisory only, and final decisions are made by human reviewers.

3. To respond to inquiries, troubleshoot issues, and provide access to the platform.

4. To monitor usage patterns, assess performance, and develop enhancements to our services.

5. To detect and prevent unauthorized access, misuse of the platform, or other harmful activities.

6. To comply with applicable laws, respond to lawful requests, enforce our Terms of Use, and protect our legal rights.

We use Sensitive Personal Information, including audio and video recordings of interview responses solely to provide the requested interview assessment services and not for any secondary or unrelated commercial purposes. Such information is not used for profiling in furtherance of decisions that produce legal or similarly significant effects.

Where we use de-identified or aggregated data for platform analytics, performance evaluation, or to improve our AI models, we do so in compliance with CPRA §1798.140(h). We apply pseudonymization, aggregation, and hashing to remove any direct identifiers from the dataset. Additionally, we contractually prohibit any attempt to re-identify de-identified data and do not disclose such data in a manner that could reasonably be used to infer individual identities.

Automated evaluations are generated solely to assist human recruiters. They are advisory and are not binding. Final hiring decisions are made exclusively by the employer 

7. RETENTION

We retain Personal Information only for as long as is reasonably necessary to fulfill the purposes outlined in this Privacy Notice or as required by applicable law, in accordance with the following schedules and retention criteria:

1. Identifiers and Professional Information (e.g., name, email, CV): Retained for up to 3 months after an application is submitted, unless the Applicant provides explicit consent for extended retention.

2. Video/Audio Recordings: Retained for up to 30 days post-interview unless longer retention is required by legal obligations.

3. Applicant Profiles: Retained for up to 3 months post-application, unless the applicant has provided extended consent.

4. Internet or Other Activity Data (e.g., analytics, cookies): Actively retained for up to 24 months for performance and usage analytics. After this period, such data is either deleted or stored in an aggregated, de-identified format that no longer permits association with any individual.

We routinely review our data retention schedules and employ secure deletion mechanisms to ensure that Personal Information is not retained longer than necessary. Deletion of sensitive categories, including recordings and inferences, is verified through automated and manual review processes.

8. USE OF CONTRACTORS

We disclose Personal Information only to carefully vetted Service Providers and Contractors who assist us in operating and delivering our services. These agreements:

1. Require that Service Providers and Contractors use the Personal Information only for the specific business purposes outlined in the contract,

2. Prohibit them from selling or sharing Personal Information,

3. Require appropriate security and confidentiality safeguards, and

4. Prohibit unauthorized re-identification of any de-identified or aggregated data.

Our subprocessors include, but are not limited to:

1. OpenAI, LLC – used for audio transcription and evaluation scoring,

2. Amazon Web Services (AWS) – for secure cloud storage,

3. DigitalOcean Holdings, Inc. – hosting platform infrastructure.

A current and complete list of our authorized Service Providers and subprocessors is available at Data Processing-Agreement's Annex III.  We are not liable for acts or omissions of those providers.

9. SALE OR SHARE OF PERSONAL INFORMATION

We do not sell or share your Personal Information as defined under the CPRA. This includes refraining from any disclosure of Personal Information to third parties for purposes of cross-context behavioral advertising or for monetary or other valuable consideration.

If our practices change in the future and we engage in the sale or sharing of PI, we will update this Privacy Notice accordingly and provide you with a “Do Not Sell or Share My Personal Information” link, as well as all required methods for opting out.

10. SENSITIVE PERSONAL INFORMATION

We collect and process limited categories of Sensitive Personal Information, specifically audio recordings and video recordings of job interviews conducted through our platform. We use and disclose this Sensitive Personal Information only for permitted purposes outlined under California Civil Code §1798.121, including:

1. To provide the interview and assessment services requested by the user or Client,

2. To perform services on behalf of our Clients,

3. To maintain the quality and security of our platform,

4. To verify, analyze, and improve the performance and functionality of our services.

We do not use or disclose Sensitive Personal Information for any purpose beyond what is reasonably necessary and proportionate to achieve these objectives. Because we limit our use of Sensitive Personal Information to these permitted purposes, California consumers do not have the right to request that we limit the use or disclosure of their Sensitive Personal Information.

11. USE OF AI NOTICE

Our Platform uses artificial intelligence (AI), specifically OpenAI’s GPT model, to assist in the preliminary evaluation of interview responses. The AI system evaluates Applicant answers against pre-established criteria provided by our Clients and generates advisory scores and summaries:

1. The AI-generated scores are non-binding recommendations.

2. Human reviewers employed by the Client always make final hiring decisions.

3. No applicant is automatically rejected or disqualified based solely on an AI-generated score.

We regularly assess the fairness and relevance of AI-generated evaluations and adhere to ethical and legal standards related to transparency, accountability, and bias mitigation.

12. CONSUMER RIGHTS AND HOW TO EXECUTE THEM

Residents of California, Colorado, Connecticut, Utah, Virginia, and other covered states have specific rights under their respective privacy laws. These rights include:

1. Right to Know/Access. You have the right to request disclosure of the categories and specific pieces of Personal Information we have collected about you.

2. Right to Delete. You may request that we delete the Personal Information we have collected from you, subject to legal exceptions.

3. Right to Correct. You may request correction of inaccurate Personal Information we maintain about you.

4. Right to Opt-Out of Sale/Sharing. You have the right to direct us not to sell or share your Personal Information. Currently, we do not sell or share PI as defined by applicable law.

5. Right to Limit Use of Sensitive Personal Information. This right is not applicable, as we only use Sensitive PI for permitted purposes and do not use it for secondary purposes.

When we process your information on behalf of a Client (as a Service Provider), the Client is solely responsible for fulfilling your privacy rights requests. You should contact the employer or hiring organization directly to exercise your rights.

13. HOW TO EXERCISE YOUR RIGHTS

You may submit a verifiable consumer request by using our online Request Form or emailing us at legal@teamfill.net.  We will respond within 45 days, and have a right to extend the term for additional 45 days if necessary.

To protect your privacy and maintain data security, we will verify your identity before fulfilling any request. This may include matching the identifying information you provide with existing records. If you use an authorized agent to submit a request on your behalf, we require a written authorization signed by you, or proof that the agent holds a valid power of attorney under applicable law.

If we deny your request, you have the right to appeal that decision. To initiate an appeal, please respond to our denial notice or email legal@teamfill.net. with the subject line “Appeal Request.”

14. NON-DISCRIMINATION

We will not discriminate against you for exercising any of your privacy rights under applicable state laws, including but not limited to:

1. Denying you goods or services;

2. Charging you different prices or rates for goods or services, including through discounts or other benefits or imposing penalties;

3. Providing you a different level or quality of goods or services;

4. Suggesting that you may receive a different price or rate for goods or services or a different level or quality of goods or services.

We may, however, offer financial incentives permitted by law that can result in different prices, rates, or quality levels, provided that such incentive practices are reasonably related to the value of your Personal Information. If we offer any such programs in the future, we will provide a clear description of the program terms and obtain your prior opt-in consent.

15. CHILDREN DATA

Our Platform is intended solely for individuals who are at least 18 years of age. We do not knowingly collect, use, or disclose Personal Information from individuals under the age of 18. If we become aware that we have inadvertently collected Personal Information from a person under 18, we will take immediate steps to delete such data from our records in accordance with applicable privacy laws.

16. SECURITY MEASURES

We maintain reasonable and appropriate technical, administrative, and physical safeguards designed to protect the confidentiality, integrity, and availability of your Personal Information. Our security measures include, but are not limited to:

1. Encryption of data in transit and at rest using industry-standard technologies such as TLS/SSL;

2. Role-based access controls and strict authentication procedures to limit access to Personal Information to authorized personnel only;

3. Routine security audits, penetration testing, and vulnerability management practices;

4. A comprehensive incident response policy and breach notification protocol;

Despite our efforts, no method of transmission over the Internet or electronic storage is 100% secure. Therefore, while we strive to use commercially acceptable means to protect your Personal Information, we cannot guarantee its absolute security.

17. CHANGES TO THIS POLICY

We reserve the right to amend this U.S. Privacy Policy at our discretion and at any time. When we make material changes to this notice, we will notify you by either posting an updated version on our Platform with a new “Last Updated” or sending you a direct notification via email (if you have provided us with one). You are encouraged to review this policy periodically. Your continued use of our Platform following the posting of changes constitutes your acceptance of such changes.

18. WARRANTY DISCLAIMER

THE PLATFORM, INCLUDING ALL CONTENT, FEATURES, AND SERVICES, IS PROVIDED “AS IS” AND “AS AVAILABLE,” WITHOUT ANY WARRANTIES OF ANY KIND, WHETHER EXPRESS, IMPLIED, OR STATUTORY. WE EXPRESSLY DISCLAIM ALL IMPLIED WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, TITLE, NON‑INFRINGEMENT, AND ANY WARRANTIES ARISING OUT OF COURSE OF DEALING OR USAGE OF TRADE. WE DO NOT WARRANT THAT THE PLATFORM WILL BE UNINTERRUPTED, ERROR‑FREE, OR COMPLETELY SECURE.

19. LIMITATION OF LIABILITY

TO THE MAXIMUM EXTENT PERMITTED BY APPLICABLE LAW, IN NO EVENT SHALL THE COMPANY’S AGGREGATE LIABILITY (WHETHER IN CONTRACT, TORT, STRICT LIABILITY, OR OTHERWISE) EXCEED THE GREATER OF (I) ONE HUNDRED U.S. DOLLARS (USD $100) OR (II) THE TOTAL AMOUNT OF FEES PAID BY CLIENT TO THE COMPANY FOR THE PLATFORM DURING THE TWELVE (12) MONTHS PRECEDING THE EVENT GIVING RISE TO THE CLAIM. IN NO EVENT SHALL THE COMPANY BE LIABLE FOR ANY INDIRECT, INCIDENTAL, SPECIAL, CONSEQUENTIAL, OR PUNITIVE DAMAGES, OR FOR ANY LOSS OF PROFITS, REVENUE, DATA, OR USE.

20. INDEMNITY

CLIENTS AND APPLICANTS AGREE TO INDEMNIFY, DEFEND, AND HOLD HARMLESS THE COMPANY, ITS AFFILIATES, OFFICERS, DIRECTORS, EMPLOYEES, AND AGENTS FROM AND AGAINST ANY AND ALL CLAIMS, DAMAGES, LOSSES, LIABILITIES, COSTS, AND EXPENSES (INCLUDING REASONABLE ATTORNEYS’ FEES) ARISING OUT OF OR RELATED TO (A) THEIR MISUSE OF THE PLATFORM, (B) ANY DATA OR CONTENT THEY PROVIDE THAT IS INACCURATE, INFRINGING, OR UNLAWFUL, OR (C) THEIR VIOLATION OF THESE TERMS OR ANY APPLICABLE LAW

21. CONTACT US

If you have questions or concerns about this Privacy Notice, or wish to exercise your privacy rights under applicable law, please contact us by any of the following means:

1. Email: legal@teamfill.net

2. Mailing Address: Partizanų g. 61-806, Kaunas

Because we have fewer than 100 employees, we provide email and webform contact methods instead of a toll-free number (Cal. Civ. Code §1798.130(a)(2)(B)).

22. EXCLUSION OF CERTAIN JURISDICTIONS

Our services are not intended for, and are not available to, individuals residing in jurisdictions that require opt-in consent for the collection or processing of biometric information, including but not limited to Illinois, Texas, and Washington. If you reside in one of these jurisdictions, you are not authorized to use our services and we do not collect or process your Personal Information.