AI Notice

1. Overview

NextVerseTech includes optional AI features that help hiring teams review applications more consistently. This notice explains what those features do, what data they use, how humans stay in control, and what choices candidates have. It is written for both employers using NextVerseTech and candidates applying through it.

The employer decides whether to use AI features and makes every hiring decision. Under laws that regulate automated employment decision tools, the employer is generally the "employer" or "deployer" responsible for notices, audits and candidate requests; we provide the tool and help employers meet those duties.

2. What the AI does

• Application screening. When a member of the hiring team asks for it, the AI compares an application with the job's listed requirements and nice-to-have qualifications and produces, for the hiring team only: a 0–100 match score, a short summary, strengths, concerns, a requirement-by-requirement assessment with quoted evidence (met / partial / not met / unknown), and a suggested recommendation (strong yes, yes, maybe, no).
• Ranking views. The hiring team can sort scored applications (for example, a "top candidates" view). Unscored applications remain visible and reviewable.
• Talent-pool matching. Where enabled, the hiring team can ask the AI to suggest previous candidates in the employer's own talent pool who may fit a new job.
• Job-description drafting. Recruiters can ask the AI to draft or improve a job description. This uses job information only, not candidate data.

3. What the AI does not do

• It does not make or send hiring decisions, and it never rejects, advances or contacts a candidate on its own.
• It runs only when a person on the hiring team starts it — never automatically on every application.
• It does not analyze video, voice, facial expressions or photos, and does not run personality or psychometric tests.
• It does not look up candidates on social media or the web; it uses only what the candidate submitted and the job's requirements.
• Knock-out questions (for example, "Are you authorized to work in the US?") are rules the employer configures — they are not AI decisions, and the employer chooses whether a failed answer flags or rejects an application.

4. Data the AI uses

Inputs: the job title, details, requirements and nice-to-haves, and the weighting the employer gives each application question; the candidate's resume or CV text, cover letter and answers to application questions (trimmed to a maximum length).

Never used: answers to the voluntary equal-employment survey (gender, race/ethnicity, veteran or disability status), which are stored separately; photos; and any other application of a candidate who asked for human-only review (see Section 8).

Instructions to the model: the model is instructed to judge only job-related skills, experience and evidence, and never to consider or infer age, gender, race, ethnicity, religion, disability, nationality, family status, name origin, photos or school prestige, and not to penalize employment gaps or non-traditional backgrounds by themselves.

5. Human oversight

• Every AI output is shown with its evidence so reviewers can check it against the application itself.
• Scores and recommendations are suggestions. Reviewers can disagree, re-score, or ignore them; the AI output does not change a candidate's stage.
• Each AI result records the model used and the time it was produced, and screening actions appear in the candidate's activity history for accountability.
• Employers should train reviewers not to rely on scores alone and to read applications, especially before rejecting a candidate.

6. Accuracy, bias and limitations

AI models can make mistakes: they can misread a resume, miss relevant experience described in unusual terms, or reflect biases present in their training data or in the job's requirements. Resumes that cannot be read (for example, scanned images) produce less reliable results and are flagged.

To help employers monitor outcomes, NextVerseTech provides aggregate equal-employment reports by pipeline stage with an adverse-impact (four-fifths rule) indicator. Employers remain responsible for evaluating their own use of the tool, including any independent bias audit or impact assessment the law requires.

7. How AI data is handled

• AI features are provided by OpenAI (see Subprocessors), called from our servers only.
• Requests are sent with storage of the conversation disabled. Under OpenAI's API terms, API data is not used to train its models; it may be retained by OpenAI for a limited period for abuse monitoring.
• AI outputs are stored in the employer's workspace with the application and are deleted when the application is deleted or anonymized, or when the employer's data is deleted.
• AI usage is subject to spending and fair-use limits; when a limit is reached, AI features pause and the rest of the service keeps working.

8. Candidates' choices and rights

Notice. Employers can show an AI disclosure on their application forms explaining that an automated tool may be used, what it assesses, and the candidate's options.

Opt out / human review. Where the employer enables it, candidates can tick a box asking for their application to be reviewed by a person only. When they do, NextVerseTech excludes that application from AI screening and talent-pool matching. Candidates can also ask the employer for an alternative selection process or a reasonable accommodation.

Information, correction and appeal. Candidates can ask the employer what data was used, where it came from and how long it is kept, ask to correct inaccurate data, and — where the law provides — receive an explanation of an adverse decision and request human review. Because employers control candidate data, please direct requests to the employer you applied to. If you contact us at [Privacy email], we will forward your request to the employer.

9. Notes on AI hiring laws

The following laws may apply to employers using AI features. This summary is general information, not legal advice; laws and effective dates change, so employers should confirm current requirements with counsel.

• New York City Local Law 144 — before using an automated employment decision tool to assess NYC candidates or employees, an employer must have a bias audit conducted by an independent auditor within the prior year, publish a summary of the results, give notice at least 10 business days before use (including the job qualifications and characteristics assessed), and explain how to request an alternative selection process or accommodation.
• Colorado — Colorado's AI legislation (SB 24-205, as replaced by later legislation) imposes duties on deployers of AI tools that materially influence consequential decisions such as employment, including notices to candidates, the opportunity to correct data, explanations of adverse decisions and human review.
• EU AI Act — AI systems used to recruit or select people, including to analyze and filter applications and evaluate candidates, are classified as high-risk (Annex III). Deployers must use them according to instructions, assign competent human oversight, monitor operation, keep logs, inform affected individuals and, where applicable, workers' representatives. These obligations apply on the timeline set by the Act and later amendments.
• GDPR / UK GDPR Article 22 — individuals have the right not to be subject to decisions based solely on automated processing that significantly affect them, and to obtain human intervention and contest decisions. NextVerseTech is designed so a human makes every decision.
• Other laws — for example, Illinois (775 ILCS 5/2-102(L)) requires notice when AI is used in employment decisions and prohibits discriminatory use; California regulations address automated-decision systems in employment; and Ontario requires job postings to disclose the use of AI to screen applicants.

NextVerseTech's compliance settings include AI-disclosure text, a human-review checkbox and reminders for these laws, but employers are responsible for deciding whether and how to use AI features lawfully.

10. Questions

Questions about this notice: [Privacy email]. Candidates with questions about a specific application should contact the employer directly.