Responsible AI Use Policy

Sage Greymane Responsible AI Use Policy

Our Commitment to Responsible AI in Hiring

At Sage Greymane Recruiting, we use artificial intelligence (AI) tools to assist in evaluating candidates’ interviews. We are committed to using AI in a responsible, fair, and transparent way. This policy explains how our AI works in the recruitment process, how we ensure fairness and non-discrimination, what rights you have as a candidate and how we protect your data. Our goal is to make the hiring process efficient and unbiased, while keeping you informed and in control.

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How Our AI Evaluates Candidates (Fair and Relevant Criteria)

Our AI scoring system focuses only on your qualifications and interview responses and ignores anything unrelated to your ability to do the job. In practice, this means:

• What the AI considers: Your resume and your verbal answers to interview questions. The AI looks at the content of your responses – the words you say about your skills and experience – and matches them to the job requirements. It’s essentially checking how your qualifications and answers align with the role and attempting to simulate how a human reviewer would check your experience against the job criteria.

• What the AI does not consider: Anything beyond your resume and spoken words. Our AI does not analyze your facial expressions, body language, or tone of voice in a video interview. It also never considers personal attributes or background traits such as your ethnicity, race, gender, age, nationality, accent, native language, or other details that are not related to your merit as a candidate. It will not judge you based on how you look or sound. This helps ensure that only job-relevant information affects your evaluation. (For example, some AI hiring tools in the past tried to judge enthusiasm from facial movements or voice tone. We do not do this, because studies show it’s unreliable and could unfairly penalize candidates who are nervous or who speak with an accent different from another person.)

Fairness and Non-Discrimination

Fair hiring is a core principle at Sage Greymane. We are an equal opportunity recruiting agency, and we design our AI tools to uphold that commitment:

• No discrimination: Our AI is never used to evaluate protected personal characteristics. This means attributes that have no bearing on your job performance (such as your race, color, ethnicity, gender, age, religion, national origin, disability, or family status) are completely excluded from AI consideration. The system has no access to this kind of information, and even if it did, it would not use it in scoring. We strictly follow all applicable anti-discrimination laws and ethical guidelines to ensure every candidate gets a fair chance.

• Bias prevention: We take active steps to keep the AI fair for everyone. Our team regularly tests and monitors the AI’s outcomes to detect and correct any unintended bias. If we ever find that the AI’s model might be favoring or disadvantaging any group, we work to to fix the issue. We also stay informed about the latest best practices and conduct periodic bias audits of the system to ensure it remains unbiased.

• Accommodations: We understand that AI or video interviews may not work perfectly for everyone. If you have a condition or special situation that makes an AI-assisted interview difficult for you (for example, a disability affecting speech or video), just let us know. We will provide an alternative format or necessary accommodation so that you can be evaluated fairly. We want every candidate to be assessed on their true abilities and we will make adjustments to our process to achieve that whenever needed.

Candidate Rights and Transparency

We believe you have a right to know and control how you are evaluated. Unlike some automated hiring systems that keep their results hidden from candidates, Sage Greymane Recruiting practices full transparency and empowers you with choices. As a candidate, you have the following rights regarding our AI evaluations:

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• Access to Your AI Results: After you complete an AI-assisted interview, if requested, we will share your AI evaluation results with you. This may include the score or rating the AI gave based on your interview and any key insights or recommendations it produced. We want you to see the same information we see. There are no secret algorithms here . You will know how you were scored. This transparency lets you understand your strengths and areas to improve and it’s part of our commitment to honesty with candidates.

• Right to Retake an AI Interview: We understand that an interview can be influenced by many factors (maybe you had a bad day, technical issues, or just nerves). If you feel that your AI evaluation didn’t reflect your true abilities, you can request to retake the AI-driven interview. You will have the opportunity for a do-over with no penalty. Simply inform us that you’d like another attempt and we will arrange a second AI interview for you. Your most recent score will be the one that counts. Our aim is to give you a fair chance to demonstrate your skills and sometimes that means a second try.

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• Option to Opt Out of Sharing Results with Employers: Your AI interview score is primarily a tool to help us understand your fit for a role. You have control over whether this AI score is shared with the hiring company. If you do not want your AI evaluation results sent to the employer you’re applying to, you can opt out of having us share it. We will respect your choice. In practice, this means we will still forward your application and highlight your qualifications to the employer, but we will not include the AI score or assessment if you’ve opted out. Choosing this option will NOT negatively affect your chances. Our human staff will present your candidacy based on your resume and their own evaluation. We give this option because we want you to feel comfortable and in charge of your information.

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Human Oversight and Final Decisions

AI does not have the final say in our hiring process. People do. We use AI to assist and provide additional perspective, but every AI-generated result is reviewed by our human staff. Our experienced staff consider the AI’s suggestions alongside their own professional judgment about your qualifications, experience, and the requirements of the job.

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Here’s how we integrate human oversight: We will look at your AI interview score and analysis, but they will also personally review your resume, listen to portions of your interview as needed, and evaluate your overall fit. If the AI flags certain strengths or weaknesses, our staff will verify those and put them into context. We ensure a human decision-maker is involved in all significant hiring decisions, as required by many global standards for fair AI use.

Ultimately, a human makes the final decision on how to proceed with your candidacy (for example, whether to move you forward to the next round or recommend you to the employer). We believe this human review is essential to capture qualities that AI might miss (such as cultural fit, unique experiences, personal character, or any explanation for anomalies in your resume). It also serves as a safeguard for fairness . Humans can spot if the AI might have misinterpreted something and can correct for it. Our mantra is “AI + Human Intelligence together,” with the human element having the ultimate authority.

Data Privacy and Security

Your trust is important to us, and we are committed to protecting your privacy. When you participate in an AI-assisted interview with Sage Greymane, the data we collect will be handled with utmost care and security:

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• What data we collect: This may include your resume/CV, the video or audio recording of your interview, the transcript of your answers, and the AI’s evaluation results (scores and notes). We only collect information that is necessary for the recruitment process.

• Secure storage: All interview materials and personal data are stored on secure systems. We use commercial grade encryption and strict access controls, from well-known market validated vendors, to prevent unauthorized access. Only a limited number of authorized personnel (for example, the staff working on the position and the IT staff who maintain our systems) can access your data, and they are bound by confidentiality. We also employ modern security practices to safeguard against breaches or leaks.

• Limited use and sharing: Your data will be used only for recruitment purposes. We do not sell or trade candidate data. We will share your interview materials and AI evaluation only with the relevant hiring team or potential client company. If you choose to opt out of sharing the AI results with the employer, we will of course honor that. Outside of the hiring process, we might use aggregated, anonymized data (which cannot identify you) to help improve our AI tool over time, but we will never use your personal interview data for any unrelated purpose without your explicit permission.

• Retention and deletion: We keep your personal data only for as long as necessary. Our policy is to retain interview data for a defined period to support the hiring process and any follow-up (for example, to allow you to access your results, or for us to review and improve our tools), and to comply with any legal record-keeping requirements. After that period, we delete or permanently anonymize the data. We have clear data retention and deletion procedures in place for all candidate information. If you are not selected for a position and do not wish to be considered for other salient positions, your interview recordings and AI evaluations will be removed from our systems after a certain time (e.g., a number of months following the completion of the hiring process). If you are hired, we may retain your relevant data as part of your employee record, but the AI interview content itself would still be deleted after it’s no longer needed. Additionally, you can request that we delete your interview data sooner, and we will comply with such requests in accordance with applicable laws.

• Compliance with privacy laws: We follow global data protection regulations (such as GDPR and others) regarding the handling of personal data. This means you have rights over your data, like the right to access it, correct it, or request deletion, and we have obligations to protect it. We want you to feel safe providing information in an interview, knowing it won’t be misused.

In summary, your privacy is protected at every step. Any data from your AI interview is kept secure, used only for its intended purpose, and not kept longer than necessary.

Continuous Improvement and Policy Updates

The field of AI is always evolving, and we are committed to continuously improving our practices to remain at the forefront of responsible AI use. Sage Greymane will regularly review and update our AI systems and this policy to ensure we meet or exceed the latest global best practices in ethical AI, fairness, and privacy.

• Staying current: We stay informed about new laws, guidelines, and research on AI in hiring around the world. For example, if experts or regulators identify new potential risks or better techniques to ensure fairness, we will incorporate those into our process. We align our policies with international standards and recommendations for Responsible AI use in employment.

• Regular audits and reviews: We periodically audit our AI tools and outcomes to make sure they are functioning as intended and not drifting into biased or ineffective patterns. If needed, we work with independent experts to evaluate our AI’s performance and fairness. We also gather feedback from candidates and clients about their experience and use that to improve. Our policy itself is reviewed at least annually (and more often if needed) to update any sections in light of new developments or insights.

• Accountability: We hold ourselves accountable to these commitments. Our staff is trained on this Responsible AI Use Policy and on proper use of AI outputs. We have an internal team responsible for AI ethics and compliance who oversee the AI’s operation. If something goes wrong or a candidate raises a concern, we investigate promptly and take corrective action. We also welcome questions or feedback about our use of AI – if you’re ever unsure about something or have suggestions, please reach out to us.

We are dedicated to responsible AU use.

Sage Greymane Recruiting is dedicated to a hiring process that is fair, transparent, and human-centered, even as we embrace innovative AI tools. This Responsible AI Use Policy is here to ensure that every candidate, no matter who you are, where you’re from, or how you interview, is evaluated solely on your merits and potential. We will continue to uphold these principles and improve our processes so you can pursue opportunities with confidence and trust in our system. Thank you for reading our policy, and we wish you the best of luck in your interviews and job search with us!

Contact for Questions

If you have any questions or concerns about this policy or our AI practices, please contact our Candidate Support Team at candidatesupport@sagegreymane.com We are always here to help and provide further information.