Privacy Policy

This Privacy Policy explains how Pintor Project, the company that operates Ergonik, handles personal information in connection with the following products and website:

• Ergonik Talent: our AI-assisted recruiting web platform, available at app.ergonik.ai.
• Ergonik Interview: our Microsoft Teams app (a bot and a meeting side panel), which is part of the Ergonik Talent service.
• The ergonik.ai website.

In this policy, "Ergonik", "we" and "us" mean Pintor Project acting through these products. "Customer" means the organization that uses Ergonik Talent to recruit, such as an employer or a recruiting firm. "Users" are the customer's recruiters and interviewers, and "candidates" are the people the customer evaluates.

For candidate and interview data, such as candidate profiles, CVs, interview recordings, transcripts and evaluations, the customer organization is the data controller. Pintor Project acts as a data processor and processes this data on the customer's behalf to provide the Ergonik Talent service.

For information collected through this website, and for the account and business contact information of our customers and their users, Pintor Project is the data controller.

• User account information: users sign in with their Microsoft Entra ID work account. We receive their name, email address, and Microsoft Entra object and tenant identifiers. We do not receive or store passwords.
• Candidate information: contact details, CV/resume files and application information. This information is provided by the customer, either uploaded manually or imported from the customer's own applicant-tracking system (for example, a read-only integration with Odoo).
• Interview information: interview scheduling details and, only when an interview meeting was recorded or transcribed in Microsoft Teams, its recording, transcript and call record (see section 4).
• Evaluations: the AI-assisted evaluations generated from the information above (see section 6).
• Business contact information: the contact details and message you send us when you get in touch with us.
• Website usage: when you visit ergonik.ai, we keep the campaign parameters of the link you arrived from (UTM tags) in your browser for up to 90 days. When you click a call-to-action button, we record those tags, the page and, if you provide it, your email address in our own marketing system. Demo bookings are handled by Calendly.

Ergonik Interview is the Microsoft Teams app of the Ergonik Talent service. It works as follows:

• Scheduling: Ergonik schedules interview meetings from its own Microsoft 365 service account and adds the Ergonik Interview app to the meeting chat.
• During the meeting: the bot posts a welcome message when it is added to the meeting chat and answers commands such as "help" and "status". The meeting side panel shows the interview guide to the interviewers.
• Not part of the call: the app does not join the call's audio or video, and it does not start recordings or transcriptions. Recording and transcription are started in Microsoft Teams, and Teams shows its own recording or transcription notice to all participants.
• After the meeting: if the meeting was recorded or transcribed, Ergonik retrieves through Microsoft Graph the recording (MP4 video), the transcript (VTT file, including speaker names) and the call record (attendance, and start and end times). Ergonik does this only for meetings organized by its own service account.
• What the app cannot access: Ergonik Interview cannot read email, files, chats, calendars or meetings in customers' Microsoft 365 tenants.

We use personal information to:

• provide the Ergonik Talent service to the customer, including managing candidates, interviews and evaluations;
• let users sign in with their work account;
• schedule interviews and support interviewers during them through Ergonik Interview;
• generate AI-assisted evaluations for the customer's recruiters (see section 6); and
• communicate with customers and with people who contact us.

Ergonik uses Azure OpenAI Service, provided by Microsoft, to process interview transcripts, the text and images of CVs, and role descriptions. The result is an evaluation that covers technical skills, soft skills, cultural fit, strengths, weaknesses and a recommendation.

Under Microsoft's terms for Azure OpenAI Service, prompts and outputs are not available to other customers or to OpenAI, and they are not used to train models. Microsoft's abuse-monitoring process may retain flagged content for review.

Evaluations support the recruiter's judgment. Ergonik does not automatically hire or reject candidates; those decisions are made by the customer.

Ergonik stores data on Microsoft Azure in the United States, in the East US 2 and West US 3 regions. If you are located outside the United States, your information is transferred to the United States for this purpose.

Our sub-processor is Microsoft, which provides Microsoft Azure (hosting, storage and Azure OpenAI Service) and Microsoft 365 (used to schedule the Teams interview meetings and to retrieve their recordings, transcripts and call records). For demo bookings on the website we use Calendly.

We do not sell personal information.

• Encryption in transit: data is encrypted in transit with TLS 1.2 or higher.
• Encryption at rest: data is encrypted at rest with Azure platform encryption.
• Private file storage: files such as CVs, recordings and transcripts are kept in private storage and are served through expiring, read-only signed links.
• Sign-in: users authenticate with Microsoft Entra ID; Ergonik does not store passwords.
• Access tokens: Microsoft Graph access tokens are kept in memory only.

We keep customer data, including candidate and interview data, for as long as the customer's Ergonik service is active.

On request, we delete an individual candidate's data or, at the end of the service, all of the customer's data. Candidates can make requests as described in section 10.

Depending on the law that applies to you, you may have the right to access, correct or delete your personal information, to receive a copy of it, and to object to or restrict certain processing.

• Candidates: the customer organization that holds your data (for example, the employer or recruiting firm that evaluated you) controls it. You can exercise your rights through that organization, or contact us at privacy@ergonik.ai.
• Users and website visitors: contact us at privacy@ergonik.ai.

We may update this policy when our products or practices change. We will publish the updated version on this page and update the "Last updated" date.

For privacy questions or requests about Ergonik Talent, Ergonik Interview or this website, contact Pintor Project at privacy@ergonik.ai. For other inquiries, write to contact@pintorproject.com.