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AI Governance Addendum

Effective Date

Sep 17, 2026

Version 1.2 WireApps Limited, Sri Lanka

support@hirevia.ai

In Short

  • Covers AI CV parsing, candidate matching, screening recommendations, and interview analysis — all decision-support only, never autonomous hiring decisions.

  • You must keep meaningful human review, staff training, and override mechanisms in place for every AI output.

  • Candidates can request human intervention, contest an AI-informed decision, or opt out of model-improvement use of their data.

  • AI processing logs are kept for 90 days; we provide documentation and audit support for the EU AI Act, UK AI rules, EEOC-type reviews, and GDPR/UK GDPR.

  • You can run your own bias/adverse-impact audits on exported data; as deployer, bias monitoring and adverse-impact assessment are your responsibility.

  • We give 14 days' notice before material AI model or provider changes.

  1. Scope

Applicable AI features:

Applicable AI features:

Feature

Description

AI CV Parsing

Automated extraction of structured data from uploaded resumes

AI CV Parsing

Automated extraction of structured data from uploaded resumes

Candidate Matching

Semantic search and scoring of candidates against job requirements

Candidate Matching

Semantic search and scoring of candidates against job requirements

Screening Recommendations

AI-generated shortlist rankings and match scores

Screening Recommendations

AI-generated shortlist rankings and match scores

Interview Analysis

AI-assisted analysis of interview transcripts producing sentiment, competency scores, red flags, and a recommendation. Decision-support only; human hiring managers make all decisions.

Interview Analysis

AI-assisted analysis of interview transcripts producing sentiment, competency scores, red flags, and a recommendation. Decision-support only; human hiring managers make all decisions.

Interview scheduling is calendar integration and is not an AI feature.

Interview scheduling is calendar integration and is not an AI feature.

  1. Transparency

2.1 Documentation. On written request to support@hirevia.ai, HireVia AI makes available:

2.1 Documentation. On written request to support@hirevia.ai, HireVia AI makes available:

  • General logic, purpose, and intended use of each AI feature

  • Types and categories of data used as AI inputs

  • Known limitations, accuracy considerations, and confidence thresholds

  • A summary of AI model providers used: Anthropic Claude (via Claude Agent SDK) as primary engine for CV extraction, candidate scoring, and analysis; OpenAI for embeddings-based semantic search and the legacy CV path. Current subprocessor list at hirevia.ai/legal/subprocessors.

  • General logic, purpose, and intended use of each AI feature

  • Types and categories of data used as AI inputs

  • Known limitations, accuracy considerations, and confidence thresholds

  • A summary of AI model providers used: Anthropic Claude (via Claude Agent SDK) as primary engine for CV extraction, candidate scoring, and analysis; OpenAI for embeddings-based semantic search and the legacy CV path. Current subprocessor list at hirevia.ai/legal/subprocessors.

2.2 Candidate-facing transparency. You are responsible for informing candidates that AI-assisted tools are used in recruitment. HireVia AI provides template privacy-notice language on request.

  1. Human Oversight

3.1 Decision-support only. All AI features are decision-support tools. The platform makes no autonomous hiring, rejection, or ranking decisions. AI outputs require human review before any employment action.

3.1 Decision-support only. All AI features are decision-support tools. The platform makes no autonomous hiring, rejection, or ranking decisions. AI outputs require human review before any employment action.

3.2 Customer responsibilities. You must:

3.2 Customer responsibilities. You must:

  • Implement qualified human review of all AI outputs

  • Not treat AI scores or recommendations as determinative

  • Maintain the ability to override, disregard, or modify any AI output

  • Train Authorised Users on AI limitations and appropriate use

3.3 Override. The platform provides mechanisms to override AI recommendations at every stage. HireVia AI will not remove or degrade these.

  1. Candidate Rights (Automated Decisions — GDPR Art. 22)

Where AI-assisted processing is used, candidates have the right to:

Where AI-assisted processing is used, candidates have the right to:

  • Request human intervention in any decision informed by AI outputs

  • Contest an automated assessment and express their point of view

  • Opt out of AI model-improvement uses of their data

  • Request human intervention in any decision informed by AI outputs

  • Contest an automated assessment and express their point of view

  • Opt out of AI model-improvement uses of their data

Requests are directed to the controlling Customer (employer); HireVia AI will forward and support such requests as processor. These rights align with the Privacy Policy.

  1. Auditability & Record-Keeping

5.1 Log retention. HireVia AI logs AI processing activities (candidate scoring events with inputs/outputs/confidence, match recommendations, CV parsing results and flagged anomalies). Logs are retained a maximum of 90 days from creation, then automatically purged unless a longer period is required by law or agreed in writing.

5.2 Log access. Requests must be made within the retention window (90 days from log creation). On receipt of a request, we will preserve the requested logs and provide access within 14 days — extending retention of those specific logs as needed to satisfy the request — subject to confidentiality and technical feasibility.

5.1 Log retention. HireVia AI logs AI processing activities (candidate scoring events with inputs/outputs/confidence, match recommendations, CV parsing results and flagged anomalies). Logs are retained a maximum of 90 days from creation, then automatically purged unless a longer period is required by law or agreed in writing.


5.2 Log access. Requests must be made within the retention window (90 days from log creation). On receipt of a request, we will preserve the requested logs and provide access within 14 days — extending retention of those specific logs as needed to satisfy the request — subject to confidentiality and technical feasibility.

5.1 Log retention. HireVia AI logs AI processing activities (candidate scoring events with inputs/outputs/confidence, match recommendations, CV parsing results and flagged anomalies). Logs are retained a maximum of 90 days from creation, then automatically purged unless a longer period is required by law or agreed in writing.

5.2 Log access. Requests must be made within the retention window (90 days from log creation). On receipt of a request, we will preserve the requested logs and provide access within 14 days — extending retention of those specific logs as needed to satisfy the request — subject to confidentiality and technical feasibility.

5.3 Regulatory support.

5.3 Regulatory support.

Regulation

Support Provided

Candidate Matching

Semantic search and scoring of candidates against job requirements

Candidate Matching

Semantic search and scoring of candidates against job requirements

UK AI Regulation (as enacted)

Equivalent support for UK-specific requirements

UK AI Regulation (as enacted)

Equivalent support for UK-specific requirements

Equal Employment Opportunity laws

Audit data for adverse impact analysis on request

Equal Employment Opportunity laws

Audit data for adverse impact analysis on request

GDPR / UK GDPR

DPIA support materials and processing records

GDPR / UK GDPR

DPIA support materials and processing records

  1. Customer Bias Audits

You may conduct or commission your own adverse-impact and bias analyses using data exported from the platform. We provide reasonable cooperation, including structured, machine-readable exports, subject to confidentiality obligations. As the deployer, you are responsible for bias monitoring and adverse-impact assessment under applicable AI-governance and equal-employment laws (see ToS §4.3).

You may conduct or commission your own adverse-impact and bias analyses using data exported from the platform. We provide reasonable cooperation, including structured, machine-readable exports, subject to confidentiality obligations. As the deployer, you are responsible for bias monitoring and adverse-impact assessment under applicable AI-governance and equal-employment laws (see ToS §4.3).

  1. Model Changes

We provide at least 14 days' advance notice before material changes to AI models that could significantly affect scoring, matching, or recommendations — including switching AI provider, significant scoring-algorithm changes, or changes to input data categories. Minor improvements, bug fixes, and performance optimisations do not require notice.

We provide at least 14 days' advance notice before material changes to AI models that could significantly affect scoring, matching, or recommendations — including switching AI provider, significant scoring-algorithm changes, or changes to input data categories. Minor improvements, bug fixes, and performance optimisations do not require notice.

  1. Prohibited Uses

You must not use AI features to: make fully automated employment decisions without human review; discriminate on any protected characteristic; process special category data through AI features unless expressly authorised in writing by HireVia AI; circumvent candidate notification or consent requirements; or reverse engineer or replicate HireVia AI's models.

You must not use AI features to: make fully automated employment decisions without human review; discriminate on any protected characteristic; process special category data through AI features unless expressly authorised in writing by HireVia AI; circumvent candidate notification or consent requirements; or reverse engineer or replicate HireVia AI's models.

  1. Liability, Term & Amendments

AI-related liability is governed by §12 of the Agreement; this Addendum creates no additional caps or carve-outs. It remains in effect for the term of the Agreement and may be updated per §16.2 of the Agreement to reflect changes in AI legislation or platform capabilities.

By using AI features within HireVia AI, you agree to this AI Governance Addendum.

AI-related liability is governed by §12 of the Agreement; this Addendum creates no additional caps or carve-outs. It remains in effect for the term of the Agreement and may be updated per §16.2 of the Agreement to reflect changes in AI legislation or platform capabilities.

By using AI features within HireVia AI, you agree to this AI Governance Addendum.

AI-native hiring for teams tired of spreadsheets, inboxes, and 45 minutes of manual work per CV. Upload a candidate and HireVia AI parses, scores, and ranks them in seconds.

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