Last updated: April 6, 2026
Version 1.0
This AI Governance Addendum ("Addendum") supplements the HireVia AI Terms of Service ("Agreement") and the Data Processing Agreement. Capitalised terms not defined here have the meanings given in the Agreement. In the event of conflict, this Addendum prevails for AI-specific matters.
1. Purpose & Scope
This Addendum addresses transparency, human oversight, auditability, and bias monitoring obligations for AI features within the HireVia AI platform, as described in Section 4 of the Agreement.
Applicable AI features:
Feature
Description
AI CV Parsing
Automated extraction of structured data from uploaded resumes
Candidate Matching
Semantic search and scoring of candidates against job requirements
Screening Recommendations
AI-generated shortlist rankings and match scores
2. Transparency
2.1 Documentation
HireVia AI maintains and makes available on written request to support@hirevia.ai:
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 the AI model providers used (currently OpenAI Assistants API)
2.2 Candidate-Facing Transparency
You are responsible for informing candidates that AI-assisted tools are used in the recruitment process. HireVia AI will provide template language for candidate privacy notices upon request.
3. Human Oversight
3.1 Decision-Support Only
All AI features are designed as decision-support tools. The platform does not make autonomous hiring, rejection, or ranking decisions. AI outputs require human review before any employment action.
3.2 Customer Responsibilities
You must:
Implement internal processes ensuring qualified human review of all AI outputs
Not treat AI scores or recommendations as determinative without independent assessment
Maintain the ability to override, disregard, or modify any AI-generated output
Train Authorised Users on the limitations and appropriate use of AI features
3.3 Override & Intervention
The platform provides mechanisms for human users to override AI recommendations at every stage of the hiring pipeline. HireVia AI will not remove or degrade these override capabilities.
4. Auditability & Record-Keeping
4.1 Log Retention
HireVia AI logs AI processing activities including:
Candidate scoring events (inputs, outputs, confidence levels)
Match recommendation generation
CV parsing results and any flagged anomalies
Logs are retained for a maximum of ninety (90) days from creation, after which they are automatically purged unless a longer period is required by applicable law or agreed in writing.
4.2 Access to Logs
On reasonable written request within the 90-day retention period, HireVia AI will provide access to relevant logs to support your compliance obligations. Access is subject to:
Reasonable advance notice (minimum 14 days)
Applicable confidentiality obligations under the Agreement
Technical feasibility and data protection requirements
4.3 Regulatory Compliance Support
HireVia AI will cooperate reasonably with your efforts to comply with:
Regulation
Support Provided
EU AI Act (Regulation 2024/1689)
Documentation, log access, transparency materials for high-risk system obligations
UK AI Regulation (as enacted)
Equivalent support tailored to UK-specific requirements
Equal Employment Opportunity laws
Audit data for adverse impact analysis on request
GDPR / UK GDPR
DPIA support materials and processing records
5. Bias Monitoring & Mitigation
5.1 Monitoring Commitment
HireVia AI periodically reviews AI models for potential bias related to protected characteristics including race, gender, age, disability, religion, and national origin.
5.2 Notification
Where material bias is identified, HireVia AI will:
Notify affected customers within thirty (30) days of confirmed finding
Provide a summary of the nature and scope of the identified bias
Describe remediation measures taken or planned
Where feasible, offer a timeline for resolution
5.3 Customer Audits
You may conduct or commission your own adverse impact analyses using data exported from the platform. HireVia AI will provide reasonable cooperation, including structured data exports in machine-readable format, subject to confidentiality obligations.
6. Model Changes
HireVia AI will provide reasonable advance notice (minimum 14 days) before making material changes to AI models that could significantly affect scoring, matching, or recommendation outputs. Material changes include:
Switching to a different AI model provider
Significant changes to scoring algorithms or weighting
Changes to the categories of data used as model inputs
Minor improvements, bug fixes, and performance optimisations do not require advance notice.
7. Prohibited Uses
You must not use AI features of the Services to:
Make fully automated employment decisions without human review
Discriminate against candidates on any protected characteristic
Process special category data (health, biometric, political opinion) through AI features unless expressly authorised
Circumvent legal requirements for candidate notification or consent
Reverse engineer, extract, or replicate HireVia AI’s models or algorithms
8. Liability & Limitation
Liability arising from AI-related claims is governed by Section 12 of the Agreement. This Addendum does not create additional liability caps or carve-outs beyond those in the Agreement.
9. Term & Amendments
This Addendum remains in effect for the duration of the Agreement. HireVia AI may update this Addendum to reflect changes in applicable AI legislation or platform capabilities, subject to the amendment provisions in Section 16.2 of the Agreement.
By using AI features within HireVia AI, you acknowledge that you have read, understood, and agree to be bound by this AI Governance Addendum.