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Legal & Compliance

Aivident Privacy Notice

Effective Date: March 4, 2026

Last Updated: March 4, 2026

Contact: [email protected]

DPO: [email protected]

1. Who We Are

Aivident is an AI-powered recruitment platform by PT While True Lab.

In most cases, PT While True Lab acts as a data processor for enterprise recruiters (controllers).

2. Who This Notice Applies To

This notice applies to candidates, recruiters, and website visitors.

3. Data We Collect

We process the following categories of data:

  • Candidate identity data (name, email)
  • CV/resume information (experience, education, skills)
  • Interview responses (audio, transcript, text)
  • Video recordings when enabled
  • AI assessment outputs and competency analyses
  • Consent records (timestamp, version, IP)
  • Recruiter account and usage activity data
  • Website metadata (IP, browser/device, cookie preferences)

4. Legal Basis (UU PDP)

We rely on contractual necessity, consent, legitimate interest, and legal obligations.

  • Contract: interview processing on controller instruction
  • Consent: granular pre-interview consent capture
  • Legitimate interest: security and fraud prevention
  • Legal obligation: statutory compliance and lawful requests

5. How We Use AI

AI is used to generate questions, run interview conversations, transcribe responses, evaluate competencies, and produce reports.

AI outputs are advisory. Final hiring decisions are made by human recruiters.

Personal identifiers are pseudonymized before sending interview content to external AI model providers.

6. Data Sharing & Sub-processors

Data is shared only as needed to operate the service.

  • Your recruiter/controller: interview outcomes and supporting data
  • Google Cloud Platform (Jakarta): core hosting and storage
  • OpenRouter (US): pseudonymized AI inference with ZDR enabled
  • Cloudflare: transport and CDN metadata handling

7. Cross-Border Transfers

Primary data storage is in Indonesia. Some pseudonymized processing may occur outside Indonesia under contractual safeguards.

Transfers follow UU PDP Pasal 56 requirements.

8. Data Retention

Retention is based on necessity, contract terms, and legal obligations.

  • Interview data: subscription period + transition window (default 30 days)
  • Consent records: up to 5 years for evidence
  • Analytics data (with consent): up to 26 months
  • Enterprise-specific retention may apply via DPA

9. Your Rights

Under UU PDP, you can request access, correction, deletion, withdrawal of consent, objection, portability, and processing restriction.

  • Contact your recruiter (controller) first where applicable
  • Or contact us directly at [email protected]
  • Response target: within 3x24 hours

10. Security Measures

Aivident implements layered security controls including encryption, tenant isolation, RBAC, and incident response controls.

11. Cookies

Essential cookies are always active; analytics and marketing cookies require consent. Cookie preferences can be managed in-app.

12. Children's Data

Aivident is for professional recruitment and is not intended for individuals under 17 years old.

13. Updates to This Notice

Material updates will be published with effective date changes and related consent version updates where required.

Version: 1.0