AI Notice

This AI Notice explains how Prospect HQ’s AI Features operate for all users of our Services, including Job Seekers and Employers, and how we handle inputs, outputs, safeguards, and your choices. It supplements, and should be read together with, our Terms of Service and Privacy Policy, and does not modify either document. For Employer Subscribers, the SaaS Agreement and any applicable Order Form control over this AI Notice in the event of any conflict or inconsistency. Capitalized terms used but not defined in this AI Notice have the meanings given to them in the Terms of Service.

Prospect HQ uses automated tools, including machine learning and other algorithmic systems, to help Job Seekers develop their professional profiles and career narratives, and to help Employers refine job descriptions and identify potentially relevant candidates. Our AI Features are designed to serve as a coach that assists users in producing, refining, and approving higher-quality information about themselves and their roles. AI is not used to score candidates, rank candidates, predict success, or adjudicate matches. These tools do not use protected characteristics or sensitive personal information (such as race, religion, sex, gender identity, sexual orientation, disability, or age) as inputs, and we implement technical and organizational measures designed to reduce the risk of proxy discrimination. These tools evaluate information you provide, and information obtained from other users as described in our Privacy Policy and this AI Notice, and they are designed to support discovery and decision-making on our platform.

How we use AI. We provide certain AI Features to both Job Seekers and Employers.

Job Seekers

• An AI Coach that provides personalized career guidance
• Tools that ingest and parse resumes to help users build structured profiles
• Questionnaires that generate AI-powered Insights (a personalized summary of your career direction, which you may review, edit, and choose whether to share)
• Recommendations based on your profile and questionnaire responses

Employers

• Tools to refine job descriptions and generate interview questions
• Candidate insights based on job posting criteria and employer profile
• AI-assisted summaries of employer subculture, workplace values, and other employer profile content

Categories of data we may use. Our AI Features use information you choose to provide or direct us to process, such as profile fields, resumes, and questionnaire responses for Job Seekers, and job descriptions and employer profiles for Employers, along with platform activity like connections and interactions that help us operate and improve recommendations. For Job Seekers, this includes data used to generate AI Insights about your career direction. We apply data minimization and access controls so that only the data reasonably necessary for a given feature is used. If you link Third-Party Accounts, we may access content from those services as permitted by your settings, and you can disable those connections at any time. Where required by law, we disclose the categories of third parties and the purposes of such sharing in our Privacy Policy.

Nature of outputs. AI-generated outputs, such as AI Insights, AI Coach responses, recommended edits to resumes or job descriptions, and match recommendations, are informational tools to support your decisions. These outputs are algorithmically generated and probabilistic; they are not definitive determinations and can be affected by incomplete, inaccurate, or outdated inputs. You may review, edit, or reject AI-generated suggestions before using them. As described in our Terms of Service, Prospect HQ does not guarantee interviews, offers, hiring outcomes, response rates, job availability, or candidate availability, and you should verify information independently before relying on it.

Roles and human involvement. Prospect HQ is not an employer or an agent of any employer and does not make employment eligibility determinations or final hiring decisions. All employment-related decisions are made solely and independently by Employers. Employers remain responsible for complying with all applicable employment, labor, and anti-discrimination laws when using our Services. Our AI Features are assistive tools and are designed to provide insights and suggestions. Job Seekers control their own AI Insights and choose whether to share them with Employers. For matching and recommendations, the underlying logic is deterministic and datapoint-based. Where automated processing materially contributes to a decision with legal or similarly significant effects, we require meaningful human review before a final decision is made. Where required by applicable law, affected individuals can request an explanation of the role of automated tools, the main parameters that materially influence the outcome, and can request human review and reconsideration through the Privacy Center. We will reasonably explain the factors and data types that most influenced the result, subject to trade secret and security obligations. Job Seekers will be informed when automated tools are used to evaluate their applications and will be able to request an alternative process—such as human review or a human-only evaluation—through the Privacy Center.

Anti-discrimination and bias mitigation. Prospect HQ operates AI Features consistent with anti-discrimination principles and implements reasonable measures to mitigate material risks of unfair bias or disparate impact, with safeguards calibrated to the tools’ intended use and documented limitations. We conduct pre-deployment and periodic testing, monitoring, and evaluation of model performance, including assessments for material disparate impact, and we take corrective action where appropriate.

Independent audits and transparency. We will commission an independent bias audit of our core AI matching and recommendation tools at least annually. We will publish a public, aggregate, and de-identified summary of audit results for transparency, including key metrics (for example, selection or impact ratios), the methodologies used, material findings, limitations, and any remedial actions we have taken, subject to privacy, security, and proprietary obligations.

AI risk governance. We maintain an AI risk governance program consistent with recognized frameworks, including documented impact assessments, risk registers, control testing, and risk mitigation strategies proportionate to use and risk. We will publish and periodically update a summary of our AI Risk Management Policy in the Privacy Center or a separate policy page to promote transparency.

User responsibilities and limitations. Algorithmic outputs may contain errors or artifacts, and users must not rely on outputs as the sole basis for consequential decisions about themselves or others without appropriate human judgment and validation. Employers and other users are responsible for independently evaluating outputs for accuracy and appropriateness and for avoiding discriminatory criteria or prohibited proxies when using rankings, filters, or match scores. Users must not input or instruct the system to consider protected characteristics, proxies for protected characteristics, or other unlawful criteria. Users must comply with applicable law and our Terms of Service when using AI Features, including avoiding attempts to re-identify individuals from de-identified data and ensuring they have a lawful basis for any processing of special or sensitive categories of data. Certain jurisdictions impose additional obligations for employment-related automated tools (for example, notice, impact assessments, or bias audits); where applicable, users are responsible for meeting those obligations.

Use of data to improve our systems. We may use de-identified and aggregated data derived from inputs and outputs to develop and improve our products and services, including our AI Features, consistent with our Privacy Policy. We maintain safeguards to help prevent re-identification and apply retention limits aligned to legitimate business needs and legal requirements. We will not use your personal information in inputs or outputs for marketing without your consent where required by law, and we honor the choices described in our Privacy Policy. Where offered, you may opt out of certain uses of your data for model improvement or other secondary purposes without affecting your core use of the Services, as described in the Privacy Policy and through the Privacy Center. These choices do not apply to core AI processing that is integral to the Services, and a complete opt-out of AI processing is not available through account settings; for more information on AI processing choices, see "Your controls and choices" below.

Third-party services and availability. Our AI Features rely on tools, services, models, or platforms provided by third parties, including enterprise AI APIs. These services are accessed through controlled integration points, and we maintain safeguards designed to keep your data within appropriate boundaries. Our Terms of Service describe the contractual safeguards we require of service providers and how third-party constraints may affect availability and change management. Where those providers process personal data on our behalf, they are bound by confidentiality and data protection obligations, and cross-border transfers are performed pursuant to approved transfer mechanisms where required.

Your controls and choices. The Privacy Center is the online privacy portal identified in our Privacy Policy and the route for submitting privacy-rights requests and related choices. You can manage certain visibility settings for Private Profile Materials and choose recipients for information you direct us to share, recognizing that recipients’ uses are governed by their own policies and practices. You may exercise applicable privacy rights (such as access, correction, deletion, objection, and limitation of processing) through the Privacy Center, subject to verification and legal exceptions. For Employer Subscribers, employer-side requests involving candidate data are handled subject to the candidate-data allocation in the SaaS Agreement and the Privacy Policy’s rights-request framework. You can link or unlink Third-Party Accounts through your settings, and the Privacy Policy and Privacy Center describe additional choices, including any opt-out rights offered for certain uses of data for model improvement or other secondary purposes. AI Features are integral to how the Services operate; a complete opt-out of AI processing is not available within account settings. If you prefer not to have your information processed by AI Features, you should not use the Services. If you believe an AI-driven outcome was incorrect or unfair, you may request human review through the Privacy Center. Individuals with disabilities can request reasonable accommodations in connection with AI Features (for example, accessible formats or alternative processes) through our Privacy Center or accessibility support channels. Requesting an accommodation will not negatively affect your visibility by default. If you suspect misuse or unsafe conduct, you should report it through our in-product tools.

Contact and updates. We may update this AI Notice to reflect changes in features, inputs, outputs, safeguards, or legal requirements. Material changes will be communicated consistent with our Terms of Service. The effective date of the current version is posted in the Privacy Center, and prior versions are retained for reference where required. For questions about this AI Notice, to exercise your rights, or to submit an appeal of an automated decision, please submit your request through our Privacy Center or contact us at the address provided in our Terms of Service.