Product Specific Terms

This page sets out additional terms for certain Ashby products, features, and modules. These terms apply in addition to your Terms of Service or Master Services Agreement with Ashby and, for any product offered on an early access basis, the Design Partner Terms. They apply only to the products you access or use. Capitalized terms used but not defined on this page have the meaning given in your agreement with Ashby. Use the quick links below to find the terms for the products you use.

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1. AI interviewer

AI Interviewer

In addition to the Design Partner Terms, the following provisions apply to Customer’s use of AI Interviewer:

1. Customer Compliance Responsibility. As the employer making hiring decisions, Customer is solely responsible for its own compliance with all laws applicable to its use of AI Interviewer, including employment, anti-discrimination, artificial intelligence, privacy, and recording consent laws. Customer is responsible for providing any legally required candidate notices and obtaining any required consents, for conducting or obtaining any required bias audit, for honoring candidate accommodation and alternative-process requests, and for retaining records as required by applicable law.
2. Human-in-the-Loop. AI Interviewer is designed to assist, not replace, human decision-making. Customer will ensure that a qualified human reviewer makes all hiring decisions and will treat AI Interviewer recordings, transcripts, and evaluations as one input among others, not as the sole basis for any employment decision.
3. No Biometric Identifiers. AI Interviewer does not derive or store voiceprints or other biometric identifiers for the purpose of uniquely identifying any individual. If Customer enables any third-party functionality that performs speaker recognition or other biometric processing, Customer is responsible for complying with applicable biometric laws.
4. No Training on Customer Data. Neither Ashby nor its AI service providers will use Customer Data, including candidate audio, voice recordings, or transcripts, to train or improve machine-learning or voice models, and Customer’s use of AI Interviewer grants Ashby and such providers no right or license to do so.
5. Candidate-Facing Disclosures. AI Interviewer presents candidates with disclosures and a consent flow before any interview is recorded. Customer may configure these disclosures to reflect its own policies, obligations, and branding, but will not disable, remove, or materially diminish the core disclosures (that the interview is conducted by AI, that audio is recorded and transcribed, that the AI does not make the hiring decision, and the accommodation and human-alternative pathway) or the requirement that candidates affirmatively consent before recording begins.
6. Third-Party AI Services. AI Interviewer uses third-party AI service providers, including Phonic (voice) and, where Customer enables integrity monitoring, SEON (fraud signals). For purposes of Article 28 of the GDPR (to the extent applicable), Customer authorizes Ashby to engage these providers as subprocessors of Customer Data solely to provide AI Interviewer, subject to any data processing agreement between the parties. Ashby remains responsible for these providers’ performance of the data protection obligations that apply to them.
7. Sensitive Data. AI Interviewer is not intended to collect special category or other sensitive personal data. Customer will configure its interview questions and criteria so as not to solicit such data unless directly related to a bona fide job requirement and will not use AI Interviewer to elicit information about a candidate’s protected characteristics. Customer remains responsible for any such data contained in candidate responses.

Compliance Considerations

As the employer making hiring decisions, you are responsible for your own compliance with applicable hiring, AI, privacy, and recording consent laws. The information below is provided for your convenience and does not constitute legal advice; please consult your own legal advisors.

To support your compliance efforts, AI Interviewer includes the following built-in features:

• Candidate-facing terms and consent flows: Before any interview, candidates are told that the interview is conducted by AI, that their audio will be recorded and transcribed, and that they must affirmatively consent before recording starts. They are also told the AI does not make the hiring decision and how to request a human alternative or accommodation. These terms are configurable to reflect your own compliance obligations, policies, and branding. We recommend retaining the core disclosures (AI use, recording consent, human decision-making, accommodation pathway).
• EEO compliance checks: In-product checks that flag interview questions or criteria that may raise concerns under equal employment opportunity laws. These checks are provided to assist you and are not a substitute for your own legal review. You remain responsible for your configuration choices, including any decision to proceed past a flag.

Depending on where your roles and candidates are located, you may have additional obligations such as providing jurisdiction-specific notices, obtaining a bias audit, retaining records, honoring accommodation requests, and keeping AI Interviewer results as one input in a human-led decision.

Jurisdiction-specific requirements. AI and employment laws vary by jurisdiction and are evolving rapidly. The following is an example of a jurisdiction-specific requirement you may need to consider, but it is not exhaustive. You should monitor legal developments in the jurisdictions where you hire and consult your own legal advisors.

New York City (Local Law 144): Ashby is commissioning an independent bias audit of AI Interviewer. Once complete, Ashby expects to make a summary of the audit results available for customers to reference in support of their own compliance. Employers and employment agencies remain responsible for determining whether NYC Local Law 144 applies to their use of AI Interviewer, posting or linking to the required audit summary and distribution date, providing any required candidate notices at least 10 business days before use, and complying with applicable employment, anti-discrimination, accommodation, privacy, and data-retention laws. Until Ashby confirms that the audit summary is available, customers may not use AI Interviewer to screen candidates for NYC-covered roles unless they have independently satisfied applicable LL 144 requirements.

Candidate data requests: You are the data controller for candidate data processed through AI Interviewer. Access, correction, and deletion requests from candidates should be handled through your existing privacy processes. Automated retention scheduling (e.g., auto-delete after X days) is not yet available during early access but is on the roadmap. However, you can delete individual evaluations and recordings at any time, and bulk deletion is available by contacting your Ashby account team. Note that some jurisdictions require minimum retention of automated-hiring records (e.g., four years under California’s CRC/FEHA regulations), which may restrict your ability to delete data. If you need supporting documentation for your DPIA, please contact your Ashby account team.