Interview Privacy Notice
What happens to an interview, written for the person being interviewed. Shown before an interview starts.
- Applies to
- Interview participants
- Last updated
- 19 August 2026
- Questions
- legal@oakhive.ai
This is the notice shown to someone before an OakHive interview begins. It is published here word for word, so that anyone — a participant who wants to read it again afterwards, an employee representative, a data protection officer reviewing the product — can see exactly what participants are told.
Version 2026-08-19.1. Each interview record stores the version of this notice that was shown, so what a particular person read can always be established rather than guessed at.
1Who is responsible
Your employer decides that this interview happens, what is asked, and who may read the results — they are the data controller. OakHive runs the interview and stores the results on their behalf, and only on their instructions — we are the processor. Questions about why you are being interviewed go to your employer; questions about how the system works can go to either.
2What is captured — and what is not
Captured: what you say, converted to text as you speak. That transcript, and the summaries built from it, are what the system stores.
Audio — OakHive keeps none. Your speech is transcribed as you speak, the text is what is stored, and no audio file is ever created.
Also not captured:
- No video of you. Your camera is never requested or used. If you see a face on screen, that is the interviewer avatar being generated — it is not a recording of anyone, and nothing is filmed at your end.
- No screen or file access. Nothing on your device is read.
3Why
To capture what you know about your work before you leave, so your colleagues and whoever takes over your role are not left guessing. Concretely, the conversation produces up to four documents:
- a knowledge summary for your manager,
- a summary for you,
- a handover guide for whoever takes over your role,
- if your manager asked for specific topics to be covered, a record of what each one turned up.
4Who can see what
Access is role-based and enforced by the system, not by convention:
| Who | Sees |
|---|---|
| Your manager and HR | the knowledge summary, the handover guide, and the transcript |
| Others your manager grants access to | the knowledge summary only |
| Whoever takes over your role | the handover guide only — never the transcript, never your manager’s notes |
| Colleagues with search access | can find knowledge from your interview through OakHive’s search |
| You | your own summary, and a full export of your interview on request |
The sensitive exception. If something you say is marked sensitive during the interview, it is treated differently: it stays with your manager and HR, is left out of the handover guide, and is never added to the searchable archive. OakHive does this mechanically, not as a matter of policy.
Your manager’s private notes are never shown to you and never quoted back at you — and equally, if your manager asked for particular topics to be covered, OakHive raises them as its own questions and does not tell you they came from your manager.
5Who else processes the data
OakHive uses these providers to run the interview. They act on our instructions and may not use your data for their own purposes:
Which of them are involved depends on how your interview is run, so the table says so rather than listing everything as though it always applies.
| Provider | What for | Used in | How long they hold it |
|---|---|---|---|
| Microsoft Azure (EU, West Europe) | hosting, the database, and the language model that writes the summaries | every interview | as long as OakHive stores the interview (section 6) |
| Microsoft Azure Speech | turns your speech into text, and generates the interviewer’s voice | every interview | not retained |
| ElevenLabs | speech recognition and the interviewer’s voice | every interview | 1 day |
| Anam | generating the interviewer’s face | interviews using a video interviewer | up to 30 days |
The Anam row applies only to interviews run with a video interviewer. That option is currently limited to OakHive’s own test accounts and is not enabled for customer interviews; if that changes, this notice and the DPA change with it.
6How long it is kept
Your employer sets the retention period; the default is 730 days (two years) from the interview. After that the interview content — transcript, summaries, feedback — is deleted and only minimal record-keeping data remains. Thirty days later the record is destroyed entirely. Search entries are removed when the interview is deleted.
7Your rights
You can ask for a copy of your interview data, ask for corrections, ask for deletion, or object to the processing. The export path is deliberately narrow: it returns your own interview data and nothing about anyone else. Requests go to your employer, who can action them in OakHive or ask us to.
8If you would rather not take part
You can decline. On the screen where the interview starts there is an “I’d rather not take part” option beside the start button. If you use it:
- no interview happens, nothing is transcribed, no summaries are produced, and nothing is added to the searchable archive;
- the meeting is cancelled;
- whoever scheduled it is told only that you chose not to take part. You are not asked for a reason and none is recorded.
Declining ends that scheduled interview. If your employer wants to ask again, that is a fresh invitation you can also decline.
9No automated decisions about you
OakHive writes summaries. It does not score you, rank you, or make or recommend any decision about you, your employment, or your references. Nothing in the system makes a decision about a person automatically.
10Contact
- About being interviewed, access, or your rights: your employer’s HR or data protection contact.
- About how OakHive works or a technical problem: the support address on your invitation, or privacy@oakhive.ai.
A note on where this notice appears
This notice is linked from the start screen of a browser interview, and published here at a stable address so that it can be read again afterwards or sent on in advance.