Privacy Policy Botzbrain – Fiona AI

Last updated: October 30, 2025

This Privacy Policy describes how Botzbrain Inc. (“Botzbrain”, “we”, “our”, or “us”) collects, uses, stores, and protects personal information when you access or use Fiona AI (the “Platform”), our website, mobile applications, and related services (collectively, the “Services”). We are committed to maintaining your trust and protecting your privacy in accordance with applicable data protection laws, including Canada’s PIPEDA, the EU General Data Protection Regulation (GDPR), and the California Consumer Privacy Act (CCPA).

By accessing or using Fiona AI, you acknowledge that you have read and understood this Privacy Policy and agree to our data practices. If you do not agree, please discontinue use of our Services.

1. Scope & Applicability

This Privacy Policy applies to all individuals and organizations using Fiona AI, including recruiters, employers, candidates, and partners. It governs all personal and organizational data collected through our web platform, mobile apps, APIs, and integrations.

It does not apply to third-party websites, tools, or integrations outside our control. We encourage you to review the privacy policies of any third parties you interact with via Fiona AI.

2. Information We Collect

Botzbrain collects both personal and non-personal information to operate effectively and provide an optimized experience. The data we collect includes:

• Identity Data: Name, job title, company, and contact information.
• Candidate Data: Resume details, employment history, education, skills, and portfolio content.
• Account Credentials: Email address, password, and authentication tokens.
• Usage Data: Interaction logs, feature usage, search history, and engagement metrics.
• Technical Data: IP address, browser type, device model, operating system, and geolocation (where permitted).
• Communication Data: Correspondence with support, emails, or chat messages.
• Analytics Data: Aggregate performance data to improve AI model accuracy and platform efficiency.

3. How We Use Personal Information

We use collected information to:

• Provide and maintain the Fiona AI platform and services.
• Enable fair, skill-based candidate assessments through AI automation.
• Improve platform functionality, accuracy, and user experience.
• Respond to customer inquiries and technical support requests.
• Analyze anonymized data to enhance recruitment analytics and fairness metrics.
• Comply with legal and regulatory obligations.
• Prevent fraud, misuse, and security threats.

We may use aggregated or anonymized data for research and performance reporting. Such data cannot identify individuals.

4. AI Transparency & Automated Decisions

Fiona AI uses artificial intelligence to support recruitment decisions such as candidate ranking or matching. However, all automated recommendations are designed to assist, not replace human judgment.

• Our AI models are trained on ethically sourced, bias-audited datasets.
• We monitor algorithmic fairness to prevent discrimination based on race, gender, or origin.
• Users can request an explanation of automated decisions impacting them.
• No automated decision leads to final hiring outcomes without human validation.

5. Data Sharing & Disclosure

We share limited data only when necessary for legitimate purposes:

• With service providers for hosting, analytics, payment processing, or customer support.
• With employers and recruiters when candidates apply for jobs through Fiona AI.
• With legal authorities to comply with applicable law or respond to lawful requests.
• In the event of corporate transactions such as mergers, acquisitions, or restructuring, under confidentiality safeguards.

All partners and subcontractors handling user data must adhere to equivalent data protection standards.

6. Third-Party Services & Integrations

Fiona AI integrates with third-party systems (e.g., LinkedIn, Indeed, Google Cloud, or Microsoft Azure). When you connect to external services, their privacy policies govern how they process your data.

We only integrate with trusted third parties that maintain enterprise-grade security and compliance certifications.

7. Cookies & Tracking Technologies

We use cookies, web beacons, and similar technologies to enhance functionality and gather usage statistics. You can configure your browser to reject or delete cookies at any time.

• Essential Cookies: Required for login and secure session management.
• Analytics Cookies: Help us understand user engagement and improve performance.
• Advertising Cookies: Used occasionally to show relevant product promotions.

8. Consent Management

By using our platform, you consent to the collection and use of your personal information as described in this Policy. You may withdraw consent at any time, subject to legal or contractual limitations.

Employers and recruiters using Fiona AI must obtain candidate consent before uploading or processing their data.

9. Data Security Measures

Botzbrain implements multiple layers of technical and organizational security controls:

• Encryption (AES-256) for data in transit and at rest.
• Multi-factor authentication for administrative accounts.
• Zero-trust access model for internal data operations.
• Regular third-party penetration testing and security audits.
• Secure hosting on ISO 27001 and SOC 2-compliant cloud infrastructure.

While we strive for the highest standards of protection, no system can guarantee absolute security.

10. Data Retention

We retain your information only as long as necessary to fulfill the purposes outlined in this Policy. Data may be anonymized for long-term analytics but will no longer identify any user.

You can request deletion of your personal data at any time by contacting legal@botzbrain.com.

11. Your Privacy Rights

Depending on your jurisdiction (Canada, EU, or U.S.), you may have the right to:

• Access and obtain a copy of your data.
• Request correction, deletion, or restriction of your information.
• Withdraw consent for data processing.
• Object to certain processing activities.
• Request data portability.
• File a complaint with your data protection authority.

12. Data Breach Response

In the event of a data breach, Botzbrain will:

• Immediately investigate the incident and contain the impact.
• Notify affected individuals and relevant authorities as required by law.
• Provide clear guidance on next steps and risk mitigation.
• Implement corrective measures to prevent recurrence.

13. International Data Transfers

We may process or store personal data on servers located in Canada, the United States, or the European Union. All transfers comply with recognized data protection frameworks, including Standard Contractual Clauses (SCCs).

14. Changes to This Policy

We may revise this Privacy Policy periodically to reflect updates in legislation, technology, or our practices. The “Last Updated” date indicates the latest version. Material changes will be communicated via email or platform notice.

15. Contact Us

If you have any questions, concerns, or complaints regarding this Privacy Policy, please contact: