Privacy Policy

Last updated: August 2026

1. Who we are

Axil ("we", "our", "us") is a recruitment operations platform operated by Axil, registered in Ireland. This policy explains how we collect, use, and protect your personal data in accordance with the General Data Protection Regulation (GDPR).

2. Data we collect

We collect and process the following categories of personal data:

  • Account data: Name, email address, password (hashed), organisation name.
  • Candidate data: Name, email, CV (if uploaded), interview recordings, transcripts, feedback ratings and notes.
  • Collaborator data: For people a customer invites to interview for one of its roles, or to read one of its hiring plans - name, email address, and the scorecards and interview notes they write.
  • Usage data: Pages visited, actions taken within the platform (audit log), browser type.
  • Cookies: The Axil application uses essential cookies for authentication and session management only - no tracking, analytics or advertising cookies. This marketing site uses optional analytics cookies, and only after you consent via the cookie banner; declining changes nothing about how the site works.

3. How we use your data

  • To provide and operate the Axil platform.
  • To schedule and record interviews (with consent).
  • To generate AI-powered insights from interview transcripts and feedback. AI analysis is text-only - no emotion, voice, or biometric inference is performed.
  • To send email notifications (interview invites, feedback requests, reminders).
  • To let an organisation run its interview process with the people it invites - sending an interviewer the brief and the scorecard form, scheduling the interviews they are asked to run, and attaching what they write to that organisation's hiring record.
  • To monitor errors and improve platform reliability.

4. Legal basis for processing

  • Contract: Processing necessary to provide the service you signed up for.
  • Legitimate interest: Error monitoring, security, platform improvement.
  • Consent: Interview recording (candidates are informed via calendar invite and in-call notice).

5. Data retention

Candidate data (including CVs, recordings, transcripts, and feedback) is retained for 1 year from the date of collection. After 1 year, candidates are automatically contacted to opt in to continued retention or request deletion. Data for candidates who do not respond is deleted within 30 days of the reachout.

Interviewers and other collaborators are anonymised automatically 12 months after their last activity - the most recent of being added, being invited to a hiring plan, accepting an invitation, and being scheduled for an interview. Their name and email address are removed and every outstanding invitation link is revoked; the scorecards they wrote stay on the hiring record and stop naming anyone, because that record is how the organisation accounts for its own hiring decision.

6. Data sharing

We share data with the following third-party processors, all of whom are GDPR-compliant:

  • Supabase (EU region) - database and authentication.
  • Vercel - application hosting.
  • Anthropic (Claude) - AI analysis of interview transcripts and feedback.
  • AssemblyAI (EU region) - transcription of uploaded interview recordings.
  • Recall.ai (EU region) - interview recording and transcription.
  • Resend - email delivery.
  • Sentry - error monitoring.
  • Google - calendar and video conferencing (Google Meet).

We do not sell personal data to any third party.

7. Your rights

Under GDPR, you have the right to:

  • Access your personal data.
  • Rectify inaccurate data.
  • Request erasure of your data.
  • Restrict or object to processing.
  • Data portability.
  • Lodge a complaint with the Irish Data Protection Commission.

To exercise any of these rights, or to request data deletion, contact us at admin@axil.ie.

If you have been invited to interview for a role or to read a hiring plan, you do not have to write to us: every Axil email we send you carries a link to your own preferences page, which shows what we hold and lets you ask to be removed. You can also use the deletion request form at app.axil.ie/privacy. Removal erases your name and email address and revokes every link we have sent you; the scorecards you already wrote stay with the hiring team and stop naming you.

8. AI transparency (EU AI Act)

Axil uses AI to analyse interview transcripts and structured feedback. All AI-generated content is clearly labelled with a disclaimer. AI analysis is text-only - no emotion detection, voice analysis, or biometric inference is performed. All hiring decisions are made by humans.

9. Contact

For privacy-related enquiries: admin@axil.ie