AI System Disclosure
Virvell uses artificial intelligence to conduct reference checks. Our AI assistant "Sam" makes phone calls to references and analyzes conversations to provide comprehensive feedback. All calls are recorded and analyzed for quality assurance and compliance purposes.
Qualifications Assessed by AI
Our AI system evaluates the following qualifications and characteristics during reference checks:
- Work Performance: Job-specific skills, productivity, and achievement of goals
- Technical Competence: Professional knowledge, problem-solving abilities, and technical skills
- Communication Skills: Verbal and written communication effectiveness
- Teamwork & Collaboration: Ability to work with others and contribute to team success
- Reliability & Work Ethic: Attendance, punctuality, and commitment to quality
- Leadership Potential: Initiative, decision-making, and ability to guide others
- Cultural Fit: Alignment with company values and work environment
- Adaptability: Ability to handle change and learn new skills
Note: All evaluations are based on standardized questions and do not consider protected characteristics such as race, gender, age, or ethnicity.
Information We Collect
Candidate Information
- Name, email address, and position information
- Reference contact details provided by candidates
- Consent timestamps and IP addresses for compliance tracking
Reference Information
- Name, phone number, email address, and relationship to candidate
- Voice recordings of reference check conversations
- Transcripts and AI-generated summaries of conversations
- Rehire recommendations and detailed feedback
How We Use Your Information
- Conduct AI-powered reference checks via phone calls
- Generate comprehensive reference reports for employers
- Ensure compliance with applicable laws and regulations
- Improve our AI system and service quality
Voice Recording and Analysis
Important Notice
All reference check calls are recorded and analyzed by our AI system. Voice data may be considered biometric data in certain jurisdictions (e.g., Illinois BIPA).
- Calls are recorded for quality assurance and compliance
- Voice data is analyzed by AI to generate insights
- Recordings are retained for 3 years
- Reference decisions are retained for 4 years
Data Retention
- Voice recordings: 3 years
- Reference decisions and reports: 4 years
- Account information: Until account deletion
- Consent records: 4 years for compliance
Your Rights
Depending on your location, you may have the following rights:
- Access: Request a copy of your personal information
- Correction: Request correction of inaccurate information
- Deletion: Request deletion of your personal information
- Portability: Request transfer of your data
- Opt-out: Opt out of certain data processing
Location-Specific Notices
Illinois (BIPA)
Voice recordings may be considered biometric data under the Illinois Biometric Information Privacy Act (BIPA). We collect, use, and store voice data as described in this policy.
New York City
If you are a candidate or job applicant in NYC, you may request information about our bias audit results. Contact us for details.
Quebec
Personal information is processed in Canada and may be subject to Quebec's privacy laws.
Cross-Border Data Transfer
Your information may be transferred to and processed in countries other than your own. We ensure appropriate safeguards are in place for such transfers.
Security
We implement appropriate technical and organizational measures to protect your personal information against unauthorized access, alteration, disclosure, or destruction.
Third-Party Services
We use the following third-party services:
- SendGrid: Email delivery
- Stripe: Payment processing
Children's Privacy
Our service is not intended for individuals under 18 years of age. We do not knowingly collect personal information from children.
Changes to This Policy
We may update this privacy policy from time to time. We will notify you of any material changes by posting the new policy on our website.