1. Who controls the data
When you use Vera to interview candidates for your open roles, you are the data controller under GDPR and equivalent privacy laws. Vera (operated by Vera AI Inc.) acts as a data processor — we process candidate information strictly to provide the interview and evaluation service you've configured.
We do not sell candidate data, share it with third parties for marketing, or use it to train our models without explicit written agreement.
2. What candidate data Vera collects
| Data type | Source | Purpose | Retained? |
|---|---|---|---|
| Name & email address | You (when you invite a candidate) | Send interview invite, identify candidate in evaluation | Per your retention setting |
| Resume / CV text | You (uploaded or pasted) | Vera reads the resume to build role-specific questions before the call | Per your retention setting |
| Interview transcript | Generated during the interview | Evaluation, evidence for hiring decision, candidate review | Per your retention setting |
| Evaluation output | Generated by Vera post-interview | Hiring decision support, shared with your team via dashboard | Per your retention setting |
| Raw audio | Generated during the interview | Real-time transcription only | Deleted immediately after transcription |
| Phone number / device info | Telephony provider at call time | Call routing only | Not stored by Vera |
Vera does not collect biometric data, facial recognition data, or any protected class information (race, gender, age, disability status). Vera is instructed not to ask about or record such information, and our evaluation pipeline excludes it by design.
3. What customer (hiring org) data Vera collects
| Data type | Purpose |
|---|---|
| Work email address | Account login and communication |
| Job descriptions & interview criteria | Configuring Vera for your roles — stored in your account |
| Billing information | Processed by Stripe. Vera does not store card numbers. |
| Usage data (interviews run, evaluations viewed) | Product analytics, billing, and support |
4. Retention & deletion
By default, candidate data (transcript, evaluation, resume) is retained for 12 months from the date of the interview. You can delete a candidate record at any time from the Vera dashboard — this permanently removes the transcript, evaluation, and all associated personal data within 30 days.
Raw audio is never retained. It is processed in real time to generate a transcript and discarded immediately after the call ends. Vera does not store recordings.
5. Audio & transcripts
Vera interviews are conducted over voice (phone or web). The audio stream is processed in real time by our transcription provider (see Sub-processors below). The resulting text transcript is stored in your Vera account.
- No audio file is stored after the call ends.
- The transcript is accessible to you and your team in the Vera dashboard.
- The transcript is accessible to the candidate on request — see Candidate Rights below.
- Transcripts are not used to train AI models without your explicit written consent.
6. Candidate consent
Before every Vera interview begins — without exception — the candidate is informed:
- They are speaking with an AI, not a human interviewer.
- The interview will be transcribed and evaluated.
- The evaluation will be shared with the hiring organisation.
- They can stop the interview at any time.
Candidates who do not consent can end the call immediately. A candidate who ends the call without completing the interview is flagged in your dashboard — no partial evaluation is generated.
7. Sub-processors
Vera uses the following third-party services to deliver the product. All sub-processors are under data processing agreements and process data only as instructed.
| Sub-processor | Purpose | Data location |
|---|---|---|
| LiveKit | Real-time voice infrastructure for interviews | US |
| Airtable | Candidate and evaluation record storage | US |
| Stripe | Payment processing | US |
| Anthropic / xAI | AI language model (evaluation generation) | US |
| Clerk | Authentication | US |
We will notify customers of any material changes to sub-processors with at least 14 days notice.
8. Your rights (and your candidates' rights)
As a Vera customer, you can at any time:
- Export all candidate data associated with your account.
- Delete individual candidate records from the dashboard.
- Request full account deletion — all data removed within 30 days.
- Request a copy of the Data Processing Agreement for your legal team.
Candidates can contact you (the data controller) or us directly at hello@vera.ai to:
- Request a copy of their interview transcript and evaluation.
- Request deletion of all data related to their interview.
- Object to processing — in which case their record is flagged and no hiring decision is made on the basis of the Vera evaluation.
We respond to all data rights requests within 5 business days.
EU & UK — coming soon
When we expand to the EU and UK, this policy will be updated to include:
- GDPR lawful basis for processing candidate data
- A countersignable Data Processing Agreement (DPA) covering all sub-processors
- Standard Contractual Clauses (SCCs) for US→EU data transfers
- EU data residency option so candidate data stays within the EU
- Enhanced candidate rights under Articles 15–22 GDPR (access, erasure, portability, objection)
- ICO registration for UK customers
If your legal or procurement team has questions in the meantime, hello@vera.ai — we'll answer directly.
Questions about this policy?
We're a small team and we read every email. If something here isn't clear, or your legal team needs a countersigned DPA, just ask.