Candidate Privacy Policy Notice

1. Purpose and Scope 

This Privacy Policy outlines how Lila Sciences, Inc. ("Lila", "we", "us") collects, uses, shares, and protects personal data of job candidates ("you") during our recruitment and hiring process. This policy serves to inform you of our practices and your rights under applicable privacy laws. 

This policy applies to personal data collected from candidates through: 

  • Job applications and recruitment platforms
  • Interview processes, including recorded interviews via BrightHire or similar platforms
  • Assessment and evaluation activities
  • Background checks and reference verification (where permitted)
  • Communications related to the hiring process 

2. Information We Collect 

We may collect and process the following types of candidate personal data: 

  • Application Materials:
    • Resume, CV, cover letter, and portfolio materials
    • Contact information (name, email, phone, address)
    • Work authorization status and eligibility documentation
    • Educational background and professional qualifications
  • Interview and Assessment Data:
    • Interview recordings (audio and video) via BrightHire or similar platforms
    • Interview notes and evaluation feedback
    • Assessment results and skills testing outcomes
    • Reference check information and feedback
  • Technical and Communication Data:
    • Email communications during the recruitment process
    • Scheduling and calendar information
    • Device information when accessing our application systems
    • Usage data from candidate portals or assessment platforms 

3. Legal Basis for Processing

Our processing of your personal data is based on: 

  • Pre-contractual Processing: Processing necessary for taking steps at your request prior to entering into an employment contract, including application review, interviews, assessments, and offer processes
  • Legitimate Interests: Our legitimate business interests in:
    • Evaluating candidate qualifications and fit
    • Maintaining records for compliance and audit purposes
    • Improving our recruitment processes
    • Defending against potential legal claims
  • Legal Compliance: Where required by employment law, equal opportunity regulations, or other applicable legal obligations
  • Consent: Where explicitly requested (such as for interview recordings or optional assessments) 

4. How we use your information

We use candidate data to: 

  • Evaluate your qualifications and suitability for positions
  • Conduct interviews and assessments
  • Verify references and background information (where permitted)
  • Communicate with you throughout the hiring process
  • Comply with legal and regulatory requirements
  • Improve our recruitment processes and ensure consistent evaluation
  • Maintain records for potential future opportunities (with your consent)
  • We may use AI tools to analyze interview recordings and application materials to improve our recruitment process and ensure consistent evaluation criteria.  All hiring decisions involve meaningful human review and oversight.

5. Data Sharing and Disclosures 

We may share your personal data with: 

  • Internal Teams: Hiring managers, HR personnel, and relevant team members involved in the recruitment process
  • Service Providers: Including BrightHire (interview recording), background check companies, assessment platforms, and recruitment tools
  • Professional Advisors: Legal counsel and auditors as needed
  • Others where required by law, regulation, or legal process  

We ensure all third parties adhere to appropriate data protection safeguards.

6. Data Retention 

  • General Candidate Data: Retained for up to 3 years after the completion of the hiring process to consider you for future opportunities and maintain compliance records
  • Interview Recordings: Retained for 180 days and then automatically deleted, regardless of other retention periods 

Successful Candidates: If you join Lila, your candidate data transitions to our employee records under our Employee Privacy Policy 

Early Withdrawal: If you withdraw from consideration early in the process, we may delete your data sooner upon request 

7. Your Rights 

As a candidate, you have the right to: 

  • Request access to your personal data
  • Request correction of inaccurate or incomplete data
  • Request deletion of your personal data (subject to legal and business requirements)
  • Object to or restrict processing in certain circumstances
  • Request a copy of your data in a portable format (where applicable)
  • Withdraw consent where it was the basis for processing
  • Request human review of any AI-assisted decision that affects your candidacy  

To exercise these rights: Contact privacy@lila.ai  

8. Security Measures 

We protect your personal data using industry-standard security measures including:  

  • Access controls and role-based permissions
  • Encryption in transit and at rest
  • Monitoring of system usage and anomalies
  • Regular security reviews of third-party recruitment tools 

9. International Updates

If you are located outside the United States, your data may be transferred to and processed in the United States where our systems are located. We ensure appropriate safeguards are in place for such transfers. 

10. Policy Updates

We may update this policy periodically. Material changes will be communicated via email or posted on our careers page. 

11. Questions 

For questions about this policy or to exercise your rights, contact: privacy@lila.ai 

 

Last updated: December 3, 2025