Privacy Policy

Scope

This Privacy Policy covers the full schedule.site product: tenant workspaces, scheduling data, Taylor assistant conversations, on-demand video interviews, imports, notifications, analytics, platform administration, and account management.

Additional SMS-specific disclosures live in the SMS Privacy Notice. Interview product details are also summarized on Taylor video interviews.

Data we process

Workspace and account data, including names, email addresses, roles, locations, permissions, and authentication records.

Scheduling data, including shifts, availability, time off, certifications, staffing requirements, swaps, coverage offers, and audit events.

Assistant data, including conversation messages, task confirmations, coverage outreach metadata, escalation records, and optional employee tone or memory preferences.

Interview data, including candidate contact details, invitation and consent records, submitted video or audio answers, owner-authored questions, submission timestamps, and limited technical data needed to record, upload, recover, and protect the session.

Import data from systems you authorize, such as employee, location, role, schedule, and availability records.

Technical data, including logs, device/browser metadata, security events, and first-party marketing analytics events.

How we use data

We use data to operate scheduling, authenticate users, generate and publish schedules, process requests, run imports, deliver notifications, support human review of interview submissions, secure the service, troubleshoot issues, improve conversion flows, and comply with legal obligations.

On-demand video interviews

Candidates can open a private invitation and record answers without creating a schedule.site account. Before recording, the interview experience presents the applicable recording notice, sharing policy, retention rule, deletion path, and accommodation contact. Recording consent and optional AI consent are separate choices.

Submitted recordings support a human review of the candidate’s answers to the employer’s published questions. They are not used for facial recognition, identity verification, emotion or personality inference, voiceprints, expression analysis, or advertising.

Optional interview AI

If an employer enables interview AI and the candidate separately consents, schedule.site may use an approved service provider to transcribe the submitted answer and prepare a summary linked to supporting transcript evidence. The AI output is a review aid and should be checked against the transcript and recording.

AI does not make the hiring decision. Taylor does not score, rank, shortlist, recommend, reject, or hire candidates. It does not compare candidates or analyze emotion, personality, faces, expressions, gaze, accents, speaking style, or protected and sensitive characteristics. A candidate can decline optional AI processing and still complete and submit the interview.

AI and automation

Taylor uses workspace-scoped scheduling context to answer questions and perform approved scheduling workflows. The assistant has no direct database credentials; server-owned services authorize and execute actions. Consequential actions require confirmation when the workflow calls for it.

Sharing

We share data with subprocessors needed to host, secure, communicate, and operate the service. Candidate interview submissions are limited to authorized workspace reviewers, schedule.site personnel who need access to operate or protect the service, and service providers that process information on our behalf. We do not sell employee personal information or candidate recordings. We do not use workspace scheduling data for third-party advertising.

Human hiring decisions

The employer’s authorized people review candidate materials and record hiring decisions. AI output cannot accept or reject a candidate. If a candidate accepts an offer, the employer may use their contact information and approved role and location details to begin employee onboarding. Interview consent, recordings, and review notes are not copied into the employee profile, and Taylor does not auto-publish a schedule after hire.

Retention

Workspace data is retained while the workspace is active unless deleted sooner by product controls or policy. Assistant transcript content is retained according to configured retention settings; non-content action audit may persist for security and compliance. Interview recordings and derived AI content follow the retention rule shown in the interview notice; AI artifacts are kept no longer than the source media. Import credentials are encrypted and purged after extraction.

Accommodations

A candidate can request a reasonable accommodation or an alternative process using the contact shown with the opening. Depending on the employer’s process, alternatives may include audio, text, phone, or a live human interview. Requesting an accommodation or declining optional AI should not be presented to evaluators as negative evidence.

Security

We use tenant scoping, role-based access, private interview media storage, short-lived access links, encryption for sensitive integration secrets, audit logging, production configuration checks, and least-privilege operational practices. No internet service can be guaranteed perfectly secure.

Your choices

Workspace administrators can update users, revoke access, request exports, and request deletion. Candidates can use the secure interview portal or support channel to request deletion of recording and AI content. Employees should contact their employer workspace administrator for employment records and scheduling data requests.

Contact

For privacy requests, use the data deletion instructions or the support channel listed in your account. For interview-related privacy questions, email support@schedule.site.