The short version
- We use what you send us only to consider you for a job at fileAI.
- Only our hiring team can see your application.
- If we don't hire you, we delete your application and CV automatically after 12 months.
- You can ask us to see, correct or delete your data at any time: careers@file.ai.
- We never sell your data, and we never ask applicants for money or bank details.
Who we are
This notice covers applications made through the fileAI careers site. The company responsible for your data is FileAI Pte. Ltd. [registration number and address]. Our Data Protection Officer is [name], reachable at [DPO email].
What we collect
| Data | Where it comes from |
|---|---|
| Name, email, phone, where you are based | You, in the application form |
| LinkedIn and other links | You, optional |
| Your answers (why fileAI, start date, right to work) | You, in the application form |
| Your CV (PDF, PNG or JPG) | You, optional |
| Details read from your CV, such as job title, skills and education | Our own AI, when you upload a CV (see below) |
| The role you applied for, and when you agreed to this notice | Recorded automatically |
| Hiring stage and the hiring team's notes | Our hiring team |
We don't ask for sensitive data such as health, religion or ethnicity. Please leave it out of your CV.
Why we use it
To review your application, contact you, and run our hiring process. We rely on [legal basis per country: consent and/or legitimate interests; to confirm with DPO]. We don't use your data for marketing, and we don't make hiring decisions by AI alone: a person reads every application.
How your CV is read
When you upload a CV, it is sent to fileAI's own document-reading platform so the form can be filled in for you. You can skip this and type your details instead.
The uploaded file is deleted from that platform within about 24 hours. The details it read from your CV are kept on our processing platform; [today these have no automatic expiry; DPO to set a retention period and we will add automatic deletion].
Where it is stored and who can see it
- Your application and CV are stored with Cloudflare, our hosting provider, encrypted at rest. The database runs in Cloudflare's Asia-Pacific region; CV files are held on Cloudflare's global network.
- CV reading runs on fileAI's platform hosted on Amazon Web Services in the United States (Oregon).
- Who sees it: our hiring team, and a small number of engineers who maintain the system. Every CV download is logged.
- Email alerts to our team say only which role received new applications. Your name and contact details are not included.
Some of these locations are outside your country. [DPO: cross-border transfer wording for Singapore PDPA, Malaysia PDPA and Japan APPI]
Bot protection
To stop spam, the form uses Cloudflare Turnstile, which checks your browser to confirm you're a person. Cloudflare processes technical data such as your IP address for this. We don't store it.
How long we keep it
- If we don't hire you: your application and CV are deleted automatically 12 months after you apply.
- If we hire you: your application moves into your employee record, covered by our employee privacy notice.
- Earlier deletion: ask us at any time and we will delete it.
Your rights
You can ask to see the data we hold about you, correct it, delete it, or withdraw your consent. Email careers@file.ai and we will reply within [30] days. If you're not satisfied, you can complain to your local data protection authority, such as Singapore's PDPC, Malaysia's PDP Commissioner or Japan's PPC.
Changes
If we change this notice, we'll update the date at the top. The version you agreed to, and when, is recorded with your application.