AI in Hiring Policy

How to use this document

• What it is for. This is a base policy setting how AI may be used to source, screen, assess, interview and select candidates: which tools are allowed, which uses are prohibited, how bias is tested, what candidates are told and how a person stays in charge of the decision.
• Who should own it. Usually human resources (talent acquisition) together with legal. Enter the function in [RESPONSIBLE FUNCTION] and the person in [OWNER]. The AI committee approves tools.
• Decisions to take first. Before adopting it, decide: at which stages of the process AI is allowed (Section 5); whether the policy also covers promotions and internal mobility (clause 2.3); which bias metrics and thresholds you will use (Section 7); who acts as human reviewer (Section 9); and how long you keep candidate data (Section 11).
• Fields to complete. Replace the bracketed fields, complete the tool register in Section 6.1 and adapt the candidate notice in aid F. Keep [OPTIONAL] clauses only if they apply.
• Country variants. The "Country variants" section covers what changes in Spain, the European Union and several US jurisdictions (federal, New York City, Illinois, California and Colorado). Keep the ones that match where the jobs or the candidates are, not only where the organization is headquartered.
• Review. Have your employment and data protection counsel review the adapted version, especially the notices, retention periods, bias audit regime and the relationship with worker representatives.
• Approval and publication. Have it approved by HR leadership and the AI committee, record the approval in "Version history," publish it on the intranet for everyone involved in hiring and train recruiters and hiring managers before any tool is used.

AI in Hiring Policy

Field	Value
Organization	[LEGAL ENTITY NAME]
Owning function	[RESPONSIBLE FUNCTION]
Policy owner	[OWNER]
Approved by	[APPROVED BY]
Effective date	[DATE]
Review frequency	[REVIEW FREQUENCY]
Candidate contact	[PRIVACY EMAIL]
Internal contact	[AI GOVERNANCE EMAIL]

1. Purpose

1.1 [ORGANIZATION NAME] wants to attract and select the best talent fairly, efficiently and with respect for candidates. AI can help manage high application volumes, reduce repetitive tasks and organize information, but it can also reproduce bias, process data excessively and leave people without an explanation or a way to challenge the outcome.

1.2 This policy sets the rules for using AI systems in hiring lawfully, transparently and without discrimination, with real human oversight and with evidence of how decisions are made.

2. Scope

2.1 This policy applies to any AI system or automated tool used at any stage of hiring, including:

a) drafting and targeting job postings and job ads;
b) proactive sourcing of profiles in databases or professional networks;
c) reading, extracting and classifying resumes and application forms;
d) scoring, ranking or filtering applications;
e) candidate chat assistants, screening questions and interview scheduling;
f) tests, questionnaires and assessment games;
g) recorded or live interviews analyzed with AI, and interview transcription or summaries;
h) reference and background checks;
i) recommendations on offers, levels or pay.

2.2 It applies to HR staff, hiring managers and everyone involved in hiring, and to staffing agencies, platforms and vendors that assess candidates on behalf of [ORGANIZATION NAME].

2.3 [OPTIONAL] This policy also applies to promotion, internal mobility, training allocation and performance evaluation processes that use AI systems, with the adaptations in Section 14.

2.4 This policy supplements the responsible AI use policy, the AI tool adoption policy, the AI vendor management policy and the privacy policy of [ORGANIZATION NAME]. In case of conflict, the rule most protective of the candidate applies.