AI-Assisted Evaluation System Notice

Required Legal Notice - All Candidates

IMPORTANT: This platform uses an artificial intelligence system to evaluate your challenge submissions for employment opportunities. A human is involved in all evaluations. We are required by law to provide you with the following information about how our system works and your rights.

What's Evaluated

Our AI system analyzes your challenge submissions to assess:

• Technical skills and problem-solving ability
• Communication and explanation clarity
• Product thinking and business judgment
• Work quality and attention to detail

How the Provn AI System Works

AI Analysis: Our AI evaluates your submission and provides scoring and recommendations to potential employers.

Mandatory Human Review: A qualified human reviewer at the hiring company reviews every AI assessment, uses their traditional hiring process and makes the final hiring decision.

CRITICAL: No hiring decision is made by AI alone. This is legally required under:

• NYC Local Law 144 (New York City)
• California Fair Employment and Housing Act
• UK GDPR Article 22 (United Kingdom)
• Federal employment laws (United States)

Human Override: Reviewers can and regularly do override AI recommendations based on their professional judgment and contextual factors the AI may miss.

Evaluation Timing

Your AI evaluation will begin 10 business days from today.

Why the 10-day waiting period?

• NYC Local Law 144 requires at least 10 business days notice before AI evaluation
• This gives you time to understand how our system works
• This gives you time to review your rights and ask questions
• This gives you time to request accommodations if needed

What happens during this time:

• You can complete challenges immediately
• You can build your portfolio
• You can update your profile
• AI evaluation will NOT begin until the waiting period expires

This waiting period applies to all candidates regardless of location to ensure fairness and consistency.

Your Rights - All Candidates

You have the right to:

• Request human review of any AI-generated assessment at any time
• Appeal any decision within 30 days
• Request reasonable accommodations for disabilities (see below)
• Access your evaluation data and AI scores
• Correct inaccurate information in your records
• Request deletion of your data (subject to legal retention requirements)
• Not face discrimination based on protected characteristics
• Not face retaliation for exercising your rights

These rights are legally protected and cannot be waived.

Additional Rights by Location

If you are in New York City:

• Right to request an alternative selection process
• Access to annual bias audit results
• Right to file complaints with NYC Commission on Human Rights

If you are in California:

• 4-year data retention for your records
• Right to opt-out of certain data uses (CCPA)
• Right to non-discrimination for exercising privacy rights
• Right to file complaints with CA Civil Rights Department
• Right to file complaints with California Privacy Protection Agency (CPPA)

If you are in the United Kingdom:

UK GDPR Rights (Articles 15-22):

• Right of access to your personal data (Article 15)
• Right to rectification of inaccurate data (Article 16)
• Right to erasure ("right to be forgotten") (Article 17)
• Right to restrict processing (Article 18)
• Right to data portability (Article 20)
• Right to object to processing (Article 21)
• Right to human review of automated decisions (Article 22)
• Right to withdraw consent at any time

• 30-day response time to rights requests (UK GDPR standard)
• 6-year data retention for employment tribunal purposes
• Lawful basis for processing: Legitimate interests (providing fair hiring services, reducing bias) and/or your consent
• Right to file complaints with Information Commissioner's Office (ICO)
• Right to contact ACAS for employment support

If you are in other US locations:

• Federal protections under Title VII, ADA, ADEA, GINA, and other federal employment laws
• 45-day response time to data rights requests (US standard)
• Right to file complaints with Equal Employment Opportunity Commission

Reasonable Accommodations / Adjustments

Need an accommodation or adjustment? We are committed to providing equal access to all candidates.

Legal requirements we comply with:

• Americans with Disabilities Act (ADA) - United States
• California Fair Employment and Housing Act (FEHA) - California
• Equality Act 2010 - United Kingdom (uses term "reasonable adjustments")
• State and local accommodation laws

Available accommodations include:

• Extended time for challenge completion
• Alternative format for challenge materials (large print, screen reader compatible, etc.)
• Assistive technology compatibility
• Modified evaluation criteria where appropriate
• Alternative assessment methods
• Other accommodations based on your individual needs

How to request an accommodation:

• Email: legal@provn.co
• Subject line: "Accommodation Request"
• Include: Your name, the specific accommodation you need, and any supporting information
• We will respond within 5 business days
• We will engage in an interactive process with you to identify the right accommodation

Confidentiality: Your accommodation request and any medical information you provide are kept strictly confidential. Only necessary information is shared with potential employers, and you control what is disclosed.

Protected information: Medical documentation is stored separately with enhanced security measures.

Appeals Process

Disagree with an evaluation decision? You have the right to appeal.

How to appeal:

• Email: legal@provn.co
• Subject line: "Evaluation Appeal"
• Include: Your name, the position, date of evaluation, and reason for appeal
• Submit within 30 days of the decision

What happens next:

• Acknowledgment: We confirm receipt within 2 business days
• Review: A different human reviewer examines your submission
• Decision: You receive a written explanation within 10-15 business days

UK candidates (GDPR Article 22 right):

• You have the right to request a completely independent human review without any AI involvement
• Request this by stating "Article 22 Review" in your appeal
• Response provided within 15 business days with detailed written explanation

External complaints: You may also file complaints with government authorities (listed above under "Your Rights by Location").

Bias Mitigation & Fairness

We take fairness seriously and implement multiple safeguards:

What we do:

• Regular testing across demographic groups
• Ongoing monitoring for disparate impact
• Third-party bias audits (annual for NYC; regular for all locations)
• Continuous improvement based on audit findings
• Mandatory human review to catch AI errors or biases
• Training for human reviewers on bias awareness

Important disclaimer: Despite our best efforts, no AI system is perfect. This is exactly why human review is mandatory and why you have the right to appeal any decision.

Employer Responsibilities

Employers using our platform are legally required to:

• Maintain meaningful human oversight of all hiring decisions
• Comply with all applicable employment and anti-discrimination laws
• Provide reasonable accommodations as required by law
• Not use AI as the sole or primary basis for hiring decisions
• Maintain records as required by law (4 years US minimum, 6 years UK)
• Respond to your accommodation requests
• Not discriminate based on protected characteristics

Protected characteristics include (varies by jurisdiction):

• Race, color, national origin, ancestry
• Sex, gender, gender identity, gender expression, sexual orientation
• Religion, religious creed
• Disability (physical and mental)
• Age
• Pregnancy, childbirth, medical conditions
• Genetic information
• Military or veteran status
• Marriage and civil partnership (UK)
• Other characteristics protected under applicable law

Employers are fully liable for their hiring decisions. Provn provides tools to assist, but employers make final decisions and bear legal responsibility for compliance with employment laws.

Data Protection & Retention

What data we collect:

• Your resume, challenge submissions and portfolio content
• AI evaluation data and scores
• Human review decisions and notes
• Your profile and account information
• Platform usage data

How long we keep it:

• United States (including NYC and California): Minimum 4 years (California requirement applies to all US data)
• United Kingdom: Minimum 6 years (employment tribunal limitation period)
• All locations: Longer retention if required by law or pending legal proceedings

Why we keep it:

• Legal compliance and audit requirements
• Bias monitoring and system improvement
• Defense of legal claims
• Regulatory investigations

Your control:

• You can request access to your data at any time
• You can request correction of inaccurate data
• You can request deletion (subject to legal retention requirements)
• UK candidates have additional GDPR rights (data portability, restrict processing, object)

Security measures:

• Encryption at rest (AES-256) and in transit (TLS 1.3)
• Access controls and authentication
• Regular security audits
• Incident response procedures
• All personnel are trained on data protection

International data transfers (UK candidates):

• Your data may be transferred to and processed in the United States
• We use Standard Contractual Clauses (SCCs) and appropriate technical safeguards
• UK GDPR Chapter V compliant

Contact Information & Questions

For all inquiries, send email to: legal@provn.co

For accommodation requests:

• Subject: "Accommodation Request"
• Your name and contact information
• Specific accommodation needed
• Any supporting information

For appeals:

• Subject: "Evaluation Appeal"
• Your name and position applied for
• Date of evaluation
• Reason for appeal
• For UK candidates requesting Article 22 review, state: "Article 22 Review"

For data rights requests (access, correction, deletion):

• Subject: "Data Rights Request"
• Your name and account email
• Specific right you're exercising (access, correction, deletion, etc.)
• Any additional relevant information

For general compliance questions:

• Subject: "Compliance Question"
• Your question or concern

For technical support:

• Subject: "Technical Support"

Response times:

• Accommodation requests: 5 business days
• Appeals: 10-15 business days
• Data rights requests: 30 days (UK), 45 days (US)
• General inquiries: 3-5 business days

Acknowledgment

By using Provn, you acknowledge that:

• You have received this notice at least 10 business days before AI evaluation begins
• You understand how our AI-assisted evaluation system works
• You understand that no hiring decision is made by AI alone
• You understand your rights and how to exercise them
• You know how to request accommodations and appeal decisions
• You consent to the collection and processing of your data as described
• For UK candidates: You understand your UK GDPR rights and that processing is based on legitimate interests (providing fair, bias-reduced hiring services) and/or your consent, which you may withdraw at any time

You may withdraw your consent, object to processing, or close your account at any time by contacting legal@provn.co.

Applicable Laws & Regulations

This notice complies with:

United States:

• NYC Local Law 144 of 2021 (automated employment decision tools)
• California Fair Employment and Housing Act (FEHA)
• California Privacy Protection Agency (CPPA) regulations
• Title VII of the Civil Rights Act
• Americans with Disabilities Act (ADA)
• Age Discrimination in Employment Act (ADEA)
• Genetic Information Nondiscrimination Act (GINA)
• State and local employment and privacy laws

United Kingdom:

• UK GDPR (particularly Articles 13-14 on transparency, Article 22 on automated decision-making)
• Data Protection Act 2018
• Equality Act 2010
• Human Rights Act 1998
• Employment Rights Act 1996

Other jurisdictions: As we expand, we will comply with additional local laws and regulations.

Your Privacy Matters

We will never:

• Sell your personal data
• Use your data for purposes other than providing our services
• Share your data without legal basis or your consent
• Make hiring decisions with AI alone

We will always:

• Protect your data with industry-standard security
• Be transparent about how we use AI
• Respect your rights under applicable law
• Respond promptly to your requests
• Keep your accommodation and medical information confidential

Questions about this notice? Email legal@provn.co