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AI Usage Policy in Hexjobs ATS

Effective Date: 16/01/2026

This policy sets out the rules for the use of Artificial Intelligence (AI) in the Hexjobs ATS system.

§ 1. Definitions

  • AI (Artificial Intelligence) – technologies and algorithms used in the Hexjobs ATS system to automate and support recruitment processes.
  • Hexjobs ATS – the system for managing recruitment processes offered by the Service Provider.
  • Service Provider – the owner of the hexjobs.com website, i.e., Apptivity sp. z o.o. with its registered office in Krakow, ul. Podole 60.
  • ATS User – the Advertiser using AI-based functions within the Hexjobs ATS system.
  • Candidate – a person whose data is processed by AI functions as part of the recruitment process.

§ 2. General Provisions and Scope of AI Use

  1. The Hexjobs ATS service utilizes advanced large language models (LLM) and machine learning algorithms to automate and optimize recruitment processes.
  2. AI services are provided based on the Platform as a Service (PaaS) model, ensuring integration with professional provider infrastructure while maintaining high standards of data control.
  3. Functionalities based on AI technology include in particular:
  • Matching job offers to candidate profiles (job-matching) – automatic analysis of competencies to recommend the most relevant offers.
  • Automatic parsing and analysis of candidate CVs.
  • Generating job advertisement content – support in creating job descriptions.
  • Suggesting recruitment questions.
  • Recruitment report analysis – drawing conclusions based on collected process data.
  • AI Assistant – supporting communication with candidates and managing their profiles.
  1. All AI functions are supportive in nature and do not replace human judgment in the recruitment process.

§ 3. Confidentiality Guarantee and No Model Training

  1. The Contractor declares that personal and operational data transferred from the Hexjobs ATS system to external provider models are not used to train, retrain, or improve the underlying artificial intelligence models.
  2. Data processing by AI models is performed solely for the purpose of executing the current operation requested by the User.
  3. Transferred data is limited to the necessary minimum and, where technically possible, undergoes a process of pseudonymization or anonymization.

§ 4. Compliance with the AI Act (EU Artificial Intelligence Act)

  1. Transparency: Hexjobs ATS strives to ensure full transparency of AI systems. Users are informed when they interact with an automated system.
  2. Human Oversight: All AI results, including job-matching results, are auxiliary. Final verification and recruitment decisions belong to a human (recruiter or administrator).
  3. Proportionality: As a solution addressed, inter alia, to small and medium-sized enterprises (SMEs), the system applies the principle of proportionality of obligations, adjusting technical measures to the level of risk generated by AI models.

§ 5. Human Oversight and Automated Decision Making

  1. In accordance with data protection requirements, service users are not subject to decisions based solely on automated processing that would produce legal effects concerning them.
  2. Any recommendations generated by AI are auxiliary. The final decision in the recruitment process always belongs to a human (recruiter or administrator) who verifies the system's suggestions.

§ 6. Rules for AI Use by ATS Users

  1. User Responsibility:
  • The ATS User bears full responsibility for recruitment decisions made based on AI system recommendations.
  • It is recommended to always verify results and suggestions provided by AI before making a final decision.
  • The ATS User is obliged to use AI in compliance with labor law and anti-discrimination regulations.
  1. Prohibition of Discrimination:
  • It is forbidden to use AI in a way that leads to discrimination against candidates on the grounds of gender, age, race, ethnic origin, religion, sexual orientation, disability, or other characteristics protected by law.
  • The User undertakes to regularly monitor AI results for potential biases.
  1. Transparency:
  • The User should inform candidates about the use of AI in the recruitment process when it has a significant impact on recruitment decisions.
  • Candidates have the right to information about the criteria used by AI in evaluating their application.

§ 7. Candidate Rights

  1. Candidates have the right to:
  • Information about the use of AI in the recruitment process.
  • Access to their data processed by AI.
  • Objection to automated decision-making, including profiling.
  • Request human intervention in the decision-making process.
  • Express their own point of view.
  • Contest a decision made automatically.

§ 8. Limitations and Disclaimers

  1. Accuracy:
  • The Service Provider makes every effort to ensure that AI functions operate correctly, but does not guarantee 100% accuracy of results.
  • AI recommendations are indicative and require verification by a human.
  1. Liability:
  • The Service Provider is not liable for recruitment decisions made by Users based on AI recommendations.
  • The final decision to hire or reject a candidate always belongs to the User.
  1. Availability:
  • The Service Provider reserves the right to temporarily disable or limit AI functions for maintenance, updates, or other justified technical reasons.

§ 9. Technology Partners and Security

  1. The main providers of AI technology (LLM and PaaS models) for the Hexjobs ATS service are Microsoft and Google.
  2. These partners are obliged to maintain the highest data security standards, and their services are verified for compliance with European personal data protection regulations (GDPR).

§ 10. Changes to the Regulations

  1. The Service Provider reserves the right to introduce changes to these Regulations.
  2. Users will be informed of planned changes with appropriate advance notice.
  3. Continued use of AI functions after the changes enter into force signifies acceptance of the new Regulations.

§ 11. Contact

For questions regarding the use of AI in Hexjobs ATS, please contact:

§ 12. Final Provisions

  1. These Regulations constitute an integral part of the general Terms of Use of the hexjobs.com service.
  2. In matters not covered by these Regulations, the provisions of the main Regulations and Polish law shall apply.
  3. Any disputes arising from the use of AI in Hexjobs ATS will be settled by the courts competent for the Service Provider's registered office.

Last updated: 16/01/2026