Privacy Policy

Last Updated: January 16, 2026

5E Intel LLC ("we," "us," or "our") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our interview and survey platform (the "Service").

1. Information We Collect

1.1 Information You Provide

  • Account Information: Name, email address, password, and organization details when you create an account
  • Profile Information: Profile picture, job title, and preferences
  • Survey and Interview Content: Questions, prompts, and configurations you create
  • Payment Information: Billing address and payment details (processed by our payment provider, Stripe)

1.2 Information Collected During Interviews and Surveys

  • Respondent Responses: Text answers, selections, and other response data
  • Audio Recordings: Voice recordings when audio features are enabled
  • Video Recordings: Video footage when video interview features are enabled
  • Transcripts: Automated transcriptions of audio and video content
  • Behavioral Data: Time spent on questions, interaction patterns

1.3 Automatically Collected Information

  • Device Information: IP address, browser type, operating system, device identifiers
  • Usage Data: Pages visited, features used, actions taken within the Service
  • Location Data: General geographic location based on IP address
  • Cookies and Tracking: Session cookies, analytics data

2. How We Use Your Information

We use collected information to:

  • Provide the Service: Conduct interviews, record sessions, generate transcripts, and deliver analysis
  • Improve the Service: Analyze usage patterns to enhance features and user experience
  • Communicate: Send service updates, security alerts, and support messages
  • Process Payments: Handle billing and subscription management
  • Ensure Security: Detect and prevent fraud, abuse, and unauthorized access
  • Comply with Law: Meet legal obligations and respond to lawful requests

2.1 AI-Powered Analysis and Behavioral Evaluation

Important: Our platform uses artificial intelligence to analyze interview responses. This section explains how AI evaluation works and your rights regarding automated assessments.

What AI Analysis Includes:

  • Transcription: Converting audio/video recordings to text
  • Content Analysis: Extracting insights and themes from responses
  • Behavioral Pattern Evaluation: Analyzing response patterns for indicators such as accountability, consistency, and engagement
  • Score Generation: Producing numerical assessments based on predefined criteria

Behavioral Patterns We May Evaluate:

  • Accountability: How candidates discuss challenges, setbacks, and their role in outcomes
  • Consistency: Whether narratives and claims remain coherent throughout the interview
  • Engagement: Level of participation and responsiveness to questions

What We Do NOT Evaluate:

  • Communication style preferences (introverted vs. extroverted)
  • Accent, language fluency, or speaking pace
  • Normal interview nervousness
  • Cultural differences in communication norms
  • Protected characteristics (race, gender, age, disability, religion, national origin)

Your Rights Regarding AI Evaluation:

  • Human Review: You may request human review of any automated assessment
  • Explanation: You may request an explanation of how AI was used in your evaluation
  • Objection: You may object to solely automated decision-making that significantly affects you

To exercise these rights, contact us at privacy@5eintel.com.

3. Recording and Transcript Retention

Important Information About Recordings

When recording features are enabled, all audio, video, and generated transcripts are stored on our secure servers. This data is retained for specific periods as outlined below, after which it is automatically deleted unless required for legal compliance.

3.1 What We Store:

  • Complete audio and video recordings of interview sessions
  • Automated transcripts of all recorded content
  • AI-generated analysis and insights from interviews
  • Timestamps and metadata associated with recordings

3.2 Retention Periods:

Data Type Retention Period
Interview recordings (audio/video) 2 years from collection date
Interview transcripts 2 years from collection date
Survey responses 3 years from collection date
Inactive accounts (no activity) 5 years after last activity
Incomplete sessions 90 days from start date
Compliance audit logs 7 years (regulatory requirement)

Data may be deleted earlier upon verified request. Account holders may request deletion of specific recordings at any time.

3.3 Automatic Deletion:

  • Data is automatically deleted after the retention period expires
  • Deletion requests are processed within 30 days
  • Upon account termination, data is deleted within 90 days
  • We may retain anonymized or aggregated data (with no personally identifiable information) for analytical purposes

3.4 Access to Recordings:

  • Account holders who created the interview have full access
  • Designated team members with appropriate permissions
  • 5E Intel support staff (for technical support purposes only, with your consent)

4. Information Sharing and Disclosure

We do not sell your personal information. We may share information in the following circumstances:

4.1 With Your Consent: When you explicitly authorize sharing

4.2 Service Providers: With trusted third parties who assist in operating our Service, including:

  • Cloud hosting providers (for data storage)
  • Payment processors (Stripe)
  • Analytics providers
  • AI/ML service providers (for transcription, analysis, and conversational AI features)

AI Service Provider Data Usage

We use third-party artificial intelligence service providers to power our conversational AI, transcription, and analysis features. When you use these features, your interaction data (including text, audio transcripts, and conversation content) may be processed by these providers.

Service Improvement: By using our Service, you acknowledge that data from your interactions may be used by our AI service providers to improve their services, including training and enhancing their AI models. This is standard practice among major AI providers and helps improve the quality of AI services for all users.

Data Handling: Our AI service providers are contractually bound to maintain the confidentiality and security of your data and process it in accordance with their privacy policies and applicable data protection laws.

4.3 Legal Requirements: When required by law, court order, or governmental authority

4.4 Business Transfers: In connection with a merger, acquisition, or sale of assets

4.5 Protection: To protect the rights, property, or safety of 5E Intel, our users, or others

5. Data Security

We implement industry-standard security measures to protect your information:

  • Encryption: Data encrypted in transit (TLS/SSL) and at rest (AES-256)
  • Access Controls: Role-based access with multi-factor authentication
  • Infrastructure Security: Secure cloud infrastructure with regular security audits
  • PII Protection: Sensitive personal information is encrypted using industry-standard encryption
  • Monitoring: Continuous monitoring for unauthorized access attempts

However, no method of transmission or storage is 100% secure. We cannot guarantee absolute security.

6. Your Rights and Choices

6.1 Access and Correction

You may access, update, or correct your account information at any time through your account settings.

6.2 Data Deletion

You may request deletion of your personal data by contacting us at privacy@5eintel.com. Note that:

  • Some data may be retained for legal or legitimate business purposes
  • Deletion of interview data requires account holder authorization
  • Anonymized data may be retained for analytics

6.3 Data Portability

You may request a copy of your data in a machine-readable format.

6.4 Marketing Communications

You may opt out of marketing emails by clicking "unsubscribe" in any marketing message or updating your preferences.

7. California Privacy Rights (CCPA)

If you are a California resident, you have additional rights under the California Consumer Privacy Act (CCPA):

  • Right to Know: Request information about personal data collected, used, and disclosed
  • Right to Delete: Request deletion of your personal information
  • Right to Opt-Out: Opt out of the sale of personal information (we do not sell personal information)
  • Right to Non-Discrimination: Not receive discriminatory treatment for exercising your rights

To exercise these rights, contact us at privacy@5eintel.com or submit a request through your account settings.

8. Illinois Biometric Information Privacy (BIPA)

Notice to Illinois Residents

If you are an Illinois resident, we are required to provide specific disclosures about our collection and use of biometric information under the Illinois Biometric Information Privacy Act (BIPA).

8.1 Biometric Data We May Collect:

  • Voice recordings: Audio recordings of your voice during interviews, which may contain voiceprint characteristics
  • Video recordings: Video recordings that may capture facial geometry when video features are enabled

8.2 Purpose of Collection:

Biometric information is collected solely for the following purposes:

  • Conducting and recording interview sessions as requested by account holders
  • Generating transcripts through speech-to-text processing
  • Enabling AI-powered analysis of interview responses

8.3 Biometric Data Retention and Destruction:

Retention Period: All biometric data (audio and video recordings containing voice or facial characteristics) is retained for a maximum of 2 years from the date of collection.

Destruction: Biometric data is permanently destroyed when:

  • The 2-year retention period expires, OR
  • The initial purpose for collecting the data has been satisfied, OR
  • You submit a verified deletion request

Whichever occurs first.

8.4 Disclosure and Sale:

  • We do NOT sell, lease, trade, or otherwise profit from biometric data.
  • Biometric data may be disclosed to third-party AI service providers (e.g., OpenAI, transcription services) solely for the purposes described above.
  • All third-party processors are contractually required to handle biometric data in compliance with BIPA.

8.5 Your Rights Under BIPA:

  • You have the right to request deletion of your biometric data at any time
  • You may withdraw consent to biometric data collection (note: this may prevent participation in recorded interviews)
  • To exercise these rights, contact privacy@5eintel.com with "BIPA Request" in the subject line

9. Interview Respondent Privacy

If you are participating in an interview or survey as a respondent:

  • The organization conducting the interview controls your response data
  • Contact the organization directly regarding their use of your data
  • You may contact us to understand what data we process on behalf of that organization
  • You have the right to request access to and deletion of your interview data

10. Children's Privacy

The Service is not intended for individuals under 18 years of age. We do not knowingly collect personal information from children. If we learn that we have collected personal information from a child under 18, we will delete it promptly.

11. International Data Transfers

Your information may be transferred to and processed in countries other than your country of residence, including the United States. These countries may have different data protection laws. By using the Service, you consent to such transfers.

12. Cookies and Tracking Technologies

We use cookies and similar technologies to:

  • Maintain your session and authentication
  • Remember your preferences
  • Analyze usage and improve the Service
  • Provide security features

You can control cookies through your browser settings, but disabling cookies may limit functionality.

13. Third-Party Links

The Service may contain links to third-party websites. We are not responsible for the privacy practices of these sites. We encourage you to review their privacy policies.

14. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. We will notify you of material changes by posting the updated policy on our website and updating the "Last Updated" date. Your continued use of the Service after changes constitutes acceptance.

15. Contact Us

If you have questions about this Privacy Policy or our data practices, please contact us:

5E Intel LLC
Email: privacy@5eintel.com
Website: https://5eintel.com

For data deletion requests or CCPA inquiries, please email privacy@5eintel.com with "Privacy Request" in the subject line.

By using our Service, you acknowledge that you have read and understood this Privacy Policy.