Kula's AI features process candidate data — resumes, interview recordings, application answers, and more. This article covers what data each AI feature uses, whether Kula trains models on it, and how AI use is disclosed to candidates.

What candidate data each AI feature uses

• Fraud detector. Resume, LinkedIn profile, email address, phone number, location, and device information captured during the application. This is cross-referenced against public information and application patterns to produce a verdict. All of it is either submitted by the candidate directly or captured automatically during application — none of it is sourced from a third party outside the application flow.

• AI Notetaker. Interview audio, the resulting transcript, and an AI-generated summary. These are treated as your Customer Data under Kula's DPA, not Kula's own data.

• Screener (AI Scoring). The candidate's application answers and resume content, scored against job criteria you define.

• Coordinator. Candidate phone number, and the content of scheduling calls — every call is recorded and transcribed.

• AI Application Assistant. Reads from data already on the candidate's profile (scorecards, emails, notes, transcripts, application details) to generate summaries and answer questions; it doesn't collect new data of its own, and it respects existing permission rules (private notes, restricted fields, offer details) rather than surfacing them more broadly.

• Resume parsing/autofill. The uploaded resume file itself, parsed to prefill application or profile fields.

How AI use is disclosed to candidates

Disclosure today isn't handled by one account-wide setting — it varies by feature:

• Fraud detector discloses itself automatically. When enabled on a job, a disclosure that the organization uses AI to screen applications for fraud is added to that job's application page without any extra setup on your part.

• AI Notetaker has no default recording-consent language. Kula doesn't insert anything into the interview invite by default, because the right wording varies by customer and jurisdiction — you're expected to add your own consent language to the invite if you want it there. If a candidate says they don't want to be recorded, a recruiter can turn off the Notetaker for that interview before it starts, or remove it from the call after it's already joined.

• General AI-use disclosure today is a manual, per-job practice: add a line to the job description and/or add a Yes/No consent question as a custom application form section (Job → Job Post → Application Form → Add Section → Add Question).

Data retention

At the account level, once a Kula account is cancelled, data is held for 15 days (during which it can still be pulled or restored on request), then permanently deleted. Access to the account itself stops immediately on cancellation or suspension — there's no grace period for continued use, even though the data itself persists briefly afterward.

At the candidate/record level, there's no explicit, customer-configurable retention or auto-deletion for AI-generated content like Notetaker transcripts and summaries today. This is intended to be addressed by the Candidate Consent Management feature (setting a consent validity period and auto-anonymizing on expiry, which would also scrub interview recordings, transcripts, and summaries) — see "Candidate privacy & GDPR consent" for what that's designed to do and its current rollout status.

Compliance resources

For broader AI-compliance questions — GDPR, EU AI Act, and similar — Kula publishes an independent third-party audit at trust.warden-ai.com/kula/ai-scoring, including an EU AI Act–specific page, refreshed via monthly audits.

Good to know

• Only Fraud detector's AI-use disclosure is automatic. Every other AI feature's candidate-facing disclosure is something you add yourself today — a job description line, an application form consent question, or interview invite language.

• After an account is cancelled, its data is kept for 15 days and then permanently deleted.

• There's no per-candidate retention setting for Notetaker recordings, transcripts and summaries.

• For AI compliance questions, such as the EU AI Act, see Kula's independent audit on the Warden AI trust center.

FAQ

• Does Kula train its AI models on our candidate data? No — confirmed directly by Kula's product team, for data processed by AI subprocessors as well as Kula itself.

• Do we need to tell candidates AI is used in our hiring process? Increasingly this is a legal requirement in some jurisdictions. Today, add this to your job description and/or a consent question on the application form. Fraud detector is the one feature that discloses itself automatically.

• Does Kula automatically add recording-consent language to interview invites for the AI Notetaker? No — Kula doesn't add default language because it varies by customer and jurisdiction. Add your own line to the interview invite, and turn off or remove the Notetaker for a specific interview if a candidate objects.

• What happens to our data if we cancel our Kula account? It's held for 15 days (during which it can still be restored), then permanently deleted. Account access itself stops immediately on cancellation, not after a grace period.

• If we anonymize a candidate, is their data completely erased everywhere? Not guaranteed yet — there's a known, open gap where some downstream systems (e-signature, the AI Coordinator, background-check resyncs) can still act on or repopulate an anonymized candidate's data. See "Candidate privacy & GDPR consent" for the full picture.

• Where do we point our security team for an AI compliance review? trust.warden-ai.com/kula/ai-scoring, including its EU AI Act–specific page — an independent, monthly-refreshed third-party audit. For a specific law not covered there, check with your account team.

Need help?

If you have questions about AI data handling, candidate consent, or compliance documentation, reach out to us at support@kula.ai or use the in-app chat.