DNA325 AI Acceptable Use & Governance Policy for Hiring

Last Updated: August 07, 2026

Owner: CEO, DNA325

1. Purpose and Scope

At DNA325, we use AI to make hiring faster, more efficient, and more scalable—without compromising quality or fairness. Our goal is simple: AI should support better hiring decisions, not replace human judgment.

AI is primarily used to support sourcing, initial screening, and recruiter efficiency—not to replace recruiter judgment.

AI Mission Statement
We use AI to enhance recruiter productivity, improve candidate experience, and surface strong talent—while ensuring all final decisions remain human-led.

Human Oversight Clause
All hiring decisions must involve human review. AI tools are used as support systems only and may not independently approve or reject candidates. All candidate rejection decisions must involve a human recruiter making and documenting the final call. Fully automated rejection without meaningful human involvement is prohibited under GDPR Article 22.

Transparency Clause
We provide general transparency about AI use in our hiring processes and ensure candidates can ask questions at any stage.

Ethical Commitment
We commit to fair, responsible, and lawful AI use aligned with GDPR, the EU AI Act, and globally recognized principles such as fairness, accountability, and transparency.

Living Document Clause
This policy is reviewed regularly and evolves alongside AI capabilities, regulatory requirements, and our internal practices.

2. Candidate Use of AI

We recognize that AI is now a standard part of the job search process. We allow its use where it supports clarity and preparation—but not where it replaces authenticity.

Application Stage (CV, Cover Letter)

Candidates may:

Use AI to improve clarity, grammar, and structure
Use AI to tailor messaging to a role

Candidates may not:

Invent or exaggerate experience, skills, or achievements
Submit AI-generated content that does not reflect real qualifications

Preparation Stage

Candidates are encouraged to:

Use AI for interview preparation and mock interviews
Research roles, companies, and industry context

Live Interviews

AI use is not allowed during live interviews, unless explicitly permitted by the interviewer
The goal is to assess real-time thinking, communication, and experience

Assignments & Technical Tasks

For DNA325 internal roles:

AI use is encouraged where relevant
Candidates may be asked to explain their AI workflow
Transparency is expected but voluntary unless requested

For client roles:

AI rules vary depending on the client
Candidates must follow client-specific instructions

Accessibility

We support reasonable accommodations. Candidates who require AI tools for accessibility should inform their recruiter.

Disclosure & Violations

If AI is used outside permitted scenarios:
- Candidates may be asked to redo an assignment
- Deliberate violations may result in rejection
Misrepresentation of skills or experience is grounds for disqualification

3. Internal Hiring Team Use of AI

At DNA325, AI is a productivity tool—not a decision-maker.

Acceptable Use

Recruiters may use AI for:

Writing and refining job descriptions
Candidate sourcing and outreach
Initial screening assistance (including CV parsing)
Initial candidate matching and ranking (ATS tools like Manatal)
- Note: Manatal's AI scoring feature is present but not used for candidate decisions at DNA325. Manatal is used as a database and CRM. All candidate evaluation is performed by human recruiters.
Candidate summaries and profile insights
Interview scheduling
Interview transcription and summarization (e.g., Metaview, Hirevire)
Structuring interview questions

All outputs must be reviewed and adjusted by a human before use.

Unsanctioned AI Tools

No AI tool not listed in DNA325's AI Tools Registry may be used for candidate or client work without prior written approval from the CEO. DNA325 remains responsible as deployer for AI tools used on its behalf, whether or not their use was approved. Unsanctioned AI use by a contractor therefore directly creates compliance risk for DNA325 and constitutes a material breach of this Addendum.

Not Allowed Without Control

Legal Derisking Clause
The following uses of AI are strictly prohibited without human control and oversight:

Final candidate decisions (hire/reject)
Unreviewed communication sent to candidates or clients
Any automated action that bypasses recruiter accountability

AI may assist—but never act independently in these areas.

4. Transparency & Communication

We believe transparency builds trust—but keep it practical.

AI usage is disclosed at a general level on our website
Email signature: All staff communicating with candidates or clients include the following line in their email signature: "DNA325 uses AI tools to support our recruitment process. All decisions are made by humans."
Interview recording: When Metaview or tl;dv is used, the recruiter verbally informs the candidate at the start of the call: "Before we start — I'll be using an AI transcription tool to take notes. The recording is used only internally. Is that okay with you?" If the candidate objects, the recording must be disabled.
- Recommended, not mandatory: Include an AI recording notice in the Google Calendar invite description for candidate interviews. Suggested text: “This meeting may be recorded using an AI transcription tool (Metaview or tl;dv) for note-taking purposes. Notes, summaries, and recordings may be used internally by DNA325 and shared with our client in connection with your candidacy. If you prefer not to be recorded, please let us know before the call”. This provides advance notice prior to the call and creates a written record of disclosure. Verbal confirmation at the start of the call remains good practice in addition to the calendar notice.
Retention of AI-generated records: Raw recordings must be deleted no later than 183 days after the relevant recruitment process concludes, unless there is a documented legitimate business reason to retain them. AI-drafted communications retained in email or ATS are subject to DNA325's standard data retention schedule.
Additional disclosure is provided when required
Candidates may request clarification at any stage

Privacy Statement

Candidate data is handled in compliance with GDPR
AI tools are used securely and responsibly
Data is used strictly for hiring-related purposes

5. Governance & Review

Review Cadence

Full policy review: every 6 months
AI Health Check: every 6 months

Additionally reviewed upon: introduction of any new AI tool; material change to how an existing tool is used; publication of significant new EU AI Act guidance.

Governance Approach

Recruiters manage day-to-day AI use
Leadership handles oversight and escalation
Client-specific rules override internal defaults where applicable

Training & Capability

Mandatory training every 6 months
Covers:
- Practical AI usage in recruiting
- Fairness and compliance
- Real-world scenarios
May include:
- Knowledge assessment
- Minimum passing score requirement

Record-Keeping

Key AI-related decisions, updates, and incidents are documented
Ensures accountability and audit readiness

6. Acknowledgment

All team members involved in hiring must:

Confirm understanding of this policy
Complete required training (if applicable)

Optional, upon the company’s discretion:

Pass a knowledge check with a minimum required score