Privacy Policy

Account Information

When you create an account, we collect information you provide directly or via a third-party sign-in provider:

• Name, email address
• Sign-in method: a third-party account, or email/password (third-party sign-in shares basic profile information with us, such as your name, email, and profile photo, per your permission at sign-in)

Expert/Applicant Information

If you apply to work as an expert on our platform:

• Country, and confirmation that you are 18 or older, collected when you apply
• Phone number
• A profile photo, if you add one
• Resume and any documents you upload (stored in a private, access-controlled storage bucket)
• Application responses, work history, and domain expertise details you provide
• AI Interview Data: if you complete an AI-conducted voice interview to build your capability profile, we collect and generate:
  • A text transcript of your spoken responses (your speech is transcribed by our speech-to-text provider and processed by our AI model provider to conduct the interview and generate follow-up questions)
  • An AI-generated evaluation summary and per-question scoring, which become part of your capability profile and inform how you are matched to and considered for roles

  Video is used to display a live view during the interview itself, and may be recorded. Only your transcribed speech is used to generate your evaluation. See Data Retention below for how long any recording or transcript is kept.

• Identity verification: if your project engagement requires it, our identity-verification provider captures a photo of your government-issued ID. We receive the name extracted from it to confirm it matches your account, but do not separately store the ID image or the extracted data ourselves.
• Social Security Number (U.S. experts only): to help prevent fraud and duplicate accounts, we may ask for your SSN. It is hashed immediately, and we do not store the raw number.

Time Tracking Information

If you work an hourly-billed engagement, our time-tracking provider records the following while your timer is running:

• Periodic screenshots of your screen
• Which applications and websites you use
• Keyboard and mouse activity, to detect idle time

More generally: a paid engagement may require the use of third-party workforce activity monitoring software, at the direction of the client you are working with or of Cocient. If an engagement requires it, we will tell you before any monitoring begins. Software of this kind typically captures periodic screenshots of your work machine, records which applications and websites are in use, tracks active and idle time, and may report an aggregate level of keyboard/mouse activity — it does not capture what you actually type, and it captures nothing outside a running, tracked session. We configure it so that you start and stop it yourself. Monitoring data from a tracked session is visible to Cocient and to the client the engagement is billed to.

This does not apply to the AI capability interview described above, at any point — the interview is never monitored by workforce activity monitoring software of any kind.

Payment Information

If you receive payments through the platform, we (via our payment processor) collect information necessary to process payouts, such as your name, address, and bank/payment account details. We do not directly store full payment account numbers — this is handled by our payment processor.

Usage Information

We may automatically collect standard technical information when you use the Service, such as IP address, browser type, device information, and pages visited, for security and operational purposes. If you arrive via a referral link, we track which link you came from.

We use the information we collect to:

• Operate, maintain, and improve the Service
• Assess and profile expert capabilities, including via AI-assisted interviews
• Process payments and payouts
• Communicate with you about your account, applications, or projects
• Detect, prevent, and address fraud, abuse, or security issues
• Comply with legal obligations

AI-generated scores and summaries are an input to building your capability profile and to matching you with roles. No decision producing legal or similarly significant effects about you is made by automated means alone — a person reviews and decides every placement on a paid project. Whether your interview produces a published profile is decided automatically from the scores and summary it produces.

We do not sell your personal information. We share information with:

Service providers who help us operate the platform, each acting on our behalf and under obligations to protect your data:

• Cloud hosting, database, and file storage providers
• Application hosting provider
• Payment processor
• Speech-to-text provider for AI voice interviews
• Text-to-speech provider for AI voice interviews
• AI model provider for interview conversations and evaluations
• Identity-verification provider — receives your government-issued ID and the name we verify against it
• Real-time video and audio infrastructure provider for AI voice interviews
• Email delivery provider for verification, sign-in, and account notifications
• Time-tracking and activity-monitoring provider for hourly-billed engagements
• Error-monitoring provider
• Rate-limiting infrastructure provider

AI companies you apply to work with, or to whom Cocient presents you, which may receive your application materials and Cocient’s evaluation, including scores, summaries, recordings and transcripts — and, for an active engagement that requires it, the workforce activity monitoring data tied to the hours you bill to that engagement.

As required by law, such as in response to a subpoena, legal process, or to protect the rights, property, or safety of Cocient, our users, or others.

When you complete your AI voice interview:

• You will be shown a consent screen before the interview begins, explaining that an AI conducts and evaluates the interview. The interview is conducted by voice and video; there is no text-based alternative.
• Your speech is transcribed in real time and processed by our AI model provider to ask questions and follow-ups.
• Video is displayed live for a natural conversational experience and may be recorded; only your transcribed speech is evaluated. See Data Retention below for how long any recording is kept.

We retain personal information for as long as necessary to provide the Service, comply with legal obligations, resolve disputes, and enforce our agreements.

Inactive accounts. If you haven’t used your account for 24 months and have no published capability profile, we treat it as inactive and delete your resume, application materials, and interview records.

Interview recordings. Where your AI voice interview is recorded, we keep the recording for up to two years from when it was made, and delete it sooner if you delete your account.

Interview transcripts. We keep the transcript, and the highlights drafted from it, for up to two years from the interview, and delete it sooner if you delete your account. Our AI model provider may retain interview content for up to 30 days.

Time tracking and workforce activity monitoring. Where an engagement uses third-party workforce activity monitoring software, we keep the screenshots, application/website activity, and idle-time records it captures for up to two years from when they were captured — the same period as Interview recordings above — and delete them sooner if you delete your account. Deleting your account also deactivates your account with the monitoring provider, which stops further monitoring. Some monitoring vendors, including our current time-tracking provider, give us no way to delete data they have already captured; where that is the case, a copy may remain on their systems even after we delete ours.

Other service providers. A few of the vendors that support day-to-day operation of the Service — for example, hosting logs, email delivery, rate-limiting, and error monitoring — keep data only for their own short, standard periods, measured in days, independent of when you delete your account.

What we keep longer. Where the law requires it, we keep signed agreements, payment records, and identity verification for as long as we are required to, even after you delete your account. We also keep a minimal record of deletion requests so that we can show they were honoured.

We use reasonable administrative, technical, and organizational safeguards designed to protect your information, including access-controlled storage and encrypted connections. No method of transmission or storage is completely secure, and we cannot guarantee absolute security.

Cocient is based in the United States. If you access the Service from outside the United States, your information will be transferred to and processed in the United States.

We may update this Privacy Policy. Continued use of the Service means acceptance.

Questions about this Privacy Policy or our data practices can be directed to:

Cocient Inc.
privacy@cocient.com