Candidate Assessment & Proctoring Notice

1. Who is assessing you

The staffing firm or employer that invited you (the “hiring company”) decides to send the assessment, chooses its tasks and settings, reviews your results and makes every decision about your application. AceHR, operated by Ace HR Associates, Inc., provides the assessment software and processes your information on the hiring company’s behalf. The hiring company may share a reviewed scorecard with its client, the organization you would work for.

This notice explains AceHR’s assessment features. The hiring company may also give you its own privacy notice, and our Privacy Policy covers AceHR more broadly.

2. Before you start

Here is what happens before the timer starts:

• Invitation: you receive an email from AceHR titled “Invitation to your screening with” the hiring company’s name, containing a private link. We record when the link is opened.
• Practice: a practice room lets you try the code editor, console and sample tests. Nothing in the practice room is recorded or scored.
• Rules and consents: you review the rules and accept each consent that applies: recording and monitoring, on-device face and object detection, AI analysis and, if required, identity verification. Where biometric processing or recording applies, you sign a written release by typing your full name. We keep a record of the notice version, the sections you accepted, your typed name and the time.
• Device check: you connect your camera and microphone and, if the hiring company requires it, share your entire screen. Recording begins only when you start the timed assessment.
• Identity check, if required: you verify your identity with Persona (or Stripe, if your assessment uses it) before the timer starts (see “Identity verification” below).

3. What is collected, when and why

Which items apply depends on the settings the hiring company chose, which are shown to you before you start.

4. How AI is used

AI assists the hiring company; it does not decide. Depending on the settings:

• Creating the assessment: the hiring company may draft tasks with AI from the job description and a summary of your résumé’s skills and experience, then review and edit them before inviting you.
• Hints assistant, if enabled: an AI assistant offers concepts and debugging hints for coding tasks, up to the number of requests shown. Your questions, the code you share with it and its answers are saved for the reviewer. Using it as allowed is not penalized.
• Final questions: AI may write questions about your own submitted work. Standard questions are used if AI is unavailable or not enabled.
• Transcription: your recorded explanation is transcribed by OpenAI’s speech-to-text service.
• Score suggestions: AI compares your answers, test results and explanation transcript with the hiring company’s private rubric and suggests scores, citing the evidence it used. It considers only the content of your reasoning, not your accent, grammar of speech, appearance, emotion or speaking style.
• Decisions: a person reviews your work and all the evidence and decides. AI never rejects or advances you automatically.

Our AI Transparency Notice explains AceHR’s AI features and their limits in more detail.

5. On-device face, gaze and object detection

During a proctored assessment, a computer-vision model runs inside your browser. It estimates whether your face is visible, whether more than one face appears, your head orientation and approximate gaze direction, and whether a phone or another person is in view. This analysis happens on your device: the face measurements it makes are discarded immediately and never sent to AceHR, and the detector sends only short observations, such as “gaze away for 6 seconds” or “phone detected”. Your camera recording is separate and is described under “What is collected, when and why”.

The model does not recognize who you are, create a face template, or analyze emotion, personality or honesty. Because it measures face geometry, some state laws treat this as biometric processing, so we ask for your written release first. See the Biometric Information Privacy Policy.

6. Identity verification

If the hiring company requires it, you verify your identity before the timer starts. You go to the secure hosted page of Persona, our identity verification provider, where you photograph a government-issued ID and take a selfie. Persona compares them and asks for its own consent, including for the face match. Some assessments use Stripe Identity instead, which works the same way. AceHR never receives or stores your ID images, selfie or face data; it receives only the result (such as approved or needs review) and a verification reference.

A failed or incomplete check is not an automatic rejection: a person reviews it, and you can retry or ask the hiring company for another way to confirm your identity. Persona handles verification data under the privacy notice shown in its hosted flow (Stripe under its privacy policy), and it is deleted on the schedule in our Biometric Information Privacy Policy.

7. What the integrity risk indicator means

After you submit, AceHR summarizes the observations as an integrity risk indicator of Low, Medium or High. It is calculated by fixed rules, not AI: each type of observation adds a capped number of points, time-based observations (time away from the assessment, outside fullscreen, disconnected or not recorded) add points per minute, and an incomplete or failed required identity check, or a network associated with a VPN, proxy or hosting provider, also adds points. The reasons and the measured times are shown to the reviewer.

The indicator is only a prompt for human review. It is not a finding of cheating, and it is never used to reject you automatically. Poor lighting, glasses, a disability, a shared or noisy home, unstable internet, a work VPN or a camera problem can all cause observations. Reviewers record their own integrity judgment, and the hiring company may ask you about an observation before deciding.

8. Rules of conduct

To keep the assessment fair for everyone:

• Work alone. No one else may help you, talk with you about the tasks, or be in the room or in view of your camera.
• Use only this computer and one display. Disconnect extra monitors, put away phones, tablets, smart watches and other devices, and keep notes and books away unless the instructions allow them.
• Keep the assessment open in this one browser tab. Opening it in a second tab, browser or device at the same time is recorded.
• Stay on this tab, and in fullscreen when monitoring is on. Leaving the assessment window, switching tabs or exiting fullscreen is recorded.
• Don’t use outside AI tools, websites or apps. If the AI hints assistant is enabled, you may use it within its request limit.
• Type your own answers. Pasting text copied from outside the assessment may be blocked, and paste attempts are recorded.
• When monitoring is on, keep your camera and microphone on and your face visible and well lit. Don’t use a virtual camera.
• Don’t copy, photograph, record or share the questions or your answers, during or after the assessment.
• Take the assessment only as yourself. No one else may take it for you.
• If your assessment ends with an explanation, use the final five minutes to answer the on-screen questions aloud, on camera.
• Need a break, a different format or an accommodation? Choose “Request a human alternative” at any time. It is never held against you automatically.

If a rule is broken, the hiring company decides what to do after human review, for example asking follow-up questions, offering a retake or not relying on the result.

9. Who sees your information

Your assessment information is shared only as follows:

• Authorized reviewers at the hiring company see your work, test results, recordings, observations, transcript, AI suggestions and the integrity indicator.
• The hiring company’s client may receive a reviewed scorecard with scores, a summary and a recommendation. It does not receive raw recordings, activity events, private rubrics, answer keys, network fingerprints or internal notes.
• AceHR personnel access assessment data only when needed to provide support, keep the service secure or comply with law.
• Service providers process data for AceHR, including Google Cloud (hosting and recordings), Persona or Stripe (identity verification), IPinfo (network context), OpenAI, Anthropic and Google (AI processing and transcription) and Resend (email). See the subprocessor list.
• We do not sell your information or use it for advertising.

10. How long it is kept

Different parts of your assessment are kept for different periods:

• Recordings (camera, microphone, screen and explanation video) are deleted automatically after the period the hiring company sets, between 1 and 90 days (30 days by default). The period is shown before you start.
• Face measurements made by the on-device detector are never stored.
• Your work, test results, observations, transcript, AI suggestions, consent record and the review are kept by the hiring company in its workspace under its own retention policy and legal obligations, which can require keeping hiring records for a year or more.
• AceHR keeps only the identity check result and verification reference; the identity provider’s verification data is deleted on the schedule in our biometric policy.

11. Your choices and accommodations

You stay in control of how you take part:

• You can ask for a human alternative or an accommodation at any time, before you start or during the assessment, by choosing “Request a human alternative”. This pauses the attempt and is never held against you automatically. The hiring company will contact you to agree on the next step.
• Accommodations can include extra time, breaks, a different format, assistive technology, or an assessment without automated proctoring. Ask the hiring company; you do not need to share a diagnosis with AceHR.
• You can decline any consent. If you do, you cannot take this version of the assessment, but you can request a human alternative instead.
• You can stop at any time. Only work saved before you stop is available to the reviewer.
• If you live in New York City, the hiring company may have to give you additional information about automated tools and how to request an alternative selection process. Where the Illinois Artificial Intelligence Video Interview Act applies, you can ask the hiring company to delete your video recordings, and it must do so within 30 days of your request.
• Your privacy rights, including access, correction and deletion where state law provides them, are described in our Privacy Policy. Requests about your assessment should go to the hiring company first.

12. Tips for a smooth assessment

A little preparation helps:

• Use a private, quiet, well-lit room, and let others know not to come in.
• Close other apps and turn off notifications. Screen recording captures everything shown on your screen.
• Check your camera, microphone and internet connection, and try the practice room first.
• Keep the assessment page open until all recording uploads finish.

13. Questions

For questions about the job, your results or an accommodation, contact the hiring company that invited you. For questions about how AceHR handles your information, email acehrassociatesinc@gmail.com. We will pass requests about a hiring company’s records to that company.