Candidate Privacy Notice

Effective: October 30, 2026

When you apply for a position, refer a candidate, or are being considered for a role at Optro, Inc. (formerly AuditBoard, Inc.) (Optro, we, us, or our), we collect information you provide to us, such as your contact details, resume, job history, background information, and other relevant details about your experience. We use this information to evaluate your candidacy for the posted position.

You may also optionally consent to share your race/ethnicity, gender identity, sexual orientation, age, and disability. These answers will help us evaluate our diversity, equity, inclusion, and belonging efforts with a view to enhancing them. You do not have to answer these questions — your answers will not be linked to your name or job application, will not be visible to the hiring manager reviewing your application, and will in no way affect your job application.

For purposes of applicable data protection laws, Optro is the data controller of the personal data described in this notice. This notice is separate from our general Privacy Notice at optro.ai/privacy-notice.

Optro may use artificial intelligence (AI) and machine learning (ML) technologies, including natural language processing and predictive analytics, to assist in the initial screening of employment applications and improve our recruitment process. This assistance for our recruiters using AI/ML tools includes automatically parsing resumes and matching them to job descriptions using keywords, experience, and relevant skills, and filtering candidate results to help us focus on the most relevant individuals. It’s important to note that these tools do not make final hiring decisions or rejections. The AI/ML-generated assessments are one of several factors we consider during the hiring process. While a lower ranking from the system might mean your application is reviewed later or identified as a less immediate match, it will not lead to automatic disqualification. Our human recruiters always conduct a thorough evaluation of your skills and qualifications to determine your suitability for the role before any decision is made. We regularly review and audit our recruitment technology to ensure that outcomes are fair, ethical, and free from discriminatory practices or biases.

If you prefer not to have your application assessed using AI/ML features, you may opt out by contacting privacy@optro.ai. Opting out will not negatively impact your candidacy.

If you would like to know more about how any screening tool reaches its outcomes, please get in touch with us at privacy@optro.ai.

Optro uses Ashby as its applicant tracking system. Ashby performs fraud checks on resumes submitted during the application process. Ashby helps us detect, prevent, and respond to fraud or potentially illegal activities, and prevent the misuse of the recruitment system and process. We collect device information, IP address, and — if provided by you — your email and phone number. If an application is flagged as potentially fraudulent, a human recruiter reviews the findings before making a determination about the application, and there is no automated decision-making involved.

Optro uses BrightHire to record and transcribe our interviews, allowing interviewers to fully focus on the conversation. It helps promote a consistent hiring process with the best possible interview experience. Your privacy is very important to us; should you not wish for BrightHire to record any of your interviews, you will be provided with a link to opt out prior to your first interview, or you can ask the interviewer to stop the recording at any time. Should you choose to opt out, the structure of the interview and decision-making process will remain the same, and the decision not to be recorded will have no bearing on your candidacy.

We may share your personal data with service providers that support our recruitment process (including Ashby, BrightHire, LinkedIn Recruiter, background check providers, and AI/ML tool providers), Optro group companies where necessary for recruitment coordination, recruitment agencies where you have been referred by one, and legal or regulatory authorities where required by law. We do not sell candidate personal data. We do not share candidate personal data for targeted advertising purposes.

Optro is headquartered in the United States. If you are located outside the US, your personal data will be transferred to and processed in the United States. For transfers from the EEA, UK, or Switzerland, Optro relies on the EU-U.S. Data Privacy Framework (and the UK Extension) and/or Standard Contractual Clauses approved by the European Commission. For more information, see our Data Privacy Framework Notice at optro.ai/data-privacy-framework-notice.

If you are located in Singapore, we collect, us, and disclose your personal data in accordance with the Personal Data Protection Act 2012 (“PDPA”). By submitting your application, you consent to the collection, use, and disclosure of your personal data for the purposes described in this notice. Your personal data will be transferred to the United States for processing; we ensure that recipients of your data are bound by legally enforceable obligations to provide a standard of protection comparable to that under the PDPA. You have the right to withdraw your consent at any time by contacting us at privacy@optro.ai, though this may affect our ability to process your application. You may also request access to or correction of your personal data. If you have a complaint about how we handle your data, you may contact us at privacy@optro.ai or lodge a complaint with the Personal Data Protection Commission (PDPC) at pdpc.gov.sg.

To process your candidate application, we rely on the following legal bases: (i) the performance of steps prior to entering a contract at your request (Article 6(1)(b) GDPR) for evaluating your application; (ii) our legitimate interests (Article 6(1)(f) GDPR) for fraud prevention and system security; and (iii) for the optional diversity, equity, inclusion, and belonging self-identification data, your explicit consent (Article 9(2)(a) GDPR).. You have the right to withdraw your consent at any time by notifying us using the contact details below. Depending on where you live, you may have the right to opt out of certain data processing.

Your information is only retained as long as needed to evaluate your candidacy. When we have no ongoing legitimate business need to process your information, we will either delete or anonymise it. For unsuccessful candidates, we retain data for up to 12 months after the conclusion of the recruitment process. If you have consented to, we may also store your information and may use it in relation to future positions to which you apply, or which we believe may be relevant to you given your background. If your application is successful and you accept an offer of employment, your candidate data will be transferred as an employee record and processed in accordance with Optro’s Human Resources Privacy Notice.

Optro adheres to applicable data protection laws, and your rights regarding your personal information are outlined below:

• The right to request a copy of the data we hold about you in a commonly used machine-readable format and to request the sources from which we obtained your information.
• The right to correct and update the information we hold about you. If the data we hold about you is out of date, incomplete, or incorrect, you can inform us and your data will be updated.
• The right to have your information erased. If you believe we should no longer be using your data, you can request that we erase the data that we hold. Upon receiving a request for erasure, we will confirm whether it has been deleted or a reason why it cannot be deleted (for example, because we have a legal obligation to keep the information).
• The right to object to processing of your data. You may request that we stop processing information about you. Upon receiving your request, we will contact you and let you know if we are able to comply or if we have legitimate grounds to continue to process your data. Even after you exercise your right to object, we may continue to hold your data to comply with your other rights or bring or defend legal claims.
• The right to request restriction of processing of your personal data. This enables you to ask us to suspend the processing of your personal data: (a) if you want us to establish the data’s accuracy; (b) where our use of the data is unlawful but you do not want us to erase it; (c) where you need us to hold the data even if we no longer require it, as you need it to establish, exercise, or defend legal claims; or (d) you have objected to our use of your data but we need to verify whether we have overriding legitimate grounds to use it.
• The right not to be subject to automated decision-making that produces legal effects concerning you. As described above, our AI/ML tools do not make final hiring decisions, and you may opt out of AI-assisted screening at any time. If you are located in the EEA, you also have the right under Article 86 of the EU AI Act to obtain a meaningful explanation of the role our AI tools played in any assessment of your application and the principal characteristics that led to the outcome. To exercise this right, please contact privacy@optro.ai
• The right to data portability — to receive your data in a structured, commonly used, machine-readable format.

If you are a resident of California, Colorado, Connecticut, Virginia, or other states with applicable privacy legislation, you may have additional rights including the right to know what personal information is collected, the right to delete, and the right to opt out of sale or sharing. Optro does not “sell” or “share” candidate personal information as those terms are defined under the CCPA/CPRA.

We will comply with your request where it is lawful and feasible to do so, within one month of receiving your request, and at no cost to you.

Background checks may be required for certain roles. Qualified applicants with arrest or conviction records will be considered for employment in accordance with the applicable laws in the countries from which the role may be available. Some roles may have access to highly sensitive data, including employee data, customer data, company financials, and proprietary product information.

If you have any questions about how we use or process your information, please contact our privacy team at privacy@optro.ai or through Optro Support. You also have the right to lodge a complaint with a supervisory authority. The competent supervisory authority for Optro is the Irish Data Protection Commission. For UK residents, you may contact the Information Commissioner’s Office (ICO) at ico.org.uk. For Singapore residents, you may contact the Personal Data Protection Commission (PDPC) at pdpc.gov.sg.