Privacy Policy

Last updated: October 30, 2026

This Privacy Policy explains how Cohera ("Cohera," "we," "us," or "our") collects, uses, discloses, stores, and protects personal information when you use our website, platform, AI recruiting services, interview and assessment tools, scheduling tools, communications, and related services (collectively, the "Services").

Legal entity: Belal Ahmed, doing business as Cohera AI, a sole proprietorship registered in British Columbia, Canada
Address: 9088 Halston Court, Burnaby, BC V3N 0A7, Canada
Privacy contact: privacy@coheraai.com
Privacy Officer: Belal Ahmed, Founder

By using the Services, creating an account, submitting information, participating in an AI interview or assessment, or communicating with us, you acknowledge that your personal information will be handled as described in this Privacy Policy.

This Privacy Policy applies to:

  1. candidates who apply for roles, are identified through professional talent data sources, complete AI interviews or assessments, submit resumes, or interact with Cohera;
  2. employers, hiring managers, recruiters, and company representatives who use Cohera;
  3. visitors to Cohera's website;
  4. individuals we contact for business development or service-related communications.

1. Important Notice About AI-Assisted Recruiting and Candidate Evaluation

Cohera provides AI-assisted recruiting tools that help employers and hiring teams collect role requirements, source and screen candidates, conduct interviews and technical assessments, summarize candidate responses, compare candidate information against role requirements, and generate hiring workflow recommendations.

Depending on how an employer configures and uses Cohera, the Services may process candidate information to produce outputs such as:

  • resume summaries;
  • interview transcripts and summaries;
  • skill and experience extraction;
  • role-fit analysis;
  • candidate scores, rankings, or recommendations;
  • suggested follow-up questions;
  • interview and assessment performance summaries;
  • structured evaluation reports.

Cohera's AI outputs are intended to support employer review and decision-making. Cohera does not intend for AI outputs to be the sole basis for final hiring decisions. Employers and hiring teams are responsible for reviewing candidate information, applying their own judgment, complying with employment and anti-discrimination laws, and making final hiring decisions.

By default, a below-the-bar AI evaluation does not reject a candidate automatically: the candidate is held for the employer's hiring team, who review the interview and confirm any rejection. An employer may turn this default off for its workspace; where it does, a rejection email may be sent based on the AI evaluation, and the candidate can request a human review or a correction as described below. Where an employer uses Cohera in a way that results in an automated decision that significantly affects a candidate, the employer is responsible for ensuring that any required notice, consent, explanation, human review, appeal, or other legal process is provided. Cohera will provide reasonable assistance to employers and candidates where required by applicable law.

Human Review and Candidate Questions

Candidates may contact us at support@coheraai.com to ask questions about Cohera's AI-assisted processing. Where applicable, candidates may request information about the personal information used in an AI-assisted evaluation, request correction of inaccurate information, or request that a human reviewer consider an AI-assisted outcome.

2. Personal Information We Collect

We collect personal information that is necessary to provide, secure, improve, and support the Services.

2.1 Information We Collect From Candidates

We may collect the following information from candidates:

  • name;
  • email address;
  • phone number;
  • location or general region;
  • resume, CV, portfolio, LinkedIn profile, GitHub profile, website, or other professional links;
  • work history, education, certifications, skills, qualifications, seniority, salary expectations, work authorization, availability, and job preferences;
  • application responses, screening answers, and assessment responses;
  • AI interview audio and video recordings (including your camera feed), transcripts, chat messages, notes, summaries, and evaluation outputs;
  • coding assessment responses, whiteboard content, design documents, text answers, or other work samples, where applicable;
  • in assessments that allow AI coding tools, your prompts to those tools and a summary of their responses, the terminal commands you run, snapshots of your code, and the results of automated checks run on your work;
  • scheduling information, interview availability, selected time slots, and confirmation details;
  • communications with Cohera, employers, hiring managers, or recruiters;
  • technical and usage information, such as IP address, browser type, device information, pages visited, timestamps, session activity, logs, and security events.

Where an employer uses Cohera's candidate sourcing features, we may also receive professional profile information about you from talent data providers, publicly available professional sources (for example, public professional networking profiles) and contact-data providers, as described in Section 2.3. From a contact-data provider we may receive a personal email address for you and, only when an employer's recruiter asks to see it, a personal mobile phone number; we never ask that provider for your work email. Profile information we collect for sourcing is held in a single pool, may be matched to roles at more than one employer that uses Cohera, and is refreshed from our providers when it is more than about six months old at the time it is next matched to a role.

2.2 Information We Collect From Employers and Hiring Teams

We may collect the following information from employers, hiring managers, recruiters, and company representatives:

  • name;
  • business email address;
  • phone number;
  • job title;
  • company name;
  • account credentials or authentication identifiers;
  • billing, subscription, payment, or invoicing information;
  • role requirements, job descriptions, hiring criteria, interview configuration, evaluation rubrics, and candidate preferences;
  • voice intake call recordings, transcripts, summaries, and structured role data;
  • calendar availability and scheduling preferences, where calendar integrations are enabled;
  • candidate messages, interview invitations, feedback, notes, ratings, and hiring workflow activity;
  • communications with Cohera;
  • technical and usage information, such as IP address, browser type, device information, pages visited, timestamps, session activity, logs, and security events.

2.3 Information From Integrations and Third Parties

Where enabled by you or your organization, Cohera may receive information from third-party tools and integrations, such as:

  • professional talent data and candidate sourcing providers, including publicly available professional profile information;
  • contact-data providers that locate a personal email address and, only on an employer's request, a personal mobile phone number for a candidate an employer is considering;
  • calendar providers;
  • email providers;
  • applicant tracking systems;
  • authentication providers;
  • video, voice, transcription, or communication providers;
  • payment processors;
  • cloud hosting and analytics providers.

The specific information received depends on the integration, your settings, and the permissions granted.

When you visit our website, we may collect information through cookies, pixels, local storage, and similar technologies. This may include:

  • IP address;
  • browser and device information;
  • pages visited;
  • referral source;
  • approximate location derived from IP address;
  • session activity;
  • analytics events;
  • advertising or campaign attribution data, where applicable.

We use this information to operate the website, understand usage, improve performance, prevent abuse, measure marketing effectiveness, and improve the Services.

Where required by law, we will request consent before using non-essential cookies or similar tracking technologies.

3. How We Use Personal Information

We use personal information for the following purposes:

3.1 Providing the Services

We use personal information to:

  • create and manage user accounts;
  • authenticate users;
  • collect role requirements from employers;
  • generate job descriptions, interview plans, and hiring workflows;
  • source and identify candidates who may match a role, where sourcing features are enabled;
  • invite candidates to interviews or assessments;
  • schedule interviews;
  • conduct AI interviews and technical assessments;
  • transcribe, summarize, and analyze candidate responses;
  • generate candidate reports, scores, rankings, or recommendations;
  • allow employers to review candidates;
  • support communications between candidates and employers;
  • provide customer support;
  • process payments and manage subscriptions.

3.2 AI Processing

We may use personal information to operate AI features, including:

  • speech-to-text transcription;
  • speech synthesis for the AI interviewer's voice;
  • natural language understanding;
  • candidate profile structuring;
  • resume parsing;
  • interview question and assessment generation;
  • interview and assessment response analysis;
  • candidate comparison against role requirements;
  • scoring, ranking, summarization, and recommendation workflows;
  • quality assurance and debugging.

We do not use candidate personal information to train third-party AI models unless we disclose this and obtain consent where required. Where third-party AI providers process personal information for Cohera, they do so as service providers or processors under contractual restrictions.

3.3 Security, Fraud Prevention, and Compliance

We use personal information to:

  • protect the Services;
  • detect and prevent fraud, abuse, unauthorized access, spam, and misuse;
  • monitor system performance and security;
  • debug technical issues;
  • enforce our terms, policies, and agreements;
  • comply with legal obligations;
  • respond to lawful requests from courts, regulators, law enforcement, or other public authorities;
  • protect the rights, safety, and property of Cohera, users, candidates, employers, and others.

3.4 Product Improvement

We may use information to:

  • improve the accuracy, reliability, usability, and performance of the Services;
  • evaluate feature usage;
  • troubleshoot errors;
  • develop new features;
  • improve candidate and employer experience;
  • generate aggregated or de-identified analytics.

Where possible, we use aggregated, anonymized, or de-identified information for analytics and product improvement.

3.5 Marketing and Business Development

We may use business contact information to:

  • respond to inquiries;
  • send service updates;
  • send product information to prospective employer customers;
  • manage demos, pilots, and sales conversations;
  • measure marketing campaign effectiveness.

We will only send commercial electronic messages where permitted by applicable law. You may opt out of marketing emails, and candidates may opt out of messages about an opportunity, at any time by replying STOP or contacting support@coheraai.com.

Where applicable privacy law requires a legal basis, we rely on one or more of the following:

  • your consent;
  • performance of a contract or steps taken before entering into a contract;
  • our legitimate business interests, such as operating, securing, improving, and promoting the Services;
  • compliance with legal obligations;
  • protection of legal rights and safety.

Where we rely on consent, you may withdraw consent at any time, subject to legal or contractual restrictions. Withdrawing consent may affect your ability to use certain Services, especially where the information is necessary to provide the requested feature.

5. How We Share Personal Information

We do not sell personal information.

We may share personal information in the following circumstances.

5.1 With Employers and Hiring Teams

If you are a candidate, we may share your application information, resume, interview responses, transcripts, recordings, summaries, evaluation outputs, scores, rankings, recommendations, and communications with the employer or hiring team associated with the role you applied for or were invited to consider.

A hiring team may also share a read-only link to an assessment report with the people they hire with. The link expires after 14 days, and the hiring team can turn it off at any time.

Employers are responsible for their own use of candidate information after they receive it through Cohera.

Sometimes Cohera itself recruits for a company, working with it directly or through a recruiting partner. Then Cohera's recruiting team, not the company, reviews your screening interview. Cohera shares your profile, a written summary of the screen and the recording of it with that company, through the recruiting partner where there is one, only after you approve being put forward for that specific role; the recruiting partner may ask you to confirm that approval. The company and the partner use the recording for that hiring process only.

5.2 With Candidates

If you are an employer or hiring team member, we may share interview invitations, scheduling details, role information, messages, and related communications with candidates as necessary to provide the Services.

5.3 With Service Providers

We may share personal information with service providers who help us operate the Services, such as:

  • cloud hosting providers;
  • database and storage providers;
  • AI and large language model providers;
  • transcription, voice and speech-synthesis providers;
  • talent data and candidate sourcing providers;
  • email and messaging providers;
  • calendar integration providers;
  • authentication providers;
  • payment processors;
  • analytics providers;
  • customer support tools;
  • security and monitoring providers.

Service providers are authorized to use personal information only as necessary to provide services to Cohera and must protect the information under appropriate contractual obligations.

The current list of our subprocessors, with each one's purpose, data categories and region, is published at /subprocessors. Our Data Processing Addendum forms part of every customer's agreement with Cohera.

5.4 With Your Organization

If you use the Services through an employer, customer, or organization account, we may share account activity, usage information, candidate workflow activity, and administrative information with authorized administrators of that organization.

We may disclose personal information if we believe it is reasonably necessary to:

  • comply with applicable law, legal process, or government requests;
  • enforce our agreements and policies;
  • protect the security or integrity of the Services;
  • prevent fraud, abuse, or harm;
  • protect the rights, property, or safety of Cohera, users, candidates, employers, or others;
  • complete a merger, acquisition, financing, restructuring, sale of assets, or similar business transaction.

6. Recordings, Transcripts, and Interview Data

Cohera may record, transcribe, summarize, and analyze interviews, voice intake calls, and candidate assessment sessions. This may include audio, video (including a recording of your entire screen in workspace assessments), chat messages, code, whiteboard or design document content, your use of AI coding tools in assessments that allow them (prompts, responses and terminal commands), and related metadata.

AI interviews are conducted as video calls. Candidates are required to enable their camera during the interview, and the camera feed is recorded and stored so that the employer's hiring team can review the interview. Candidates are informed of this and asked to consent before the interview begins.

We use this information to:

  • conduct interviews and assessments;
  • generate transcripts and summaries;
  • support employer review;
  • improve interview workflow quality;
  • provide auditability and consistency;
  • troubleshoot and secure the Services.

Where required, we will provide notice or obtain consent before recording audio or video.

7. Data Retention

We retain personal information only as long as reasonably necessary for the purposes described in this Privacy Policy, unless a longer retention period is required or permitted by law.

Retention periods may vary depending on the type of information, the customer's settings, contractual requirements, legal obligations, and operational needs.

Default retention periods for Cohera are:

  • candidate application and interview data held for an employer (matches, bookings, recordings, transcripts, assessment work and evaluations): up to 24 months after the relevant role closes, or within 90 days after the employer tells us its relationship with Cohera has ended, whichever is earlier, but not less than one year after the information is used to make a decision about the candidate where applicable law requires it;
  • cloud workspaces used for AI-Assisted assessments: deleted as soon as the candidate's work has been collected;
  • copies held by AI model providers: kept under their API terms, generally no more than 30 days, and longer only where a provider must keep them for safety or legal reasons;
  • sourced professional profile information held in our sourcing pool (separately from any employer's records about the candidate, and whether or not the candidate has been introduced to an employer): retained while it is useful for matching, refreshed from our providers when it is more than about six months old at its next use (a phone number we obtained is never refreshed automatically), and deleted on request;
  • employer account information: for the duration of the account and a reasonable period afterward;
  • billing records: as required for tax, accounting, and legal purposes;
  • security logs: for a limited period necessary for security, fraud prevention, and compliance;
  • de-identified or aggregated data: may be retained for longer because it does not identify an individual.

Customers may request deletion of candidate data according to their agreement with Cohera and applicable law.

8. Security

We use reasonable administrative, technical, and organizational safeguards designed to protect personal information against unauthorized access, use, disclosure, alteration, loss, and destruction.

These safeguards may include:

  • encryption in transit and at rest;
  • access controls;
  • authentication controls;
  • role-based permissions;
  • logging and monitoring;
  • cloud security controls;
  • vendor security review;
  • data minimization practices;
  • internal confidentiality obligations.

No system is completely secure. We cannot guarantee that personal information will never be accessed, disclosed, altered, or destroyed by unauthorized parties.

If we become aware of a privacy or security incident involving personal information, we will assess the incident and notify affected individuals, customers, regulators, or other parties where required by applicable law.

9. International Transfers

Cohera may process and store personal information in Canada, the United States, and other countries where we or our service providers operate.

Privacy laws in those countries may differ from the laws where you live. Where required, we use appropriate contractual, technical, and organizational safeguards for cross-border transfers. Personal information held in another country may be accessible to the courts, law enforcement and national security authorities of that country under its laws.

If personal information is transferred outside Quebec or another jurisdiction with specific transfer requirements, Cohera or the applicable customer will take steps required by applicable law.

10. Your Privacy Rights

Depending on where you live and the laws that apply, you may have rights to:

  • request access to your personal information;
  • request correction of inaccurate or incomplete information;
  • request deletion of personal information;
  • withdraw consent;
  • object to or restrict certain processing;
  • request information about automated processing;
  • request human review of certain AI-assisted or automated decisions;
  • request a copy of certain personal information in a portable format;
  • file a complaint with a privacy regulator.

To exercise your rights, contact us at privacy@coheraai.com.

We may need to verify your identity before responding. We may decline a request where permitted or required by law, including where fulfilling the request would affect another person's privacy, reveal confidential business information, interfere with legal obligations, or compromise security.

If you are a candidate and your information was submitted to Cohera by an employer or hiring team, we may refer your request to that employer where they control the relevant information.

California Residents

If you are a California resident, the California Consumer Privacy Act (as amended by the CPRA) gives you the right to know what personal information we collect, use and disclose; to delete it; to correct it; to opt out of "sales" or "sharing" of personal information (we do not sell or share personal information for cross-context behavioral advertising); to limit the use of sensitive personal information; and not to be discriminated against for exercising these rights. Where we process candidate information on an employer's behalf, we act as a service provider and will refer your request to the employer. Submit requests to privacy@coheraai.com; you may use an authorized agent, and we may need to verify your identity. We do not use or disclose sensitive personal information for purposes other than providing the Services.

Quebec Residents

Under Quebec's Act respecting the protection of personal information in the private sector (Law 25), the person in charge of the protection of personal information at Cohera is Belal Ahmed, Founder, reachable at privacy@coheraai.com. Personal information may be communicated outside Quebec (to service providers in Canada, the United States and the European Union, as listed at /subprocessors) as described in Section 9; where required, we assess the privacy impact of such transfers.

11. Accuracy and Candidate Responsibility

Candidates should ensure that resumes, profiles, interview answers, and application information are accurate and up to date. AI-assisted outputs may be affected by the quality, completeness, and accuracy of the information provided.

If you believe Cohera has processed inaccurate information about you, contact us at support@coheraai.com and we will review the request as required by applicable law.

12. Children and Minors

The Services are intended for employment and recruiting use and are not directed to children. We do not knowingly collect personal information from individuals under the age of 16.

If you believe a minor has provided personal information to Cohera, contact us at support@coheraai.com so we can review and take appropriate action.

13. Cookies and Tracking Technologies

We may use cookies and similar technologies to:

  • keep you signed in;
  • remember preferences;
  • operate and secure the website;
  • analyze website traffic;
  • understand product usage;
  • measure marketing performance.

You can control cookies through your browser settings. Some cookies are necessary for the website or Services to function. Disabling necessary cookies may affect your ability to use certain features.

Where required by law, we will provide a cookie banner or consent mechanism for non-essential cookies.

14. Marketing Communications

You may opt out of marketing communications at any time by replying STOP to the message or contacting us at support@coheraai.com. Candidates can stop receiving messages about an opportunity the same way; we add opted-out email addresses to a do-not-contact list, and on request we delete a phone number we hold about you and stop showing it to employers.

Even if you opt out of marketing messages, we may still send transactional, administrative, security, legal, or service-related messages.

The Services may contain links to third-party websites, tools, or services. This Privacy Policy does not apply to third-party services that Cohera does not control. We encourage you to review the privacy policies of those third parties.

16. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. When we make changes, we will update the "Last updated" date above.

If we make material changes, we may provide additional notice, such as by email, in-product notice, or website notice, where required by law.

Your continued use of the Services after the updated Privacy Policy becomes effective means you acknowledge the updated Privacy Policy.

17. Contact Us

For privacy questions, requests, or complaints, contact:

Privacy Officer: Belal Ahmed, Founder
Email: privacy@coheraai.com
Address: 9088 Halston Court, Burnaby, BC V3N 0A7, Canada

If you are not satisfied with our response, you may have the right to contact the privacy regulator in your jurisdiction.