--- title: "🌐 AI In Talent Acquisition" canonical: "https://handbook.rocket.chat/space/PEOPLE/387481630/%F0%9F%8C%90%20AI%20In%20Talent%20Acquisition" format: markdown --- # 💻 **Use of AI in Talent Acquisition** As AI tools become more embedded in hiring workflows, Rocket.Chat is committed to using them in ways that align with our values: **transparency, collaboration, inclusion, and open-source thinking**. This policy covers both: - How **Rocket.Chat uses AI in the hiring process.** - How **candidates are expected to use (or not use) AI during applications.** --- ## 🚀 **AI Use by Rocket.Chat – Do’s and Don’ts** | | | | --- | --- | | **✅ Do’s (Acceptable Uses)** | **❌ Don’ts (Unacceptable Uses)** | | **Use AI for note-taking & summarization** (with candidate consent and human review) | **Automated hiring decisions** — AI must not rank, reject, or select candidates | | **Draft outreach emails** using AI templates (must be human-reviewed before sending) | **Sentiment analysis** of candidates via audio/video interviews | | **Summarize résumés/profiles** to support sourcing (never as sole decision factor) | **Fully automated candidate communications**, like autonomous chatbots or offer letters | | **Use AI to draft structured interview questions**, later reviewed by humans | **Uploading candidate data** into public AI tools (e.g., ChatGPT) without approval | | **Answer common candidate FAQs** via chatbot (with clear escalation path to human) | **Using AI tools without disclosing it** (e.g., transcription tools must be communicated to the candidate) | | **Document internal TA processes** and support structured feedback (not for final decisions) | **Prohibiting candidate AI use without guidance** — See policy for applicants below | --- ## 👥 **AI Use by Applicants – Do’s and Don’ts** | | | | --- | --- | | **✅ Do’s (Acceptable Uses)** | **❌ Don’ts (Unacceptable Uses)** | | **Draft resumes or cover letters** with AI support (content must reflect real experience) | **Falsifying qualifications or experience** using AI-generated content | | **Practice for the interviews** using AI-based Q&A tools | **Delegating live assessments or interviews** to AI or third parties, such as **answering live interview questions using AI.** | | **Use AI for accessibility**, like grammar, language tools, or disability support | **Submitting unedited AI responses** (e.g., AI-written answers without human review) | | **Enhance structure and clarity** in writing with AI tools like Grammarly | **Generating deceptive content** to game human or AI filters | | **Be transparent if AI was used** to assist in application prep | **Using voice cloning, deepfakes, or avatars** in video interviews | --- ## **⚠️ Consequences of Candidate’s Misuse** Improper use of AI tools may result in serious consequences. If there is reasonable evidence of misuse, that: - Misrepresents identity, qualifications, or performance - Compromises the fairness or integrity of the selection process - Involves unauthorised use of third-party content or data - Violates Rocket.Chat’s internal policies or applicable law Such actions may lead to **disqualification from the hiring process**, withdrawal of any offer made, and internal disciplinary measures. Additionally, misuse may expose the individual to **legal risks**, including but not limited to: - **Intellectual property infringement.** - **Ideological misrepresentation or fraud.** - **Breach of data protection laws (e.g., GDPR, LGPD).** - **Violation of criminal, labour, or civil statutes** under local or international law. Rocket.Chat will **not be liable for any unlawful or unauthorised use of AI tools by applicants or employees. **All parties are fully responsible for the content they submit or generate throughout the process. --- ## **🛡️ Safeguards & Ethical Considerations** - **Transparency:** Candidates and hiring teams must be informed when AI is involved - **Human Review:** No AI-only decisions — all outcomes must be validated by humans - **Privacy & Compliance:** We follow GDPR, LGPD, and internal data-handling protocols. Only pre-approved tools may be used. --- ## **AI-Enhanced Talent Acquisition Systems **🖥️ We embrace innovation not just in how we build our product, but also in how we build our teams. Our Talent Acquisition processes are empowered by cutting-edge tools, many of which now come embedded with AI capabilities. These systems help us work smarter, reduce bias, and enhance the candidate experience — all aligned with our values of transparency, efficiency, and inclusion. ### **🔍 LinkedIn Recruiter** We leverage **LinkedIn Recruiter** for strategic sourcing. With built-in AI-powered, the platform helps us identify and prioritise candidates who match our hiring needs based on role requirements, engagement history, and send unique, personalised messages to candidates.  ### **✅ Greenhouse ATS** Our Applicant Tracking System, **Greenhouse**, streamlines the entire recruitment workflow — from job posting to offer. Its AI capabilities include automated interview scheduling, pipeline forecasting, data-driven reporting and scorecard creation and summarisation. We ensure fair and informed decision-making. ### **📩 Google Workspace & AI** Using **Google Meet**, we benefit from real-time AI features such as **live transcription** and **summarisation**, enabling more focused conversations and better candidate evaluation. Post-interview notes are automatically synced to our systems via **Google Docs** and later added to Greenhouse. We also leverage **Google AI** tools to automate repetitive tasks, generate job description drafts, and help craft personalised emails. ### **💻 Coderbyte** We use Coderbyte as our primary **platform for technical assessments** during the recruitment process. It offers a secure and structured environment for candidates to complete coding challenges and technical tasks. Coderbyte includes **built-in plagiarism detection and AI usage monitoring**, ensuring assessment integrity. Any attempt to use unauthorized assistance, including generative AI tools, may be flagged and can impact a candidate's evaluation. Candidates are encouraged to complete the tasks independently to best reflect their true skills. --- ## **🚀 Why It Matters** Embedded AI tools empower our Talent Team to prioritize building authentic relationships, fostering diverse hiring practices, and creating an exceptional candidate experience, all while efficiently managing time and productivity. At Company, we're not just hiring — we're designing the future of work, and AI is one of our allies in that journey.