Your Privacy Matters
We are committed to protecting your personal data. This policy explains what we collect, why we collect it, and how we keep it safe.
1.Introduction
Welcome to Mukhtabir, an AI-powered interview platform operated by Voramind Intelligence LLC, headquartered in Qatar. Mukhtabir enables organizations to conduct automated, AI-assisted voice and video interviews with job candidates and generates structured evaluation reports to support recruitment decisions.
We are committed to protecting the privacy of every individual who interacts with our platform — including job candidates, recruiters, hiring managers, and organizational administrators. This Privacy Policy explains what personal data we collect, why we collect it, how we use and protect it, and what rights you have.
This Policy applies to:
- All users of the Mukhtabir platform at https://mukhtabir.hbku.edu.qa
- Candidates who participate in AI-assisted interviews conducted through the platform
- Organizations, recruiters, and administrators who use Mukhtabir to manage recruitment
- Visitors to our website
2.Information We Collect
2.1 — Candidate Information
- Identity: Full name, email address, phone number
- Professional: Resume or CV content, work history, education, skills, and qualifications
- Interview responses: Audio recordings of spoken answers, video recordings of sessions
- Written inputs: Any text entered during the interview process
2.2 — AI-Generated Data
- Interview transcripts: Automated text transcriptions of audio/video responses
- Evaluation scores: Numerical or qualitative assessments of candidate responses
- Behavioral assessments: Analysis of communication style, response quality, and relevance
- Candidate summaries and scorecards: Structured reports compiled for recruiter review
2.3 — Organization & Recruiter Information
- Account information: Name, business email, job title, organizational affiliation
- Configuration data: Job descriptions, interview questions, evaluation criteria, and workflows
- Activity logs: Records of user actions, logins, candidate reviews, and admin operations
2.4 — Automatically Collected Technical Data
- Usage data: Pages visited, features used, session duration, clickstream data
- Device & browser: IP address, browser type, operating system, device identifiers
- Log data: Server access logs, error reports, performance metrics
- Cookies and tracking technologies (see Section 13)
3.How We Use Your Information
We use the personal data we collect for the following purposes:
| Purpose | Description |
|---|---|
| Delivering the platform | Operating, maintaining, and improving Mukhtabir and its features |
| Conducting AI interviews | Facilitating automated interview sessions, recording responses, and processing them through AI |
| Generating evaluations | Producing AI-generated transcripts, scores, summaries, and candidate reports for recruiter review |
| Account management | Creating, managing, and supporting recruiter and organizational accounts |
| API integrations | Enabling data exchange with third-party ATS and recruitment tools authorized by the organization |
| Analytics & improvement | Analyzing platform usage, identifying issues, and improving AI models and performance |
| Security & fraud prevention | Monitoring for unauthorized access, detecting abuse, and enforcing our Terms of Service |
| Legal compliance | Fulfilling legal obligations, responding to lawful requests, and resolving disputes |
| Communications | Sending service-related notifications and, where applicable, marketing communications |
4.AI Processing & Automated Decision-Making
Mukhtabir uses artificial intelligence to analyze candidate interview responses. This includes transcribing spoken audio into text, scoring responses based on criteria configured by the recruiting organization, and generating summaries and structured feedback for recruiter review.
AI Transparency and Fairness
Our commitment to responsible AI
AI evaluations are assistive, not determinative. AI-generated scores, summaries, and assessments are tools to assist human recruiters. They do not constitute the sole or final basis for any hiring, rejection, or employment decision.
Human review is always required. All AI-generated outputs are presented to human recruiters for review and judgment before any hiring decision is made.
Bias mitigation. We work to identify and reduce bias in our AI systems. Evaluation criteria are defined by the recruiting organization, and we encourage inclusive, role-relevant question sets.
No automated rejection. Mukhtabir does not automatically reject or advance candidates without human oversight.
Transparency to candidates. Candidates are informed prior to an interview that AI will be used to assist in evaluating their responses.
Right to Explanation
If you have been evaluated through Mukhtabir and wish to understand how AI assessments were generated, you have the right to request a meaningful explanation from the recruiting organization that conducted the interview. Organizations using Mukhtabir are required to honor such requests in accordance with applicable law.5.Audio & Video Recording Notice
Important Recording Notice
Before any interview session begins, candidates are presented with a clear and prominent notice that the session will be recorded, and explicit consent is obtained. Participation in an interview constitutes acknowledgment of this recording notice.Recordings are used to:
- Generate transcripts for AI analysis
- Allow recruiters to review candidate responses
- Produce candidate evaluation reports
Recordings are stored securely and are accessible only to:
- The recruiting organization that initiated the interview
- Authorized Mukhtabir platform administrators for operational and technical support
- Persons authorized by the organization under applicable access controls
Candidates have the right to withdraw consent prior to beginning the interview. Withdrawal of consent may prevent participation in the interview session. Recordings are not shared with third parties except as described in Section 7.
6.Data Sharing & Third Parties
We may share data in the following limited circumstances:
7.1 — With Recruiting Organizations
Candidate data — including recordings, transcripts, and AI-generated evaluations — is shared with the organization that invited the candidate to interview. Organizations act as independent data controllers for hiring decisions.
7.2 — With Service Providers
We engage third-party service providers (cloud hosting, AI processing, analytics, email services) who process data on our behalf under strict contractual data protection obligations. They are prohibited from using data for their own purposes.
7.3 — With Integration Partners
Where an organization has authorized integration with third-party ATS or HR platforms via API, relevant candidate data may be transferred to those systems in accordance with the organization's instructions.
7.4 — Legal & Regulatory Disclosure
We may disclose personal data if required by law, court order, or regulatory authority, or where necessary to protect our legal rights or the safety of others.
7.5 — Business Transfers
In the event of a merger, acquisition, or sale of assets, personal data may be transferred to the successor entity, subject to the same privacy protections described in this Policy.
7.Data Retention Policy
We retain personal data only for as long as necessary to fulfill the purposes described in this Policy, or as required by applicable law.
| Data Type | Default Retention Period |
|---|---|
| Candidate personal information | 6 months from the end of the recruitment process, or as configured by the organization |
| Interview audio recordings | 6 months from interview date, unless deleted earlier by the organization |
| Interview video recordings | 6 months from interview date, unless deleted earlier by the organization |
| AI transcripts and evaluations | 6 months from interview date |
| Recruiter account (profile) data | 12 months following account termination |
| Usage and analytics data | 12 months; aggregated/anonymized form thereafter |
| Legal and compliance records | As required by applicable law |
Organizations may configure shorter retention periods through the platform's data management settings. At the end of the retention period, data is securely deleted or anonymized.
8.Data Security Measures
We implement industry-standard technical and organizational security measures to protect personal data against unauthorized access, disclosure, alteration, or destruction.
Encryption in Transit
All data transmitted between users and the platform is encrypted using TLS.
Encryption at Rest
Stored data, including recordings and sensitive personal information, is encrypted at rest.
Access Controls
Role-based access controls limit data access to authorized personnel only.
Multi-Factor Authentication
MFA is available and encouraged for all organizational accounts.
Audit Logging
Access to sensitive data is logged and monitored continuously.
Vulnerability Management
We conduct regular security assessments and respond promptly to identified vulnerabilities.
9.International Data Transfers
Mukhtabir is headquartered in Qatar. Your data may be processed and stored on servers located in Qatar and potentially in other countries where our infrastructure or service providers operate.
Where personal data is transferred outside of Qatar, or for EU/EEA residents outside the European Economic Area, we ensure appropriate safeguards are in place, including:
- Adequacy decisions by relevant data protection authorities
- Standard Contractual Clauses (SCCs) or equivalent legally approved transfer mechanisms
- Binding contractual obligations on recipients to uphold equivalent data protection standards
By using the Mukhtabir platform, you acknowledge that your data may be transferred and processed in jurisdictions outside your country of residence. We take all reasonable steps to ensure your data is protected in accordance with this Privacy Policy regardless of where it is processed.
10.Your Rights
Subject to applicable law, you have the following rights regarding your personal data. Click each right to learn more.
How to Exercise Your Rights
To exercise any of these rights, please contact us:
We will respond within 30 days. We may need to verify your identity before processing certain requests. There is no charge for exercising your rights, unless requests are manifestly unfounded or excessive.
Candidates should also be aware that the organization that conducted your interview may hold data as an independent controller. Requests relating to hiring decisions and recruiter-held data should also be directed to that organization.
11.Candidate Consent & Recording
12.1 — Informed Consent
Before participating in a Mukhtabir AI interview, candidates receive:
- A clear notice that the interview will be conducted by an AI system
- An explanation that audio and/or video will be recorded
- Information that AI will analyze responses to generate evaluation scores and summaries
- Confirmation that results will be reviewed by human recruiters at the recruiting organization
- A link to this Privacy Policy
Candidates are required to provide explicit consent before the interview begins.
12.2 — Withdrawal of Consent
Candidates may withdraw consent before the interview begins without penalty. Once a session has started and recording has commenced, the recruiting organization must be notified so they can take appropriate action, including potential deletion of any recorded data.
12.3 — Organization Responsibilities
Organizations that invite candidates to interview through Mukhtabir are responsible for ensuring that:
- Candidates receive appropriate advance notice of the AI interview process
- Any applicable local legal requirements for informed consent are met
- Candidates are not subjected to discriminatory or unlawful use of AI evaluation outputs
12.Cookies & Analytics
Cookies are small text files placed on your device when you visit a website. Mukhtabir uses cookies and similar tracking technologies to operate the platform, analyze usage, and improve the user experience.
| Category | Purpose |
|---|---|
| Essential cookies | Required for the platform to function (e.g., session authentication, security tokens) |
| Functional cookies | Remember your preferences and settings |
| Analytics cookies | Collect anonymized usage data to help us understand how the platform is used |
| Third-party cookies | Set by integrated services; governed by those providers' privacy policies |
You can control cookie settings through your browser preferences. Note that disabling essential cookies may impair platform functionality. Where required by law, we request your consent before placing non-essential cookies.
13.Children's Privacy
We do not knowingly collect personal data from minors. If we become aware that personal data from a person under 18 has been collected without verified parental or guardian consent, we will take steps to delete it promptly.
If you believe a minor's data has been submitted through the platform, please contact us at [privacy@mukhtabir.hbku.edu.qa] immediately.
14.Changes to This Policy
We may update this Privacy Policy from time to time to reflect changes in our practices, technologies, legal requirements, or other operational factors.
When we make material changes, we will:
- Update the "Last Updated" date at the top of this Policy
- Notify registered users and organizations via email or prominent platform notification
- Where required by law, seek renewed consent
We encourage you to review this Policy periodically. Continued use of the Mukhtabir platform following the effective date of any update constitutes acceptance of the revised Policy.
15.Contact Information
If you have any questions, concerns, or requests regarding this Privacy Policy or the processing of your personal data, please contact our Privacy team:
Voramind Intelligence LLC
Data Privacy Officer / Privacy Team
If you are located in a jurisdiction with a supervisory authority (such as a national data protection authority), you also have the right to lodge a complaint with that authority if you believe your data protection rights have been violated.
This Privacy Policy was last reviewed and updated on March 12, 2026. It is published in English and, in the event of any conflict with a translation, the English version shall prevail.