C3.ai, Inc. Applicant & Candidate Privacy Notice

How we handle the personal information of job applicants and candidates

Prepared: July 2026 ·  Effective: July 2026

1.  About This Notice

C3.ai, Inc. and its subsidiaries and affiliates (“C3,” “we,” “us,” or “our”) respect your privacy. This Applicant & Candidate Privacy Notice explains how we collect, use, share, and protect the personal information of individuals who apply for or are considered for a role with us (“applicants,” “candidates,” or “you”), and the rights available to them.

This Notice applies to our recruitment and hiring process. It is separate from, and supplements, the C3 Privacy Policy that covers our public-facing websites and marketing. Where a term is not defined here, the C3 Privacy Policy applies.

2.  Personal Information We Collect

Depending on the role and your location, we may collect the following categories of personal information about you during recruitment:

You do not have to provide everything we request, but some information is necessary to consider your application; if you do not provide it, we may be unable to progress your application. Diversity data is always voluntary and is not used for hiring or employment decisions.

3.  Where We Collect It From

• Directly from you — through your application, resume, assessments, interviews, and communications with us.
• From our recruiting activities — recruiters and sourcers, employee referrals, and publicly available professional sources (e.g., professional networking sites).
• From service providers and vendors — our applicant tracking and assessment platform (Greenhouse), background-check providers, and references you authorize us to contact.
• Automatically — from your use of our careers site, through cookies and similar technologies (see the C3 Privacy Policy).

4.  How and Why We Use Your Information

We use your personal information to:

• Receive, review, and evaluate your application and assess your suitability for the role;
• Communicate with you, schedule and conduct interviews and assessments (including AI-assisted tools);
• Verify the information you provide and, where permitted and with any required consent, conduct reference and background checks;
• Confirm your eligibility to work and manage any visa or relocation requirements;
• Maintain records, conduct permitted diversity and equal-opportunity reporting (on an aggregated basis where possible), and improve our recruiting;
• Protect the security and integrity of our systems and prevent fraud;
• Comply with our legal obligations and establish, exercise, or defend legal claims; and
• With your consent, keep your details on file to consider you for future opportunities (talent pool).

We will not use your information for materially different, unrelated, or incompatible purposes without providing you notice.

5.  Legal Bases for Processing

Where the EU or UK GDPR applies, we rely on the following legal bases:

• Legitimate interests — to assess and select candidates efficiently and consistently, to run and secure our recruiting process, and to keep records, where not overridden by your rights;
• Steps prior to a contract — to take steps at your request before entering an employment relationship;
• Legal obligation — to comply with employment, immigration, tax, and equal-opportunity laws; and
• Consent — for specific activities such as processing certain special-category or biometric data, keeping you in our talent pool, or where otherwise required. You may withdraw consent at any time without affecting prior processing.

6.  AI-Assisted Evaluation of Applications

What it does. We use an AI-assisted tool, to help assess how closely your qualifications match the requirements of the role. It reviews the information in your resume and your written responses and produces a score or ranking of that match. It uses only the information in your application; it does not use video, biometric data, protected characteristics, or your ZIP code as inputs.

Human oversight. Our recruiters and hiring managers review all output and make final decisions; no decision is made about you based solely on automated processing.

Your choices. You may request more information about how we use AI (including the logic involved and how results are used) and may request an alternative evaluation by a person, using the contacts below.

7.  AI Screening Interviews

What it is. For some roles we use an AI tool to conduct a structured screening interview by voice. It asks questions defined by our hiring team, records your responses, and analyzes them (for example, by transcribing what you say and scoring it against a rubric) to help us evaluate you skills and experience.

Recording and your consent. We record voice screening interviews. Before any recording begins, we will tell you clearly that the interview is recorded and analyzed by an automated tool and ask for your consent. Because some jurisdictions require the consent of everyone on the call, we will not record unless you agree, and you may decline and request an alternative without any penalty to your application.

Voice biometric data. If the tool creates a voiceprint or otherwise processes your voice to identify you, before collection we will tell you in writing that a biometric identifier is collected and stored, the specific purpose and how long it is kept, and we will obtain your written consent (electronic signature accepted). We do not sell or profit from biometric data and store it using reasonable care.

Human oversight and alternative. A recruiter or hiring manager reviews the results of voice screenings and makes the final decision. If you prefer not to be recorded or analyzed by an AI tool, you may request a standard interview with a member of our team; choosing the alternative will not disadvantage your application.

Legal basis. For recording and analyzing interview content we rely on legitimate interests. Where your voice is processed as biometric data to identify you, we rely on your explicit consent and offer the non-voice alternative so consent is freely given.

8.  Sensitive and Diversity Information

We do not seek sensitive personal information except where you voluntarily provide it (e.g., diversity data, or health/accommodation information you share to request an accommodation) or where required by law (e.g., certain right-to-work or equal-opportunity data). Voice biometric data, if collected, is treated as sensitive/biometric data. Diversity data is voluntary, kept separate from hiring decisions, and used only for permitted reporting.

9.  How We Share Your Information

We share your personal information only as needed for recruitment, with:

• C3 personnel involved in hiring (recruiters, hiring managers, interviewers) on a need-to-know basis;
• Service providers and processors under written contracts that restrict their use of the data — including Greenhouse (our applicant tracking and AI screening tools), assessment vendors, and background-check providers;
• Professional advisors, auditors, and regulators;
• Government or law enforcement where necessary to comply with law or protect rights, safety, and property; and
• A successor entity in connection with a merger, acquisition, financing, reorganization, or sale of assets.

We do not sell your personal information, and we do not share it for cross-context behavioral advertising.

10.  International Data Transfers

C3 is headquartered in the United States and operates globally, so your information may be transferred to and processed in countries other than your own, including the United States. Where we transfer personal information across borders, we use appropriate safeguards, such as the European Commission’s Standard Contractual Clauses (and, for UK transfers, the UK International Data Transfer Addendum), or rely on an adequacy decision where one applies. You may request a copy of the relevant safeguards using the contacts below.

11.  How Long We Keep Your Information

We keep your information only as long as necessary for the purposes in this Notice and as required by law. If your application is unsuccessful, we generally retain your information for 24 months to consider you for other roles, to meet legal and record-keeping obligations, and to defend potential claims, unless you ask us to delete it sooner or a longer period is required. Voice recordings and any biometric data are kept only as long as needed and are destroyed within the periods required by applicable law, whichever is earlier.

12.  How We Protect Your Information

We maintain technical and organizational measures designed to protect your personal information against unauthorized access, disclosure, alteration, and destruction, appropriate to the nature of the data and the risks involved. No method of transmission or storage is completely secure, and we cannot guarantee absolute security.

13.  Your Privacy Rights

13.1  EEA and UK applicants

Subject to applicable law, you have the right to access, correct, delete, and port your personal information; to object to or restrict processing; to object to direct marketing; and to withdraw consent where processing is based on consent. Where a decision producing a legal or similarly significant effect would be based solely on automated processing, you may obtain human intervention, make representations, and contest. You may lodge a complaint with your local supervisory authority — in the UK, the Information Commissioner’s Office (ico.org.uk); in the EEA, your national authority (see edpb.europa.eu).

13.2  California applicants

California residents have the right to know and access the categories and specific pieces of personal information we collect, use, and disclose; to correct inaccurate information; to delete personal information (subject to exceptions); to limit the use and disclosure of sensitive personal information; and to not receive discriminatory or retaliatory treatment for exercising these rights. Where we use automated decision-making technology for significant decisions, you have the rights described in this notice, including any applicable right to opt out or to appeal to a human. We will record voice interviews only with your consent.

13.3  Mexico applicants

You may exercise your ARCO rights — access, rectification, cancellation, and opposition — and revoke consent, and you may oppose automated decisions that significantly affect you. This notice identifies the personal and sensitive data we collect (including any biometric data) and the purposes; for sensitive/biometric data we obtain your express written consent.

13.4  How to exercise your rights

Submit a request by emailing c3legal@c3.ai. We will verify your identity before responding and may be unable to fulfill a request we cannot verify. We will not retaliate against you for exercising any of these rights or for opting out of any AI-related process.

14.  Contact Us

Controller. C3.ai, Inc. is the controller of your personal information for recruitment. Contact details are below.

C3.ai, Inc. — Attn: C3 Legal, 1400 Seaport Boulevard, Redwood City, California 94063, USA.

Email: c3legal@c3.ai

15.  Changes to This Notice

We review this Notice periodically and may update it as our practices or applicable requirements change.