U.S. Candidate AI Notice Template

Employer completion instructions — separate from candidate copy

Use only the notice modules that apply to the actual activity and person. Complete their [bracketed factual fields] and remove unused alternatives before delivery. The short baseline is general context; it is not an additional legal notice required in every state. Keep these instructions separate from candidate copy and provide the applicable request methods in an accessible format. The responsible organization must deliver the actual notice; a template does not establish delivery. Evidize retains evidence for the notices and permissions its own service delivers.

The baseline explains the actual hiring use. A state supplement applies only to the covered activity and person; residence alone does not establish every rule. General notice display is not contractual acceptance, device permission, recording consent, a biometric release or authorization to obtain a consumer report. Use the separate consumer-report pack if the actual report is covered. A conditional video template does not make video analysis available in Evidize.

• California: for a CCPA-covered business's covered ADMT use from January 1, 2027, provide the pre-use module at or before collecting information intended for that use, or before repurposing existing information. Technology with the human involvement specified in section 7001(e) is outside the ADMT definition. For a covered use, select the applicable opt-out or exception branch. The explanation may be linked or included in a compliant collection notice; it need not be duplicated.
• Colorado: use the pre-use module for covered decisions from January 1, 2027. A prominent public notice reasonably accessible at the relevant interaction is permitted. Deliver the adverse-outcome module within 30 days after a covered adverse decision. Recheck implementing rules before that phase.
• Connecticut: the sections below address covered deployments on or after October 1, 2027. Provide the interaction disclosure when applicable and the written notice before the decision. The section 9 obvious-automation exception concerns the interaction disclosure.
• New York City: provide covered NYC-resident candidates/employees the use and qualifications notice at least ten business days before use through a permitted channel. The candidate notice need not repeat the separate public audit summary or website data information. Post the data-information module and written-request instructions on the employment website.
• Illinois: the employment AI statute is effective January 1, 2026 and expressly requires notice to employees. This does not create a universal applicant-notice requirement under that provision. Proposed notice-timing rules were withdrawn on June 26, 2026; their proposed annual or 30-day periods are not binding requirements. The AI video notice, explanation and separate consent must precede a covered interview and the request to submit it.

Candidate copy — how technology is used in this hiring process

[Employer or employment agency] uses technology to [actual analysis, ranking or interview access-check purpose]. The results are used in [brief description of the actual hiring process].

Our data handling is explained at [employer privacy/collection notice link]. Evidize's data handling is explained in the Evidize Privacy Notice. The applicable state notices below explain any additional rights and request methods. Reading this notice does not provide consent to another activity.

California candidate copy — automated decisionmaking pre-use notice

[Employer] plans to use automated decisionmaking technology to [specific decision purpose]. It processes [categories affecting the output] by [plain-language explanation]. Its [output type] affects the decision through [how it is used, other factors and any human role].

You may request information about our use of this automated decisionmaking technology with respect to you at [ADMT access request method]. We must not retaliate against you for exercising your CCPA rights. More information about this use is at [direct explanation URL or the complete explanation above].

Candidate copy — opt-out branch

You may opt out of this automated decisionmaking use through “Opt out of automated decisionmaking technology” at [direct interactive-form URL] or [second designated request method]. If you opt out, we will make this decision through [actual alternative process].

Candidate copy — human-appeal exception branch

For this use, we provide a human appeal instead of an opt-out. Submit your appeal through [instructions]. A qualified reviewer with authority to change the decision will consider your supporting information.

Candidate copy — another applicable exception branch

An opt-out is not offered for this use because [identify the specific applicable section 7221(b) exception]. You retain the access right described above.

Colorado candidate copy — notice before a covered automated decision

[Employer] will use automated decisionmaking technology in deciding [specific opportunity or decision affecting you]. To request the additional information available about this use and your rights, use [simple request instructions].

Colorado candidate copy — notice after an adverse outcome

On [decision date], [employer] decided [decision]. Automated decisionmaking technology played this role: [plain-language explanation].

Request further information at [simple request instructions], including the technology's name, version where applicable, developer, and the types, categories and sources of personal data used, to the extent supplied by the developer.

You may request instructions for access to your personal data and correction of factually incorrect or materially inaccurate personal data used in the decision. This correction right does not require changing opinions, predictions, scores or protected evaluations. You may also request meaningful human review and reconsideration, to the extent commercially reasonable. Submit either request through [request method and steps].

Use only when information is withheld: We have withheld information protected from disclosure.

Connecticut candidate copy — interaction disclosure

You are interacting with [trade name], an automated employment-related decision technology used by [employer or deployer] for [purpose].

Connecticut candidate copy — written employment-decision notice

[Employer or deployer] has deployed an automated employment-related decision technology called [trade name]. We use it for [purpose] in connection with [nature of the employment decision affecting you].

It will analyze or process [categories of your personal data], obtained from [sources]. These data are assessed in reaching the decision as follows: [plain-language description of assessment and decision use]. Contact [deployer legal name] at [contact information] about this use.

Use only when information is withheld: We are withholding information because [specific trade-secret or other state/federal legal protection].

New York City candidate copy — automated hiring notice

[Employer or employment agency] will use an automated employment decision tool to assess candidates for [hiring or promotion]. The job qualifications and characteristics it assesses are [complete list].

To request an alternative selection process or a reasonable accommodation, use [instructions]. NYC's automated-tool law does not require an alternative process; accommodation rights under other laws still apply.

New York City candidate copy — data information and requests

The tool collects [data types] from [sources]. Our retention policy for those data is [periods or criteria and applicable policy].

You may request this information in writing at [written request method]. We will provide it within 30 days. If disclosure would violate law or interfere with a law-enforcement investigation, we will explain why it is withheld.

Illinois candidate or employee copy — employment AI use

[Employer] uses artificial intelligence for [applicable recruitment, hiring or other employment purpose].

This is notice of the stated AI use. It does not give permission for a video interview, biometric processing, recording or a consumer report.

Illinois conditional candidate copy — AI video interview

[Employer] proposes to use artificial intelligence to analyze your recorded video interview for [Illinois-based position] and evaluate your fitness for that position. The AI works by [plain-language explanation] and evaluates these general types of characteristics: [characteristics].

We will not use AI to evaluate your video without your consent before the interview. For an accommodation or another process, contact [method]. Videos may be shared only with people whose expertise or technology is necessary to evaluate your fitness for the position.

Request deletion at [method]. Within 30 days after receiving your request, the employer must delete your interviews and instruct other recipients to delete the videos, including electronically generated backup copies.

Separate candidate choice — not part of general notice acknowledgement

I consent to [employer] using artificial intelligence to evaluate my video interview as explained above. [Affirmative consent choice and its record].

Sources for the state modules

The fixed language reflects California's adopted regulations, sections 7220–7221; Colorado SB26-189, sections 6-1-1704–1705; Connecticut PA26-15, sections 9–11; NYC Administrative Code section 20-871 and DCWP guidance; 775 ILCS 5/2-102(L); and the Illinois AI Video Interview Act. The state guide explains the circumstances in which each supplement applies.