Alfa Systems Privacy Policy
Effective Date: 3 August 2025
Version: 2.5
1. Who We Are
Alfa Systems LLC (“Alfa Systems”, “we”, “us”, “our”) is the provider of alfaOne, a
talent‑evaluation platform (the “Platform”) that combines AI review with human expertise
to help employers identify qualified candidates.
Registered address: 30 N Gould St. Suite B, Sheridan, WY 82801, USA
Company number: N/A (US LLC – registration number available on request)
Email: privacy@alfasystems.com
Privacy Contact: privacy@alfasystems.com If you reside in the EU/UK, Alfa Systems LLC is
the data controller for the processing described in this policy.
2. Scope of This Policy
This Privacy Policy describes how we collect, use, disclose and protect personal data
when you:
• visit https://alfasystems.com (the “Site”),
• use our alfaOne hiring‑assessment platform (“alfaOne” or the “Platform”), or
• otherwise interact with us (collectively, the “Services”).
3. The Data We Collect
| Category | Examples | Collected From | Mandatory? |
|---|---|---|---|
| Identification | name, email, phone, account ID | candidates, clients | Yes |
| Assessment content | video/audio recordings, written answers, code snippets | candidates | Yes |
| AI review metadata | timestamps, language vectors, feature scores | generated by Platform | Yes |
| Usage data | IP, device type, browser, cookies | website visitors | No |
| Client billing data | contact name, billing address, VAT, payment tokens | clients | Yes |
| Support records | chat transcripts, tickets, call recordings | anyone contacting support | No |
4. Why We Process Data & Our Legal Bases (GDPR Art 6)
| Purpose | Legal basis | Details |
|---|---|---|
| Provide and secure the Services | Performance of contract (Art 6 (1)(b)) | Create candidate workspaces, deliver AI reviews, administer accounts |
| Improve accuracy & fairness | Legitimate interests (Art 6 (1)(f)) | Aggregate, anonymise data to refine review models & detect bias |
| Handle payments & invoices | Performance of contract | Process transactions for paid subscriptions |
| Marketing to business contacts | Consent (opt-in) or Legitimate interests | Send product updates; opt-out any time |
| Legal & compliance | Legal obligation (Art 6 (1)(c)) | Retain records, respond to lawful requests |
5. How Our AI Review Works
• The AI review analyses language patterns, topic coverage and time management in
assessment responses.
• It outputs recommendations only; qualified human reviewers make all final
hiring decisions.
• Both clients and individual candidates may request an additional manual review
at any time. Any fees for such requests are governed by your service agreement.
Right to Contest
6. How We Share Data
We do not sell personal data. We share it only:
1. With service providers (e.g., cloud hosting, analytics, email)—all bound by written
data‑processing agreements.
2. Within the Alfa Systems group (if subsidiaries exist) for legitimate internal
purposes.
3. When required by law (court orders, lawful government requests).
4. In business transfers (merger, acquisition) with notice to affected individuals.
A current list of sub‑processors is available at https://alfasystems.com/subprocessors
and is updated at least 30 days before any new provider gains access.
7. International Transfers
We store data in the European Economic Area (EEA) and the United States. When we
transfer data outside the EEA/UK, we rely on one of the following safeguards:
• Standard Contractual Clauses (SCCs) approved by the European Commission;
• UK Addendum to the SCCs;
• Adequacy decisions (e.g., EU–US Data Privacy Framework).
Copies of transfer safeguards are available on request.
8. Data Retention
| Data category | Retention period |
|---|---|
| Assessment video/audio | 180 days after assessment completion (unless client requests shorter/longer) |
| AI review metadata | 2 years, then aggregated & anonymised |
| Client account data | Duration of contract + 7 years for tax/audit |
| Marketing contact info | Until you opt-out or 3 years of inactivity |
We may retain data longer if required by law or to establish, exercise or defend legal
claims.
9. Your Rights
Depending on your location, you have the right to:
• Access, correct or delete your personal data;
• Restrict or object to processing;
• Data portability;
• Withdraw consent at any time;
• Lodge a complaint with a supervisory authority (n/a – please contact your local data
protection authority; UK ICO for UK residents
To exercise any right, email privacy@alfasystems.com. We will respond within 30 days.
10. Security
We employ technical and organisational measures including:
• TLS/SSL encryption in transit and AES‑256 at rest;
• Multi‑factor authentication for admin accounts;
• Role‑based access controls;
• Annual penetration testing and SOC 2 Type II audits.
11. Cookies & Similar Technologies
We use:
• Essential cookies for session authentication;
• Analytics cookies (Google Analytics 4) to measure traffic.
Non‑essential cookies are dropped only with your consent. Full details are in our
Cookie Policy.
12. California Privacy Notice (CPRA)
If you are a California resident, you have the right to:
• Know what personal information we collect and how we use it;
• Delete personal information (subject to exceptions);
• Correct inaccurate information;
• Opt‑out of cross‑context behavioural advertising (we do not “sell” personal
information);
• Limit use of sensitive personal information (we only use it to provide the Services).
To exercise CPRA rights, email cpra@alfasystems.com or call +1 307 222 1996
13. Children s Privacy
14. Changes to This Policy
15. Contact Us
Questions, requests or complaints?
Email: privacy@alfasystems.com
Contact Information
Our Phone
+1 307 222 1996
E-mail:
vsantos@alfasystemscv.com
Address
Nairobi, Dakar, Mindelo, Accra, Addis Ababa, Sheridan WY
Your privacy is our priority. We are dedicated to protecting your data while providing you with the high-quality language services you expect from us.