Who we are

The consularis.ai website and platform are operated by Consularis Technologies Sàrl, a company incorporated under Swiss law (UID CHE-260.116.771), c/o Viviane Ardevol Vezza, Chemin de la Planaz 9, 1807 Blonay, Switzerland ("Consularis" or "we").

Our two roles

We act in two distinct capacities. As a controller, we process data about website visitors, demo requests made through Cal.com, and our customers' contact and account data, which we use to manage the contractual relationship. As a processor, we process all the content of client organizations' workspaces on their behalf: written and voice interviews, transcripts, process maps, documents, analyses, and individual summaries. For this data, the client organization, meaning the company that organizes the interviews, is the controller; we process it only on its instructions, in accordance with the contract we have with it. Participants exercise their rights with that organization, and we forward to it the requests we receive.

What data we process

Depending on your relationship with us: technical and security data from your visit and your use of the service; demo-request details you submit through Cal.com (name, email, chosen slot); contact and account data (email address, authentication data and, if you sign in with Google, the profile information Google shares with us); and workspace content: information about participants provided by the client organization (for example name, email, job title, department), written and voice interviews, transcripts, process maps, documents, analyses, and individual summaries. When you speak instead of typing (voice interview or dictation), your voice is streamed live to Microsoft Azure AI Speech to be transcribed; the audio is not stored, only the transcribed text is. Full transcripts and individual summaries are accessible only to the person concerned and to authorized Consularis staff, who consult them solely to provide the service, never to the employer. The client organization does, however, see what is derived from them: the process maps, where your name appears on the steps you perform, as well as the analyses and the record of disagreements between participants, which may quote short excerpts of your answers. Please avoid entering sensitive information unless you are authorized to share it.

Why we process it, and on what legal basis

As a controller, we process technical, security, and audience-measurement data to run and secure the website and platform (legitimate interest), demo requests to follow up on them (pre-contractual steps taken at your request), contact and account data to provide the service and manage the contractual relationship (performance of a contract), and third-party content on the public site only with your consent, which you can withdraw at any time via "Cookie settings". As a processor, we process workspace content solely to provide the service to the client organization, on its instructions: it determines the purposes and the legal basis of this processing. No personal data is used to train AI models, either by us or by our AI subprocessors.

Cookies and trackers

We set no advertising or cross-site tracking cookies. Third-party embeds (YouTube video, Cal.com booking) load only after you accept them in the consent banner, because they set their own cookies and receive your IP address. Audience measurement uses Vercel Analytics, which is cookieless and does not identify individual visitors. Browser storage is used only to make the service work: language preference, consent choice, sign-in session, the draft of an answer during an interview, display preferences, and a temporary session cache.

Retention

Account data is kept for as long as the account is active. Workspace data is deleted within 30 days after the contract with the client organization ends; during the contract, the client organization decides how long it is kept. Other data is kept for as long as needed for the purposes described above. Statutory retention obligations, notably for accounting purposes, remain unaffected. You can request deletion of your account data at any time.

Subprocessors and international transfers

We use the following subprocessors: Supabase (database, authentication, and storage; Ireland); Render (API hosting; Frankfurt, Germany); Microsoft (Azure AI Foundry for AI processing, performed within the EU Data Zone with data stored in the France Central region; Azure AI Speech for voice transcription, France Central region; Microsoft 365 for email); Vercel (website hosting and cookieless analytics; United States); Brevo (sending interview invitations; France); Resend (sending account emails; United States, sent via AWS in Ireland); Cal.com (demo scheduling, only after your consent). Switzerland and the European Union recognize each other as providing an adequate level of data protection. Transfers to the United States rely on the Data Privacy Framework and/or the European Commission's Standard Contractual Clauses, supplemented by the Swiss addendum.

Your rights

Under the Swiss Federal Act on Data Protection (FADP) and, where applicable, the EU General Data Protection Regulation (GDPR), you can request access to your personal data, its rectification, erasure, restriction of processing, and portability, and you can object to its processing. You can also withdraw your consent at any time without affecting prior processing. For data we process as a controller, email us at the address below. For workspace content, including your interviews, contact the client organization concerned; we forward to it the requests we receive. You can lodge a complaint with the Swiss supervisory authority, the Federal Data Protection and Information Commissioner (FDPIC, edoeb.admin.ch). If you live in the European Union, you can also contact the data protection authority of your country.

Contact

For privacy questions or data requests, email us at contact@consularis.ai