RECRUITMENT · PARTICIPATION
Interview Participation
Terms & Conditions
Interview terms, participation choices and recruitment operating notes
VERSION · 19 SEPTEMBER 2026
These terms explain the interview format, your participation choices and the rules for a fair recruitment assessment. Publication notes and operating standards follow the terms on this page. For information about your personal data, read our Recruitment Privacy Policy.
1. Scope and organiser
These terms explain participation in Novo AI GmbH’s recruitment assessment at interview.novoai.de. The organiser is Novo AI GmbH, Hollerithallee 21, 30419 Hannover, Germany, registered in the commercial register in Hannover under HRB 221489. Contact: [email protected].
Participation is free. By accepting the interview invitation and proceeding after these terms have been presented, you agree to these Interview Participation Terms & Conditions and acknowledge the Recruitment Privacy Policy. Together, these documents explain the rules and data handling for Novo AI’s interview process. Participation does not create an employment relationship or guarantee an offer, and does not limit your statutory rights.
2. What to expect
Novo AI is a small technical team. We use this assessment to understand relevant experience, ownership, practical reasoning, collaboration and how you work through uncertainty.
The recorded interview contains 10 questions. Each has a maximum of two minutes, including reading and thinking time. Aim for about 90 seconds per answer. Allow approximately 20–25 minutes for the full session and transitions.
Recording begins when each question is presented. There is no separate preparation period and normally no retake. Pausing to think during the recording is welcome. Before starting, check your camera, microphone and connection and choose a quiet setting.
3. How to answer
Answer truthfully, in your own words, using specific examples. Explain the situation, your personal contribution, the reasoning behind your actions, and what happened or what you learned. Distinguish your own work from your team’s work. If you have no directly comparable experience, say so and explain how you would approach the situation.
Complete the assessment yourself. Do not use AI-generated answers, live assistance from another person or a prepared answer script during the interview. Agreed accessibility tools and adjustments are permitted. If you are unsure whether a tool is allowed, contact us before starting.
Do not impersonate another candidate or knowingly misrepresent qualifications or experience. Where there is a concrete concern about authenticity, we may ask follow-up questions or arrange a further conversation before making a decision. Generic wording, pauses or nervousness alone do not establish misconduct.
Appropriate use of the service
Use only your own invitation or the application link provided for this vacancy. Do not attempt to access another applicant's information, bypass access controls, upload malicious content, or disrupt the service. If you discover a security issue, report it to [email protected] without accessing or disclosing other applicants' information.
We may temporarily suspend access where reasonably necessary to address a concrete security problem or material misuse. Where appropriate, we will explain the issue and give you an opportunity to clarify it. Any further recruitment decision remains subject to applicable law and a fair assessment of the facts.
4. Recording choice and accessibility
The recorded format is optional. You may request an equivalent non-recorded interview assessed against the same job-related criteria, without disadvantage. Contact us before starting to arrange this or to request an accessibility adjustment.
Recording requires your separate, specific consent before it begins. Accepting the interview terms or acknowledging the Privacy Policy does not by itself give that consent, authorise unrelated uses or waive your privacy rights. Our maximum recording-retention period is six months after the final application outcome or application withdrawal; earlier deletion, consent withdrawal, backup handling and limited lawful exceptions are explained in the Recruitment Privacy Policy.
5. Technical problems
If the connection, recording or platform fails, contact us with a short description of what happened. We will consider an appropriate restart, additional time or an alternative interview. A technical failure will not automatically disqualify you. Do not submit sensitive diagnostic information unless we specifically request it through an appropriate channel.
6. Confidential information and ownership
Do not reveal confidential information, personal data about other people, proprietary code or trade secrets from a current or former employer. Use anonymised examples and approximate figures where necessary.
You retain ownership of your original answers and materials. We may use them only as necessary to conduct and document the recruitment process in accordance with the Privacy Policy and your applicable choices. Participation grants no permission to publish your recording, use your image in advertising, train general-purpose AI models or commercially exploit your work.
Please do not publicly distribute non-public assessment questions while recruitment is ongoing. This does not prevent seeking legal advice, reporting concerns, exercising legal rights or making protected disclosures.
7. Assessment and decisions
Authorised people review your answers against job-related criteria. We may invite you to further interviews or ask you to clarify relevant experience. A polished presentation does not substitute for evidence of your contribution and reasoning.
Hiring decisions are made by people. Our interview rules do not permit solely automated acceptance or rejection, personality or emotion inference, facial recognition or automated deception detection. Any proposed automated transcription, AI scoring or ranking must first meet the information and legal-basis requirements described in the Privacy Policy.
Equal treatment and relevant evidence
We assess candidates against criteria relevant to the role. We do not disadvantage candidates on grounds prohibited by applicable equality law. We do not ask you to disclose pregnancy, family plans, religious beliefs or other private matters unrelated to the role. Please contact [email protected] if a question appears inappropriate or an adjustment is needed.
Where a statement is unclear or inconsistent, we may request relevant clarification. Any verification must be proportionate to the role and concern. We do not require unrestricted access to your personal accounts or private devices. We may also use an additional job-related assessment, with its requirements explained in advance.
Interview participation is not an agreement to provide unpaid production work. If a later exercise involves material work beyond a reasonable assessment, its scope, time commitment, use of the work and any compensation will be agreed separately in advance.
8. Withdrawal and concerns
You may withdraw your application at any time by contacting us. Withdrawing recording consent is a separate choice and does not automatically withdraw your application. If you believe an adjustment was overlooked or an assessment condition was unfair, contact us so we can review the issue.
9. Platform and legal rights
XInterview provides the technical platform; Novo AI remains responsible for its recruitment decisions and its own processing of applicant data. Any applicable XInterview terms presented in the platform govern the provider relationship separately; Novo AI’s terms do not replace them. The XInterview Privacy Policy describes the provider’s stated practices. Acceptance of participation does not amount to unrestricted consent to provider marketing, analytics or other unrelated uses.
Liability is governed by applicable law. Nothing here excludes mandatory protections, discrimination protections, data protection rights, lawful complaints or access to competent courts. German law applies subject to any mandatory protections that otherwise apply to you; no exclusive place of jurisdiction is imposed on applicants.
Recruitment changes and expenses
We may change the recruitment timetable, pause a vacancy or decide not to fill it for legitimate business reasons, subject to applicable law. We will inform affected candidates where relevant. Any binding offer or separate agreement remains governed by its own terms and applicable law.
If participation would require travel, a purchase or another unusual expense, contact [email protected] before incurring it so we can agree arrangements. These terms do not exclude any reimbursement right arising under applicable law or a separate agreement.
Complaints and legal protection
Please send process concerns to [email protected] so we can investigate. Using our internal contact route is optional and does not prevent contacting a regulator, obtaining advice or bringing a lawful claim. It does not extend or suspend statutory deadlines unless the law provides otherwise. You do not indemnify Novo AI for exercising your rights, and these terms impose no contractual penalty for doing so.
If a provision is ineffective, applicable law determines the consequences. It is not automatically replaced with the most company-favourable wording. No clause authorises processing that would otherwise be unlawful.
10. Changes
The version made available when you participate applies to that assessment. We will communicate material changes affecting an ongoing assessment rather than applying them retroactively without notice.
Publication Notes & Operating Standards
The following notes describe the recruitment policies, candidate acceptance wording and operating requirements supporting these interview terms. Operating requirements describe Novo AI’s responsibilities and do not impose additional obligations on applicants.
Version 19 September 2026. These notes distinguish Novo AI’s chosen policy from externally verified facts. The six-month retention standard and recruitment-only purpose reflect the company’s instructions. This document records requirements; it is not evidence that platform settings, vendor contracts or candidate forms have been changed.
Recruitment purpose and retention standard
Interview information is restricted to recruitment assessment, recruitment communications, technical security and the handling of relevant legal rights. Human reviewers remain responsible for decisions. Interview acceptance covers the participation terms and acknowledgement of the privacy notice. Recording requires a separate specific consent; unrelated optional uses are outside that acceptance.
The maximum retention period for recordings, unsuccessful-application records, assessment notes and consent records is six months after the final outcome or application withdrawal. Logs have a maximum of six months from creation. Restricted backup copies have a maximum of six months after deletion from active systems. Earlier deletion applies where the purpose ends or recording consent is withdrawn; a documented legal hold is limited to necessary information. These are maximum periods, not minimum storage requirements or a guarantee that six months is appropriate for every record.
Company and provider information
- Controller: Novo AI GmbH, Hollerithallee 21, 30419 Hannover, Germany; commercial register Hannover HRB 221489. Source: Novo AI imprint.
- Shared contact: [email protected] for recruitment, privacy rights, recording-consent withdrawal, interview adjustments and technical support.
- Interview provider: XInterview. Its public privacy notice identifies AWS hosting and Cloudflare content delivery, and also describes analytics and marketing purposes.
- Hosting statement: the XInterview team publicly identified Frankfurt, Germany, on 1 April 2025. Its statement also reported plan-dependent video retention of up to 90 days at that time. A shorter provider limit remains compatible with Novo AI’s six-month maximum.
- Limits of public evidence: the material reviewed does not establish Novo AI’s contracting entity, executed processing agreement, complete support/backup locations or account-specific transfer safeguards. The provider says processing-agreement information is available on request. No unverified contractual detail is represented as a confirmed fact.
- Publication dependency: any applicable international transfers, provider reuse and technologies used on the candidate interface must be reflected accurately in the notice before recruitment data is collected. Public provider descriptions alone do not establish the account configuration.
Candidate acceptance and recording consent
Privacy information shown before application data is collected:
“Read the Recruitment Privacy Policy for information about how Novo AI handles your application and interview data.”
Participation acceptance wording for an initially unticked checkbox:
“I accept Novo AI’s Interview Participation Terms & Conditions and acknowledge that I have read the Recruitment Privacy Policy. I understand that these documents govern my participation and explain the handling of my interview information.”
Separate recording-consent wording for an initially unticked checkbox, applicable only to the recorded route:
“I voluntarily consent to Novo AI recording, storing and reviewing my image, voice and interview answers for this recruitment process using XInterview. I understand that recordings are kept for no longer than six months after the application outcome or application withdrawal, with earlier deletion and limited lawful exceptions explained in the Privacy Policy. I can request an equivalent non-recorded interview without disadvantage and withdraw recording consent at any time by emailing [email protected]. Withdrawal does not affect earlier lawful processing.”
Alternative interview and accessibility contact wording:
“Prefer a non-recorded interview or need an adjustment? Contact [email protected] before starting.”
Acceptance of participation terms and acknowledgement of privacy information are distinct from recording consent. Optional analytics, advertising, talent-pool use, provider reuse and AI training are not authorised merely by starting the interview or accepting all policies. Any consent-based additional purpose needs clear information and a separate freely given choice; refusal must not undermine the promised interview alternative.
Internal operating requirements
- Assessment: consistent job-related questions, factual reviewer notes, equal treatment and practical accessibility arrangements. Nervousness or generic wording alone is not evidence of dishonesty.
- Access: named authorised reviewers, confidentiality, secure transmission and storage, and no public recording links. Access is limited to the recruitment purpose.
- Candidate choice: the non-recorded route uses equivalent criteria without disadvantage. The privacy notice is available before collection; recording begins only after a specific consent.
- Consent records: the record identifies the candidate’s choice, timestamp and versions of the terms and privacy notice. Withdrawal is handled through [email protected] and does not automatically withdraw the application.
- Deletion: the six-month limits apply to the relevant record categories and deadlines described above. Earlier deletion requests and any narrowly justified legal hold remain effective.
- Requests and incidents: recruitment management is responsible for routing incoming rights requests, withdrawals and privacy incidents to the people able to act. Statutory deadlines and mandatory notification requirements apply.
- Technology changes: new processors, integrations, AI features or purposes require an assessment and accurate candidate information before use. A new policy version does not itself authorise a new use of existing data.
- Evidence: processing records, processor agreements, access arrangements, consent records and deletion records support the privacy notice. This page does not substitute for that evidence.
Mandatory rights and publication responsibility
The participation terms preserve applicants’ statutory privacy, discrimination and complaint rights. They do not create a blanket waiver, applicant indemnity or promise of absolute security. Six months is a company-selected maximum retention policy, not a guarantee of compliance or a reason to keep unnecessary information.
Publication responsibility includes ensuring that the candidate-facing description matches the actual interview process and provider arrangements. This page records the chosen wording and requirements; platform configuration and contract verification remain separate operational matters. Mandatory legal requirements take precedence over any inconsistent contractual wording.
Source references
- GDPR, especially Articles 5–7, 12–22, 28, 32, 35 and 44–49: transparency, lawful processing, rights and controller/processor requirements.
- Section 26 BDSG: German applicant processing and voluntary employment-context consent.
- Section 25 TDDDG: terminal-device access/storage and the strictly necessary exception.
- Novo AI imprint: public company address and registration; it does not verify interview settings.
- XInterview public privacy policy: names AWS and Cloudflare, mentions marketing and analytics, and leaves precise retention dependent on circumstances. It does not establish your specific processing agreement, locations or account configuration.
- Lower Saxony regulator’s own applicant notice: an example of six-month post-decision retention, not a binding retention rule for Novo AI or a private-sector legal-basis template.
- EDPB Guidelines 05/2020 on consent: specific, informed and freely given consent.
- Section 15 AGG: discrimination claims.
- XInterview’s published hosting statement: provider statement dated 1 April 2025.
- XInterview’s statement about processing agreements: provider response dated 4 February 2025.