The personal data that you provide to us (including identification data, contact details, academic and professional background, employment history and any other information included in your application or CV) will be processed by Instituto de Empresa, S.L.U. and IE University (jointly, “IE”), and, where applicable, by the IE Foundation, for the purpose of managing and assessing your application, contacting you in relation to recruitment processes, and, where relevant, entering into a contractual or pre-contractual relationship.
The legal basis for the processing is (i) the application of pre-contractual measures at your request, (ii) the potential execution of a contractual relationship, and/or (iii) your consent, depending on the nature of the relationship and the position applied for.
As part of the recruitment process, IE may use technological tools, including artificial intelligence–based systems, to assist in the organization, review, summarization and analysis of applications and interview information. Such tools are used solely as decision-support systems to enhance efficiency, consistency and accuracy in candidate evaluation. No decisions producing legal effects concerning you, or similarly significantly affecting you, will be based solely on automated processing. All recruitment decisions are taken by qualified IE personnel with meaningful human involvement and oversight.
Your data will be retained for the duration of the selection process and, thereafter, for the periods established in IE’s data retention policies, unless you request its deletion earlier or object to further processing, where applicable.
You may exercise your rights of access, rectification, erasure, objection, restriction of processing and data portability, as well as withdraw any consent granted, by contacting soportededatos@ie.edu, in accordance with applicable data protection regulations. You may also contact IE’s Data Protection Office at DataPrivacyOffice@ie.edu. Further information is available in our Privacy Policy at www.ie.edu/privacy_policy. Talent Management Protocol - Use of Microsoft Teams Recording, Transcription and Copilot for Initial Screening Calls
As part of the recruitment process, candidates submit their applications through the iCIMS portal. Before completing their application, they must accept the applicable terms and conditions. Once applications are received, the Talent team reviews and filters CVs based on the minimum requirements and key competencies defined for the role. Only candidates who appear to meet the essential criteria at this stage will be contacted for a short initial screening.
The initial screening consists of a 10–15-minute call conducted via Microsoft Teams. The purpose of this call is to obtain a high-level assessment of the candidate’s suitability for the position. During the conversation, the recruiter evaluates the candidate’s relevant professional experience, motivation and interest in the role and in the organization, level of English, legal status and documentation to work in Spain, salary expectations, participation in other recruitment processes, and notice period or availability to join.
These calls are typically made without prior scheduling. If the candidate cannot be reached, an email should be sent to arrange a suitable time for the call. In order to improve accuracy and ensure consistency in the information shared with Hiring Managers, the Talent team will use Microsoft Teams’ recording and transcription functionalities, together with a Copilot agent, to generate a standardized summary of the call.
The recording and transcription are used solely to facilitate the preparation of this internal summary and to ensure that the information provided to the Hiring Manager is complete and accurate.
Before starting the recording or enabling transcription, the recruiter must inform the candidate and obtain their agreement. The following wording must always be used before recording begins:
“Before we start, I would like to inform you that we use Microsoft Teams recording and transcription during this short screening call to help us accurately capture the information discussed and prepare a standardized summary for the hiring manager. The summary will be used only for recruitment purposes and will be accessible only to the recruitment team and the relevant hiring stakeholders. The Teams recording and transcript will be deleted as soon as the summary has been completed and, in any case, no later than one month after today’s call. Is that OK with you?”
If the candidate does not agree to the recording and transcription, the call may still proceed, but no recording or transcription should be activated. In such cases, the recruiter should rely on manual notes.
Once the candidate has been informed and has agreed, the recruiter may start the Teams recording and ensure that transcription is enabled in accordance with the organization’s Teams settings. After the call, the transcript may be used in Copilot to generate a structured summary for the Hiring Manager. The summary must be factual, concise and strictly limited to the information shared by the candidate during the call. No assumptions or subjective interpretations should be included.
The structured summary shared via iCIMS should cover the candidate’s relevant experience, motivation and interest, English level (with a brief explanation of how this was assessed), work authorization status for Spain, salary expectations, other ongoing recruitment processes (if disclosed), notice period and availability, and any relevant risks or concerns directly related to the role. The summary should conclude with an overall recommendation (for example, proceed or not proceed) supported by a short and objective rationale.
Once the summary has been finalized and uploaded to iCIMS for the Hiring Manager, the Teams recording and transcript must be deleted without undue delay. Under no circumstances may the recording or transcript be retained for more than one month from the date of the call. This maximum retention period must also be clearly communicated to the candidate before recording begins.
The recording and transcription are therefore temporary working tools intended exclusively to facilitate accurate internal reporting. The official record for decision-making purposes remains the structured summary stored in iCIMS, together with the candidate’s CV and application materials.
