Sigmar Recruitment recognises that artificial intelligence ("AI") technologies are becoming increasingly prevalent in both recruitment and the wider workplace. This policy outlines how AI may be used within our business, the safeguards we have in place, and the standards expected of candidates throughout the recruitment process.
This policy is intended to promote transparency, fairness, accountability and compliance with applicable data protection and employment legislation.
Our Approach
AI is used by Sigmar Recruitment as a supporting tool to improve efficiency, productivity and quality. AI is not used as a substitute for professional judgement, human decision-making or meaningful human oversight.
All recruitment decisions, candidate assessments, recommendations and hiring outcomes remain subject to human review and approval.
How Sigmar Recruitment May Use AI
AI may be used to support our employees in the performance of administrative, research and operational activities, including:
- Researching industries, markets, organisations and publicly available professional information.
- Assisting with email dictation and drafting support, where content is reviewed and approved by a Sigmar employee prior to sending.
- Editing, formatting and refining documents to improve clarity, consistency, structure and readability.
- Assisting with content development and document preparation where word count, formatting or style requirements apply.
- Reviewing documents for spelling, grammar, formatting and administrative errors.
- Generating ideas, prompts, frameworks and content suggestions.
- Anonymising CVs, job descriptions and other recruitment documentation where appropriate.
- Producing meeting notes and summaries where participants have been informed that note-taking technology is being used.
All outputs generated through AI tools are subject to review, amendment and approval by a Sigmar employee before being relied upon or communicated externally.
How Sigmar Recruitment Does Not Use AI
Sigmar Recruitment does not use AI to:
- Make hiring decisions on behalf of recruiters, clients or hiring managers.
- Automatically reject or exclude candidates from recruitment processes.
- Screen, rank, score or categorise candidates without meaningful human oversight.
- Make shortlisting recommendations without human review.
- Determine a candidate's suitability for employment without recruiter assessment.
- Generate candidate profiles, references or qualifications that have not been verified.
- Replace professional judgement in relation to candidate selection, assessment or recommendation.
- Replace the consultative, advisory and relationship-based aspects of recruitment that require human interaction and decision-making.
Data Protection and Confidentiality
Sigmar Recruitment is committed to protecting personal data and confidential information.
Where AI tools are utilised, reasonable steps are taken to ensure compliance with applicable data protection obligations, confidentiality requirements and internal information security procedures.
AI tools will not be used in a manner that intentionally compromises the confidentiality, integrity or security of candidate, client or employee information.
Candidate Guidance
Candidates may choose to use AI tools as part of their job search and career development activities. Sigmar Recruitment recognises that AI can be a legitimate tool for preparation, research, accessibility and professional development.
Examples of acceptable use may include:
- Researching employers, industries and career opportunities.
- Understanding job descriptions and role requirements.
- Improving the structure, formatting and presentation of CVs and applications.
- Checking spelling, grammar and clarity.
- Preparing for interviews and practising responses.
- Generating ideas for questions to ask during interviews.
- Supporting accessibility requirements and communication needs.
Candidates are expected to ensure that all information submitted throughout the recruitment process accurately reflects their own skills, experience, qualifications and achievements.
Prohibited Candidate Conduct
Candidates must not use AI or any other technology to:
- Create, submit or present false, misleading or fabricated information.
- Misrepresent qualifications, experience, responsibilities, achievements or competencies.
- Present AI-generated examples, projects or accomplishments as personal experience.
- Receive real-time assistance during interviews, screening calls or assessments where the purpose of the exercise is to assess the candidate's own knowledge, experience, judgement or communication skills.
- Complete assessments or exercises using AI where instructions explicitly prohibit its use.
- Conceal the use of technology where disclosure has been requested by a recruiter, employer or assessment provider.
Candidates should be capable of discussing, explaining and validating any information, examples or achievements presented during the recruitment process.
Recruitment Process Integrity
Sigmar Recruitment reserves the right to investigate concerns relating to the authenticity, accuracy or validity of information provided during a recruitment process.
Where Sigmar Recruitment reasonably believes that a candidate has provided misleading, inaccurate, fabricated or misrepresented information, whether through the use of AI or otherwise, the candidate may be excluded from the recruitment process and any recommendation to a client may be withdrawn.
Policy Review
AI technology continues to evolve rapidly. Sigmar Recruitment will periodically review this policy to ensure it remains aligned with industry best practice, legal requirements, technological developments and the needs of our candidates, clients and employees.