Last Updated: January 01 2026
1. Introduction
Fenn & Hart LLC ("Company," "Proofolio", "we," "us," or "our") respects your privacy and is committed to protecting the personal information of our clients and the alumni/interviewees who interact with our platform, Proofolio.ai.
This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our website or use our AI interviewing services (the "Services").
2. Who is the Data Controller?
For our Direct Clients (Institutions/Universities): Fenn & Hart LLC is the Controller of your account information (e.g., your login details, billing info).
For Alumni/Interviewees: The Institution that sent you the interview link is the Data Controller. Fenn & Hart LLC acts as the Data Processor or Service Provider, collecting and processing your interview data on behalf of that Institution.
3. Information We Collect
A. Information from Our Clients (Institutions)
Account Data: Name, email address, job title, institution name, and phone number.
Payment Data: Billing addresses and payment method details (processed via secure third-party payment processors).
B. Information from Alumni & Interviewees
When an alumnus participates in an AI interview, we collect:
Identity Data: Name, graduation year, degree, and contact information provided during the session.
Biometric & Media Data: Video and audio recordings of the interview session.
Interview Content: Transcripts, answers regarding career milestones, community impact, and personal stories.
AI-Derived Data: Summaries, case studies, and feature articles generated by our AI agents based on the interview content.
C. Automatically Collected Information
Usage Data: IP address, browser type, operating system, and access times.
Cookies: We use cookies to improve website functionality and the interviewing experience.
4. How We Use Your Information
We use the collected information for the following purposes:
To Provide the Services: Conducting AI interviews, recording sessions, transcribing audio, and generating content (case studies, social posts) for the Client.
To Improve Our AI: Analyzing interview patterns and transcript accuracy to improve the natural language processing capabilities of our AI agents (subject to your specific agreement terms).
Communication: Sending interview links, reminders, and completed content assets.
Security: Monitoring for fraudulent activity and ensuring the integrity of the platform.
5. How We Share Your Information
We do not sell your personal data. We share information only in the following ways:
With the Institution: If you are an alumnus, your video, audio, transcripts, and AI-generated stories are shared directly with the Institution (University/Company) that requested your interview.
Service Providers: We may share data with trusted third-party vendors who assist with hosting, cloud storage, video processing, and email delivery.
Legal Obligations: We may disclose information if required to do so by law or in response to valid requests by public authorities.
6. Artificial Intelligence and Voice/Video Processing
Our Services utilize Artificial Intelligence to conduct conversational interviews and analyze video/audio data.
Transcripts: Audio is converted to text for analysis.
Content Generation: AI algorithms analyze the text to extract key themes (success stories, impact) and draft written content.
Consent: By using the Service, you consent to the processing of your voice and image by our AI systems.
7. Data Retention
Client Accounts: We retain account data as long as your account is active.
Interview Data: We retain interview recordings and generated content in accordance with the instructions of the Client (the Institution). Clients may request the deletion of alumni data at any time.
8. Data Security
We implement appropriate technical and organizational security measures to protect your personal information from unauthorized access, use, or disclosure. However, no method of transmission over the Internet is 100% secure.
9. Your Privacy Rights
Depending on your location (e.g., California, EEA, UK), you may have specific rights regarding your data:
Access: Request a copy of the personal data we hold about you.
Correction: Request correction of inaccurate data.
Deletion: Request deletion of your personal data ("Right to be Forgotten").
Opt-Out: Alumni may choose not to participate in video interviews or may opt for audio-only interactions where the AI supports it.
To exercise these rights, please contact us at the information below. If you are an alumnus, we may refer your request to the Institution that controls your data.
10. Children's Privacy
Our Services are intended for adults (alumni and professionals). We do not knowingly collect information from children under the age of 13 (or 16, depending on jurisdiction).
11. Contact Us
If you have questions about this Privacy Policy, please contact us:
Fenn & Hart LLC
Phone: (406) 837-3376
Website: PROOFOLIO.AI