Effective Date: 1/10/2025

1. Purpose

This policy establishes BRAINWAVE talent’s commitment to the ethical, transparent, and responsible use of artificial intelligence (AI) across all executive search and assessment activities. Our goal is to enhance decision-making and efficiency while upholding fairness, human oversight, and respect for privacy and individual rights.

2. Scope

This policy applies to:

  • All employees, contractors, and partners who use or develop AI-enabled tools within BRAINWAVE talent.
  • All processes where AI is used, including candidate sourcing, assessment, ranking, engagement, and client reporting.
  • All AI systems, whether developed in-house or procured from third parties.

3. Guiding Principles

3.1 Transparency

  • Candidates and clients will be informed when AI tools are used to support decision-making or communication.
  • AI processes will be explainable — human consultants must be able to describe, in clear terms, how AI outputs influence recommendations or rankings.

3.2 Human Oversight and Accountability

  • AI will support, not replace, human judgment.
  • Final hiring or candidate recommendations will always involve a qualified human consultant.
  • Employees remain accountable for AI-assisted decisions.

3.3 Fairness and Non-Discrimination

  • AI tools will be evaluated regularly to identify and mitigate bias or disparate impact based on gender, race, ethnicity, age, disability, or other protected characteristics.
  • Any AI-based screening or ranking must be tested for fairness before deployment and re-validated periodically.
  • BRAINWAVE talent commits to inclusive data practices and strives to minimize algorithmic bias.

3.4 Data Privacy and Security

  • AI systems must comply with all relevant privacy laws, including GDPR, CCPA, and other applicable regulations.
  • Candidate data will only be used for legitimate business purposes, with informed consent wherever required.
  • Data used to train or operate AI systems must be anonymized or pseudonymized whenever possible.

3.5 Explainability and Auditability

  • AI outputs should be traceable, and documentation of key decisions must be maintained.
  • Regular audits will ensure the integrity, fairness, and accuracy of AI models.
  • Any material changes to AI systems require documentation and review.

3.6 Integrity and Professionalism

  • AI must not be used to mislead clients, candidates, or the public.
  • Automated communications must always be truthful, respectful, and aligned with BRAINWAVE talent’s professional standards.
  • Employees must not use AI tools (including generative AI) to fabricate or manipulate candidate data, credentials, or communications.

4. Vendor and Third-Party Tools

All third-party AI tools must undergo a due diligence review, including an assessment of:

  • Algorithmic bias and explainability
  • Data protection and security measures
  • Regulatory compliance

Vendors must commit contractually to ethical AI standards consistent with this policy.

5. Continuous Improvement

BRAINWAVE talent recognizes that AI ethics is an evolving field. We commit to:

  • Ongoing staff training on AI ethics and responsible use.
  • Regular policy reviews (at least annually) to align with emerging regulations and best practices.
  • Open dialogue with clients, candidates, and industry partners about ethical AI use in recruitment.

6. Contact

Questions or concerns about this policy or any AI-related activities should be directed to:
Charles Salomons, CEO