Automated Decision-Making Policy for Job Applicants

Effective 10/1/2025

Our organization uses automated decision-making systems (ADS) to assist recruiters in reviewing job applications. These systems analyze information you provide (such as application responses) and apply predefined, rule-based criteria, configured by our talent acquisition team, to determine whether applicants meet the minimum qualifications for a given role. In some cases, applicants who do not meet these criteria may be automatically excluded from further consideration. For applicants who meet the criteria, a human recruiter will conduct further evaluation and work with the hiring manager regarding all final hiring decisions. You have the right to request a human review of any negative decision made with ADS assistance. 

  • We use the following platforms to assist with application screening:  
    iCIMS Applicant Tracking System (ATS): The iCIMS system applies recruiter-defined minimum qualifications (such as required licensure, years of experience, or work authorization) to each application. If an applicant does not meet these required criteria, the system may automatically screen out the application without human review, removing the candidate from further consideration for that role. 

  • Paradox AI Chatbot: Applicants are evaluated using the same rule-based criteria. These criteria mirror those used in the iCIMS application process. If not met, the system flags the application as “screened” and routes to the appropriate human recruiter for review. 
     
    Both platforms operate under the definition of automated decision systems (ADS) as outlined in applicable law. 

Your Rights 

You have the right to: 

  • Be informed if ADS is used to evaluate your application.  

  • Request access to the criteria used in that evaluation.  

  • Request correction of inaccurate personal data used during the ADS process.  

  • Request a human review and explanation of any adverse decision resulting from ADS use, where applicable by law. 

Nondiscrimination Notice 

Our use of ADS complies with all applicable federal and state anti-discrimination laws, including prohibitions on decisions based on protected characteristics (e.g., race, gender, disability, age). Anti-bias testing is performed as required to ensure fairness. 

Colorado Applicants 

You will be notified if ADS is used in hiring or other consequential decisions. Upon request, you will receive a plain-language explanation of how the ADS contributed to the decision. Our organization maintains a risk management program and conducts annual impact assessments to mitigate risks of algorithmic discrimination.  

Accessibility 

If you need an accommodation or would like this notice in another format, please contact us at careers@smilebrands.com.