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West Monroe Applicant Notice of Artificial Intelligence Use in Hiring

Effective Date: September 28, 2026

Purpose and Scope

West Monroe Partners, LLC and its affiliates (“West Monroe”) use certain artificial intelligence tools to support sourcing, interviewing, assessment, application-integrity review, and identity verification. This notice explains which tools we use, what information they process, how their output is used in hiring decisions, how long information is kept, and what choices and rights are available to you.

This notice applies to job applicants for positions with West Monroe. Additional or different terms apply depending on where you live or where the position is located. Additional U.S. terms are set out in Section 13 (Location-Specific Supplements), and terms related to locations outside of the U.S. will be provided to you prior to use, where applicable. In both cases, the supplements control over the general statements in this notice where they conflict.

This notice describes our use of AI only. It does not replace the West Monroe’s Privacy Policy and its related supplements, which describe more broadly how we collect and use applicant personal information, and it does not replace any separate notice, consent, authorization, or release you may be asked to review and sign, including the biometric consent described in Section 10 and the background check disclosure and authorization described in Section 11.

1. Definitions

Artificial intelligence, or AI, means a machine-based system that, for explicit or implicit objectives, infers from the input it receives how to generate outputs, including predictions, content, recommendations, or decisions, that may influence physical or virtual environments. AI includes generative artificial intelligence.

Automated employment decision tool means a computational process, derived from machine learning, statistical modeling, data analytics, or artificial intelligence, that issues a simplified output - such as a score, classification, ranking, or recommendation - that is used to substantially assist or replace discretionary decision making about an employment decision.

Automated decision system means a computational process that makes a decision, or that facilitates human decision making, regarding an employment benefit.

Substantially assist or replace discretionary decision making means (a) relying solely on a simplified output to make a decision, (b) using a simplified output as one of a set of criteria where it is weighted more than any other criterion, or (c) using a simplified output to overrule a conclusion reached by a human.

Biometric identifier means a retina or iris scan, fingerprint, voiceprint, or scan of hand or face geometry.

Biometric information means information, regardless of how it is captured, converted, stored, or shared, that is based on a biometric identifier and used to identify an individual.

Consequential decision means a decision that has a material legal or similarly significant effect on access to, or the cost, terms, or conditions of, employment or an employment opportunity.

The Applicant Biometric-Related Information Privacy Notice uses the term “BRI” (biometric-related information), which is defined more broadly than the terms “biometric identifier” and “biometric information” used in this notice, in order to cover all potentially applicable state law definitions.

2. How AI Is Used in Hiring Decisions, and Human Oversight

The following statements describe our intended practice:

• Human decision maker. Every decision to advance, decline, or extend an offer to a candidate is made by a West Monroe employee. No AI tool described in this notice makes a final hiring decision.
• Weighting. Where an AI tool produces a score, summary, ranking, or signal, that output is one input among several selection criteria.
• No automatic rejection. No candidate is screened out, rejected, or removed from consideration solely on the output of an AI tool.
• Verification by interviewers. Recruiters and interviewers are instructed that AI-generated notes, transcripts, and summaries are drafting aids that must be checked against the underlying interview record, and that they may not substitute an AI summary for their own assessment.
• Training. Recruiters and interviewers receive training regarding their use of the AI tools described in this notice.

3. What West Monroe Does Not Do

• We do not use AI to infer or predict race, color, religion, national origin, ancestry, sex, pregnancy, gender identity or expression, sexual orientation, age, disability, medical condition, genetic information, marital status, military or veteran status, or any other characteristic protected by law.
• We do not use emotion recognition, affect detection, or tools that purport to infer personality, character, or mental state from a candidate's face, voice, tone, word choice, or body language.
• We do not use a candidate's ZIP code, or any other data element used as a proxy for a protected characteristic, as a selection criterion.
• We do not sell applicant personal information collected in connection with the hiring process, and we do not share such information for cross-context behavioral advertising.

4. AI Systems Used in the Hiring Process

5. Sources of Information

The information processed by these tools comes from: information you provide to us; publicly available professional profiles and sourcing databases; West Monroe's applicant tracking system and candidate relationship management system; interviewers and members of the hiring team; and identity verification, background screening, and application-integrity vendors and their subprocessors.

6. Retention and Deletion

In general, West Monroe retains applicant information for four years following the conclusion of the application process, or longer where required by law or where necessary to establish, exercise, or defend legal claims.

Biometric information is subject to a separate, shorter retention and destruction schedule described in Section 10.

Where a vendor acts as an independent controller of information it collects directly from you - for example, an identity verification provider that maintains its own account relationship with you - that vendor's own retention policy governs the copy it holds. We identify those vendors in Section 4 and Section 10 so that you can review their policies.

7. Testing, Validation, and Bias Audits

West Monroe obtains from its vendors evidence of validation and anti-bias testing for assessment and selection tools, and retains those records and related application and selection data for at least four years.

8. Your Rights and Choices

8.1. Request an alternative process

You may decline the recording of an interview, or request a reasonable accommodation under applicable law with respect to the use of a particular AI Tool. Requests may be directed to the contact listed for that tool in Section 4, or to the contact in Section 14. Making a request will not, by itself, adversely affect your candidacy.

Some steps cannot be omitted. For example, identity verification before a background check is a condition of employment for the roles it covers. If we cannot proceed with your application because you decline a required step, we will tell you, and we will offer an alternative method of completing that step to the extent one has been established.

8.2. Request human review of an adverse decision; Access, correction, and deletion; Opt Out

Please review our Supplemental IDV Tools Notice for Job Candidates for information regarding rights that you may have, depending on where you live.

8.3. Accommodations

Requests for reasonable accommodation are handled separately and are described in Section 12.

8.4. No Retaliation

West Monroe does not retaliate against any applicant for exercising a right described in this notice, for requesting an accommodation or alternative process, or for raising a concern about the use of AI in hiring.

9. Interview Recording, Transcription, and Consent

Where an interview will be recorded or transcribed using the tool identified in Section 4, West Monroe will tell you before the interview begins, and recording will start only after everyone on the call has been given the opportunity to consent. Several states require the consent of all parties to a recording, and West Monroe applies that standard to all interviews regardless of location.

You may decline to be recorded. If you decline, the interview will proceed without recording or AI-generated notes, and your decision will not, by itself, adversely affect your candidacy.

If West Monroe uses AI to analyze a video interview in order to evaluate a candidate's fitness for a position, West Monroe will separately, and before the interview: explain that AI will be used and how it works; describe the general types of characteristics the AI uses to evaluate candidates; and obtain your consent. In that case, West Monroe will not share the recording except with persons whose expertise or technology is necessary to evaluate your fitness, and, where applicable law prescribes a specific destruction timeline upon request, West Monroe will comply with such requirements, including directing any third parties in possession of the recordings to destroy their copies within the required timeframe.

10. Biometric Information: Separate Notice and Written Consent Required

Two of the tools in Section 4 - CLEAR identity verification and Checkr identity verification - involve a selfie, liveness check, or comparison of your photograph to a government-issued identification document. These processes may create biometric information, including a scan of face geometry.

Please review our Applicant Biometric-Related Information Privacy Notice for more detailed information regarding these issues; before any biometric identifier or biometric information is collected, captured, or stored in connection with your application, you will be given a separate written biometric policy and asked to sign a written release.

11. Background Checks and Consumer Reports

Identity verification and background screening performed after a conditional offer may involve a consumer report. Those activities are governed by a separate standalone disclosure and your written authorization, which you will receive before any report is obtained, and by the adverse action process described in that disclosure. Nothing in this notice replaces or modifies those documents, and nothing in this notice constitutes the disclosure or authorization required for a consumer report.

12. Reasonable Accommodation Requests

Applicants may request a reasonable accommodation at any point in the hiring process, including in connection with any AI-enabled sourcing, interview, assessment, or identity verification tool.

You do not need to disclose a diagnosis to request an accommodation, and requesting one will not adversely affect your candidacy. Requests are handled confidentially.

Accommodation requests may be directed to: [email protected] or the email address of the recruiter you are working with directly.

13. Location-Specific Supplements

The following supplements apply to applicants for positions located in, or applicants residing in, the jurisdictions identified. Where a supplement conflicts with the general text of this notice, the supplement controls.

13.1. Illinois

If you interview for a position located in Illinois and West Monroe uses AI to analyze a video interview, additional notice, explanation, consent, sharing-limitation, and 30-day deletion terms apply. Illinois law also addresses the use of AI in recruitment, hiring, promotion, discipline, and discharge, and prohibits the use of ZIP code as a proxy for a protected class. Biometric information collected in connection with an Illinois application is subject to the separate written policy, notice, and signed release described in Section 10.

13.2. Maryland

West Monroe will not use facial recognition technology during an interview for a position located in Maryland unless you have signed a waiver consenting to its use that states your name, the interview date, that you consent to the use of facial recognition during the interview, and that you have read the waiver.

13.3. California

If you apply for a position located in California or reside in California, West Monroe's use of automated decision systems in employment is subject to state anti-discrimination regulations, and you have rights under California privacy law regarding personal information, sensitive personal information, and automated decision making, including rights to notice, access, correction, deletion, and to limit certain uses. Those rights and the process for exercising them are described in the Privacy Policy.

13.4. Colorado

If you apply for a position located in Colorado or reside in Colorado, additional rights may apply. Please review the Supplemental Automated Tools Notice for Job Candidates for information regarding Colorado-specific rights related to automated tools used in hiring.

13.5. States with biometric consent statutes

Several states, including Illinois, Texas, and Washington, require notice and consent before the capture or collection of biometric identifiers, and some restrict disclosure and require destruction within a defined period. Where you apply for or reside in one of those states, the separate policy, notice, and written consent described in Section 10 apply before any biometric information is collected.

14. Questions About AI Use in Hiring

Questions about West Monroe's use of AI in the hiring process may be directed to: [email protected]. Questions about a specific tool may be directed to the contact identified for that tool in Section 4.

15. Changes to This Notice

West Monroe reviews this notice at least annually and updates it when it adopts a new AI tool, materially changes how an existing tool is used, or when required by law. The effective date and version number appear on the first page. Material changes will be reflected in an updated notice posted here before the change takes effect.