Hi there,
This is your monthly roundup of Spot product updates and HR-related content.
🏠 Spot’s new Internet home
As we begin to migrate customers to our new case management platform (see June’s newsletter), we’ve also quietly flipped the switch on a fresh talktospot.com.
Besides a cleaner look and some shots of the new platform, you’ll find new customer stories that really highlight our partners. Take a peek and let us know what you think!
📲 New WhatsApp case intake channel
SMS‑style reporting has been one of our most‑requested features, particularly in markets such as Brazil—so we built it as part of our new, broader case management platform. Employees can now submit concerns over WhatsApp while keeping the same anonymity protections Spot is known for.
Reports drop directly into your dashboard, where you can import them as new cases.
Reply to this email if you're interested in WhatsApp intake!
🤖 California’s new AI‑hiring rules are here
Starting October 1, 2025, California employers face new requirements when using AI in both hiring and employment decisions, including advertising job postings, screening applicants, promoting employees, and assessing performance.
The new rules are intended to "protect against employment discrimination related to artificial intelligence." They cover any “automated‑decision system” (ADS)—that is,
A computational process that makes a decision or facilitates human decision making regarding an employment benefit (CA Civil Rights Council).
This means that systems that assist humans with making employment decisions are also included in the new rules. Examples of tasks that may be performed by ADS's include:
Screening, evaluating, categorizing, and/or recommending applicants or employees...
Directing job advertisements or other recruiting materials to targeted groups;
Screening resumes for particular terms or patterns;
Analyzing facial expression, word choice, and/or voice in online interviews; or
Analyzing employee or applicant data acquired from third parties (Data Protection Report).
Key requirements that impact HR and People Ops teams:
4‑year record-retention obligation (previously 2 years) for all AI‑related employment data. Employers will likely need to retain a broader scope of data, particularly for job applicants, as well.
Evidence of anti-bias‑testing (or similar proactive efforts) to avoid unlawful discrimination—"audit [your] AI tools for explainability, bias, and disparate impact" (SHRM)
Proof that, for example, applicant filters in AI tools are job‑related and consistent with business necessity and that no less discriminatory alternative exists.
We thought that the folks at Data Protection Report set up next steps quite nicely:
The first step is to ask whether your Human Resources department (or its agent) is using Automated-Decision Systems in any way—not solely as decision-makers, but also to facilitate decisions.
If so, then what have you (or your vendor) done with respect to anti-bias training of that system? Anti-bias testing and evidence of quality controls can be used as a defense to demonstrate that the system does not engage in or facilitate discriminatory recruitment and employment practices. Experienced counsel can assist with this point.
Next, consider how the new rules may expand your record retention obligations. Compliance may include ensuring that any contracts with vendors include record retention provisions or requirements to provide or return data you may need for long-term retention.
Deep breath. It's a whole new world, but we'll get through it together.
🗓️ Planning ahead – August at a glance
August brings opportunities to strengthen workplace culture
All month · National Wellness Month – Launch fresh mental‑health resources or stress‑reduction initiatives, or re-communicate existing benefits
12 Aug · International Youth Day – Spotlight interns & early‑career pros
26 Aug · Women’s Equality Day (US) – Review pay‑equity data or host a panel
Recent posts
Handling Difficult Conversations in HR
Spot is now SOC 2 Type 2 Compliant!
