PRIVACY POLICY

Last Updated: March 13, 2025

1. INTRODUCTION

Welcome to Talantly.ai (“we,” “our,” or “us”), a service developed by Hitech Service LLC (https://hitech-us.com). We are committed to protecting your privacy and handling your data with transparency and care. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our website, mobile application, and services (collectively, the “Service”).

Please read this Privacy Policy carefully. By accessing or using our Service, you acknowledge that you have read, understood, and agree to be bound by this Privacy Policy. If you do not agree with our policies and practices, please do not use our Service.

2. INFORMATION WE COLLECT

2.1 Personal Information You Provide

We collect information that you voluntarily provide when using our Service, including:

  • Account Information: Name, email address, username.
  • Candidate Profile Information: Professional history, education, skills, and other professional information.
  • Content: Information contained in documents, applications, or transcripts uploaded to or created on our platform.

2.2 Information Collected Automatically

When you access or use our Service, we may automatically collect:

  • Device Information: IP address, browser type, operating system, device identifiers, and mobile network information.
  • Usage Data: Pages visited, features used, time spent on the Service, click-through data, and interaction with content.
  • Location Data: Approximate location derived from IP address.
  • Cookies and Similar Technologies: Information collected through cookies, web beacons, and similar technologies as detailed in our Cookie Policy.

3. HOW WE USE YOUR INFORMATION

We use the information we collect for the following purposes:

3.1 Service Provision and Improvement

  • To provide, maintain, and improve our Service.
  • To process and manage your account registration.
  • To analyze user-provided data to deliver our services.
  • To develop new features, products, and services.

3.2 Personalization and Communication

  • To personalize your experience and deliver content relevant to your interests.
  • To respond to your inquiries, comments, or questions.
  • To communicate with you about updates, security alerts, and support messages.
  • To provide you with news, special offers, and general information about other services we offer.

3.3 Analytics and Research

  • To understand how users access and use our Service.
  • To evaluate and improve our Service and user experience.
  • To develop data insights and aggregate statistics about the recruitment market.
  • To conduct research and analysis to improve recruitment processes.

3.4 Legal and Security Purposes

  • To detect, investigate, and prevent fraudulent transactions, unauthorized access, and other illegal activities.
  • To protect our rights, property, or safety and that of our users.
  • To verify identity and prevent fraud or other unauthorized access.
  • To comply with legal obligations and enforce our terms and policies.

4. HOW WE SHARE YOUR INFORMATION

We may share your information as follows:

4.1 With Your Consent

We may share your personal information with third parties when you have given us your consent to do so.

4.2 Service Providers

We may share your information with third-party vendors, service providers, contractors, or agents who perform services for us or on our behalf, such as:

  • Amazon S3. DPO contacts: [email protected]. Cloud storage provider
  • Google LLC. Analytics and marketing.
  • HiTech Service LLC. DPO contacts: [email protected]. Software development, storage of Personal data and Customer support data.
  • TawkTo. DPO contacts: [email protected]. Storage of Personal Data (customer support chat).
  • Cloudflare Inc. DPO contacts: [email protected]. DDoS protection service provider.
  • Anthropic. DPO contacts: [email protected]. Data controller

4.3 Legal Requirements

We may disclose your information if required to do so by law or in response to valid requests by public authorities (e.g., a court or government agency).

4.4 Protection of Rights

We may disclose your information to protect our rights, privacy, safety, or property, as well as that of our users or others.

4.5 Sub-processors

We engage certain third-party data processors (“sub-processors”) to help us provide our services. These sub-processors may have access to or process your personal information on our behalf.

Our current key sub-processor is:

  • Anthropic (anthropic.com) – Provides AI technology (specifically the Claude AI model) that processes text data from documents you upload to our platform to enable our analysis and evaluation features.

We evaluate all sub-processors for data security and privacy practices before engagement and require them to enter into data processing agreements that include appropriate safeguards for your data.

We will notify existing customers of any new sub-processors or changes to our sub-processor list through updates to this Privacy Policy.

This list will be updated as our service evolves to include additional sub-processors, such as payment processors, as needed.

5. DATA RETENTION

We retain your personal information for as long as necessary to fulfill the purposes outlined in this Privacy Policy, unless a longer retention period is required or permitted by law. The criteria used to determine our retention periods include:

  • The length of time we have an ongoing relationship with you.
  • Legal obligations we are subject to.
  • Whether retention is advisable in light of our legal position (such as for statutes of limitations, litigation, or regulatory investigations).

You may request deletion of your personal information at any time, subject to certain exceptions provided by law.

5.1 Retention of Specific Document Types

For documents uploaded to or created on our platform (including CVs, interview transcripts, motivation letters, reference letters, and user notes):

  • Document Storage: All user-uploaded and generated documents are stored on our servers until explicitly deleted by the user.
  • Data Processing: We extract text data from these documents and analyze it using artificial intelligence technology (specifically the Claude AI model by Anthropic).
  • Deletion Triggers: Documents will be retained until one of the following occurs:
    • The user manually deletes an individual file
    • The user deletes a candidate record, which automatically removes all associated files
    • The user deletes a vacancy, which automatically removes all associated candidates and their files

We do not apply automatic time-based deletion to these documents. You maintain control over the retention period through these deletion options in the application interface.

You may request verification of file deletion or assistance with bulk deletion by contacting us directly at [email protected].

6. DATA SECURITY

We implement appropriate technical and organizational measures to protect the security of your personal information.

7. YOUR RIGHTS AND CHOICES

Depending on your location, you may have certain rights regarding your personal information, which may include:

7.1 Access and Portability

You have the right to request access to the personal information we hold about you and to receive your information in a structured, commonly used format.

Currently, to exercise your right to data portability, you need to submit a formal request to our support team using the contact form at [email protected]. Our team will process your request and provide the requested data in a timely manner.

Data will be provided in the following formats:

  • Personal account information: JSON or CSV format
  • Documents (CVs, interview transcripts, etc.): In their original upload format (DOCX)
  • Analysis reports and evaluations: JSON or CSV format
  • Communications: Text files

We will process your request and provide your data within 30 calendar days. For complex requests or when handling multiple requests, we may extend this period by up to 60 additional days, in which case we will notify you of the extension within the initial 30-day period.

There is no charge for requesting access to your personal data or exercising your data portability rights. However, we may charge a reasonable fee if your request is clearly unfounded, repetitive, or excessive.

We plan to implement a self-service “Export My Data” feature in the future to streamline this process.

7.2 Correction

You have the right to request that we correct inaccurate or incomplete information about you.

7.3 Deletion

You have the right to request the deletion of your personal information in certain circumstances.

7.4 Restriction and Objection

You have the right to request that we restrict the processing of your personal information and to object to our processing of your personal information.

7.5 Withdrawal of Consent

Where we rely on your consent to process your personal information, you have the right to withdraw your consent at any time via email to [email protected].

7.6 Complaint

You have the right to lodge a complaint with a supervisory authority if you believe our processing of your personal information violates applicable law.

To exercise these rights, please contact us using the information in the “Contact Us” section: https://talantly.ai/contact/

8. INTERNATIONAL DATA TRANSFERS

We have implemented appropriate safeguards to ensure that your personal information remains protected in accordance with this Privacy Policy when transferred internationally, including when transferred to third parties. These safeguards include:

  • Standard Contractual Clauses (SCCs) approved by the European Commission
  • Binding Corporate Rules (where applicable)
  • Adequacy decisions for certain jurisdictions recognized by the European Commission
  • Additional technical and organizational security measures as required by applicable law

You may contact us as described in the “Contact Us” section to obtain more information about the safeguards we have implemented to protect your personal information during cross-border transfers.

9. CHILDREN’S PRIVACY

Our Service is not directed to children under the age of 16. We do not knowingly collect personal information from children under 16. If you are a parent or guardian and believe your child has provided us with personal information, please contact us. If we become aware that we have collected personal information from a child under 16 without verification of parental consent, we will take steps to remove that information from our servers.

10. CHANGES TO THIS PRIVACY POLICY

We may update this Privacy Policy from time to time. The updated version will be indicated by an updated “Last Updated” date. We encourage you to review this Privacy Policy frequently to stay informed about how we are protecting your information.

11. CONTACT US

If you have questions or concerns about this Privacy Policy or our privacy practices, please contact us through our contact form at:

Contact Page: talantly.ai/contact/

Please use the contact form for all inquiries, including privacy requests, data subject rights requests, and general questions about our privacy practices.

12. SPECIFIC PROVISIONS FOR DIFFERENT JURISDICTIONS

12.1 California Residents

If you are a California resident, the California Consumer Privacy Act (CCPA) and California Privacy Rights Act (CPRA) provide you with specific rights regarding your personal information:

  • Right to Know: You have the right to request information about the categories and specific pieces of personal information we have collected about you, the categories of sources from which we collected the information, the purposes for collecting the information, the categories of third parties with whom we share the information, and the categories of personal information that we have disclosed.
  • Right to Delete: You have the right to request that we delete personal information we have collected from you, subject to certain exceptions.
  • Right to Opt-Out: You have the right to opt-out of the sale or sharing of your personal information.
  • Right to Non-Discrimination: We will not discriminate against you for exercising any of your CCPA/CPRA rights.

Shine the Light Law: California’s “Shine the Light” law (Civil Code Section 1798.83) permits users who are California residents to request and obtain from us once a year, free of charge, information about categories of personal information (if any) we disclosed to third parties for direct marketing purposes and the names and addresses of all third parties with which we shared personal information in the immediately preceding calendar year. If you are a California resident and would like to make such a request, please submit your request in writing to us using the contact information provided in the “Contact Us” section at https://talantly.ai/contact/.

To exercise your rights under the CCPA/CPRA, please contact us using the information provided in the “Contact Us” section above.

13. SPECIFIC PROVISIONS FOR DATA PROCESSING

13.1 Processing of User-Provided Data

When you upload or create content on our platform:

  • We analyze the content to extract relevant information.
  • This information may be used to provide our services.
  • Your data may be shared with third parties only with your explicit consent.
  • We retain your data for as long as your account is active or as needed to provide you with our services.

13.2 Processing of Text Data

When text data is collected from documents such as CVs, interview transcripts, motivation letters, reference letters, and user notes:

  • We use it to deliver our platform’s services.
  • We extract and analyze data using automated tools, including AI (specifically the Claude AI model by Anthropic).
  • Access to data is restricted to authorized personnel.
  • We implement appropriate security measures to protect sensitive information.
  • Text data is retained according to our retention policy as described in section 5.1.

13.3 Automated Decision-Making and Profiling

We may use automated decision-making, including AI-powered analysis, to:

  • Process and analyze user-provided data.
  • Identify patterns and insights in user content.
  • Generate summaries and assessments.

You have the right not to be subject to a decision based solely on automated processing if that decision produces legal or similarly significant effects. Where we use automated decision-making, we implement suitable safeguards, including:

  • Human oversight of the process.
  • Regular testing for biases.
  • Methods for you to express your point of view and contest the decision.

13.4 User Responsibility for Uploaded Content

It is the user’s responsibility to ensure that all files and content uploaded to our platform comply with applicable laws and do not contain sensitive personal information that should not be shared. Before uploading any documents (such as CVs, interview transcripts, or reference letters), users must:

  • Review all files for sensitive personal information not required for the intended purpose
  • Remove or redact any sensitive data that is not essential (e.g., government identification numbers, financial account details, health information)
  • Ensure they have proper authorization to upload and process any third-party personal information contained in the files
  • Consider anonymizing or pseudonymizing candidate information when appropriate

While we implement security measures to protect all data on our platform, we cannot be responsible for sensitive information that users choose to include in uploaded files. If you have security concerns about specific data, please remove such information from your files before uploading them to our platform.

14. DATA BREACH NOTIFICATION

In the event of a data breach that may compromise your personal information, we will notify affected users via email within 72 hours of discovering the breach, where feasible. This notification will include:

  • A description of the nature of the breach
  • The categories and approximate number of personal data records concerned
  • The likely consequences of the breach
  • The measures taken or proposed to address the breach
  • Contact information for our data protection officer or other contact point

Where required by applicable law, we will also notify relevant regulatory authorities of the breach.

15. COOKIE POLICY

Our Cookie Policy, incorporated into this Privacy Policy by reference, provides detailed information about how we use cookies and similar technologies and your choices regarding such use. The Cookie Policy is available at https://talantly.ai/index.php/cookie-policy/.

16. GOVERNING LAW

This Privacy Policy is governed by and construed in accordance with the GDPR and the laws of the State of Delaware, United States, without giving effect to any principles of conflicts of law.

This Privacy Policy was last updated on February 26, 2025.