Privacy Policy

Introduction

Welcome to TalentSift ("we," "our," or "us"). We respect your privacy and are committed to protecting your personal data. This privacy policy explains how we collect, use, disclose, and safeguard your information when you use our resume screening platform.

By using TalentSift, you agree to the collection and use of information in accordance with this policy. If you do not agree with our policies and practices, please do not use our service.

1. Information We Collect

1.1 Information You Provide

• Account Information: Name, email address, company name, and password when you create an account.
• Job Descriptions: Job postings and requirements you upload for candidate matching.
• Resume Files: Candidate resumes (PDF, Word, images) you upload for analysis.
• Communication Data: Messages, feedback, and support requests you send to us.
• Payment Information: Billing details processed through our payment processor (we do not store full credit card numbers).

1.2 Information Automatically Collected

• Usage Data: Pages viewed, features used, time spent, and actions taken within the platform.
• Device Information: IP address, browser type, operating system, and device identifiers.
• Cookies: Small data files stored on your device to enhance functionality and analytics.
• Log Data: Server logs including access times, error messages, and system performance.

2. How We Use Your Information

We use the collected information for the following purposes:

• Provide Services: Process resumes, analyze candidates, generate match scores and reports.
• Improve Our Platform: Analyze usage patterns, optimize AI models, and develop new features.
• Communication: Send service updates, technical notices, security alerts, and support messages.
• Security: Detect, prevent, and address fraud, security issues, and technical problems.
• Legal Compliance: Comply with applicable laws, regulations, and legal processes.
• Analytics: Understand how users interact with our platform to improve user experience.

3. AI Processing & Data Usage

Important: We use third-party AI services (Anthropic Claude, OpenAI GPT-4) to analyze resumes and job descriptions.

• What We Send: Text extracted from resumes and job descriptions is sent to AI providers for analysis.
• What We Don't Send: We remove or redact sensitive personal identifiers before AI processing where possible.
• AI Provider Policies: Our AI providers do not use customer data to train their models (per enterprise agreements).
• Data Retention: AI processing is ephemeral; data is not permanently stored by AI providers.

4. Data Sharing & Disclosure

We do not sell your personal data. We may share information in the following circumstances:

• Service Providers: Third-party vendors who perform services on our behalf (cloud hosting, AI processing, payment processing, analytics).
• Legal Requirements: When required by law, court order, or government request.
• Business Transfers: In connection with a merger, acquisition, or sale of assets.
• Protection: To protect the rights, property, or safety of TalentSift, our users, or others.
• With Consent: When you explicitly authorize us to share your information.

We Never: Sell candidate resume data to third parties, use your data for advertising purposes, or share sensitive information without proper safeguards.

5. Data Security

We implement industry-standard security measures to protect your data:

• Encryption: Data in transit (TLS/SSL) and at rest (AES-256) is encrypted.
• Access Controls: Role-based access, multi-factor authentication, and principle of least privilege.
• Secure Infrastructure: Cloud hosting with enterprise-grade security (SOC 2 Type II certified providers).
• Regular Audits: Security assessments, penetration testing, and vulnerability scanning.
• Incident Response: Documented procedures for detecting, reporting, and responding to breaches.
• Employee Training: Security awareness training for all team members with data access.

However, no method of transmission over the internet or electronic storage is 100% secure. While we strive to protect your data, we cannot guarantee absolute security.

6. Data Retention

• Uploaded Files: Job descriptions and resumes are automatically deleted 7 days after processing.
• Results: Excel reports and match data are deleted with uploaded files after 7 days.
• Account Data: Retained while your account is active and for a reasonable period after closure for legal and operational purposes.
• Logs & Analytics: Anonymized usage data may be retained longer for service improvement.
• Early Deletion: You can delete your data at any time from your account settings.

7. Your Rights (GDPR & CCPA)

Depending on your location, you may have the following rights:

• Access: Request a copy of the personal data we hold about you.
• Rectification: Request correction of inaccurate or incomplete data.
• Erasure: Request deletion of your personal data ("right to be forgotten").
• Portability: Request transfer of your data to another service.
• Restriction: Request restriction of processing under certain circumstances.
• Objection: Object to processing of your data for certain purposes.
• Withdraw Consent: Withdraw consent where processing is based on consent.
• Complaint: Lodge a complaint with a supervisory authority.

To exercise these rights, contact us at privacy@talentsift.co. We will respond within 30 days.

8. International Data Transfers

Your data may be transferred to and processed in countries other than your own. We ensure appropriate safeguards are in place, including Standard Contractual Clauses (SCCs) approved by the European Commission for transfers from the EU/EEA.

9. Children's Privacy

TalentSift is not intended for use by individuals under the age of 16. We do not knowingly collect personal data from children. If you believe we have collected data from a child, please contact us immediately.

10. Cookies & Tracking

We use cookies and similar tracking technologies:

• Essential Cookies: Required for the platform to function (authentication, security).
• Analytics Cookies: Help us understand how users interact with our platform.
• Preference Cookies: Remember your settings and preferences.

You can control cookies through your browser settings. Note that disabling cookies may limit platform functionality.

11. Third-Party Links

Our platform may contain links to third-party websites. We are not responsible for the privacy practices of these sites. We encourage you to read their privacy policies.

12. Changes to This Policy

We may update this privacy policy from time to time. We will notify you of material changes by email or prominent notice within the platform. The "Last updated" date at the top reflects the most recent revision. Continued use after changes constitutes acceptance.

13. Contact Us

If you have questions, concerns, or requests regarding this privacy policy or our data practices, please contact us: