TalentNet Privacy Policy

Welcome to TalentNet!

This Privacy Policy explains how TalentNet Inc. (“TalentNet,” “we,” “us,” or “our”) collects, uses, and protects personal information. This policy applies to:

Website Visitors – individuals who visit www.talentnet.com to learn about our services
Platform Users – candidates and curators who use the TalentNet Platform through our Client organizations

Important: If you are a candidate or curator using the TalentNet Platform, you are also subject to the privacy policy of the Client organization (the Data Controller) and the curation partner operating the platform. This Privacy Policy describes TalentNet’s role as a data processor for Platform services.

PART 1: WEBSITE VISITORS (www.talentnet.com)

This section applies to individuals who visit our corporate website to learn about TalentNet’s services, request information, or schedule demonstrations.

What Information We Collect from Website Visitors

When you visit www.talentnet.com, we collect:

Contact Information You Provide:

Name
Business email address
Phone number
Company name
Job title
Information provided through “Contact Us” forms or demo requests

Automatically Collected Information:

IP address
Browser type and version
Device information
Pages visited and time spent
Referring website
Cookie data (see Cookie Policy below)

How We Use Website Visitor Information

We use your information to:

Sales and Marketing:

Respond to your inquiries about our services
Schedule product demonstrations
Send information about TalentNet’s services, features, and updates
Invite you to seminars, webinars, and conferences
Develop sales leads and business opportunities

Analytics and Improvement:

Analyze website usage through Google Analytics
Improve website content and user experience
Evaluate marketing campaign effectiveness

Legal Compliance:

Comply with legal obligations
Respond to lawful requests from authorities

Legal Basis for Processing (Website Visitors)

Consent: Marketing communications (you can withdraw consent at any time)

Legitimate Interests: Responding to inquiries, operating our website, business development, analytics

Contract Performance: Providing information or services you requested

Marketing Communications

You Consent to Marketing:

When you provide your contact information through our website, you consent to receive marketing communications from TalentNet about our services, including:

Email newsletters and product updates
Information about new features and services
Invitations to events, seminars, and webinars
Sales-related communications

How to Opt Out:

You can opt out of marketing communications at any time by:

Clicking “unsubscribe” in any marketing email
Emailing privacy@talentnet.com
Updating your preferences through links in our communications

Opting out of marketing does not affect our ability to send you transactional or service-related communications.

Data Retention

Website Visitors

Data Type	Retention Period	Details
Active Sales Leads	While engaged	Retained while you remain engaged with our sales process.
Marketing Contacts	Until opt-out or deletion request	Retained until you opt out or request deletion.
Inactive Contacts	2 years	Deleted after 2 years of no engagement or response.
Analytics Data	Up to 24 months	Website usage data retained up to 24 months.

Platform Users – Candidates

Data Type	Retention Period	Details
Candidate Profile Data	2-5 years from last activity	Determined by Client organization configuration. Specific retention period depends on Client policies.
Inactive Candidate Profiles	2 years	Profiles with no activity for 2 years are automatically deleted.
Application and Communication History	2-5 years (matches candidate profile)	Job applications, interview notes, recruiter communications retained same period as associated candidate profile.
SMS Opt-Out Records	Indefinite	SMS opt-out records and consent withdrawal records retained indefinitely to honor preferences.
AI Interaction Logs (Candidate Data)	18 months	Logs where candidate data was processed by AI tools retained for bias auditing and quality assurance, then automatically deleted.

Platform Users – Curators

Data Type	Retention Period	Details
Curator Account Data	Duration of Client relationship + 2 years	Retained while Client relationship is active, plus 2 years after contract termination.
Curator Activity Logs	Duration of Client relationship + 2 years	Search history, candidate reviews, communications retained for same period as account data.

All Platform Users

Data Type	Retention Period	Details
Backup Data	2 weeks online, 1 year archived	Online backups retained 2 weeks, then archived for 1 year before permanent deletion.
Legal Hold	As required by law	Data may be retained longer when required by law, to resolve disputes, or defend legal claims.

Your Rights:

Candidates and Curators can request deletion by contacting the Client organization or privacy@talentnet.com.
Deletion requests are subject to applicable law and Client retention policies.

Website Visitor Rights

You have the right to:

Access the personal information we hold about you
Correct inaccurate information
Request deletion of your information
Object to marketing communications
Withdraw consent at any time
Lodge a complaint with supervisory authorities

Contact privacy@talentnet.com to exercise these rights.

Cookies (Website Visitors)

See Cookie Policy section below for detailed information about cookies used on www.talentnet.com.

PART 2: PLATFORM USERS (Candidates and Curators)

This section applies to individuals who use the TalentNet Platform through Client organizations.

Understanding Your Privacy: The Three-Party Relationship

When you use the TalentNet Platform:

Client Organization (Data Controller):

Determines why and how your data is processed
Responsible for collecting your initial consent
Makes decisions about hiring and candidate management
Their privacy policy applies to you

Curation Partner (Data Processor):

Operates the TalentNet Platform on behalf of the Client
Accesses and manages candidate data under Client direction
Their privacy policy may also apply to you

TalentNet (Platform Provider/Sub-Processor):

Provides the technical platform and infrastructure
Processes data according to Client instructions
This Privacy Policy describes our role and responsibilities

Important: For questions about how your data is used, contact the Client organization or curation partner first. TalentNet processes your data on their behalf.

What Is Personal Information

Personal Information covers any information about an identifiable individual. This includes information that is factual or subjective in nature, whether it is recorded or not.

For California residents: Personal Information includes any information that identifies, relates to, describes, or could be reasonably linked with you or your household.

For EU/UK residents: Personal Data means any information relating to an identified or identifiable natural person.

What Platform User Information TalentNet Processes

TalentNet processes the following categories of personal information on behalf of Client organizations:

Candidate Information (TalentCommunity Users):

Profile information: name, photograph, contact details (address, phone number, email)
Resume/CV: work history, skills, achievements, awards, languages, references, education, qualifications
Job preferences: salary expectations, contract type, tax status, preferred hours and location, job search status, right to work, availability
Application data: jobs applied to, application history, interview records
Diversity information: gender, veteran status, disability, orientation, date of birth (voluntary and separate from main platform)
Communication records: messages with recruiters, email history, SMS communications (if consented)
Technical data: IP address, browser type, device information, usage data
Client-added data: recruiter notes, assessments, interview feedback

Curator Information (TalentBench Users):

Account information: name, business email, phone number
Company/organization name
User credentials: username, password, login data
Activity data: candidate reviews, communications, search history

SMS Communications Data (Optional):

Mobile phone number
SMS consent and opt-out status with timestamps
Message delivery status
Carrier information

How Platform User Data Is Collected

Candidate profiles can be created through:

Job applications with Client organizations (e.g., through job boards)
Direct registration to a TalentNet-powered TalentCommunity (via employer career pages, job boards, social logins, or API integrations)

TalentNet always seeks your consent before processing your data through the Platform. We may contact you via email or SMS if you create a profile but have not completed consent.

How TalentNet Uses Platform User Data

TalentNet processes your data on behalf of Client organizations for the following purposes:

Purpose Category	Specific Uses
Core Platform Services	Maintaining and operating the TalentNet Platform Facilitating communication between candidates and recruiters Matching candidates to job opportunities Processing job applications Providing search functionality Storing and retrieving candidate profiles and application history
Platform Features	AI-powered candidate matching and recommendations Resume parsing and skills extraction (via TextKernel) SMS communications between recruiters and candidates (if enabled) Analytics and reporting for Client organizations
Platform Improvement	Developing and improving Platform features Conducting usage analytics Identifying and fixing technical issues
Security and Compliance	Protecting Platform security and preventing fraud Maintaining audit logs and compliance records Conducting bias audits on AI systems
Legal Obligations	Complying with applicable laws and regulations Responding to lawful requests from authorities Maintaining required records

Legal Basis for Processing Platform User Data

TalentNet processes Platform User data based on:

Client Instructions (Primary):

We process your data according to instructions from the Client organization (Data Controller)
The Client determines the legal basis for processing (typically consent or contract)

Legitimate Interests:

Platform security and fraud prevention
Technical improvements and bug fixes
AI bias audits and quality assurance

Legal Obligations:

Compliance with applicable laws
Mandatory reporting requirements
Data breach notifications

Data Retention (Platform Users)

Data Type	Retention Period	Details
Candidate Profile Data	2-5 years from last activity	Determined by Client organization configuration. Specific retention period depends on Client policies.
Inactive Candidate Profiles	2 years	Profiles with no activity for 2 years are automatically deleted.
Curator Account Data	Duration of Client relationship + 2 years	Retained while Client relationship is active, plus 2 years after contract termination.
Application and Communication History	2-5 years (matches candidate profile)	Job applications, interview notes, recruiter communications retained same period as associated candidate profile.
Opt-Out Records	Indefinite	SMS opt-out records and consent withdrawal records retained indefinitely to honor preferences.
AI Interaction Logs	18 months	Conversation logs including queries, context, and AI responses retained for bias auditing and quality assurance, then automatically deleted.
Backup Data	2 weeks online, 1 year archived	Online backups retained 2 weeks, then archived for 1 year before permanent deletion.
Legal Hold	As required by law	Data may be retained longer when required by law, to resolve disputes, or defend legal claims.

Your Rights:

You can request deletion by contacting the Client organization or privacy@talentnet.com. Deletion requests are subject to applicable law and Client retention policies.

International Data Transfers

TalentNet operates infrastructure in the United States and European Union.

Infrastructure Location:

US Infrastructure: Approximately 85% of Clients use US-based AWS servers
EU Infrastructure: Approximately 15% of Clients use EU-based AWS servers

Client data is maintained in separate environments based on the Client organization. Your data is not transferred between US and EU infrastructure.

Transfers from Canada:

Appropriate safeguards include:

Standard Contractual Clauses with service providers
Adequacy decisions where applicable
PIPEDA-compliant contractual provisions

Transfers from the EU / EEA:

We rely on:

Standard Contractual Clauses (SCCs) approved by the European Commission
Adequacy decisions where applicable
Additional technical and organizational security measures

Contact privacy@talentnet.com for information about transfer safeguards or to request copies of SCCs.

Third-Party Data Sharing and Processors

TalentNet Platform Vendors (Sub-Processors)

Vendor	Role	Data Processed	Purpose	Location
AWS	Cloud Infrastructure	All platform data (encrypted)	Hosting, storage, AI services (Bedrock)	US / EU (separate environments)
TextKernel	Resume Parser	Resume files, candidate profile data (PII removed during parsing)	Extract structured data, skills-based matching	US (headquarters in Netherlands)

Client Systems (Data Leaves TalentNet Platform)

When candidates are successful, their data may be transferred to Client-controlled systems:

System Type	Role	Data Transferred	Controller
Client VMS (e.g., Beeline, Fieldglass)	Vendor Management System	Successful candidate data: profile, resume, application history, interview records	Client organization
Client ATS (various)	Applicant Tracking System	Applicant profile and resume for jobs applied through ATS	Client organization
EOR/Payroll Providers	Employment Processing	Successful candidate data from Client VMS or HR systems	Client organization or EOR

Important: Once data transfers to Client VMS, ATS, or EOR systems, it is no longer on the TalentNet Platform. The Client organization or their service providers become the Data Controller. Their privacy policies apply.

Data Isolation

Client Data Separation:

Your candidate profile and application data is only visible to:

Authorized curators within the specific Client organization(s) you applied to
TalentNet support and compliance personnel (for troubleshooting and audits only)

Your data is NOT shared across different Client organizations without explicit consent. Each Client maintains a separate, isolated data environment.

No Data Selling:

TalentNet does not sell, rent, or trade personal information to third parties for marketing purposes.

Automated Decision-Making and AI Processing

AI-Powered Candidate Matching:

TalentNet uses AI tools to assist curators with candidate matching to specific jobs. AI processes candidate profile data, skills, experience, and job requirements to generate recommendations, including:

Matching candidates to job profiles based on skills and qualifications
Providing recommendations based on alignment to job requirements
Generating profile summaries for curator review

Human Oversight:

All AI outputs are recommendations only. Hiring decisions are always made by human curators, not automated systems. A member of the curation team reviews AI recommendations before contacting or offering employment to any candidate.

Bias Prevention:

To minimize bias:

Personal identifying information is stripped before AI analysis when possible
AI queries are pre-screened for bias using guardrails
Regular bias audits are conducted on AI outputs
AI interaction logs retained for 18 months for audits

Your Rights:

Under GDPR Article 22 and similar regulations, you have the right to:

Object to automated decision-making that significantly affects you
Request human review of AI-assisted decisions
Understand the logic involved in automated decisions
Challenge the accuracy of AI outputs

Contact privacy@talentnet.com (or the Client organization) to request human review of AI-assisted decisions.

SMS Communications

Information We Process

When you consent to SMS messaging:

Mobile phone number
SMS consent and opt-out status with timestamps
Message delivery status
Carrier information (provided by mobile networks)

SMS is optional. You can use the Platform without SMS communications.

How SMS Is Used

SMS enables:

Curator-to-candidate communication about active applications
Interview scheduling and status updates
Time-sensitive recruiting communications
Response to candidate inquiries

We do not sell or rent phone numbers. We do not use phone numbers for marketing unrelated to recruiting. We do not share phone numbers across Client organizations without consent.

SMS Consent

Obtaining Consent:

Consent is obtained when you provide your phone number through the Platform and check the SMS consent box, or when you reply to an initial curator message.

By consenting:

You may receive SMS from curators about your applications
Standard message and data rates may apply
Message frequency varies based on recruiting activity
You can opt out at any time

Consent Scope:

Consent applies only to the specific Client organization(s) you applied to. Consent does not transfer between organizations.

Opt-Out Procedures

How to Stop Messages:

Reply STOP, UNSUBSCRIBE, CANCEL, END, or QUIT to any message, or email privacy@talentnet.com, or submit a support ticket.

We immediately stop sending messages and update your opt-out status.

Opt-Out Scope:

Opt-outs apply organization-wide. If you opt out from one curator, all curators in that organization stop messaging you unless you provide fresh consent.

Reply HELP or INFO to any message for assistance.

SMS Data Sharing

Mobile Carriers:

Messages are transmitted through carrier networks. Your phone number and message content are shared with carriers to deliver messages. Carriers apply their own privacy policies.

No Marketing Sharing:

Phone numbers are accessible only to authorized curators within Client organization(s) you applied to and TalentNet support/compliance personnel.

SMS Data Retention

Active Consent: Phone number and consent records retained while you maintain SMS consent

After Opt-Out: Phone number and opt-out status retained indefinitely to honor preference

Compliance Logs: SMS delivery logs retained for 18 months minimum for regulatory compliance (TCPA, CASL)

Account Deletion: Phone number and SMS data deleted per standard retention policies, except opt-out records

SMS Security

SMS communications use encryption in transit (TLS / SSL), secure storage in AWS, access controls, and regular security audits.

SMS messages are transmitted over carrier networks and may be readable by your carrier. SMS is not end-to-end encrypted.

Geographic Restrictions

SMS available only for US and Canadian phone numbers.

SMS Compliance

TalentNet’s SMS practices comply with TCPA (US), CASL (Canada), CTIA Messaging Principles and Best Practices, FCC regulations, and applicable state / provincial regulations.

Your SMS Rights

Opt Out: Stop messages at any time without affecting other services

Access: Request information about SMS consent status and phone numbers on file

Correction: Update incorrect phone numbers through your profile or by contacting us

Deletion: Request deletion of phone number and SMS data, subject to opt-out record retention

Contact privacy@talentnet.com for SMS privacy questions.

Platform Security

TalentNet acknowledges our duty to safeguard your Personal Information and uphold high standards of security. The TalentNet Platform is designed with our core principles of Security by Default and Privacy by Design.

Security Measures:

Data stored in secure AWS servers in locked data centers
Encryption where feasible
Industry-standard cryptographic protocols (SSL, TLS)
Robust encryption algorithms (AES, SHA)
Insecure ciphers disabled
Information Security Management System (ISMS)
Access controls limiting data access
Employee security training and awareness
Regular security audits and monitoring
Compliance with SOC 2 Type II, ISO 27001, ISO 27701, ISO 27017

Account Security:

Create a strong password, keep it confidential, and change it periodically. Safeguard the device you use to communicate with us.

Limitations:

Due to the inherently insecure nature of internet communication, we cannot guarantee complete security of information transmitted to our Website or Platform.

Your Rights as a Candidate

Important: Since Client organizations are the Data Controllers, you should first contact them to exercise your rights. They are responsible for responding to your requests.

You can also contact TalentNet at privacy@talentnet.com, and we will assist or refer your request to the appropriate Client organization.

Access: Request information about personal data we process on behalf of the Client

Rectification: Correct inaccurate information (TalentCommunity users can update profiles directly through the Platform)

Erasure: Request deletion of personal data

Objection: Object to processing for certain purposes (including AI processing)

Restriction: Request restriction of processing

Data Portability: Request a copy of your data in structured format

Withdraw Consent: Withdraw consent at any time (where processing is based on consent, such as SMS communications or Diversity surveys)

Lodge a Complaint: File a complaint with supervisory authorities

AI-Related Rights: Object to AI processing, request human review of AI-assisted decisions, understand logic of automated decisions

Limitations

We may not be able to fulfill your request if:

It prevents us from complying with regulatory obligations
We cannot verify your identity
It impacts other legal matters
It requires extraordinary cost or effort
The Client organization has not authorized the action

We will respond within a reasonable timeframe and provide an explanation if we cannot fulfill your request.

Curators

Curators use the TalentNet Platform as authorized operators on behalf of Client organizations in fulfillment of their contracted services. Curator access to Platform features and tools is determined by Client organization configuration and authorization.

California Residents’ Privacy Rights

Do Not Sell My Personal Information:

TalentNet does not sell your personal information to third parties.

Categories of Personal Information Collected:

Identifiers (name, email, phone, address)
Professional information (resume, work history, skills, education)
Demographic information (if voluntarily provided in Diversity survey)
Internet activity (IP address, browser type, usage data)
Geolocation data (city, state/province, country)

Categories of Sources:

Directly from you (profile registration, applications, communications)
Automatically collected (cookies, usage data)
From Client organizations (curator notes, interview feedback)

Business Purposes for Processing:

Providing recruiting platform services
Facilitating communication between candidates and curators
Matching candidates to job opportunities
Platform improvement and analytics
Security and fraud prevention
Legal compliance

Categories of Third Parties:

Cloud service providers (AWS, TextKernel)
Client organizations you applied to
Client VMS/ATS systems (for successful candidates)

Shine the Light Law:

We do not disclose personal information to third parties for their direct marketing purposes.

California residents can request information about data collected in the previous twelve months, reasons for collection, and entities with whom we shared it. TalentNet does not discriminate against California consumers who exercise their privacy rights.

Children’s Privacy

TalentNet’s services are not directed to individuals under 16 (or 13 in the US). We do not knowingly collect Personal Information from children.

If you are under 16 (or 13 in the US), do not use the TalentNet Platform or provide personal information. If we become aware we have collected information from a child without appropriate parental consent, we will delete it.

Contact privacy@talentnet.com immediately if you believe we have collected information from a child.

COOKIE POLICY

This Cookie Policy applies to both www.talentnet.com (website visitors) and the TalentNet Platform (platform users).

What Are Cookies

Cookies are small text files stored on your device when you visit our Website or use our Platform. Cookies help us provide, protect, and improve our services.

Cookies We Use

Essential Cookies (Required):

Session management and authentication
Security and fraud prevention
Load balancing and platform performance
User ID and session tracking

These cookies are necessary for functionality and cannot be disabled.

Analytics Cookies (Optional):

Google Analytics: Track website/platform usage, visitor behavior, performance
Retention: Up to 24 months
Purpose: Improve user experience and identify technical issues

Functional Cookies (Optional):

User preferences and settings
Language selection
Interface customization
Retention: Up to 12 months

How to Control Cookies

Browser Settings: Most browsers allow you to refuse cookies or delete existing cookies. Visit your browser’s help section for instructions.

Opt-Out Links: Google Analytics opt-out: https://tools.google.com/dlpage/gaoptout

Disabling cookies may affect functionality. Essential cookies cannot be disabled.

Third-Party Cookies

Our Website may contain links to third-party websites or integrations that set their own cookies. We do not control these cookies. Review third-party privacy policies for their cookie practices.

Local Storage

We use browser local storage (HTML5) to store:

User preferences
Session data
First and last name, work email (for logged-in users)

Local storage can be cleared through browser settings.

Updates

We may update our cookie practices. Check this policy regularly for changes.

GENERAL PROVISIONS

Complaints

We regularly review our compliance with this Privacy Policy and applicable privacy laws. If you have a complaint, contact us immediately at privacy@talentnet.com to register your complaint.

We will respond within a reasonable time and do everything reasonably practicable to resolve the complaint. If your complaint cannot be resolved between us, contact the relevant local data protection supervisory authority. We will work with appropriate regulatory and supervisory authorities to resolve complaints we cannot resolve directly.

You may contact us anonymously or using a pseudonym. Unless impracticable or we cannot respond reasonably, we will attempt to resolve your inquiry on that basis.

Contact Us

For privacy-related questions or comments, contact:

Data Protection Officer: Eddy Han
Email: privacy@talentnet.com
Address: 120 Eglinton Ave East, Suite 212, Toronto, Ontario, M4P 1E2

Eddy Han serves as TalentNet’s Data Protection Officer and is responsible for overseeing our privacy practices and ensuring compliance with applicable privacy laws. All privacy-related inquiries, complaints, data subject requests, and concerns should be directed to the Data Protection Officer.
<a href=”../../support”>Support contact page</a>

Bribery and Other Corrupt Behavior

TalentNet is committed to conducting business in accordance with the highest ethical standards and prohibits all forms of bribery and corruption. Both employees and contractors must abide by all applicable Anti-Bribery laws, including the Corruption of Foreign Public Officials Act, the Foreign Corrupt Practices Act, and local laws in every country in which we do business. TalentNet and its employees are prohibited from giving, promising, offering, or authorizing payment of anything of value to any government official to obtain or retain business, secure improper advantage, or improperly influence actions. TalentNet employees must also avoid the appearance of improper interactions with government officials.

Anti-Slavery and Human Trafficking Policy

TalentNet respects human rights and has zero tolerance for slavery and human trafficking in all forms.

TalentNet is opposed to all forms of human trafficking, slavery, servitude, forced or compulsory labour, and all other trafficking-related activities. We are committed to fully complying with all applicable international human rights standards, labour and employment laws, rules, and regulations, and to working to mitigate the risks of modern slavery and human trafficking in our business operations and supply chains.

TalentNet is committed to acting ethically and with integrity in the operation of its business, and requires the same commitment from its employees, contractors, suppliers, associates and business partners. TalentNet engages in ongoing assessment of parties it does business with to ensure they act in accordance with applicable laws and refrain from engaging in human trafficking, slavery, and similar practices.

TalentNet encourages openness and will support anyone who raises genuine concerns of slavery and human trafficking.

Last Updated: February 2026
Version: 2.0