TalentNet Terms of Use

Glossary

ATS: Application Tracking System

Candidate: An individual who creates a profile on TalentCommunity to apply for employment opportunities.

EOR: Employer of Record

Documentation: Documentation refers to both the included user manual and guidelines provided inside the application. E.g. error messages, interface messaging.

Recruiter: An authorized user of a client organization who uses TalentBench to evaluate candidates and manage hiring activities.

User ID: The unique email address provided by end user to access the software.

VMS: Vendor Management System

Website Visitor: Any individual who accesses TalentNet.com without registering for or using the Software, including those who submit inquiries through the contact or prospecting forms on the Website.

Roles and Relationships

Understanding Your Role

TalentNet facilitates connections between candidates and employers through its platform. The following describes how different parties interact with candidate data:

Entity Bucket	Role	Description of role in the Platform
1: Client	Data Controller/Owner	Data Controller. Determines purposes and means of processing candidate data through TalentNet’s platform to operate their direct source recruiting program.
2: Candidate	Platform User: TalentCommunity operator	Data Subject. Submits personal information (resume, contact details, skills, employment/education history) via TalentCommunity to apply for job opportunities from Client.
3: TalentNet	Platform that enables Talent Attraction and Hiring Marketplace; Data processor	Provides and maintains the technical infrastructure (TalentBench/TalentCommunity) that enables candidate profile creation, storage, and matching; implements authentication, security controls, and data retention policies; facilitates data flow between candidates, recruiters, and client VMS systems and/or ATS systems, while maintaining client data separation.
4: Recruiters	Platform User: TalentBench operator; Data processor	Initiate and manage all data processing on TalentBench including creating lead profiles, searching candidate pools, viewing resumes, evaluating applicants, making hiring decisions, and determining which successful candidates advance to the client VMS for continued employment processing. This data is contained and processed within the TalentNet platform.
5: Client VMS	Job Source integration; Data Processor	Receives successful candidate data, the Job ID, including interview scheduling and job application history (this includes all activity of a job being applied to through a candidate scheduling interviews and job offer and acceptance) from TalentNet. Downstream employment processes, which includes, background checks, onboarding, and integration with HR systems of record. *This data is not contained or processed in the TalentNet platform.
6: 4th Parties (EOR/Payroll) *1	Employee of record or Payroller; Data controller and Data processor	Process successful candidate data received from client VMS or client HR systems for employment administration including payroll processing, benefits management, tax withholding, and compliance reporting as subprocessors to the enterprise client. *This data is not contained or processed in the TalentNet platform.
7: Client ATS *2	Job Source Integration; Data Processor	Applicant data (candidate profile and resume file) for jobs applied. All applicant review activity happens on the ATS side.

*1 Depending on the client, a 4th party may or may not exist.

*2 Depending on the client’s Applicant Tracking system and integrations that already exist.

Platform/Vendor Processing

Platform/Vendor	Platform Processing
AWS	TalentNet’s AI capabilities are hosted on our Virtual Private Cloud infrastructure, built on Amazon Bedrock, AWS’s fully managed service providing access to high-performing foundation models through a unified API. All services are built to operate within the domain of Talent Attraction and Acquisition using recruiter queries, job data and candidate data (with appropriate anonymization depending on the tool). Data is not transmitted outside the AWS boundary and does not persist beyond immediate processing requirements. AI models do not train on customer or candidate data.
TextKernel	Parses uploaded resumes to extract structured data, removes personally identifiable information during parsing, and indexes anonymized resume content for skills-based candidate matching. Returns candidate IDs and relevance scores. TextKernel briefly accesses full resumes during the parsing operation but does not retain data beyond the immediate transaction.

For detailed information about how your personal data is collected, used, and protected, please review our Privacy Policy.

Uses

Subject to the terms and conditions set out herein, TalentNet shall make available to you, the Software. TalentNet shall provide the Software at an Internet address published by TalentNet.

The nature of the Software provided to you will depend on your relationship with TalentNet. The Software is further described in the Documentation made available by TalentNet.

In connection with these ToU and subject to the restrictions set forth herein, TalentNet hereby grants to you, a royalty-free, limited, non-exclusive, non-transferable, non-assignable license to

You shall register with TalentNet to obtain valid credentials for accessing the Software. The Software may only be accessed by permitted users, using valid credentials registered with TalentNet (User ID and password) in a manner described in the Documentation.

TalentNet’s provision of the Software to you is non-exclusive, and nothing in these ToU shall prevent or limit TalentNet from providing Software to other users.

You shall have no right to grant any rights to the Software or any component(s) thereof. You may not resell, rent, license or make available the Software to any third party, or otherwise commercially exploit the Software.

For Website Visitors

If you are visiting TalentNet.com (the “Website”) without registering for or accessing the Software, these Terms apply to your use of the Website. Visiting the Website does not create a user account or grant you access to TalentBench or TalentCommunity.

When you submit an inquiry, contact, or prospecting form on the Website, you agree that you will:

• provide accurate and truthful information, including your name, business email address, company name, and the nature of your inquiry;
• consent to TalentNet using that information to respond to your inquiry and to contact you about TalentNet’s products and services;
• not submit false, misleading, or unauthorized third-party contact information.

TalentNet.com may use cookies and web analytics tools to understand how visitors interact with the Website. By continuing to use the Website, you consent to such use. For full details on data collection and your choices, please review our Privacy Policy at [Privacy Policy link].

For All Users

When accessing the Software, you agree that you will:

• properly identify yourself using user credentials registered with TalentNet;
• not misrepresent your identity or authorization to act on behalf of others;
• not use, misuse or otherwise access the Software in any way which may impair the functionality of the Software or impair the ability of other users to use the Software or impair the ability of TalentNet to deliver services to others;
• not attempt to view, access or copy any material or data other than that to which you have been authorized access;
• not extract data or store data output by Software solely for display;
• correctly identify the sender of all electronic transmissions sent through the Software;
• not modify the Software as provided by TalentNet in any way;
• not disassemble, decompile, copy, reverse engineer, translate or make derivative works of any software in the Software and used in the delivery of the Software;
• use Software for lawful purposes only, and in accordance with any applicable legislation or administrative rule;
• not perform, or aid others in performing, penetration tests, DDoS attack test or any kind of security test on the Software;
• not attempt to compromise the functionality, security or integrity of the Software or any infrastructure used in its delivery or assist others in so doing.

You also agree to reasonably assist TalentNet in preventing unauthorized access to the Software provided by TalentNet.

For Candidates

When using TalentCommunity, you agree that you will:

• provide accurate and truthful information in your profile and applications;
• not upload government-issued identification documents (Driver’s License, Passport, Health Cards), social insurance/security numbers, or banking and credit information, except where such information may incidentally appear in your resume or application materials;
• not upload any inappropriate or illegal content including but not limited to pornography and/or gambling;
• understand that your profile and application data is only visible to recruiters and hiring manager within the specific client organization(s) you have applied to, and is not shared across different client organizations;
• understand that you may receive communications related to your applications and job opportunities from the client organization through the Software.

For Recruiters

When using TalentBench, you agree that you will:

• only access candidate data within your authorized client organization’s candidate pool;
• use candidate data solely for legitimate recruiting and hiring purposes on behalf of your organization;
• not use the Software in a manner to transmit, input or store any data that breaches any third party right (including intellectual property rights and privacy rights) or that is objectionable, incorrect or misleading;
• not send illicit electronic messages via email or SMS in contravention of local or international SPAM laws;
• handle candidate information in accordance with your organization’s policies and applicable privacy laws;
• understand that successful candidates you advance may have their data transferred to your organization’s VMS or other downstream employment systems.

When AI tools are enabled for your organization, you have access to AI-powered capabilities subject to the AI Tools section of these Terms. Use of AI tools is optional and subject to additional responsibilities detailed below.

When SMS messaging features are enabled for your organization, you agree to comply with all SMS Messaging terms and restrictions detailed below.

AI Tools

Availability and Activation

TalentNet offers AI-powered capabilities within TalentBench to assist recruiters with job optimization and candidate engagement. AI tools are disabled by default and must be explicitly approved and enabled by your organization before use. AI tools are not available in TalentCommunity and cannot be accessed by candidates.

TalentNet provides two categories of AI capabilities:

AI Productivity Tools – Non-promptable AI features that optimize, standardize, or summarize data you are already viewing or editing. These tools do not retrieve additional candidate or job data beyond what is currently displayed to you. Examples include job description optimization and profile summarization.

AI Agents – Conversational AI assistants that can analyze data, answer recruitment queries, and perform research tasks. These tools may retrieve and analyze candidate data, job postings, and search results from your organization’s authorized data pool to respond to your requests. All outputs remain recommendations subject to your review and approval.

Additional AI capabilities may be introduced over time. TalentNet will notify authorized users when new AI tools become available.

How AI Tools Work

AI Productivity Tools:

When you use AI productivity features while viewing or editing content (such as job descriptions or candidate profiles), the tool analyzes only the data currently displayed on your screen. The tool processes this information and provides optimization recommendations or standardized summaries. All suggestions require your explicit acceptance before being applied. You maintain full control over which recommendations to accept or reject.

AI Productivity Tools process only the specific content you are actively working with – no additional candidate personal information or job data is retrieved. For job-related tools, only job description text and related posting content is used. For profile-related tools, the system processes de-identified profile data (with personally identifiable information removed) and parsed resume content for the specific candidate profile you are viewing.

AI Agents:

AI Agents are conversational assistants designed exclusively for recruitment activities. When you submit a query to an AI Agent:

• Your query is first analyzed for potential bias or discriminatory content using AWS Bedrock Guardrails
• If bias is detected, the query is blocked, logged for review, and you receive notification
• If the query passes screening, the agent determines whether candidate or job data is needed to provide an accurate response
• When necessary, the agent retrieves relevant anonymized candidate data from your organization’s authorized data pool using existing search systems
• Retrieved data is sent to AWS Bedrock foundation models as context to generate a response to your specific query
• The agent provides recommendations and insights, but all hiring decisions remain entirely within your control

AI Agents may also analyze search results, generate text responses, and perform research tasks within the scope of recruitment activities. Despite these capabilities, agents provide recommendations only – all final decisions require human review and approval.

Data Processing by AI Tools

What Data is Processed:

AI Productivity Tools:

• Job description text, job titles, role requirements, and related posting content (no personal information)
• Profile data and parsed resume content with personally identifiable information removed (including work experience, skills, education, and qualifications, but excluding names, contact details, and other direct identifiers)

AI Agents:

• Your queries and conversation history
• Anonymized candidate profile information (skills, work history, education, resume content with personally identifiable information removed)
• Job postings and search results
• Recruiter names in recruiter teams (for context only)

Limitations on Data Sent to AI Providers:

TalentNet minimizes the data sent to AWS Bedrock. AI Agents only retrieve and share anonymized candidate information necessary to answer your specific query. Not all candidate data in your organization’s pool is accessible to AI tools – only search results relevant to your query are processed. AI Productivity Tools process only the specific content currently displayed to you, with personal identifiers removed before processing.

Platform Processing:

AI tools utilize TalentNet’s AWS infrastructure to host foundation models that generate recommendations and responses. When you use AI tools, the data described above is transmitted within our infrastructure boundaries and not to external vendors. Foundation models are pre-trained and do not use your data or candidate data for model training. Data does not persist in the AWS infrastructure beyond the immediate API transaction.

TalentNet’s Data Retention for AI Quality:

To ensure AI tools function ethically and effectively, TalentNet retains logs of AI tool usage, including queries, context provided to the AI, and responses generated. These logs are used exclusively for:

• Periodic bias and discrimination audits
• Quality assurance and accuracy monitoring
• Detection of AI hallucinations or drift
• Improvement of bias detection controls
• Compliance verification

AI conversation logs are retained for 18 months and automatically deleted thereafter. Logs are accessible only to authorized TalentNet support and compliance personnel for audit and quality purposes. Client organizations cannot access these logs. TalentNet does not delete logs before the 18-month retention period as they are required for ongoing audit and compliance obligations.

Your Responsibilities When Using AI Tools

When using AI-powered features, you agree to:

• Use AI tools only for legitimate recruitment and hiring purposes
• Review all AI-generated recommendations critically before taking action
• Not rely solely on AI recommendations for hiring decisions – human judgment is required
• Not attempt to bypass or circumvent bias detection controls
• Not use AI tools to generate discriminatory, harassing, or inappropriate content
• Not input data unrelated to recruitment activities into AI tools
• Understand that AI-generated content may contain errors, inaccuracies, or hallucinations
• Verify important information from AI responses before acting on it
• Report any concerning AI behavior, bias, or errors to TalentNet immediately

Bias Prevention and Ethical Controls

TalentNet implements multiple safeguards to prevent discriminatory use of AI tools:

• Pre-screening: All queries are analyzed for bias using Security Guardrails before candidate data is accessed
• System-level prompts: Background prompts that are inaccessible to users restrict and focus content generation within the confines of recruitment activity
• Prompt restrictions: AI tools are configured to refuse requests for discriminatory analysis
• Monitoring: All AI interactions are logged and subject to regular bias audits
• Human oversight: AI tools provide recommendations only – all decisions require human review and approval
• Security Guardrails: Infrastructure-level content filtering detects and blocks harmful content including hate speech, discriminatory language, and inappropriate queries

Despite these controls, AI systems can produce unexpected or biased outputs. You are responsible for recognizing and rejecting any inappropriate AI-generated content. TalentNet’s bias controls are designed to reduce risk but cannot guarantee bias-free outputs in all circumstances.

AI Tool Limitations and Disclaimers

You acknowledge and agree that:

• AI tools provide recommendations and assistance, not professional hiring advice
• AI-generated content may be inaccurate, incomplete, or misleading
• AI tools may occasionally “hallucinate” information not present in the underlying data
• TalentNet does not guarantee that AI recommendations will improve hiring outcomes
• AI tool availability may be interrupted for maintenance, updates, or technical issues
• The quality and accuracy of AI responses depends on the quality of your queries and available data
• AI tools are evolving technology and may behave unpredictably
• You are solely responsible for all hiring decisions, regardless of AI recommendations

Disabling AI Tools

Your organization may request that AI tools be disabled at any time by contacting TalentNet. Upon receiving such request, TalentNet will disable AI features within a reasonable timeframe. Disabling AI tools does not affect access to core platform functionality.

Changes to AI Capabilities

TalentNet may modify, update, enhance, or discontinue AI tools at any time without prior notice. Changes may include:

• Updates to underlying AI models or infrastructure
• Modifications to bias detection and control mechanisms
• Addition of new AI features or capabilities within existing categories (AI Productivity Tools or AI Agents)
• Introduction of new AI capability categories
• Changes to data processing practices

Material changes to how AI tools process candidate personal information will be communicated to authorized administrators with reasonable advance notice.

AI Tool Incidents

If you experience any of the following while using AI tools, report it immediately to TalentNet support:

• AI-generated content that appears biased or discriminatory
• AI responses that contain obviously false or hallucinated information
• Suspected data leakage or privacy violations
• AI behavior that seems inappropriate or concerning
• Technical errors or malfunctions

TalentNet will investigate reported incidents and take appropriate corrective action, which may include temporarily disabling AI tools, adjusting controls, or updating systems.

To report any issues, errors, hallucinations or complaints please email tech-support@talentnet.com or alternatively create a ticket.

SMS Messaging

Availability and Consent

TalentNet offers SMS messaging within TalentBench for direct recruiter-to-candidate communication. SMS features are disabled by default and must be enabled by your organization. Available for United States and Canadian phone numbers only.

SMS messaging is designed for individual or small-group recruiting communications, not mass marketing or broadcast campaigns. TalentNet’s SMS messaging practices align with CTIA Messaging Principles and Best Practices.

User Acknowledgments:

• Standard message and data rates may apply
• Message frequency varies based on recruiting activity
• See our Privacy Policy at [Privacy Policy link] for data handling practices

Your Obligations: You will only send SMS to candidates who have provided their phone number through the Software or explicitly consented to receive recruiting SMS from your organization. You must honor all opt-out requests immediately and send messages only for active recruiting purposes.

Permitted Use

SMS messaging may only be used for:

• Direct communication about specific applications (interview scheduling, status updates, recruiter introductions)
• Time-sensitive recruiting communications
• Follow-up with candidates you are actively recruiting
• Small-group coordination (e.g., group interview scheduling)
• Responses to candidate inquiries

Prohibited Use

You agree NOT to:

• Send mass marketing, promotional, or advertising messages
• Broadcast to your entire candidate pool or large segments
• Message candidates with no active recruiting relationship
• Continue messaging after opt-out requests
• Send profane, abusive, harassing, threatening, or illegal content
• Violate TCPA, CAN-SPAM, CASL, or other telecommunications regulations
• Send messages outside reasonable hours (generally 8 AM – 9 PM recipient local time)
• Use phone numbers for purposes other than recruiting through TalentNet
• Send phishing, malware, or fraudulent content
• Misrepresent your identity or organization

Opt-Out and Compliance

Opt-Out Methods:

Candidates may opt out by:

• Replying STOP, UNSUBSCRIBE, CANCEL, END, or QUIT
• Replying with any clear request to stop messages
• Emailing tech-support@talentnet.com
• Submitting a support ticket

Your Obligations:

• Immediately stop messaging when candidate opts out
• No additional confirmation required from candidate
• Respect opt-out unless candidate explicitly re-consents

Opt-Out Scope: Opt-outs apply organization-wide. If one recruiter receives an opt-out, other recruiters in your organization must also stop messaging that candidate unless fresh consent is provided.

Help Requests: Be prepared to provide information about message purpose and opt-out instructions when candidates reply with HELP or INFO.

Message and Data Rates

Candidates should be informed that standard message and data rates may apply when providing their phone number or consenting to SMS.

Geographic Restrictions

SMS messaging is available only for US and Canadian phone numbers. Messages will not be delivered outside these jurisdictions.

Carrier Guidelines and Filtering

SMS messages are subject to mobile carrier terms, policies, and filtering. TalentNet does not guarantee delivery as carriers may block, filter, rate-limit, or reject messages.

Your Responsibilities

When using SMS messaging:

• Send only to candidates with active recruiting relationships
• Use SMS as a professional communication tool, not spam
• Honor all opt-out requests immediately
• Send messages only during reasonable hours (generally 8 AM – 9 PM recipient local time)
• Limit frequency appropriately for recruiting context
• Keep content professional, truthful, and recruiting-relevant
• Identify yourself and your organization in initial messages
• Stop messaging immediately if candidate requests or reports harassment

Monitoring and Enforcement

TalentNet monitors SMS activity to ensure appropriate use and compliance. TalentNet may review message content, suspend or terminate access for violations, report violations to authorities or carriers, and implement rate limits or content filtering.

Limitations and Disclaimers

You acknowledge:

• Delivery is not guaranteed due to carrier limitations, network issues, or device status
• TalentNet is not responsible for delayed, blocked, or undelivered messages
• Carriers may charge recipients for incoming messages
• Recipients need compatible devices and service plans
• International messaging is not supported
• Messages may be split into multiple segments due to length limitations

Liability for SMS Violations

You are solely responsible for compliance with SMS laws and regulations including TCPA, CASL, and applicable carrier requirements. You agree to indemnify and hold harmless TalentNet from any claims, damages, fines, or penalties arising from your SMS use, including violations of messaging regulations or inappropriate candidate communications.

SMS Service Modifications

TalentNet may modify, suspend, or discontinue SMS features at any time due to carrier requirements, regulatory changes, technical limitations, or Terms violations. Material changes to SMS data processing will be communicated with reasonable advance notice where feasible.

To report SMS-related issues or compliance concerns, please email tech-support@talentnet.com or create a support ticket.

TalentNet Rights and Modifications

TalentNet reserves the right in its sole discretion to edit, add to or delete any of the documentation, services, data files or other components of the Software from time to time without prior notice. Furthermore, TalentNet shall have the right at any time and from time to time to modify the Software or components thereof as TalentNet may determine in its sole discretion.

You acknowledge and agree that no product or service of TalentNet other than the Software, provided hereunder, shall be deemed to have been licensed, or provided to you under the ToU.

Except for the rights granted to you hereunder, you shall have no right, title or interest in and to the Software or any component(s) thereof, including, without limitation, the Documentation, or to any of the patents, copyrights, trade secrets, trademarks, mask works, inventions, source code, object code, listings and documentation related thereto, together with all revisions, modifications, alterations, and derivative works thereof in all forms.

Term

These ToU are effective from the moment you access the software. The rights and licenses granted to you under these ToU or otherwise shall immediately terminate upon the termination or expiration of your profile, and you shall immediately cease using the Software. TalentNet shall cease providing access of the Software to you. Upon termination, TalentNet shall have no obligation to maintain data input by you using the Software (including any data relating to your profile) and may delete any information previously provided by you through the Software in accordance with our data retention policies, without additional notice.

Disclaimer and Limited Warranty

The Software is a service provided by TalentNet, and is one of several services, provided by TalentNet. You expressly acknowledge that the Software may contain, or be prone to bugs, errors or other problems that could cause system interruptions. Absolutely no warranty or conditions of merchantability or fitness for a particular purpose shall be provided for the Software. Results delivered by the Software, or otherwise, shall not be relied upon, and do not constitute professional advice, and should be used with caution and in accordance with these ToU.

The software including any associated documentation are provided “as is”. To the extent authorized by law, TalentNet makes no representations or warranties, either express or implied, regarding the software or documentation, including, but not limited to any implied warranties of merchantability and fitness for a particular purpose. TalentNet also expressly disclaims any and all warranties relating to noninfringement of third-party rights, merchantability, satisfactory quality, or ability to integrate the software with other products or services.

In particular, TalentNet does not represent or warrant, and disclaims any representation or warranty that:

• the Software will meet your requirements;
• provision of the Software will be continuous, timely, secure or uninterrupted;
• the Software will be error free;
• errors resulting from use of the Software will be corrected;
• the Software will accept data from, provide data to, or otherwise operate in conjunction with any other software program;
• security measures used in the provision of the Software will meet all of your specific requirements.

Under no circumstances and under no legal theory (tort, contract, or otherwise) shall TalentNet, its affiliates or anyone else who has been involved in the creation, production or delivery of the software be liable to you or any other person for any direct, indirect, special, incidental, or consequential damages of any character including, without limitation, damages for loss of goodwill, work stoppage, computer failure or malfunction, or any and all commercial losses, even if TalentNet or an affiliate has been informed of the possibility of such damages, or for any claim by any third party.

Privacy

You agree that the Privacy Policy as modified from time to time, shall be applicable to you. The Privacy Policy can be found at https://talentnet.com/talentnet-privacy-policy/.

TalentNet may collect usage data as the result of your use of the Software. Such information will be used solely to improve TalentNet’s product offerings and is handled in accordance with our Privacy Policy.

You may receive communications from TalentNet and/or client organizations related to platform updates, security notices, and job opportunities relevant to your profile.

When AI tools are enabled and used, queries, anonymized or de-identified candidate data, and job information are processed by AWS Bedrock foundation models within TalentNet’s AWS infrastructure as described in the AI Tools section. TalentNet retains AI conversation logs for quality assurance and bias auditing purposes as detailed in our Privacy Policy. These logs are retained for 18 months and automatically deleted thereafter.

Miscellaneous

These ToU set forth all your rights to use the Software and make up the entire agreement between you and TalentNet with respect thereto. This ToU supersedes any other communications, representations or advertising relating to the Software.

You may not assign your rights under this license without the express written permission of TalentNet.

If any provision of this license is held invalid, the remainder of this license shall remain in full force and effect. To the extent that an otherwise invalid provision can be construed so as to be valid, that provision shall be so construed.

All rights not expressly set forth hereunder are reserved by TalentNet.

The descriptive headings in this license have been inserted for convenience and shall not limit or otherwise affect the construction or interpretation of this license.

No provision hereof shall be deemed waived unless there is a written waiver signed by an authorized TalentNet representative.

The ToU shall be governed by and construed in accordance with the laws of Ontario, Canada. You irrevocably and exclusively attorn to the jurisdiction of the courts of Ontario, Canada.

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Document Version: 2.2
Last Updated: February 2026