Privacy Policy

Effective Date: Sep 1, 2025

TalentMatchAI (“we,” “our,” “us”) is committed to protecting your privacy. This Privacy Policy explains how we collect, use, store, and share your personal information when you use our Services, in compliance with PIPEDA (Canada), GDPR (EU/EEA/UK), and other applicable laws.

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1. Information We Collect

We collect the following categories of information:
• Account Information: Name, email address, username, company details.
• Candidate Information: Resumes, CVs, cover letters, job history, skills, education, and other data submitted by candidates. Candidate data may be provided directly by Candidates (end users) or uploaded by Customers (employers/organizations), who are responsible for ensuring they have the appropriate legal basis (e.g., candidate consent) to process and share such data.
• AI Processing Data: Data processed through OCR, parsing, AI-based matching, and chatbot interactions.
• Usage Data: Log files, IP addresses, browser type, device identifiers, and analytics data.
• Payment Data: Billing information, where applicable.

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2. How We Use Information

We use personal information to:
• Provide, operate, and improve our Services.
• Parse, analyze, and match resumes to job opportunities using AI.
• Respond to inquiries and provide customer support.
• Ensure security and prevent fraud.
• Comply with legal obligations.

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3. AI Processing

Our Services include Artificial Intelligence (AI) functionality, such as resume parsing, candidate matching, and chatbots. This may involve processing personal information, including:
• AI Purpose: To improve candidate-job matching, streamline hiring workflows, and support user inquiries.
• Data Use Restrictions: We use Customer Data to train or improve AI models only for the Customer that is the controller of that data. We do not permit third-party providers to use your data for unrelated AI model training.
• Automated Decisions: Some AI functionality may involve automated processing that could significantly affect individuals. Upon request, we will provide meaningful information about the logic involved.
• Accuracy & Limitations: AI output may sometimes be inaccurate, outdated, biased, or limited. Users should not rely solely on AI-generated information for hiring, legal, medical, or financial decisions. Human review is strongly recommended.

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4. Legal Basis for Processing

We process personal data based on:
• Consent provided by the Customer.
• Performance of a contract.
• Legitimate interests (e.g., providing secure and efficient Services).
• Compliance with legal obligations.

When Candidates submit their own information directly, the legal basis is their consent.

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5. Sharing of Information

We may share data with:
• Service Providers & Sub-Processors: Hosting, cloud storage, analytics, payment, and support vendors.
• Legal & Compliance: Where required by law, court order, or legal process.
• Business Transfers: In the event of a merger, acquisition, or sale of assets.

All service providers are contractually bound to protect your data.

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6. International Transfers

Data may be transferred and processed outside of Canada, the EU/EEA, or the UK. When doing so, we ensure appropriate safeguards (e.g., Standard Contractual Clauses, adequacy decisions).

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7. Data Retention
• Account Data: Retained as long as the Customer account is active (including Free Plan Accounts).
• Candidate Data: Data submitted by Customers (employers/organizations) or Candidates will be retained until the Customer deletes it or their account is terminated.
• Post-Termination: Data is securely deleted or anonymized unless retention is legally required.

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8. Security

We implement technical and organizational safeguards, including encryption, access controls, and monitoring, to protect data against loss, misuse, and unauthorized access.

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9. Your Rights

Depending on your jurisdiction, you may have the right to:
• Access, correct, or delete your data.
• Withdraw consent.
• Object to processing.
• Request data portability.
• File a complaint with your local supervisory authority.

Requests can be submitted to privacy@talentmatchai.com

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10. Cookies & Tracking

We use cookies and similar technologies to:
• Enable login and authentication.
• Analyze usage patterns.
• Improve user experience.
• Support AI chatbot sessions.

You can manage cookie preferences via your browser. See our Cookie Policy for details.

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11. Children’s Privacy

Our Services are not directed to individuals under 16. We do not knowingly collect data from children.

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12. Changes to this Policy

We may update this Privacy Policy from time to time. Updates will be posted on our website with a new effective date.

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13. Contact Us

If you have questions or concerns about this Privacy Policy, contact us at:

TalentMatchAI Privacy
privacy@talentmatchai.com

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By using TalentMatchAI, you acknowledge that you have read and understood this Privacy Policy.