Effective date: August 18, 2025
This Privacy Policy describes how TalentFormat ("we", "us", "our") collects, uses, and protects personal data when you use our software-as-a-service platform for formatting candidate CVs and related materials (the "Service").
1. Data Controller
For the purposes of applicable data protection laws, the controller of your personal data is the operator of the TalentFormat Service. Contact information is available on our website.
2. Scope
This Policy applies to personal data we process about account users and, as a processor, about candidates whose CVs/resumes and related materials you upload to the Service.
3. Data We Collect
- Account and Authentication Data: name, email, password or SSO identifiers, team membership, and role information.
- Billing Data: billing contact, subscription details, invoices, and limited payment information handled via our payment processor.
- Usage Data: logs, device/browser metadata, IP address, timestamps, and interactions with the Service for security and analytics.
- Content Data: CVs/resumes and related documents you upload, plus outputs we generate (e.g., branded, ATS-friendly formats, anonymized versions, summaries).
4. Purposes and Legal Bases
- Provide and operate the Service (contract performance).
- Secure, maintain, and improve the Service (legitimate interests).
- Process payments and manage subscriptions (contract performance).
- Provide support and communicate about the Service (contract/legitimate interests).
- Enable optional AI-assisted features such as summaries and anonymization (contract/legitimate interests; consent where required by law).
- Comply with legal obligations.
5. Processing of CVs and AI Features
We process candidate CVs/resumes and related data solely to provide the Service as configured by you. AI-assisted features may use third-party model providers acting as processors to transform text or structure data. We apply appropriate safeguards and restrict use of your data to service provision only.
6. Sharing and Recipients
We share personal data with service providers acting on our behalf, such as cloud hosting, database, analytics, email, billing, storage, and AI model providers. These providers are bound by contractual obligations and process personal data only under our instructions. We do not sell personal data.
7. International Transfers
Where data is transferred internationally, we implement appropriate safeguards, such as Standard Contractual Clauses or other lawful transfer mechanisms.
8. Data Retention
We retain personal data for as long as necessary to provide the Service, comply with legal obligations, resolve disputes, and enforce agreements. You can delete Content through the application; backups may persist for a limited period consistent with our retention policies.
9. Security
We implement technical and organizational measures designed to protect personal data against unauthorized access, loss, misuse, or alteration appropriate to the risk.
10. Your Rights
Depending on your jurisdiction, you may have rights of access, correction, deletion, restriction, objection, portability, and the right to withdraw consent. To exercise rights, contact us via our website. Where we act as a processor on your behalf, we will direct requests to the relevant controller and support as required.
11. Children
The Service is not directed to children under 16 and we do not knowingly collect such data.
12. Cookies
We use cookies and similar technologies for essential functionality, security, preferences, and analytics. For more information and choices, see our Cookie Policy.
13. Changes
We may update this Policy from time to time. Material changes will be notified via the Service or email. Continued use after changes become effective constitutes acceptance.
14. Contact
Questions or requests related to privacy can be submitted through the contact options on our website.