TalentSkout.ai Privacy Policy

1. Scope of Application and Roles

TalentSkout may process Personal Information either as a Data Controller or a Data Processor, depending on the nature of engagement.

1. Where we collect Personal Information directly from candidates or users through our platform, websites, or communication systems (such as WhatsApp), we act as a Data Controller and determine the purpose and means of processing such data.
2. Where we receive candidate data or other information through our clients (i.e., recruiters or hiring companies), we process such information strictly under the instructions of our clients, who are the Data Controllers, and in such cases, we act as a Data Processor.

2. Definitions

1. i. "Personal Information" means any information that relates to an identified or identifiable natural person and includes, but is not limited to, names, contact details, resumes, interview recordings, location data, and device identifiers.
2. ii. "Processing" includes any operation performed on Personal Information such as collection, recording, storage, use, transfer, or deletion.
3. iii. "Client" refers to companies or employers using TalentSkout's services to automate hiring and recruitment workflows.
4. iv. "Platform" refers to the TalentSkout software application, web interface, APIs, WhatsApp bots, and integrated tools.

3. Nature and Categories of Personal Information Collected

TalentSkout collects and processes various categories of Personal Information to deliver and improve its services.

1. i. Information Collected from Candidates: When a candidate submits a resume, participates in an AI-led interview, interacts with our WhatsApp bot, or is evaluated by a recruiter, we may collect information including full name, contact details, employment history, educational background, skills, compensation expectations, resume files, and interview recordings (audio or video). The AI evaluation process may also generate technical and behavioral performance scores.
2. ii. Information Collected from Recruiters and HR Users: When recruiters or HR users register on the platform, schedule interviews, or access dashboards, we collect their names, organizational affiliations, email addresses, contact numbers, and platform usage data, including login timestamps and preferences.
3. iii. Information Collected via WhatsApp Integration: All conversations, commands, interview links, status updates, and candidate messages processed via WhatsApp are logged and stored securely in accordance with this Policy.
4. iv. System and Technical Information: We may collect device information, IP addresses, session metadata, browser types, and location data, especially in connection with proctoring or location-based services.
5. v. Financial and Billing Information: Where subscription fees or service payments are involved, we may collect billing address, transaction references, and other payment details, which are stored securely through third-party payment processors.

4. Legal Basis for Processing

TalentSkout processes Personal Information based on the following legal grounds, as applicable:

1. i. Contractual necessity, where processing is required to deliver services to candidates or recruiters under a contractual relationship.
2. ii. Legitimate interests, where processing is necessary for fraud prevention, platform improvement, and operational efficiency.
3. iii. Legal compliance, to fulfill obligations under applicable laws, including data protection, taxation, and employment laws.
4. iv. Consent, where required by law or where explicitly provided by the User.

5. Purpose of Collection and Use

TalentSkout uses Personal Information for the following purposes:

1. i. To facilitate candidate sourcing, screening, and shortlisting;
2. ii. To conduct AI-led interviews, record responses, and generate evaluation scores;
3. iii. To schedule and coordinate panel interviews and feedback collection;
4. iv. To enable communication via WhatsApp, SMS, or email;
5. v. To provide dashboards, analytics, and hiring reports to clients;
6. vi. To maintain interview integrity using proctoring systems;
7. vii. To process payments and manage billing accounts;
8. viii. To improve product features, user interface, and automation capabilities;
9. ix. To respond to user queries and provide customer support;
10. x. To comply with statutory, regulatory, or contractual obligations.

6. Use of Cookies and Tracking Technologies

TalentSkout uses cookies, beacons, tags, and scripts to enhance user experience and analyze usage patterns. Cookies help us remember user preferences, optimize loading speeds, personalize interface elements, and track site performance. You may refuse cookies by modifying browser settings; however, this may impact the usability of the platform.

Third-party analytics tools such as Google Analytics may be used to monitor engagement metrics, traffic sources, and conversions.

7. Disclosure and Transfer of Information

TalentSkout does not sell, rent, or trade your Personal Information. However, we may share Personal Information under the following circumstances:

1. With Clients and Employers
   Candidate information, including resumes and interview evaluations, is shared with clients or recruiters only when the candidate has been invited or evaluated as part of a hiring process. Such sharing is done on the basis of consent and as a contractual requirement.
2. With Third-party Service Providers and Sub-processors
   TalentSkout engages verified vendors to deliver ancillary services such as:
   1. Hosting and cloud infrastructure (AWS, Azure)
   2. WhatsApp API integration (e.g., Twilio or Gupshup)
   3. Resume parsing and analysis
   4. Interview video recording and storage
   5. Email delivery services
   6. SMS and notification providers
   7. CRM and onboarding platforms
   All service providers are contractually obligated to use Personal Information only for the purposes authorized by TalentSkout and maintain adequate technical and organizational security measures.
3. With Legal and Regulatory Authorities
   We may disclose data if required by law, legal process, court order, or governmental request, including to enforce our terms of service, investigate fraud, or respond to emergencies.
4. Business Reorganization
   If TalentSkout is involved in a merger, acquisition, restructuring, or sale of assets, Personal Information may be transferred as part of the transaction, subject to the commitments outlined in this Policy.

8. Cross-Border Data Transfers

Personal Information may be stored or processed in India, US or other jurisdictions where TalentSkout operates or engages cloud service providers. Where data is transferred outside the user's country of residence, TalentSkout ensures that such transfers comply with applicable data protection regulations through recognized legal mechanisms.

9. Security of Data

TalentSkout implements robust security measures to safeguard Personal Information against unauthorized access, alteration, or disclosure. These measures include:

1. i. End-to-end encryption during data transmission.
2. ii. Role-based access controls and secure login.
3. iii. Regular security audits, code reviews, and penetration tests.
4. iv. Audit logs and access tracking.
5. v. Prompt incident response procedures and breach notification protocols.

While we endeavor to protect your data users are encouraged to maintain strong passwords and report any suspected misuse.

10. Data Retention and Deletion

TalentSkout retains Personal Information only for as long as necessary to fulfill the purposes outlined in this Policy or as required by law.

Upon account closure, candidate opt-out, or request for deletion, TalentSkout shall delete or anonymize data within a reasonable timeframe unless retention is required for legal, audit, or dispute resolution purposes. Backup data is stored for a maximum of 30 days.

Anonymized data and aggregate insights may be retained for analytical and product development purposes.

11. Your Rights

Depending on applicable data protection laws , you may have the following rights:

1. i. Right to Access: Obtain confirmation on whether your data is being processed and access to the same.
2. ii. Right to Rectification: Request correction of inaccurate or incomplete data.
3. iii. Right to Deletion: Request erasure of your Personal Information, subject to legal limitations.
4. iv. Right to Restrict Processing: Request limited use of your data in specific circumstances.
5. v. Right to Object: Object to processing of data based on legitimate interests or direct marketing.
6. vi. Right to Data Portability: Request transmission of your data to another service provider.

To exercise your rights, please write to hr@talentskout.ai. We will respond within statutory timelines.

12. Children's Data

TalentSkout services are not intended for children under the age of 13. We do not knowingly collect Personal Information from minors. If we discover that such data has been collected inadvertently, we will delete it without undue delay.

13. Use of Google Workspace APIs

TalentSkout integrates with Google Workspace for calendar scheduling and video interviews. We do not use any data accessed via Google APIs to train generalized AI or machine learning models.

Our use of Google APIs is strictly limited to functionality as consented by the user and adheres to Google's API Services User Data Policy and Limited Use Requirements.

14. Policy Updates and Modification

TalentSkout reserves the right to amend this Privacy Policy to reflect changes in technology, law, or our business practices. Updates will be notified by prominent notice on our website or through email.

Material changes shall become effective seven (7) days after notification. Continued use of the platform post changes shall constitute your acceptance of the revised Policy.

15. Grievance Redressal Mechanism

For any grievance related to your personal data processing, please contact our Grievance Officer at hr@talentskout.ai. We will acknowledge your complaint within forty-eight (48) hours and provide a reasoned resolution within seven (7) working days as required under Section 13 of the Digital Personal Data Protection Act, 2023.

16. Contact Us

For queries, complaints, or data-related requests, please contact:

Ritesh Mohan Gupta
Data Protection Officer, TalentSkout.ai
Email: hr@talentskout.ai
Phone: +91-8882350264, +1-(469)982-4425
Address: 15/72, 1st Floor, 59th Cross, 4th Block Rajajinagar, Bengaluru 560010, Karnataka, India

Effective Date: July 29, 2025

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