Privacy Policy

Effective Date: 2025-04-24

This Privacy Policy describes how Talent Vault ("we," "us," or "our") collects, uses, and discloses information in connection with your use of our [Your Application Name] application and related services (collectively, the "Service").

Our Service provides a tool for recruiters, TAs, Headhunters, and SMEs ("Users" or "you") to store, manage, and search resumes they have collected.

1. Information We Collect

We collect information to provide and improve our Service:

Information You Provide:

• Account Information: When you register for an account, we collect information such as your name, email address, company name (optional), and password.
• Uploaded Resumes: You upload resume files (e.g., PDF, DOCX) containing personal data about potential candidates ("Candidate Data"). This data may include names, contact information, employment history, education, skills, and other details candidates have included in their resumes. You are responsible for ensuring you have the legal right and necessary consents to upload and process this Candidate Data using our Service.
• Communications: If you contact us for support or other inquiries, we collect the information you provide in your communications.

Information Collected Automatically:

• Usage Data: We automatically collect information about how you interact with the Service, such as the features you use, searches you perform, files you upload, your IP address, browser type, device information, access times, and referring URLs.
• Cookies and Similar Technologies: We may use cookies and similar tracking technologies to operate and personalize the Service, analyze usage, and manage sessions.

2. How We Use Your Information

We use the information we collect for the following purposes:

• To Provide and Maintain the Service: To operate the resume storage, enable keyword and semantic search functionality within the uploaded resumes, manage user accounts, and provide customer support.
• To Process Candidate Data: Our core function involves processing the text content of the resumes you upload to enable searching. This includes indexing the text for keyword search and potentially applying semantic analysis techniques to identify related terms and concepts for improved search results.
• To Improve the Service: To analyze usage patterns, understand user needs, troubleshoot issues, and develop new features. We may use aggregated and anonymized data for analytical purposes.
• To Communicate With You: To send service-related notifications, updates, security alerts, and administrative messages. We may also send marketing communications if you opt-in.
• For Security and Compliance: To protect the security and integrity of our Service, prevent fraud and abuse, and comply with legal obligations, court orders, or governmental requests.

3. How We Share Your Information

We do not sell your personal information or the Candidate Data contained within the resumes you upload. We may share information under the following limited circumstances:

• Service Providers: We may share information with third-party vendors and service providers who perform services on our behalf, such as cloud hosting, data storage, search indexing technology, semantic analysis processing (if applicable), customer support tools, and analytics providers. These providers are contractually obligated to protect the information and use it only for the services they provide to us.
• Legal Requirements: We may disclose information if required to do so by law or in the good faith belief that such action is necessary to comply with a legal obligation, protect and defend our rights or property, prevent or investigate possible wrongdoing in connection with the Service, protect the personal safety of users or the public, or protect against legal liability.
• Business Transfers: If we are involved in a merger, acquisition, financing, reorganization, bankruptcy, or sale of all or a portion of our assets, your information and the uploaded Candidate Data may be transferred as part of that transaction. We will notify you via email and/or a prominent notice on our Service of any change in ownership or uses of your information.
• With Your Consent: We may share information with third parties when we have your explicit consent to do so.

Crucially, we treat the Candidate Data within the resumes you upload as confidential information belonging to you (as the controller) and the candidates. We access and process it solely to provide the search functionality of the Service as instructed by you.

4. Data Security

We implement reasonable administrative, technical, and physical security measures designed to protect the information we collect from loss, misuse, unauthorized access, disclosure, alteration, and destruction. However, no internet or email transmission is ever fully secure or error-free. While we strive to protect your information and the Candidate Data, we cannot guarantee its absolute security. You are responsible for maintaining the security of your account credentials.

5. Data Retention

We retain your account information for as long as your account is active or as needed to provide you with the Service. We retain uploaded resumes and the associated indexed data for as long as you choose to store them in the Service or until your account is terminated. We may retain certain usage data and communications for legitimate business purposes (like improving the service or complying with legal obligations) even after your account is closed, typically in an aggregated or anonymized form. You can delete resumes or close your account through the Service interface or by contacting us.

6. Your Data Rights and Choices

Depending on your location, you may have certain rights regarding your personal information:

• Access and Update: You can access and update your account information through your account settings.
• Uploaded Data Management: You can upload, view, search, and delete the resumes you have stored in the Service.
• Deletion: You can request the deletion of your account and associated data by contacting us. Note that deleting your account will permanently remove all uploaded resumes.
• Candidate Data Rights: If you are a candidate whose resume has been uploaded to the Service by one of our Users (e.g., a recruiter), you should direct any requests regarding your data (access, correction, deletion) to that User, who is the controller of your data in this context. We will cooperate with our Users to respond to such requests as required by law.
• Opt-out of Marketing Communications: You can opt-out of receiving promotional emails by following the unsubscribe instructions in those emails.

To exercise your rights, please contact us at [email protected].

7. Children's Privacy

Our Service is not directed to individuals under the age of 16 (or the relevant age of majority). We do not knowingly collect personal information from children. If we become aware that we have inadvertently collected personal information from a child, we will take steps to delete such information promptly.

8. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. If we make material changes, we will notify you by email (sent to the email address specified in your account) or by means of a notice on the Service prior to the change becoming effective. We encourage you to periodically review this page for the latest information on our privacy practices.

9. Contact Us

If you have any questions about this Privacy Policy, please contact us at: