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TalentRank

Privacy Policy

Effective: April 6, 2025

At TalentRank AI, located in Ankara, Turkey, we are committed to respecting your privacy and to complying with applicable data protection and privacy laws, including the General Data Protection Regulation (GDPR). This Privacy Policy ("Policy") describes how we, TalentRank AI (the data controller), collect and use your personal data when you visit our website or interact with our services. Our website or services may contain links to third-party websites or services that have their own privacy policies. We encourage you to review the privacy policies of these third parties. For any questions regarding this commitment or our privacy practices, please contact us at privacy@talentrank.ai.

If you do not agree with this Policy, do not use our products and services or provide Talentrank AI with your personal data.

1. Who We Are

TalentRank AI is an AI-powered recruitment platform that helps recruiters efficiently rank and shortlist candidates. We use advanced technology, including GPT-4, to conduct interviews and assist in the recruitment process. For any privacy-related questions, you can contact us at:

Email: privacy@talentrank.ai

2. What Data We Collect

Book Demo

When you use the "Book Demo" form, we collect the following information:

  • Personal Information: Name, email address you provide in the form.

  • Meeting Details: Information related to your meeting, including preferred time and date, which is processed through Calendly.

We use this data to schedule your demo, provide necessary communication, and improve our services.

User Profile Information

When you create a profile or log in, we collect:

  • Full name

  • Email address

  • Country

  • Phone

CV Uploads

If you upload your CV (in PDF format), we store it securely in our system for review and processing related to interviews or job opportunities.

Interview Recording

When you participate in an AI-powered interview:

  • Video Recording: We record the entire interview session as video.

  • Interview Data: We store the interview transcript and all interactions with the AI for performance analysis and feedback purposes.

3. How We Collect, Process, and Store Your Data

We collect and process your data in the following ways:

  • Demo Booking Details: Collected via the "Book Demo" form and processed by Calendly, a third-party service that facilitates scheduling. Calendly may use cookies and other tracking technologies to enable its functionality. For more information, please review Calendly's Privacy Policy.

  • Account/Profile Data: Collected when you register or update your profile on our platform.

  • CV Uploads: Collected via the file upload form, where you submit your resume in PDF format.

  • Interview Data: Collected during AI-powered interviews, where we record video and store transcripts for analysis.

4. How We Use Your Data

  • Schedule and Manage Demo Bookings: We use this information to schedule your requested demo and to communicate with you about it. Our ability to arrange the demo and follow up with you relies on having this information.

  • Communication Regarding Our Services: We may use your data to communicate with you about our services, answer your questions, or send relevant information.

  • Conducting and managing AI-powered interviews: The video recordings, transcripts, and interaction data are collected and processed to evaluate your performance and suitability for the specific job you are being interviewed for, enabling us to provide feedback and insights to the recruiting company to assist in their hiring decisions. Our AI algorithms analyze interview recordings and transcripts to assess candidate performance based on pre-defined criteria relevant to the role, providing insights and recommendations to human recruiters to support their evaluation. TalentRank AI does not currently employ fully automated decision-making processes that would automatically accept or reject candidates without human review by the recruiting company. The final hiring decisions are made by the recruiting company based on their overall assessment, which includes the information provided by our platform. We also do not create individual profiles of candidates for purposes beyond the specific recruitment process.

  • CV Review and Matching: If you upload your CV (in PDF format), we securely store it to review your qualifications and potentially match you with relevant job opportunities. Please be aware that the CVs you choose to upload may contain sensitive personal data (special categories of data under GDPR) such as details about your racial or ethnic origin, political views, religious or philosophical beliefs, trade union membership, health information, and data concerning your sex life or sexual orientation. By uploading your CV, you acknowledge that it may contain such information, and we will handle it with the utmost care and in compliance with GDPR requirements, solely for the purpose of assessing your suitability for job opportunities and with appropriate safeguards.

  • Personalized Profile: We use your profile information (name, country, job title) to personalize the experience and assist recruiters in evaluating candidates.

  • Communication: We may contact you regarding the interview results, your CV, or other services related to your recruitment process.

  • Platform Improvement: We use aggregated data (like performance and feedback) to improve the functionality of our platform.

5. How Long We Keep Information

We endeavor to only collect personal data that are necessary for the purposes for which they are collected, and to retain such data for no longer than is necessary for such purposes. The length of time personal data is retained, and the criteria for determining that time, are dependent on the specific type of personal data and the purpose for which it was provided.

  • Your personal data related to managing your account (such as name, email address, and profile preferences) are maintained for as long as your account remains active.

  • Data collected through the "Book Demo" form is typically retained for a reasonable period after the demo to facilitate communication and follow-up.

  • CV data is retained for the duration necessary for evaluating your qualifications for specific job opportunities and potentially for a limited period thereafter for consideration for future relevant roles, unless you withdraw your consent or request deletion.

  • Interview recordings and transcripts are retained for the duration of the specific recruitment process and for a limited period thereafter for the recruiting company's internal purposes and to allow us to analyze aggregated data for platform improvement.

  • Records of your activity within the application may be retained for a short period for analytical purposes before being aggregated, anonymized, or pseudonymized.

  • Communication records may be retained for a limited period for customer service and compliance purposes.

  • Additional information about specific retention periods may be provided in supplements applicable to particular features or services we offer in the future. You may contact our Privacy Office at privacy@talentrank.ai to obtain additional information about the retention of your specific personal data.

Once the retention period for specific data has expired, or if you request deletion and there is no overriding legal obligation to retain the data, we will securely delete or anonymize your personal data in accordance with applicable laws.

6. User Rights and Data Requests

If you are in the EU/EEA, you have the right to:

  • Access your personal data

  • Correct inaccurate data

  • Request deletion of your data

  • Object to or restrict processing

  • Withdraw your consent at any time

To exercise these rights, or to request access, correction, or deletion of your personal data, please contact us at privacy@talentrank.ai. We will process your request in accordance with applicable privacy laws and respond within 30 days.

7. Data Security

We implement appropriate technical, physical, and organizational measures to protect your personal data, such as:

  • HTTPS encryption for secure communication

  • Secure servers for data storage

Our service providers are also required to meet high security standards. TalentRank AI ensures the confidentiality and security of your personal data through an IT security policy, regular staff training, and robust server protections.

8. Data Sharing

We do not sell your personal data. However, we may share your data with:

  • Cloud storage providers for video and CV storage.

  • AI service providers (such as OpenAI) for conducting and processing interview data.

  • Nylas, Inc. for email integration services when you connect your Gmail or Google Workspace account.

  • Legal authorities if required by law.

All third-party processors are contractually bound to handle your data securely and lawfully.

9. Google User Data

When you connect your Google account (Gmail or Google Workspace) through our email integration feature, we access and process certain Google user data to provide our email outreach services.

Data We Access

Through our integration, we access the following Google user data:

  • Email Sending: We send emails on your behalf to candidates as part of your recruitment outreach sequences.

  • Email Reading: We read email responses to track replies and manage conversation threads with candidates.

  • Email Metadata: We access email metadata (such as delivery status, open tracking, and timestamps) to provide analytics on your outreach campaigns.

How We Use Google User Data

  • Sending outreach emails to candidates on your behalf as part of recruitment sequences

  • Tracking email delivery status, opens, and replies to provide campaign analytics

  • Managing email threads to maintain conversation context with candidates

  • Scheduling emails to be sent at optimal times based on your preferences

Data Storage and Retention

We do not store email content on our servers. Email threads are accessed in real-time through Nylas using thread identifiers, and displayed directly in your browser without being stored in our database. We only store email metadata (such as thread IDs, delivery status, and timestamps) necessary for campaign tracking and analytics. This metadata is retained for the duration of your active subscription and for a reasonable period thereafter. You may request deletion of this metadata at any time by contacting privacy@talentrank.ai.

Data Sharing

Google user data accessed through our integration is not shared with any third parties except:

  • Nylas, Inc.: Our email integration service provider that facilitates the connection to Google APIs. Nylas processes email data on our behalf and is bound by strict data processing agreements.

  • As required by law or to protect our legal rights.

10. Google API Services User Data Policy

TalentRank AI's use and transfer to any other app of information received from Google APIs will adhere to the Google API Services User Data Policy, including the Limited Use requirements.

Limited Use Disclosure

Notwithstanding anything else in this Privacy Policy, if you provide TalentRank AI access to your Google data, our use of that data will be subject to the following restrictions:

  • We will only use access to read, write, modify, or control Gmail message bodies (including attachments), metadata, headers, and settings to provide the email integration features that allow you to send, receive, and manage emails within our platform.

  • We will not transfer this Gmail data to others unless doing so is necessary to provide and improve the features of our email integration, comply with applicable law, or as part of a merger, acquisition, or sale of assets.

  • We will not use this Gmail data for serving advertisements.

  • We will not allow humans to read this data unless we have your affirmative agreement for specific messages, doing so is necessary for security purposes such as investigating abuse, to comply with applicable law, or for our internal operations and even then only when the data have been aggregated and anonymized.

Revoking Access

You can revoke TalentRank AI's access to your Google account at any time by:

  • Disconnecting your email account from the Integrations page in your TalentRank dashboard

  • Visiting your Google Account permissions page at <a href="https://myaccount.google.com/permissions" target="_blank" rel="noopener noreferrer">https://myaccount.google.com/permissions</a> and removing TalentRank AI's access

  • Contacting us at privacy@talentrank.ai to request disconnection

11. Cookies

To ensure our website functions correctly and to improve your user experience, we use cookies. You can find detailed information about the cookies we use, including Google Analytics, and why we use them in our Cookie Policy.

12. Future Changes

If we introduce analytics or other non-essential cookies in the future, we will update this Privacy Policy and provide a mechanism for you to accept or reject those cookies.

13. Questions?

If you have any questions or requests regarding your data, please contact us at:

privacy@talentrank.ai

We use cookies to ensure essential functionality and enhance your user experience.
Learn more in our Cookie Policy.