Privacy Policy

Last Updated: August 2025

At TalentPipeFlow, we are committed to protecting your privacy and ensuring the security of your personal information. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our recruitment management platform.

1. Information We Collect

1.1 Personal Information

We collect personal information that you voluntarily provide to us when you:

• Register for an account
• Use our services
• Contact us for support
• Subscribe to our newsletter
• Participate in surveys or promotions

This information may include:

• Name, email address, and contact information
• Company name and job title
• Billing and payment information
• Profile information and preferences
• Communications with us

1.2 Candidate and Job Data

As a recruitment platform, we process:

• Candidate profiles, resumes, and application data
• Job postings and requirements
• Interview notes and feedback
• Communication records between recruiters and candidates
• Assessment and evaluation data

1.3 Technical Information

We automatically collect certain technical information:

• IP address and device information
• Browser type and version
• Operating system
• Usage patterns and analytics data
• Cookies and similar tracking technologies

2. How We Use Your Information

We use the collected information for the following purposes:

2.1 Service Provision

• Provide and maintain our recruitment platform
• Process transactions and manage billing
• Enable communication between recruiters and candidates
• Facilitate job matching and application processes
• Generate analytics and reports

2.2 Communication

• Send service-related notifications
• Provide customer support
• Send marketing communications (with consent)
• Notify about platform updates and new features

2.3 Improvement and Security

• Improve our services and user experience
• Detect and prevent fraud and security threats
• Comply with legal obligations
• Conduct research and analytics

3. Information Sharing and Disclosure

We do not sell, trade, or rent your personal information to third parties. We may share your information in the following circumstances:

3.1 Service Providers

We may share information with trusted third-party service providers who assist us in:

• Cloud hosting and data storage
• Payment processing
• Email delivery services
• Analytics and monitoring
• Customer support tools

3.2 Legal Requirements

We may disclose information when required by law or to:

• Comply with legal processes or government requests
• Protect our rights and property
• Ensure user safety and security
• Investigate potential violations of our terms

3.3 Business Transfers

In the event of a merger, acquisition, or sale of assets, your information may be transferred as part of the business transaction, subject to the same privacy protections.

4. Data Security

We implement security measures to protect your information:

• HTTPS/TLS encryption for data transmission
• Database encryption at rest (provided by Supabase)
• Input sanitization and validation
• Rate limiting and CSRF protection
• Secure token generation and session management
• Access controls and authentication measures
• Incident response and breach notification procedures

However, no method of transmission over the internet or electronic storage is 100% secure. While we strive to protect your information, we cannot guarantee absolute security.

5. Data Retention

We retain your information for as long as necessary to:

• Provide our services to you
• Comply with legal obligations
• Resolve disputes and enforce agreements
• Maintain business records

When information is no longer needed, we securely delete or anonymize it according to our data retention policies.

6. Your Rights and Choices

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

6.1 Access and Portability

• Request access to your personal information
• Receive a copy of your data in a portable format
• Request information about how we process your data

6.2 Correction and Updates

• Correct inaccurate or incomplete information
• Update your profile and preferences
• Modify communication settings

6.3 Deletion and Restriction

• Request deletion of your personal information
• Restrict processing of your data
• Object to certain types of processing

6.4 Marketing Communications

• Opt-out of marketing emails
• Manage notification preferences
• Withdraw consent for marketing activities

To exercise these rights, please contact us at privacy@talentpipeflow.com.

7. Cookies and Tracking Technologies

We use cookies and similar technologies to:

• Remember your preferences and settings
• Analyze website traffic and usage patterns
• Improve our services and user experience
• Provide personalized content and features
• Measure the effectiveness of our marketing campaigns

You can control cookie settings through your browser preferences. However, disabling cookies may affect the functionality of our platform.

8. International Data Transfers

Your information may be transferred to and processed in countries other than your own. We ensure appropriate safeguards are in place for international transfers, including:

• Adequacy decisions by relevant authorities
• Standard contractual clauses
• Binding corporate rules
• Certification schemes and codes of conduct

9. Children's Privacy

Our services are not intended for individuals under the age of 16. We do not knowingly collect personal information from children under 16. If we become aware that we have collected such information, we will take steps to delete it promptly.

10. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or legal requirements. We will:

• Post the updated policy on our website
• Update the "Last Updated" date
• Notify you of significant changes via email or platform notification
• Provide a reasonable notice period before changes take effect

11. Google Services Integration

11.1 Google OAuth Authentication

When you sign in with Google, we collect and use your Google account information to:

• Authenticate your identity and create your TalentPipeFlow account
• Access your basic profile information (name, email address, profile picture)
• Maintain your session and provide personalized service

Specific OAuth Scopes: We request only the minimum necessary scopes: openid, email, and profile. We do not request access to other Google services unless explicitly needed for specific features.

11.2 Google Calendar Integration

When you connect your Google Calendar to TalentPipeFlow (separate from sign-in), our application accesses your calendar to view free/busy status and create, edit, and delete interview events that it creates.

What We Access

• Your calendar's free/busy status to identify available time slots
• Calendar events that TalentPipeFlow creates, edits, or manages
• Basic calendar metadata necessary for scheduling functionality

How We Use Calendar Data

We use this data solely to power our interview scheduling feature, allowing you to:

• Find available time slots for interviews
• Schedule interview events directly within TalentPipeFlow
• Update or cancel interview appointments
• Send calendar invitations to candidates and team members

11.3 Google Data Handling and User Control

Regarding your Google data, we ensure:

• Google user data is not shared with third parties except as necessary to provide our core scheduling functionality
• Google authentication data is used only for account creation and sign-in purposes
• Calendar data is processed only for interview scheduling within TalentPipeFlow
• You can revoke calendar access at any time through your TalentPipeFlow settings
• You can revoke authentication permissions through your Google Account settings
• Data is stored securely and deleted when you disconnect the integration

11.4 Data Sharing and Limited Use Compliance

We strictly adhere to Google's Limited Use requirements:

• Google user data is used only to provide or improve user-facing features that are prominent in the requesting application's user interface
• Google user data is not transferred to third parties except for specific allowed purposes (providing core functionality, security, compliance)
• Google user data is not used or transferred for serving advertisements
• Google user data is not used or transferred to determine creditworthiness or for lending purposes

12. Contact Information

If you have questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact us:

For EU residents, you also have the right to lodge a complaint with your local data protection authority if you believe we have not addressed your concerns adequately.