Privacy policy

This document is waiting for review by counsel. It describes how we work today; the reviewed version will be published here with a new date.

Who we are

TalentInitiator Inc. makes TalentInitiator, recruiting software for Canadian staffing agencies and employers. Our registered office is Toronto, Ontario, Canada.

This policy covers two situations:

• Our own website and contact form. We decide why and how this information is used, and we are responsible for it.
• The product. When an employer or agency uses TalentInitiator to recruit, it decides why candidates’ information is collected and used. We process that information on its behalf, under our agreement with it, and only to provide the service.

If you applied for a job through one of our customers, that customer is responsible for your application. Contact them first: the messages they sent you include a link to your privacy options. We help them answer you.

What we collect on this website

• Contact form. Your name, work email, your organization if you give it, your message, the language you used, and whether you agreed to receive updates, with the version of the wording you saw.
• Visits. This site sets no tracking cookies. If we add visit statistics, they will be aggregate counts without cookies, from a provider listed on our sub-processor page.

We do not buy personal information, and we do not collect profiles from other websites.

How we use it

• To answer your message and follow up on your request.
• To send product and compliance updates, only if you ticked the box. Every update has an unsubscribe link, and unsubscribing takes effect at once.
• To keep a record of your consent, as Canada’s anti-spam law requires.

We do not sell personal information or share it for advertising.

How long we keep it

Contact requests are kept for two years, unless a customer relationship begins, in which case our agreement with that customer applies. Records of consent to receive email are kept for three years after the consent ends.

Candidate information in the product

Each customer decides what to collect and for how long, within rules the product enforces:

• Candidates are told about AI before it is used, and a person makes every decision about them.
• Candidates can see, correct, export and ask to delete their information from their portal. Requests are answered within 30 days.
• Records that the law requires employers to keep, such as job postings and application records in Ontario, are kept for 3 years and then deleted.

Where information is stored

Your candidate records, documents and interview recordings are stored in Canada (AWS Canada (Central), Montréal). If you record your interview answers, the audio is transcribed in Canada (Amazon Transcribe, Canada (Central)). We use AI services operated by Anthropic in the United States, under contract. Reading your résumé sends the document you submitted, contact details included. The pre-screening chat sends the messages you write, and outreach drafts use your first name. Your profile, written answers and interview transcripts are evaluated with names and contact details removed. Under our commercial terms, none of this information is used to train AI models. Email and SMS are delivered by providers listed on our sub-processor page, some of which operate outside Canada. Information processed outside Canada may be accessible to the authorities of that country under its laws.

Our sub-processor page lists every provider, what it does and where it runs.

Security

Names, email addresses, phone numbers and addresses are encrypted in the database with a separate key for each customer. Access depends on each person’s role, and every read of personal information is logged.

Your rights

You can ask what personal information we hold about you, ask us to correct it, withdraw your consent or ask us to delete it. Write to us through our contact page and mention privacy. We answer within 30 days.

If you are not satisfied with our answer, you can complain to the Office of the Privacy Commissioner of Canada or, in Quebec, to the Commission d’accès à l’information.

Breaches

If a breach of security creates a real risk of significant harm, we notify the people affected and the regulator as the law requires. We keep a record of every breach for at least 24 months.

Changes to this policy

When this policy changes, we publish the new version on this page with its date, and list the earlier versions below.