Privacy Policy
Privacy Policy
Last updated 23 July 2026
This Privacy Policy explains how TalentHive (“TalentHive,” “we,” “us,” or “our”) collects, uses, discloses, and safeguards information in connection with our AI-first hiring platform, our marketing website, and related services (together, the “Service”). It applies to website visitors, prospective and current customers, and, where we act as a processor, to job candidates whose data our customers submit through the Service.
1. Scope and roles
When our customers (employers) use the Service to manage job postings, screen applicants, and conduct AI voice interviews, the customer is the data controller for candidate personal data and TalentHive acts as its data processor, processing candidate data solely on the customer's documented instructions and under a written Data Processing Agreement (“DPA”). For data relating to our own website visitors, prospects, and customer accounts (billing contacts, recruiter user accounts, and marketing enquiries), TalentHive is the controller and this Policy describes that processing directly.
2. Information we collect
We collect the following categories of information:
- Account & contact data — name, work email, company, job title, and phone number, provided when you register, request a demo, or contact us.
- Usage & device data — pages visited, referring URLs, browser and device type, IP address, and approximate location, collected automatically through cookies and similar technologies. See our Cookie Policy for details.
- Candidate data (processed on behalf of customers)— résumés and application materials, contact details, work history, screening question responses, AI voice-interview audio, transcripts, and derived scores, submitted by or about job candidates through a customer's careers page or application flow.
- Support & communications data — information you provide when contacting us for support, sales, or other enquiries via our contact form.
3. How we use information
- To provide, operate, secure, and improve the TalentHive platform.
- To respond to trial requests, demos, support tickets, and other enquiries.
- To conduct AI voice interviews and generate scored, bias-audited shortlists on behalf of our customers, strictly per their instructions.
- To detect, investigate, and prevent fraud, abuse, and security incidents.
- To meet legal, regulatory, and compliance obligations, including EEOC-related recordkeeping and GDPR accountability requirements.
- To send administrative communications (service updates, security notices) and, where you have opted in, marketing communications you may unsubscribe from at any time.
4. Legal bases for processing (EEA/UK visitors)
Where the GDPR or UK GDPR applies, we rely on the following legal bases:
- Contract — to provide the Service to our customers and to respond to your requests before entering into a contract.
- Legitimate interests — to secure and improve the Service, prevent fraud, and for direct marketing to business contacts, balanced against your rights and interests.
- Consent — for non-essential cookies and, in the candidate context, where a customer relies on candidate consent to conduct an AI voice interview.
- Legal obligation — where processing is necessary to comply with applicable law.
5. AI processing and automated decision-making
Candidate interviews are conducted by an autonomous AI voice agent and scored against a rubric defined by the employer. Where a customer enables PII masking, personal identifiers are stripped from prompts sent to underlying language models before processing. Scores and transcripts are retained for audit purposes and are never used to train third-party foundation models. AI-generated scores and recommendations are decision-support only: TalentHive does not take automated adverse action against any candidate, and a human recruiter reviews every candidate before a rejection, interview, or offer decision is made. See our EEOC Compliance section for more detail on human oversight.
6. How we share information
We do not sell personal data, and we do not share personal data for cross-context behavioral advertising. We disclose information only:
- To subprocessors who provide infrastructure necessary to run the Service — categories include cloud hosting and database infrastructure, voice and AI-model providers, telephony providers, transactional email delivery, and product analytics — each engaged under contractual data-protection terms. A current list of subprocessors is available on request via our contact form.
- To the relevant customer (employer), who controls the candidate data submitted to it.
- Where required by law, regulation, legal process, or governmental request, or to protect the rights, property, or safety of TalentHive, our users, or others.
- In connection with a merger, acquisition, financing, or sale of assets, subject to confidentiality obligations consistent with this Policy.
7. International data transfers
TalentHive is based in and primarily operates from the United States. Where personal data is transferred from the EEA, UK, or Switzerland to the United States or another country without an adequacy decision, we rely on appropriate safeguards, such as the European Commission's Standard Contractual Clauses (including the UK International Data Transfer Addendum), together with supplementary technical and organizational measures.
8. Data retention
We retain personal data only for as long as necessary to provide the Service, satisfy the purposes described in this Policy, or comply with legal, tax, and recordkeeping obligations (including EEOC and similar employment-recordkeeping requirements, which may require retention of hiring records for a period after a decision is made). Candidate data processed on behalf of a customer is retained according to that customer's configured retention settings and deleted or anonymized on request, subject to legal holds.
9. Data security
We maintain technical and organizational measures designed to protect personal data, including encryption of data in transit and at rest, database-enforced tenant isolation between customers, role-based access controls, and rate limiting on public endpoints. No method of transmission or storage is completely secure, and we cannot guarantee absolute security.
10. Your privacy rights
Depending on your location, you may have rights to access, correct, delete, or export your personal data, to restrict or object to certain processing, and, for California and other U.S. state residents, to know what personal information we collect and to opt out of the “sale” or “sharing” of personal information (which we do not engage in). EEA/UK-specific rights and how candidates can exercise access and erasure rights are described in our GDPR section. To exercise a privacy right regarding your own account or website-visitor data, contact us via the contact form; we will not discriminate against you for exercising these rights and will respond within the time required by applicable law.
11. Children's privacy
The Service is intended for business use by adults and is not directed to children. We do not knowingly collect personal data from children under 16. If you believe a child has provided us with personal data, please contact us via the contact form so we can investigate and, if appropriate, delete the data.
12. Do Not Track
Some browsers offer a “Do Not Track” signal. Because there is no common industry standard for how to respond, we currently do not respond to Do Not Track signals, but you can control non-essential cookies through our cookie-consent banner and browser settings as described in our Cookie Policy.
13. Third-party links
The Service may contain links to third-party websites. We are not responsible for the privacy practices of those sites, and we encourage you to review their privacy policies.
14. Changes to this Policy
We may update this Policy from time to time. Material changes will be reflected by updating the “Last updated” date above and, where required by law, we will provide additional notice.
15. Contact us
Questions about this Policy or how we handle your data? Reach us via our contact form and our team will respond within one business day.
Terms of Service
Terms of Service
Last updated 23 July 2026
These Terms of Service (“Terms”) form a binding agreement between you (and, if applicable, the company or organization you represent, “Customer”) and TalentHive (“TalentHive,” “we,” “us”) governing access to and use of the TalentHive platform, website, and related services (the “Service”). By accessing or using the Service, you agree to these Terms. If you do not agree, do not use the Service.
1. Eligibility
You must be at least 18 years old and have authority to bind your organization to use the Service. By creating an account, you represent that this is true.
2. Accounts and security
You are responsible for maintaining the confidentiality of your account credentials and for all activity under your account. Notify us immediately via the contact form of any unauthorized use or suspected security incident.
3. Subscription, fees, and free trials
Paid access to the Service is billed according to the subscription plan selected at signup or in an order form. Except where required by law, fees are non-refundable and, unless otherwise agreed in writing, subscriptions renew automatically at the end of each billing term at then- current rates, with advance notice of any price change. Free trials include a limited number of AI interviews and expire after the stated period; we may modify or discontinue trial terms at any time.
4. License and use of the Service
Subject to these Terms and your subscription plan, TalentHive grants Customer a limited, non-exclusive, non-transferable, non-sublicensable right to access and use the Service for Customer's internal hiring, onboarding, and (where enabled) learning operations. All rights not expressly granted are reserved.
5. Acceptable use
You agree not to, and not to permit any user of your account to:
- Use the Service to unlawfully discriminate against, harass, or retaliate against candidates or employees;
- Upload malicious code or attempt to breach tenant isolation, security controls, or access another customer's data;
- Reverse engineer, decompile, or attempt to derive the source code of the Service, except to the extent such restriction is prohibited by applicable law;
- Scrape, resell, sublicense, or white-label the Service except under a separate authorized agreement;
- Use the Service to build a competing product;
- Interfere with or overload the Service's infrastructure, or attempt to circumvent rate limits or security measures; or
- Use the Service in violation of applicable law, including employment, telecommunications (including consent-to-record and telemarketing laws), and data protection law.
6. Customer and candidate data responsibilities
As between the parties, Customer is solely responsible for: (a) the accuracy of job postings, screening rubrics, and configuration it submits; (b) establishing a lawful basis for processing candidate personal data and providing candidates with any legally required notices and consents (including for recording and AI-driven interviews); and (c) its own compliance with employment, anti-discrimination, and data protection laws applicable to its hiring practices. TalentHive processes candidate data as a processor under the DPA referenced in our GDPR section.
7. AI outputs; no guarantee of outcome
AI-generated scores, summaries, transcripts, and recommendations are decision-support tools only and do not constitute legal, employment, or compliance advice. They do not guarantee that any hiring decision made using them complies with applicable law. Final hiring decisions rest solely with Customer, and Customer remains responsible for ensuring its hiring process, including any use of AI-generated output, complies with applicable law in each jurisdiction in which it operates.
8. Third-party services
The Service relies on third-party infrastructure, including cloud hosting, telephony, speech recognition, and AI-model providers. Availability of the Service may be affected by outages or changes to those third-party services, and use of certain features may be subject to those providers' own terms.
9. Intellectual property
TalentHive and its licensors own all right, title, and interest in and to the Service, including all software, design, and TalentHive trademarks, excluding Customer Data. Customer retains all rights in the data it or its candidates submit (“Customer Data”) and grants TalentHive a limited license to host, process, and display Customer Data solely to provide the Service. If you submit feedback or suggestions, you grant TalentHive a royalty-free, perpetual license to use them without restriction.
10. Confidentiality
Each party will protect the other's non-public confidential information disclosed in connection with the Service using at least reasonable care, and will use it only to perform its obligations under these Terms.
11. Disclaimer of warranties
THE SERVICE IS PROVIDED “AS IS” AND “AS AVAILABLE.” TO THE MAXIMUM EXTENT PERMITTED BY LAW, TALENTHIVE DISCLAIMS ALL WARRANTIES, EXPRESS OR IMPLIED, INCLUDING MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, NON-INFRINGEMENT, AND ANY WARRANTY ARISING FROM COURSE OF DEALING OR USAGE OF TRADE. WE DO NOT WARRANT THAT THE SERVICE WILL BE UNINTERRUPTED, ERROR-FREE, OR THAT AI-GENERATED OUTPUT WILL BE ACCURATE OR COMPLETE.
12. Limitation of liability
TO THE MAXIMUM EXTENT PERMITTED BY LAW, NEITHER PARTY WILL BE LIABLE FOR ANY INDIRECT, INCIDENTAL, SPECIAL, CONSEQUENTIAL, OR PUNITIVE DAMAGES, OR ANY LOSS OF PROFITS, REVENUE, DATA, OR GOODWILL, ARISING OUT OF OR RELATED TO THESE TERMS OR THE SERVICE, REGARDLESS OF THE THEORY OF LIABILITY. EXCEPT FOR (A) A PARTY'S INDEMNIFICATION OBLIGATIONS, (B) BREACH OF THE CONFIDENTIALITY SECTION, OR (C) A PARTY'S GROSS NEGLIGENCE OR WILLFUL MISCONDUCT, EACH PARTY'S TOTAL LIABILITY ARISING OUT OF OR RELATED TO THESE TERMS WILL NOT EXCEED THE FEES PAID OR PAYABLE BY CUSTOMER TO TALENTHIVE IN THE TWELVE (12) MONTHS PRECEDING THE EVENT GIVING RISE TO THE CLAIM.
13. Indemnification
Customer will defend, indemnify, and hold harmless TalentHive from third-party claims arising from Customer's (a) violation of applicable law in its hiring or candidate-processing practices, or (b) breach of Section 5 (Acceptable use) or Section 6 (Customer and candidate data responsibilities). TalentHive will defend, indemnify, and hold harmless Customer from third-party claims that the Service, as provided by TalentHive and used in accordance with these Terms, infringes a third party's intellectual property rights, subject to the limitation of liability above.
14. Term, suspension, and termination
These Terms remain in effect while you use the Service. We may suspend or terminate access immediately if we reasonably believe your use poses a security risk, violates these Terms, or creates legal exposure for TalentHive, and may terminate for convenience on notice as set out in your order form or, absent one, thirty (30) days' written notice. On termination, access to the Service ends and Customer Data will be made available for export for a limited period and thereafter deleted or anonymized, subject to legal retention requirements.
15. Force majeure
Neither party is liable for delay or failure to perform resulting from causes beyond its reasonable control, including acts of God, internet or telecommunications failures, and third-party service outages.
16. Governing law and disputes
These Terms are governed by the laws of the State of Delaware, United States, without regard to its conflict-of-law principles, and the parties consent to the exclusive jurisdiction of the state and federal courts located in Delaware, except where applicable law requires otherwise (for example, mandatory consumer or employment protections in your jurisdiction).
17. General
These Terms, together with any order form and the DPA where applicable, constitute the entire agreement between the parties regarding the Service and supersede prior agreements on the subject matter. If any provision is found unenforceable, the remaining provisions remain in full force. Neither party may assign these Terms without the other's consent, except in connection with a merger, acquisition, or sale of substantially all assets. A party's failure to enforce a provision is not a waiver of future enforcement. We may update these Terms from time to time; continued use of the Service after an update constitutes acceptance.
18. Contact
Questions about these Terms? Reach us via the contact form.
GDPR
GDPR Compliance
Last updated 23 July 2026
TalentHive is built to support compliance with the EU General Data Protection Regulation (“GDPR”) and the UK GDPR. This section explains the roles, rights, and processes that apply when personal data of individuals in the EEA or UK is processed through our Service.
1. Controller and processor roles
For candidate data processed through the hiring pipeline, our customers (employers) act as the data controller and TalentHive acts as their data processor, under a written Data Processing Agreement (“DPA”) available to customers on request. For our own marketing website and account/billing data, TalentHive is the controller, as described in our Privacy Policy.
2. Lawful basis and consent
Candidate processing is generally based on the employer's legitimate interests in conducting recruitment, on steps taken at the candidate's request prior to entering a contract, or on the candidate's consent where required by law. AI voice interviews are conducted only after the candidate's explicit, informed consent has been captured, and that consent can be withdrawn at any time without affecting the candidate's application.
3. Data subject rights
- Right of access to the personal data we hold about you.
- Right to rectification of inaccurate or incomplete data.
- Right to erasure (“right to be forgotten”), subject to legal retention obligations.
- Right to restrict or object to processing.
- Right to data portability of data you provided to us.
- Right to withdraw consent at any time, where processing is based on consent.
- Right to lodge a complaint with your local data protection supervisory authority.
Candidates can exercise access and erasure rights directly from their application status page via a verified, time-limited email challenge, without needing to contact anyone. Employers (as controllers) remain the first point of contact for candidate rights requests; other requests, or requests where the relevant employer cannot be identified, can be raised through our contact form.
4. International transfers and sub-processors
Where personal data is transferred outside the EEA or UK, we rely on appropriate safeguards such as the European Commission's Standard Contractual Clauses and the UK International Data Transfer Addendum, together with supplementary technical measures (encryption in transit and at rest, database-enforced tenant isolation). A current list of sub-processors and their processing locations is available on request via our contact form.
5. Data breach notification
We maintain an incident-response process and will notify affected customers without undue delay after becoming aware of a personal data breach affecting their data, so they can meet their own notification obligations to supervisory authorities and data subjects under Articles 33 and 34 GDPR.
6. Data Protection Impact Assessments
Because AI-driven candidate screening can qualify as processing likely to result in high risk to individuals, we support customers' Data Protection Impact Assessments (DPIAs) by providing information about our processing activities, security measures, and the human- oversight safeguards described in our EEOC Compliance section, on request via the contact form.
7. Our EU/UK privacy contact
For GDPR-related questions, including requests to review our DPA or sub-processor list, reach our privacy team via the contact form.
EEOC
EEOC Compliance
Last updated 23 July 2026
TalentHive is designed to support fair, non-discriminatory hiring consistent with U.S. Equal Employment Opportunity Commission (EEOC) guidance on the use of automated tools in employment decisions, and with the general framework of Title VII of the Civil Rights Act and the Americans with Disabilities Act (ADA) as applied to employer use of algorithmic hiring tools. This section describes the safeguards built into the platform; it is not legal advice, and each employer remains responsible for its own compliance obligations, as described in Section 5 below.
1. Structured, consistent evaluation
Every candidate answers the same job-related questions and is scored against the same employer-defined rubric, reducing subjective, interviewer-to-interviewer variation.
2. Deterministic scoring and bias auditing
Every AI interview is scored deterministically — scoring prompts run at zero temperature so the same transcript always yields the same score, a fairness-invariance property required for bias audits. The platform computes adverse-impact metrics (including four-fifths / 80% rule analysis) from stage-transition history, so employers can monitor selection rates across demographic groups over time and detect potential disparate impact in their own hiring funnel.
3. Human oversight; no automated adverse action
AI recommendations are decision-support only. The platform never takes automated adverse action against a candidate — a human recruiter reviews every candidate's profile, score, and interview record before any rejection, advancement, or offer decision is made.
4. Reasonable accommodation
Candidates who need an accommodation for the AI voice interview — for example, an alternative interview format — can request a human interview directly from their application status page. Employers are responsible for providing reasonable accommodations consistent with the ADA and equivalent state and local law.
5. Employer responsibility and jurisdiction-specific AI-hiring laws
A growing number of U.S. states and cities impose specific obligations on employers using automated employment decision tools — for example, independent bias-audit publication and candidate notice requirements, and video-interview laws requiring notice, consent, an explanation of how the AI evaluates candidates, and time-limited destruction of interview recordings on request. TalentHive provides the underlying tooling to help meet these obligations — consent capture before any AI interview, bias-audit metrics, and candidate- initiated deletion — but each employer is solely responsible for determining which laws apply to its hiring in each jurisdiction it operates in, configuring the platform accordingly (for example, enabling the relevant notice and consent flows), and providing any legally required public disclosures. TalentHive's tools support, but do not by themselves guarantee, an employer's compliance with EEOC guidance or any state or local AI-hiring law.
6. Recordkeeping
The platform retains interview transcripts, scores, and stage-transition history to support employers' own recordkeeping obligations under Title VII, the ADEA, and related regulations, which generally require retention of hiring records for a period after a hiring decision is made. Retention periods are configurable by the employer within the platform's supported ranges.
7. Questions
For questions about our approach to EEOC and AI-hiring-law compliance, reach us via the contact form.