Privacy Policy

The contexts in which we process data

Talence operates in several distinct contexts, and our role depends on the activity.

Information we process

• Website and demo information, including name, work contact details, company, enquiry, and consent records.
• Customer account information, including organization, authorized users, roles, subscription and support records.
• Candidate and recruiting information, including resumes, contact details, applications, job history, skills, evaluation information and recruiter actions.
• Communication information from supported email or WhatsApp workflows, including message content, delivery context and human handover state.
• Interview information, including participants, dates, time zones, status and provider-generated meeting details.
• Integration metadata and encrypted credentials needed to operate customer-authorized calendar or communication connections.
• Technical, security and usage information, including device/browser information, IP address, timestamps and operational logs.

How we collect and use information

We receive information directly from people, from Talence customers and authorized users, through customer-authorized integrations, and automatically when our services operate. We use it to provide recruiting workflows, understand resumes and job-related evidence, support candidate communication, coordinate interviews, administer subscriptions, secure the service, respond to requests, meet legal obligations and improve reliability. We do not use candidate information for unrelated advertising.

AI-assisted processing

Talence may assist with job-related content, resume understanding, candidate evaluation, communication and workflow support. Outputs are intended to support human review—not silently replace employment decisions. Customers and recruiters remain responsible for defining job-relevant criteria, reviewing outputs and making hiring decisions.

AI features are provided using OpenAI’s API. Information sent for AI processing is used only to produce the requested output; it is not used by Talence or OpenAI to train AI models under the API terms that apply to us.

AI outputs can be incomplete or incorrect. See our Responsible AI page for the controls and limitations we communicate to users.

Legal grounds and roles

For candidate information a customer collects for its own recruitment, the customer is the Data Fiduciary and Talence processes the information on the customer’s behalf as a Data Processor, under the customer’s instructions and our agreement. For website visitors, demo requests, customer accounts and candidate-direct accounts, Talence is the Data Fiduciary. We process personal data on the basis of consent or for legitimate uses permitted by India’s Digital Personal Data Protection Act, 2023, and, where they apply, other laws such as the GDPR. Customers are responsible for giving candidates the notices and obtaining the consents their processing requires.

Sharing, service providers and integrations

We disclose information only as needed to provide and secure the service, follow customer instructions, complete a requested integration, comply with law, or protect rights and safety. We do not sell personal data, candidate resumes or recruiting profiles.

• Amazon Web Services (Mumbai, India): hosting, databases, backups and email delivery.
• OpenAI: AI processing for evaluation, summaries and drafting.
• Gupshup and Meta (WhatsApp Business): candidate WhatsApp messaging.
• Razorpay: payment processing for subscriptions.
• Zoho Mail: business email.
• Google and Microsoft: calendar and meeting connections, only when a customer connects them.

Google user data (Google Calendar and Google Meet)

When an authorized company user chooses to connect a Google account in Talence AI (Settings → Integrations → Calendar & Meetings), Talence AI requests access to that account through Google OAuth. We request only what the calendar connection needs: the account’s basic profile and email address (to show which account is connected), and Google Calendar access (to read the connected calendar’s basic details and to create, update and cancel interview events with Google Meet links on that calendar).

We use this data only to schedule, update and cancel interviews that the company’s users arrange in Talence AI, to send the related invitations to candidates and interviewers, and to show the connection status. We do not read, store or analyse other events on the calendar beyond what is needed to manage the interview events Talence AI creates. Access and refresh tokens are encrypted at rest and are used only by the Talence AI service.

We do not sell Google user data, use it for advertising, use it to build user profiles, or use it to train or improve general AI or machine-learning models. People at Talence AI do not read this data except with the user’s permission, where needed for security or to comply with law, or in aggregated, anonymized form for internal operations.

Talence AI’s use and transfer of information received from Google APIs adheres to the Google API Services User Data Policy, including the Limited Use requirements.

A company can disconnect Google at any time in Settings → Integrations → Calendar & Meetings, which deletes the stored Google tokens; access can also be removed from the Google account’s security settings (Third-party apps with account access). Interview events already created stay on the connected calendar unless deleted there.

With whom we share, transfer or disclose Google user data

Talence AI shares, transfers or discloses Google user data only with the parties below, and only to provide the interview scheduling feature the user has chosen to use. In this section, Google user data means the name, email address and basic profile of a Google account used to sign in to Talence AI or connected for calendar scheduling, its OAuth tokens, and the Google Calendar events and Google Meet links that Talence AI creates through Google APIs.

• Google: interview event details (title, date and time, the candidate’s and interviewers’ names and email addresses, and the Google Meet link) are sent to Google through the Google Calendar API to create, update or cancel the event on the connected calendar.
• Interview participants: the candidate and interviewers invited to an interview receive the event invitation, which shows the interview date and time, the Google Meet link and the connected account’s name and email address as the organizer, as in any calendar invitation.
• Authorized users of the same company workspace: administrators and recruiters of the company that connected the account can see which Google account is connected and the interview events, times and Meet links created in Talence AI. Google user data is never shared with other Talence customers.
• Amazon Web Services (Mumbai, India): our hosting provider stores the Google account’s name and email address, encrypted OAuth tokens and the interview event identifiers and Meet links in our database, and delivers interview emails. AWS acts only on our instructions as a service provider.
• Gupshup and Meta (WhatsApp Business): only when a candidate has opted in to WhatsApp updates from that company, the interview date, time and Google Meet link are sent to the candidate on WhatsApp through these providers, acting as our service providers.
• Legal and safety: we may disclose Google user data if required by law, regulation or valid legal process, or where necessary to protect the security of Talence AI, our users or the public. If Talence AI is part of a merger, acquisition or sale of assets, Google user data may be transferred only with notice to users and remains subject to this policy and the Limited Use requirements.

Retention and deletion

Customer-controlled candidate data is kept for as long as the customer’s workspace and instructions require, and is deleted or de-identified within 90 days after a customer’s account ends, unless the law requires longer. Demo requests and business correspondence are kept for up to 3 years. Billing and tax records are kept for 8 years as Indian tax law requires. Backups are kept for up to 14 days. Candidates can contact the employer, or us, to request deletion of their information.

Security and where data is stored

Talence AI runs on Amazon Web Services in Mumbai, India. We use role-based access, company-level separation, encryption in transit (HTTPS) and encryption at rest for databases and server disks, encrypted storage of connected-provider credentials, and daily backups. AI and messaging providers listed above may process data outside India under their own safeguards. No service can guarantee absolute security; we will notify affected customers and authorities of a personal data breach as the law requires.

Your choices and rights

You may ask for a summary of your personal data and how it is processed, correction or completion, deletion, withdrawal of consent (which stops further processing based on that consent), nomination of another person to exercise your rights, and grievance redressal. Depending on where you live you may have further rights, such as objection, portability or review of automated decisions. Rights are subject to legal conditions and exemptions. For customer-controlled recruiting data, the employer is usually the most direct contact; Talence will assist customers as contractually and legally required.

Children and changes

Talence is designed for business recruiting and is not directed to children. Customers must not use it to process data of people under 18 without the verifiable consent of a parent or guardian where the law requires it. We may update this notice as our services or legal obligations change and will post the new date here.

Grievance Officer

For privacy questions, requests or complaints, contact our Grievance Officer, Subhash Kumar, at contact@talenceai.com, or by post at ZUNOAI Software Private Limited, WeWork, Tech Embassy Village, No. 496, Block - L, Devarabisanahali, Bellandur, Bengaluru, Karnataka, India - 560103. We acknowledge requests within 7 days and respond within 30 days. If you are not satisfied with our response, you may complain to the Data Protection Board of India.