TalentDesk

Privacy Policy

Last updated: 23 June 2026

This Privacy Policy explains how TalentDesk ("TalentDesk", "we", "us") handles personal information when you use the TalentDesk recruitment workflow platform at talentdesk.com.au and its related services (the "Service"). TalentDesk is a business-to-business tool used by recruitment agencies (each, an "Agency") to manage jobs, candidates, communications, and interviews.

For most candidate information processed in the Service, the Agency that uses TalentDesk is the data controller and TalentDesk acts as its processor. Candidates should direct requests about their information to the relevant Agency. We handle that information on the Agency's instructions and as described below.

1. Information we process

  • Candidate information - names, contact details, résumés/CVs, work history, qualifications, availability, salary expectations, recruiter notes, and consent records.
  • User (recruiter) information - name, work email, job title, profile details, and authentication identifiers.
  • Communications and calendar data - emails, drafts, calendar events, and interview/meeting details (including optional, consent-gated interview recordings and transcripts) accessed through Microsoft 365 with your authorisation.
  • Usage and technical data - log data, device and browser information, and audit records of actions taken in the Service.

2. Where it comes from

We receive information from: connected recruitment CRM systems (Bullhorn and JobAdder) that your Agency authorises; Microsoft 365 (Outlook, Calendar, Teams) when a user connects their account; information that Agencies and recruiters enter directly; and automatically as you use the Service.

3. How we use it

We use information to provide and operate the Service - including syncing jobs and candidates, shortlisting, generating submission packs, scheduling and (where enabled) recording interviews, drafting and sending communications you initiate, maintaining security and audit logs, and improving and supporting the Service.

4. AI-assisted features

The Service uses artificial-intelligence models to help draft, summarise, extract, and rank information. Content you process (which may include candidate and role information and message text) is sent to third-party AI providers via the Vercel AI Gateway. Providers currently include Anthropic, Amazon Web Services, and DeepSeek. AI output can be inaccurate and should be reviewed before it is relied on or sent. If you connect your own AI assistant to TalentDesk (for example through our Model Context Protocol endpoint), the data you request through it is sent to that assistant's provider under that provider's terms.

5. How we share it

We share information with: the connected CRM (to write back submissions and placements you authorise); Microsoft (to send email and create calendar events you initiate); and our service providers who host and run the Service - including Supabase (database and authentication, hosted in Sydney, Australia) and Vercel (application hosting), and the AI providers described above. We do not sell personal information. We may also disclose information where required by law.

6. Where it is stored

The Service's primary database is hosted in Australia (Supabase, Sydney region). Some service providers, including AI providers, may process information outside Australia. We take steps to ensure information is handled with appropriate protection wherever it is processed.

7. Security

We use measures including encryption in transit, encryption at rest for sensitive credentials and tokens, role-based access controls, per-Agency data isolation, and audit logging. No method of transmission or storage is completely secure, and we cannot guarantee absolute security.

8. Retention and deletion

We retain information for as long as needed to provide the Service to the Agency and as required by law. We do not automatically delete information based on its age.

Candidate records are also held in the Agency's connected CRM. Our sync adds and updates records; it does not delete them, so a record deleted in the Agency's CRM is not automatically removed from the Service. We action deletion and erasure requests on request (see the next section).

9. Your choices and rights

Because TalentDesk acts as a processor for each Agency, candidates and other individuals should contact the relevant Agency to access, correct, or delete their information. You can also contact us and we will help route or action the request as appropriate. Australian privacy law (the Privacy Act 1988 and the Australian Privacy Principles) applies to our handling of personal information.

10. Children

The Service is intended for use by recruitment professionals and is not directed to children.

11. Changes

We may update this policy from time to time. The "Last updated" date above shows when it last changed; material changes will be reflected here.

12. Contact

Questions or privacy requests: support@talentdesk.com.au.