How we protect your agency's data

Where your data lives

Your database, sign-in and files are stored in Sydney, Australia, and the TalentDesk app runs in Sydney. AI models process requests outside Australia with zero data retention. The service providers we use are listed in our Privacy Policy.

Who owns and looks after it

When your agency signs on, TalentDesk takes a copy of your CRM data under your signed data agreement. TalentDesk owns that copy and is responsible for protecting it, including under Australian privacy law. No other agency can ever see your records. We never sell personal information, and we only use it to run and improve TalentDesk.

Signing in

Your team signs in with their Microsoft 365 work account, so your Microsoft security, including multi-factor authentication if your agency uses it, protects TalentDesk too. Password sign-in is switched off for agencies, and access is by invitation or approval.

Who can see your data

Each agency's records are kept apart by the database itself. Tests that look for one agency reaching another's data run on every change before release, and a read-only check of the same kind runs in production every day. Inside your agency there are seven roles, from Owner to read-only Viewer, and each person sees and does only what their role allows. TalentDesk staff use a separate admin console with its own sign-in, an extra password check and a permanent log of what they open.

Encryption

Every connection uses HTTPS. Stored data is encrypted (AES-256) by our database host, Supabase. Your CRM and Microsoft 365 logins are encrypted again by TalentDesk and can't be read from any user account.

AI, used safely

• Zero data retention on every request: the provider answers and keeps nothing. That covers every model we use, including TypeSafe's Jev. (One provider, OpenAI, may keep a request it flags for a safety review.)
• Never used to train AI: every provider we use is barred from it.
• Your own assistant, your rules: ChatGPT or Claude connects only with your approval. It sees short names and masked contact details unless an owner or admin allows more. Sending email or changing your CRM needs a separate confirmation, and its actions are logged.

If things go wrong

Daily backups are kept for 7 days. We have a written breach plan under Australia's Notifiable Data Breaches scheme. Affected agencies are told on day one.

What you control

Owners and admins can hide a candidate from your agency instantly. You can switch off a connected AI app at any time. Privacy requests are answered within 30 days.