Privacy Policy
Last Updated: December 1, 2025
TalentPilot Inc. ("TalentPilot," "we," "our," or "us") is committed to protecting the privacy of individuals who use our website at talentpilotai.com (the "Site") and our AI-driven talent intelligence platform (the "Platform"). This Privacy Policy explains what personal information we collect, how we use and share it, and the rights and choices available to you.
By accessing or using the Site or Platform, you acknowledge that you have read and understood this Privacy Policy. If you do not agree with this Policy, please do not access or use our services.
1. Information We Collect
1.1 Information You Provide Directly
We collect personal information that you voluntarily provide when you interact with us, including when you:
- Request a Demo: Name, business email address, company name, job title, phone number, and any message you include in your inquiry.
- Create an Account: Name, email address, password (stored in encrypted form), company affiliation, and role information.
- Contact Us: Any information you include in messages sent through our contact forms or to our support channels.
- Subscribe to Communications: Email address and communication preferences.
- Participate in Surveys or Research: Responses and feedback you provide in research activities.
1.2 Information Collected Automatically
When you visit our Site or use our Platform, we automatically collect certain technical information, including:
- Usage Data: Pages visited, features accessed, time spent on pages, actions taken within the Platform, and navigation patterns.
- Device and Browser Information: Browser type and version, operating system, device type, screen resolution, and language settings.
- Connection Information: IP address, approximate geographic location derived from IP address, internet service provider, and referring URL.
- Cookie and Tracking Data: Information collected through cookies and similar technologies as described in our Cookie Policy.
- Log Data: Server logs including access times, error logs, and performance metrics.
1.3 Information From Third-Party Sources
We may receive personal information about you from third-party sources, including:
- Business Partners: Referral partners, resellers, and integration partners who provide contact and company information about potential customers.
- Data Enrichment Services: We may supplement contact information with business-relevant data from reputable data providers.
- Analytics Providers: Aggregated and anonymized data from analytics services that help us understand Site traffic and user behavior.
- Social and Professional Networks: If you connect a social or professional account to our Platform, we may receive information you have permitted that platform to share.
1.4 Candidate Data Processed on Behalf of Customers
When HR professionals and organizations ("Customers") use our Platform, they may upload or direct the processing of personal data about job candidates and employees ("Candidate Data"). In this context, TalentPilot acts as a data processor on behalf of the Customer, who is the data controller. Our use of Candidate Data is governed by our agreements with Customers and is limited to providing the Platform services. If you are a job candidate and have questions about how your data is being used by a specific employer, please contact that employer directly.
2. How We Use Your Information
We use the personal information we collect for the following purposes:
2.1 Providing and Improving Our Services
- Operating, maintaining, and improving the Site and Platform
- Authenticating users and managing accounts
- Processing demo requests and sales inquiries
- Providing customer support and responding to questions
- Developing new features and capabilities based on usage patterns
- Ensuring the security and integrity of our systems
2.2 Communications
- Sending transactional messages (account confirmations, security alerts, service notifications)
- Responding to inquiries and support requests
- Sending marketing communications about our products and industry content, with your consent where required by law
- Sending event invitations, webinar announcements, and research reports
2.3 Analytics and Research
- Understanding how visitors and users interact with our Site and Platform
- Measuring the effectiveness of marketing campaigns and content
- Conducting user research to inform product development decisions
- Generating aggregated, anonymized industry insights and benchmarks
2.4 Legal and Compliance
- Complying with applicable laws, regulations, and legal processes
- Enforcing our Terms of Service and other agreements
- Protecting TalentPilot's legal rights and those of our users
- Preventing fraud, abuse, and unauthorized access
3. How We Share Your Information
We do not sell your personal information. We share personal information only in the following circumstances:
3.1 Service Providers
We engage trusted third-party vendors and service providers who assist us in operating our business. These include cloud infrastructure providers, payment processors, email delivery services, analytics platforms, customer relationship management software, and marketing automation tools. Service providers are contractually obligated to use personal information only as directed by TalentPilot and to implement appropriate security measures.
3.2 Business Transfers
If TalentPilot is involved in a merger, acquisition, financing, or sale of all or substantially all of our assets, your personal information may be transferred as part of that transaction. We will notify you of any material change in the controller of your personal information and any changes to this Privacy Policy that result from such a transaction.
3.3 Legal Requirements
We may disclose your personal information if we believe in good faith that disclosure is required to comply with applicable law or regulation, respond to a valid legal process (including a court order, subpoena, or law enforcement request), protect the rights or property of TalentPilot, prevent imminent physical harm, or investigate suspected fraud or illegal activity.
3.4 With Your Consent
We may share your personal information with third parties when you have explicitly consented to such sharing.
4. Cookies and Tracking Technologies
We use cookies and similar tracking technologies to operate and improve our Site and Platform. Cookies are small text files stored on your device that enable us to recognize returning visitors, maintain session state, analyze usage patterns, and deliver personalized content. For detailed information about the cookies we use and your choices regarding cookies, please see our Cookie Policy.
5. Data Retention
We retain personal information for as long as necessary to fulfill the purposes described in this Privacy Policy, unless a longer retention period is required by law. Specifically:
- Account data is retained for the duration of your account and for a reasonable period after account closure to enable account recovery and resolve any disputes.
- Customer and prospect data in our CRM is retained for the duration of the business relationship and up to seven years thereafter for legal and accounting purposes.
- Marketing communications data is retained until you unsubscribe or request deletion.
- Usage logs and analytics data are retained in identifiable form for up to 24 months, and in anonymized form indefinitely for research and benchmarking purposes.
- Candidate Data processed on behalf of Customers is retained per our Data Processing Agreement with each Customer.
6. Data Security
TalentPilot implements commercially reasonable technical and organizational security measures to protect personal information against unauthorized access, disclosure, alteration, and destruction. These measures include encrypted data transmission using TLS, encryption of data at rest, role-based access controls, regular security assessments and penetration testing, and employee security training.
No security system is impenetrable, and we cannot guarantee the absolute security of your information. In the event of a data breach that affects your personal information in a material way, we will notify you in accordance with applicable law.
7. Your Rights and Choices
Depending on your jurisdiction, you may have the following rights regarding your personal information:
7.1 Access and Portability
You may request a copy of the personal information we hold about you and, in many cases, receive it in a structured, machine-readable format suitable for transfer to another service provider.
7.2 Correction
You may request correction of inaccurate or incomplete personal information we hold about you.
7.3 Deletion
You may request deletion of your personal information. We will honor deletion requests subject to our legal retention obligations and legitimate business needs. Note that deletion of account data will result in termination of your access to the Platform.
7.4 Restriction and Objection
You may request that we restrict processing of your personal information in certain circumstances, or object to processing based on legitimate interests, including processing for direct marketing purposes.
7.5 Withdrawal of Consent
Where processing is based on your consent, you may withdraw consent at any time. Withdrawal does not affect the lawfulness of processing conducted prior to withdrawal.
7.6 Marketing Opt-Out
You may opt out of marketing communications at any time by clicking the "unsubscribe" link in any marketing email, updating your communication preferences in your account settings, or contacting us at privacy@talentpilotai.com.
To exercise any of these rights, please contact us at privacy@talentpilotai.com. We will respond to verified requests within 30 days. We may need to verify your identity before processing certain requests.
8. Children's Privacy
Our Site and Platform are not directed to individuals under the age of 18, and we do not knowingly collect personal information from children. If we learn that we have collected personal information from a child under 18, we will take steps to delete that information as quickly as possible. If you believe we may have collected information from a child, please contact us at privacy@talentpilotai.com.
9. Third-Party Links
Our Site and Platform may contain links to third-party websites, integrations, and services. This Privacy Policy applies only to TalentPilot's own operations. We are not responsible for the privacy practices of third-party websites or services, and we encourage you to review their privacy policies before providing personal information.
10. International Data Transfers
TalentPilot is headquartered in New York, United States. If you access our Site or Platform from outside the United States, please be aware that your information may be transferred to, stored, and processed in the United States, where data protection laws may differ from those in your home jurisdiction. By using our services, you consent to the transfer of your information to the United States in accordance with this Privacy Policy.
11. New York and U.S. State Privacy Rights
New York residents and residents of other states with applicable privacy legislation have specific rights regarding their personal information. If you are a New York resident, you have the right to know what personal information we collect, disclose, and share; to request deletion of your personal information; and to non-discrimination for exercising your privacy rights. To exercise these rights, contact us at privacy@talentpilotai.com.
12. Changes to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our practices, technology, legal requirements, or for other reasons. We will post the updated policy on this page with a revised "Last Updated" date. If we make material changes, we will provide notice through the Platform or via email to registered users. Your continued use of the Site or Platform after the effective date of any changes constitutes your acceptance of the updated Privacy Policy.
13. Contact Us
If you have questions, concerns, or requests regarding this Privacy Policy or our privacy practices, please contact us at:
TalentPilot Inc.
Privacy Team
New York, NY
Email: privacy@talentpilotai.com
We take privacy inquiries seriously and aim to respond to all requests within 30 days.