Privacy Policy

1. Scope

This policy applies to the TalentNEX Applicant Tracking System (ATS), its website, and related hiring workflows. It covers personal data provided by recruiters, hiring teams, candidates, and data made available through approved third-party integrations.

2. Information We Collect

• Account data (name, email address, company, role, login details).
• Candidate data (resume details, contact information, application responses, interview notes).
• Usage data (activity logs, browser/device metadata, IP address, and session timestamps).
• Integration data (limited profile and professional information from connected LinkedIn accounts).

3. How We Use Information

• Provide and operate ATS hiring workflows.
• Authenticate users and secure accounts.
• Facilitate candidate sourcing, application review, and communication.
• Support LinkedIn-based sign-in and profile-based recruitment actions requested by users.
• Improve product performance, reliability, and user experience.
• Comply with legal, regulatory, and contractual obligations.

4. LinkedIn Data Usage

When users connect LinkedIn to TalentNEX ATS, we only access and use data necessary for requested recruiting functions. We do not sell LinkedIn member data. LinkedIn-derived data is used solely for hiring workflow features and internal analytics tied to those workflows.

5. Data Sharing and Disclosure

We may share data only in the following circumstances:

• With the customer organization using TalentNEX ATS and its authorized team members.
• With vetted service providers that support hosting, security, or communications.
• When required by law, court order, or to protect rights, safety, and system integrity.
• As part of a business transfer, merger, or acquisition subject to confidentiality safeguards.

6. Data Retention

We retain personal data for as long as needed to provide services, maintain compliance obligations, resolve disputes, and enforce agreements. Retention periods may vary by customer settings and legal requirements.

7. Security

We use reasonable administrative, technical, and organizational safeguards to protect personal data from unauthorized access, loss, misuse, or alteration. No method of transmission or storage is fully secure, but we continuously work to improve protections.

8. Your Rights and Choices

Depending on your location, you may have rights to access, correct, delete, or restrict use of your personal data. Requests can be submitted through your employer's TalentNEX account administrator or by contacting us directly.

9. LinkedIn Data Deletion Requests

To request deletion of LinkedIn-related data used by TalentNEX ATS, email support@cauldron.app with the subject "LinkedIn Data Deletion Request" and include enough details to identify the relevant account. We will verify the request and process it within a reasonable timeframe, consistent with legal obligations.

10. Children's Privacy

TalentNEX ATS is intended for professional recruiting and is not directed to children under 16. We do not knowingly collect personal data from children.

11. Changes to This Policy

We may update this Privacy Policy from time to time. Material updates will be posted on this page with a revised effective date.

12. Contact

For privacy questions or requests, contact us at support@cauldron.app.