Terms of Service - Talk & Hire

At Talk & Hire ("we," "us," or "our"), we respect your privacy and are committed to protecting your personal data. This Privacy Policy explains how we collect, use, store, and protect your information when you use our AI-powered recruitment platform ("Platform").

Important: Our Platform uses advanced artificial intelligence and voice technology to enhance recruitment services. This policy specifically addresses how we handle voice recordings, AI-generated insights, transcripts, and other sensitive data. Please read carefully to understand your rights and our obligations under UK GDPR and applicable data protection laws.

1. Who We Are

Legal Entity & Data Controller

Talk & Hire is the data controller responsible for your personal data.

Registered Office:

[Insert Full Business Address]

Contact & DPO

For data protection queries:

Email: support@talkandhire.ai

Data Protection Officer: dpo@talkandhire.ai

ICO Registration: [Insert ICO Registration Number]

2. Personal Data We Collect

We collect personal data that is necessary to provide our recruitment services. This includes:

Contact & Identity Information

Name, email address, phone number, postal address, date of birth, and any other identifying information you provide.

Professional Information

CV/resume, employment history, educational qualifications, professional certifications, LinkedIn profile, work portfolio, references, salary expectations, location preferences, and eligibility to work.

User-Generated Content

Any documents, files, images, or materials you upload to the Platform, including cover letters, portfolios, and supporting documents.

Usage & Technical Data

IP address, browser type and version, device information, operating system, time zone setting, browser plug-in types, location data, log files, cookies, and analytics data about how you interact with our Platform.

Communications Data

Your preferences for receiving marketing communications, records of correspondence via email, phone, SMS, WhatsApp, or other channels.

3. Voice Data & AI Interactions

Voice Recordings & Transcripts

We record and transcribe telephone conversations with our AI assistant ("Talk"). Voice recordings constitute personal data under UK GDPR as they can identify you through voice characteristics, accent, speech patterns, and content.

What Voice Data Includes:

Audio recordings of conversations with our AI
Automated transcriptions of these recordings
Voice characteristics and biometric voice data
Content of conversations, including any information you voluntarily share
AI-generated summaries and analysis of conversations

Important Notice

You will be notified at the start of each call that it is being recorded. Continuing the call after this notification constitutes your consent. Voice data may reveal special category information about your health, ethnic origin, or other protected characteristics. We screen and minimize such data where possible, but cannot guarantee complete removal.

AI-Generated Data

Our AI systems generate insights, recommendations, candidate scores, and structured summaries based on your interactions. This derived data is also considered personal data.

Special Category Data

If you voluntarily disclose information about health, disabilities, race, religion, or other protected characteristics during conversations, we process this under explicit consent (Article 9(2)(a) UK GDPR).

4. How We Use Your Personal Data

Job Matching & Placement

To identify suitable job opportunities, match you with employers, facilitate introductions, and provide personalized recruitment services tailored to your skills and preferences.

AI Training & Development

To improve our AI systems, train machine learning models, conduct quality assurance, and enhance platform functionality. We use anonymized and aggregated data where possible.

Communication

To contact you via email, phone, SMS, or WhatsApp regarding job opportunities, platform updates, feedback requests, or on behalf of partner employers.

Security & Compliance

To prevent fraud, misuse, or unauthorized access; comply with legal obligations; resolve disputes; and enforce our Terms of Service.

Analytics & Research

To understand platform usage, conduct market research, generate business insights, and improve user experience through aggregated, anonymized data analysis.

Marketing

To send promotional communications about our services (with your consent). Aggregated data may be used for marketing materials without identifying individuals.

Aggregated & Anonymized Data

We may compile aggregated statistics (e.g., "500 software engineers registered this month" or "average salary expectation for senior roles is £X") for marketing, analytics, or public reporting. This data does not identify you personally and is not subject to GDPR restrictions.

5. Legal Basis for Processing

Under UK GDPR Article 6, we process your data based on the following lawful grounds:

Consent (Article 6(1)(a))

For voice recording, AI-driven matching, and marketing communications. You can withdraw consent at any time without affecting prior processing.

Contractual Necessity (Article 6(1)(b))

To provide recruitment services, facilitate introductions, and fulfill our obligations under our Terms of Service.

Legitimate Interests (Article 6(1)(f))

For platform security, fraud prevention, business analytics, and operational improvements where our interests are not overridden by your fundamental rights.

Legal Obligation (Article 6(1)(c))

To comply with applicable laws, regulations, court orders, or governmental requests.

Special Category Data (Article 9(2)(a))

We process special category data (health, ethnicity, religion, etc.) only with your explicit consent provided during registration or collected at the time you volunteer such information. You can withdraw this consent at any time.

6. AI Processing & Transparency

How Our AI Works

Our Platform uses large language models and machine learning algorithms to analyze your profile, conversations, and preferences to generate job recommendations and insights. This includes:

Natural language processing of voice transcripts
Matching algorithms that compare your profile to job requirements
Sentiment and skills analysis from conversations
Predictive scoring for role suitability

AI Limitations

AI systems may occasionally produce inaccurate outputs ("hallucinations"), exhibit bias, or make errors. We implement bias detection measures but cannot guarantee complete accuracy.

You should not regard AI outputs as definitive professional advice.

Human Oversight

All final recruitment decisions involve human review. Our team members review AI-generated recommendations, and employers make independent hiring decisions. You have the right to request human review of any automated decision.

Data Protection Impact Assessment (DPIA)

We have conducted Data Protection Impact Assessments for our AI processing activities, particularly voice recording and automated profiling, as required by UK GDPR Article 35. Summaries are available upon request.

8. International Data Transfers

Some of our service providers are located outside the UK and European Economic Area (EEA). When we transfer your personal data internationally, we ensure adequate protection through:

Standard Contractual Clauses (SCCs): EU-approved contracts ensuring GDPR-level protection
UK International Data Transfer Agreement (IDTA): UK-specific safeguards for data transfers
Adequacy Decisions: Transfers to countries deemed adequate by UK government
Binding Corporate Rules: For processors with approved internal data governance

Specific International Transfers

Provider	Location	Safeguard
AI Services (Anthropic, OpenAI)	USA	SCCs + IDTA
Cloud Storage (AWS, GCP)	USA, EU	SCCs + IDTA

You may request copies of the safeguards in place by contacting our DPO.

International Users Notice

If you access our Platform from outside the UK, you acknowledge that your data will be processed in the UK and potentially other jurisdictions. By using our services, you consent to such transfers where they are necessary for service provision.

9. Data Retention & Deletion

Standard Retention Period

We retain your personal data for as long as necessary to provide our services and for legitimate business purposes. Standard retention periods:

Active accounts: Duration of service use
Inactive accounts: Up to 48 months after last activity
Voice recordings: 48 months or upon request
Transaction records: 6-7 years (tax/accounting requirements)

Account Deletion

You may request deletion of your account and personal data at any time by emailing support@talkandhire.ai

Response Time: We will action deletion requests within 30 days. Some data may be retained where legally required or for legitimate interests (e.g., fraud prevention).

Exceptions to Deletion

We may retain certain data beyond your deletion request where:

Required by law (e.g., accounting records, legal disputes)
Necessary for legal claims or defense
Aggregated/anonymized data that no longer identifies you
Backup systems (deleted within 90 days of next backup cycle)

Important: Impact of Deletion

Deleting your voice recordings or conversation data may limit our ability to provide optimal services, as our AI relies on this information for personalized matching. Consider requesting restriction of processing instead.

10. Your Data Protection Rights

Under UK GDPR, you have the following rights regarding your personal data:

Right of Access

Request a copy of your personal data. We provide this free of charge within one month.

Right to Rectification

Correct inaccurate or incomplete personal data. Update your profile anytime via account settings.

Right to Erasure

Request deletion of your personal data ("right to be forgotten") where no legitimate grounds exist for continued processing.

Right to Restrict

Limit how we process your data while we investigate accuracy concerns or legitimate grounds.

Data Portability

Receive your data in a structured, machine-readable format to transfer to another controller.

Right to Object

Object to processing based on legitimate interests or for direct marketing purposes. We will cease unless compelling grounds exist.

Exercising Your Rights

To exercise any of these rights, email us at support@talkandhire.ai or contact our DPO at dpo@talkandhire.ai

We will respond within one month (extendable to three months for complex requests)
We may require proof of identity to prevent unauthorized disclosure
All requests are free of charge unless manifestly unfounded or excessive

Right to Lodge a Complaint

If you believe we have not handled your data properly, you have the right to lodge a complaint with the UK supervisory authority:

Information Commissioner's Office (ICO)

Website: https://ico.org.uk

Helpline: 0303 123 1113

11. Security Measures

Technical Safeguards

End-to-end encryption for data in transit (TLS 1.3)
AES-256 encryption for data at rest
Multi-factor authentication (MFA) for account access
Regular security audits and penetration testing
Automated threat detection and monitoring

Organizational Safeguards

Role-based access controls (RBAC)
Employee confidentiality agreements
Regular data protection training
Incident response procedures
Third-party security certifications (SOC 2, ISO 27001)

Data Breach Notification

In the unlikely event of a personal data breach that poses a risk to your rights and freedoms, we will:

Notify the ICO within 72 hours of becoming aware
Inform affected individuals without undue delay where high risk exists
Provide details of the breach, likely consequences, and mitigation measures

Important Limitation: While we implement industry-standard security measures, no system is completely secure. We cannot guarantee absolute protection against unauthorized access, theft, or data loss. You are responsible for maintaining the confidentiality of your login credentials.

12. Automated Decision-Making & Profiling

Use of Automated Processing

Our Platform uses automated decision-making and profiling to match you with suitable job opportunities. This includes:

AI-powered candidate scoring and ranking
Automated job matching based on skills and preferences
Sentiment analysis of voice conversations
Predictive assessment of role suitability

Your Right to Human Intervention

Under UK GDPR Article 22, you have the right not to be subject to decisions based solely on automated processing that produce legal or similarly significant effects. You may request:

Human review of AI-generated decisions
Explanation of automated decision logic
Challenge or contest automated decisions

Safeguards in Place

All employer introductions reviewed by humans
Final hiring decisions made by employers, not AI
Regular bias audits of AI systems
Transparency about automated processing
Ability to opt-out of certain profiling activities

To request human intervention or contest an automated decision, email support@talkandhire.ai with details of the decision you wish to challenge.

13. Children's Privacy

Age Restriction

Our Platform is not intended for individuals under the age of 16 years. We do not knowingly collect personal data from children.

If we become aware that we have inadvertently collected data from a child under 16, we will take immediate steps to delete such information. Parents or guardians who believe we may have collected data from their child should contact us immediately at support@talkandhire.ai

14. 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 business operations.

How We Notify You

Material Changes: We will notify you via email to your registered address at least 30 days before changes take effect
Minor Changes: Announced via prominent notice on our website
Continued Use: Your continued use after the effective date constitutes acceptance of the updated policy

Version History: Previous versions of this Privacy Policy are available upon request. We maintain an archive dating back to our initial policy publication.

This Privacy Policy will be reviewed and updated at least annually or as required by changes in applicable law or our business practices.

15. Contact Us

General Inquiries