Privacy Policy

1. Who we are

ATSGEEK ("we," "us," or "our") operates a cloud-based applicant tracking system designed for recruitment agencies and talent teams. This Privacy Policy explains how we collect, use, store, and protect personal information when you use our platform at talentos.io.

We are committed to protecting your privacy and handling your data in compliance with applicable privacy laws, including Japan's Act on the Protection of Personal Information (APPI / 個人情報保護法) and the EU General Data Protection Regulation (GDPR) where applicable.

By using ATSGEEK, you agree to the collection and use of information in accordance with this policy.

2. What data we collect

2.1 Account information

When you register for ATSGEEK, we collect:

Name
Email address
Company / organisation name
Password (hashed using bcrypt — never stored in plain text)
Subscription and billing details (managed via Stripe; we do not store card numbers)

2.2 Candidate data

As a recruitment platform, you may upload or enter data about job candidates, including names, contact information, work history, skills, languages, salary expectations, and resume documents. This data is entered by you (the recruiter) and belongs to your organisation. You are solely responsible for obtaining appropriate consent from candidates whose data you enter.

2.3 Usage data

We may collect information about how you access and use the service, including log data, IP addresses, browser type, operating system, pages visited, and actions taken within the platform. This data is used solely for service improvement, security monitoring, and support.

2.4 Payment information

Payments are processed by Stripe, Inc. We do not store credit card numbers or full payment details. We retain only the last 4 digits of your card, expiry date, and billing email for support purposes. Stripe's privacy policy applies to all payment processing.

2.5 Communications

If you contact us via email or our contact form, we retain your message and contact details to respond to your enquiry and improve our support.

3. How we use your data

We use the information we collect to:

Provide, maintain, and improve the ATSGEEK service
Process payments and send transaction confirmations
Authenticate users and maintain account security
Send administrative communications (service updates, security notices, billing)
Provide customer support
Analyse usage patterns to develop new features
Detect and prevent fraud, abuse, and security incidents
Comply with legal obligations

We will not sell, rent, or trade your personal information to third parties. We will not use your data for advertising purposes.

4. Legal basis for processing

Under GDPR (for users in the EU/EEA), we process personal data on the following legal bases:

Contract performance: processing necessary to provide the ATSGEEK service under our Terms of Service
Legitimate interests: security monitoring, fraud prevention, and service improvement
Legal obligation: compliance with applicable laws and regulations
Consent: where you have given explicit consent (e.g. marketing communications)

Under APPI (for users in Japan), we process personal information for the specified purposes described in this policy, with your implied consent through use of the service.

6. International transfers

ATSGEEK is primarily hosted in cloud infrastructure in the Asia-Pacific region. Some sub-processors (including Stripe and Anthropic) are based in the United States. Where data is transferred outside Japan or the EEA, we ensure appropriate safeguards are in place, including standard contractual clauses or equivalent protections.

7. Data retention

We retain your account data and associated candidate data for as long as your subscription is active. Upon cancellation, we retain your data for 30 days to allow for account recovery. After this period, all data is permanently deleted from our systems.

You may request earlier deletion of your account and associated data at any time by contacting privacy@talentos.io. Billing records may be retained for longer periods as required by law.

8. Your rights

Depending on your jurisdiction, you may have the following rights regarding your personal data:

Right of access: request a copy of personal data we hold about you
Right to rectification: request correction of inaccurate data
Right to erasure: request deletion of your personal data
Right to restriction: request that we limit how we use your data
Right to portability: receive your data in a structured, machine-readable format
Right to object: object to processing based on legitimate interests
Right to withdraw consent: where processing is based on consent

Under APPI, you have the right to request disclosure, correction, addition, deletion, or suspension of use of your personal information.

To exercise any of these rights, contact us at privacy@talentos.io. We will respond within 30 days.

9. Security

We implement industry-standard security measures to protect your data, including:

Encryption in transit using TLS 1.3
Encryption at rest for all database storage
Row-level security ensuring strict multi-tenant data isolation
Bcrypt password hashing
Regular security audits and dependency updates

No method of transmission over the internet or electronic storage is 100% secure. If you discover a security vulnerability, please contact us immediately at security@talentos.io.

10. Cookies

ATSGEEK uses essential cookies required for authentication and session management. We do not use third-party advertising cookies or tracking pixels.

For full details on the cookies we set, please see our Cookie Policy.

11. Contact us

For privacy enquiries or to exercise your rights, please contact:

Email: privacy@talentos.io
Subject line: Privacy Request — [your name]

We aim to respond to all privacy requests within 30 days. If you are not satisfied with our response, you have the right to lodge a complaint with your local data protection authority.