TalentFora Privacy Policy

1. Introduction

1.1 Purpose of This Policy

This Privacy Policy explains how TalentFora collects, uses, stores, shares, and protects personal information in connection with the TalentFora website, Platform, and related services. TalentFora is an AI-powered resume scanning and candidate assessment platform designed to assist employers, recruiters, and hiring teams in reviewing and evaluating candidate information.

1.2 Relationship With Other Policies

This Privacy Policy should be read together with the Terms & Conditions, Cookie Policy, AI / Human Oversight Notice, Sub-Processor / Data Transfer Summary, Data Processing Addendum, Cancellation & Refund Policy, and any other applicable policies, notices, or addenda made available by TalentFora.

1.3 Acknowledgement

By accessing or using the Platform, including by creating an account, uploading information, submitting resumes or candidate data, or otherwise interacting with the Platform, you acknowledge that personal information may be processed in accordance with this Privacy Policy and the Privacy Act 1988 (Cth).

2. Who We Are

2.1 Company Structure

TalentFora is a product of the Forasoftware group.

The Platform is developed by Softfoora Services Pvt. Ltd. and operated under the TalentFora brand by FORASOFTWARE AUSTRALIA PTY LTD (ACN: 685 226 706 | ABN: 25 685 226 706).

For customers located in Australia and other designated global regions (excluding India), the Platform is sold, operated, and supported by FORASOFTWARE AUSTRALIA PTY LTD, the registered Australian entity within the Forasoftware group. For customers located in India, the Platform may be sold, operated, or supported by Softfoora Services Pvt. Ltd.

2.2 Meaning of "TalentFora"

In this Privacy Policy, "TalentFora", "we", "us", or "our" refers to FORASOFTWARE AUSTRALIA PTY LTD (or the applicable Forasoftware group entity) responsible for providing or supporting the Platform in relation to your use of the services.

2.3 Data Protection Roles

Depending on the circumstances and applicable law, TalentFora may act as:

• an APP Entity (akin to a data controller) in relation to certain website, account, operational, and business information; and/or
• a service provider (akin to a data processor) acting on behalf of employers, recruiters, or customers using the Platform.

3. Scope of This Policy

3.1 Services Covered

This Privacy Policy applies to personal information processed in connection with:

• the TalentFora website;
• the TalentFora Platform;
• employer and recruiter dashboards;
• candidate-related services;
• customer support communications;
• account registration and administration;
• AI-based resume analysis and related platform functionality; and
• related products, services, and operational activities provided by TalentFora.

3.2 Individuals Covered

This Privacy Policy applies to various categories of individuals, including:

• employers and recruiters using the Platform;
• candidates whose information is uploaded to or processed through the Platform;
• website visitors;
• customer representatives; and
• other individuals who interact with TalentFora or its services.

3.3 Services Not Covered

This Privacy Policy does not apply to:

• third-party websites, services, or integrations not controlled by TalentFora; or
• personal information processed independently by employers, recruiters, or other third parties outside the Platform after such data has been downloaded, exported, or otherwise accessed from the Platform.

3.4 Employer and Customer Responsibility

Where employers, recruiters, or customers upload candidate information or otherwise use the Platform in connection with recruitment or employment activities, they remain strictly responsible for ensuring that they have an appropriate legal basis, consent, and authority to collect and process such information under the Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs).

4. Personal Information We Collect

4.1 Candidate Data

TalentFora may collect and process personal information relating to candidates, applicants, or individuals whose information is uploaded to or processed through the Platform, including:

• resume or CV content;
• names, email addresses, phone numbers, and contact details;
• employment history;
• education and qualifications;
• certifications and licences;
• skills, experience, and career information;
• portfolio links, LinkedIn profiles, or related professional information;
• job application materials and related documents;
• AI-generated rankings, scores, summaries, insights, or matching results; and
• other information submitted by employers, recruiters, customers, or users through the Platform.

TalentFora does not intentionally require or request sensitive information (as defined in the Privacy Act 1988 (Cth), such as health information, racial or ethnic origin, or political opinions) unless such information is voluntarily included within uploaded materials by the candidate or employer.

4.2 Employer and Recruiter Data

TalentFora may collect personal information relating to employers, recruiters, customers, or account users, including:

• account registration information;
• business or company information;
• billing and subscription information;
• login credentials and authentication data;
• communications and support requests;
• user activity and platform usage data; and
• account preferences and administrative settings.

4.3 Automatically Collected Data

TalentFora may automatically collect certain technical, device, and usage information, including:

• IP addresses;
• browser type and version;
• device identifiers;
• operating system information;
• access dates and times;
• usage logs and activity records;
• platform interaction data;
• cookie and analytics information; and
• security, diagnostic, and performance-related information.

4.4 AI-Generated Outputs and Metadata

The Platform may generate or process metadata and AI-related outputs, including:

• candidate rankings;
• scoring outputs;
• skill matches;
• summaries and insights;
• matching recommendations;
• usage analytics;
• model monitoring information; and
• pseudonymised, aggregated, or operational data used for system improvement, monitoring, security, performance, or service delivery purposes, where permitted by applicable law and customer settings.

5. How We Collect Personal Information

5.1 Information Provided by Users

TalentFora may collect personal information directly from employers, recruiters, customers, candidates, or other users when information is:

• uploaded to the Platform;
• submitted through forms or account registration processes;
• provided during customer support interactions;
• shared through communications with TalentFora; or
• otherwise voluntarily submitted through the website or Platform.

5.2 Information Collected Through Platform Use

TalentFora may automatically collect certain information through use of the website or Platform, including through:

• cookies and similar technologies;
• usage analytics tools;
• security and authentication systems;
• activity logs and monitoring tools; and
• device, browser, and system interactions.

Further information regarding cookies and similar technologies is available in the TalentFora Cookie Policy.

5.3 Information Provided by Employers or Recruiters

Employers, recruiters, or customers using the Platform may upload or provide candidate information, resumes, job descriptions, application materials, evaluation criteria, and related data in connection with recruitment or hiring activities.

Where candidate data is uploaded by employers, recruiters, or customers, they remain entirely responsible for ensuring that they have lawfully collected this information and hold the necessary authority or consent under the APPs to upload and process it via the Platform.

5.4 Third-Party Sources

TalentFora may receive limited information from third-party providers, integrations, or tools used in connection with the Platform, where applicable, including hosting providers, payment providers, analytics services, authentication services, customer support tools, or other operational service providers.

6. How We Use Personal Information

6.1 Providing the Platform and Services

TalentFora may use personal information to provide, operate, maintain, support, and improve the Platform and related services. This may include using personal information to:

• create and manage user accounts;
• provide AI-based resume analysis and candidate assessment functionality;
• process, analyse, organise, rank, score, summarise, or match candidate information;
• support recruitment and hiring workflows;
• provide customer support and respond to inquiries;
• process payments, subscriptions, renewals, credits, or billing-related matters;
• authenticate users and maintain account security;
• monitor Platform usage, functionality, performance, and stability;
• detect, prevent, investigate, or address fraud, abuse, security incidents, or unlawful activity;
• enforce the Terms & Conditions and related policies; and
• comply with legal, regulatory, contractual, or operational obligations.

6.2 AI-Assisted Processing

TalentFora may use personal information and User Content in connection with AI-assisted analysis, automation, ranking, scoring, matching, summarisation, recommendation, and related Platform functionality.

AI-generated outputs are intended solely to assist employers, recruiters, and hiring teams in reviewing and evaluating candidate information. TalentFora does not engage in solely automated decision-making. TalentFora does not make hiring, rejection, employment, promotion, compensation, or other employment-related decisions on behalf of users.

6.3 Platform Improvement and Operational Purposes

TalentFora may use personal information, usage information, operational metadata, and related information to:

• improve Platform functionality and user experience;
• develop, maintain, support, secure, or troubleshoot the Platform;
• analyse usage trends and system performance;
• monitor service reliability and infrastructure performance;
• develop new features, services, or operational improvements;
• conduct internal reporting, analytics, auditing, or testing;
• maintain platform integrity and security; and
• generate aggregated, anonymised, pseudonymised, statistical, or operational insights where permitted by applicable law.

Where reasonably possible and appropriate, TalentFora may use aggregated, anonymised, or pseudonymised information in a manner that does not reasonably identify individuals.

6.4 Communications

TalentFora may use personal information to communicate with users regarding:

• account administration;
• subscriptions, renewals, billing, or payment matters;
• technical notices, security alerts, or operational updates;
• customer support requests;
• Platform changes or new features;
• legal, compliance, or policy-related notices; and
• marketing, promotional, or informational communications where permitted by applicable law.

Users may be able to opt out of certain non-essential marketing communications, subject to applicable legal or operational requirements.

6.5 Legal and Compliance Purposes

TalentFora may process personal information where reasonably necessary to:

• comply with applicable laws, regulations, legal obligations, or lawful requests;
• respond to regulatory authorities, courts, or enforcement bodies;
• establish, exercise, or defend legal claims;
• enforce contractual rights or policies;
• protect the rights, property, systems, users, or legitimate interests of TalentFora or others; or
• prevent fraud, misuse, security incidents, unlawful conduct, or harmful activity.

6.6 Customer Instructions and Customer Responsibility

Where TalentFora processes personal information on behalf of employers, recruiters, or other customers, such processing may occur in accordance with customer instructions, account settings, Platform configurations, applicable agreements, or operational workflows selected by the customer.

Customers remain responsible for:

• ensuring they have an appropriate legal basis for processing personal information;
• determining how Platform outputs are used in recruitment or employment processes; and
• ensuring compliance with applicable employment, AI, equality, anti-discrimination, and privacy laws.

7. AI Processing and Human Oversight

7.1 AI-Assisted Processing

TalentFora uses artificial intelligence and automated processes to analyse resumes, CVs, job descriptions, candidate information, and related recruitment data. The Platform may generate rankings, scores, summaries, skill matches, recommendations, insights, and other recruitment-related outputs.

7.2 Assistive Tool Only

TalentFora is intended solely as an assistive technology to support employers, recruiters, and hiring teams. The Platform does not make hiring, rejection, shortlisting, promotion, compensation, or employment-related decisions on behalf of users.

7.3 Human Review Required

All AI-generated outputs and Platform recommendations require mandatory, independent human review and judgment before being used in connection with any recruitment, hiring, or employment-related decisions.

Users remain solely responsible for:

• evaluating candidates;
• interpreting Platform outputs; and
• making final decisions regarding recruitment or employment matters.

7.4 Limitations of AI Outputs

AI-generated outputs may be incomplete, inaccurate, inconsistent, biased, or affected by the quality, completeness, or accuracy of uploaded data. TalentFora does not guarantee that:

• Platform outputs are error-free;
• AI-generated rankings or recommendations are completely accurate or suitable;
• the Platform will identify the best candidate; or
• use of the Platform will result in any particular hiring or recruitment outcome.

7.5 Compliance and User Responsibility

Employers, recruiters, and customers using the Platform remain responsible for ensuring that their use of TalentFora complies with applicable employment, equality, anti-discrimination, privacy, and AI-related laws and regulations. Users must not rely solely on AI-generated outputs when making decisions affecting individuals.

8. Lawful Collection and Processing (Privacy Act 1988)

8.1 Lawful Basis

In accordance with the Privacy Act 1988 (Cth) and the Australian Privacy Principles, TalentFora collects and processes personal information only where it is reasonably necessary for one or more of our functions or activities, or where we have obtained appropriate consent.

8.2 Provision of Services

TalentFora collects and processes personal information where reasonably necessary to:

• provide the Platform and related services;
• create and manage accounts;
• process subscriptions and payments;
• provide customer support;
• authenticate users; and
• operate, maintain, and secure the Platform.

8.3 Legitimate Business Purposes

TalentFora may process personal information where reasonably necessary for our legitimate business operations, including:

• operating and improving the Platform;
• facilitating AI-assisted resume analysis and recruitment functionality;
• maintaining security and preventing fraud or misuse;
• analysing usage, performance, and service reliability;
• enforcing legal rights, policies, and contractual terms; and
• developing or improving Platform features.

8.4 Legal Obligations

TalentFora may process personal information where necessary to comply with applicable Australian laws, regulations, legal processes, regulatory requests, or enforceable governmental requirements.

8.5 Consent

Where required by applicable law, TalentFora may rely on consent for certain processing activities, including certain cookies, analytics, marketing communications, or the collection of sensitive information. Where processing is based on consent, individuals may withdraw consent in accordance with applicable law.

9. Employer and Customer Responsibilities

9.1 Customer Responsibility for Candidate Data

Employers, recruiters, and customers using the Platform remain strictly responsible for ensuring that they have complied with the APPs in collecting, uploading, using, processing, storing, transferring, and managing candidate information submitted to the Platform.

Where required by applicable law, customers are responsible for providing appropriate privacy collection notices (APP 5) and obtaining any necessary consents from candidates prior to uploading their information.

9.2 Recruitment and Employment Decisions

TalentFora is an assistive tool only. Employers, recruiters, and customers remain solely responsible for:

• evaluating candidates;
• interpreting Platform outputs;
• conducting appropriate human review; and
• making hiring, rejection, shortlisting, employment, or other recruitment-related decisions.

9.3 Compliance With Applicable Laws

Customers using the Platform remain responsible for ensuring that their use of TalentFora complies with applicable:

• Australian employment laws (including the Fair Work Act 2009 (Cth));
• equality and anti-discrimination laws;
• AI-related regulations;
• privacy laws; and
• other applicable legal or regulatory obligations.

9.4 Exported and Downloaded Data

Where candidate information, resumes, outputs, reports, rankings, scores, summaries, or related data are downloaded, exported, transferred, or otherwise accessed outside the Platform, customers remain solely responsible for the subsequent use, storage, sharing, transfer, retention, deletion, security, and legal compliance of such data.

10. How We Share Personal Information

10.1 Service Providers and Operational Support

TalentFora may share personal information with service providers, contractors, subprocessors, and operational partners that assist in providing, operating, maintaining, securing, supporting, or improving the Platform and related services.

This may include providers relating to:

• cloud hosting and infrastructure, including Microsoft Azure;
• AI and technical support;
• payment processing and billing, including Stripe and Razorpay where applicable;
• analytics and monitoring;
• authentication and security;
• customer support and communications; and
• operational, administrative, or business support services.

10.2 Group Entities and Affiliates

Personal information may be shared within the Forasoftware group where reasonably necessary for operational, technical, administrative, support, compliance, security, or business purposes. This includes sharing between FORASOFTWARE AUSTRALIA PTY LTD, Softfoora Services Pvt. Ltd. (India), and other affiliated entities involved in operating or supporting the Platform.

10.3 Legal and Regulatory Disclosures

TalentFora may disclose personal information where reasonably necessary to:

• comply with applicable laws, regulations, legal obligations, or lawful requests;
• respond to courts, regulators (including the OAIC), law enforcement authorities, or governmental bodies;
• enforce legal rights, agreements, or policies; or
• protect the rights, security, property, systems, users, or legitimate interests of TalentFora or others.

10.4 Corporate Transactions

Personal information may be disclosed or transferred in connection with a merger, acquisition, financing, restructuring, sale of assets, business transaction, or similar corporate event, subject to appropriate confidentiality and legal safeguards where applicable.

10.5 No Sale of Personal Information

TalentFora does not sell personal information in the ordinary meaning of that term.

11. International Data Transfers (APP 8)

11.1 International Processing

TalentFora operates internationally, and personal information may be processed, stored, accessed, or supported in jurisdictions outside of Australia.

11.2 Cross-Border Disclosures

In operating the Platform, your personal information may be disclosed to overseas recipients, including our development and support centre operated by Softfoora Services Pvt. Ltd. in India, as well as third-party cloud infrastructure and service providers located globally.

In accordance with APP 8 (Cross-border disclosure of personal information), TalentFora takes reasonable steps to ensure that these overseas recipients do not breach the Australian Privacy Principles in relation to your personal information. These steps include implementing appropriate data processing agreements, technical and organisational safeguards, and strict access controls.

11.3 Customer Responsibility for Transfers

Where employers, recruiters, or customers export, download, transfer, or otherwise access personal information outside the Platform, they remain legally responsible for ensuring that any subsequent cross-border transfers comply with APP 8 and other applicable privacy regulations.

12. Data Retention and Deletion

12.1 Retention Periods

TalentFora may retain personal information for as long as reasonably necessary to:

• provide and operate the Platform;
• maintain accounts and services;
• support recruitment workflows;
• comply with legal, regulatory, contractual, security, operational, or compliance obligations;
• resolve disputes;
• enforce agreements and policies; or
• protect the rights, systems, users, or legitimate interests of TalentFora or others.

12.2 Customer and Candidate Data

Candidate information, resumes, outputs, rankings, reports, and related data may be retained for periods determined by:

• customer account settings;
• subscription status;
• operational and support requirements;
• legal or regulatory obligations; or
• legitimate business and security purposes.

12.3 Deletion and Account Closure

Where applicable and subject to legal, operational, contractual, security, backup, fraud prevention, dispute resolution, or compliance requirements, TalentFora may delete, anonymise, restrict, archive, or otherwise manage personal information following account closure, expiry of retention periods, or valid deletion requests. Data may continue to exist in backup systems or archives for a reasonable period where required by law.

13. Security Measures & Consumer Guarantees

13.1 Security Approach

TalentFora implements reasonable technical, organisational, administrative, and security measures (in compliance with APP 11) designed to protect personal information against unauthorised access, disclosure, misuse, loss, interference, alteration, or destruction.

13.2 Security Measures Used

Such measures may include access controls, role-based restrictions, encryption, secure transmission methods, monitoring and logging, backup systems, fraud prevention, and strict internal confidentiality policies.

13.3 Non-Excludable Rights (Australian Consumer Law)

13.4 User Responsibilities

Users remain responsible for maintaining the confidentiality and security of their account credentials, exported data, devices, systems, and access permissions.

14. Your Privacy Rights

14.1 Access and Correction Rights

Under the Privacy Act 1988 (Cth) and the APPs (specifically APP 12 and APP 13), you have the right to:

• request access to the personal information we hold about you; and
• request the correction of inaccurate, out-of-date, incomplete, irrelevant, or misleading personal information.

14.2 Exercising Rights

Requests relating to personal information may be submitted using the contact details provided in Section 18. TalentFora may request additional information where reasonably necessary to verify your identity and ensure the secure handling of your request.

14.3 Customer-Controlled Data

Where TalentFora processes personal information on behalf of an employer, recruiter, or customer, access or correction requests relating to candidate data should primarily be directed to the relevant employer or customer acting as the primary collecting entity of that data. TalentFora will assist our customers in fulfilling these requests where contractually and technically feasible.

14.4 Limitations and Exceptions

We may refuse access or correction in certain circumstances permitted by law, such as where providing access would have an unreasonable impact on the privacy of others, or where it would be unlawful to do so. If we refuse your request, we will provide you with a written notice outlining our reasons and the complaint mechanisms available to you.

15. Cookies and Similar Technologies

TalentFora may use cookies, analytics tools, pixels, local storage, and similar technologies in connection with the website and Platform to operate and secure the Platform, maintain sessions, analyse usage, and improve functionality. Further information is available in the TalentFora Cookie Policy.

16. Children's Data

The Platform is intended for professional, recruitment, and business use and is not directed toward children under the age of 18. TalentFora does not knowingly collect personal information from minors. If we become aware that such data has been collected, we will take reasonable steps to delete or restrict it.

17. Changes to This Privacy Policy

TalentFora may update or modify this Privacy Policy from time to time. Where changes are material, TalentFora may take reasonable steps to notify users through the Platform, website, email communications, or other appropriate methods. Continued use of the Platform after changes become effective will constitute acknowledgement and acceptance of the updated Privacy Policy.

18. Contact and Complaints

18.1 Contact Information

Questions, access or correction requests, or complaints relating to this Privacy Policy or TalentFora's processing of personal information may be directed to our Privacy Officer at:

FORASOFTWARE AUSTRALIA PTY LTD
U 1 29 HELEN ST.
NEWTOWN QLD 4350
Australia

Email: privacy@talentfora.com

18.2 Complaints Handling

If you believe that we have breached the Australian Privacy Principles, you may lodge a written complaint using the contact details above. We will acknowledge your complaint within 7 days and aim to resolve it within 30 days.

If you are not satisfied with our response, you have the right to lodge a complaint with the regulatory authority:

Office of the Australian Information Commissioner (OAIC)
Website: www.oaic.gov.au
Phone: 1300 363 992

19. Governing Law and Jurisdiction

This Privacy Policy, and any disputes arising out of or in connection with it, shall be governed by and construed in accordance with the laws of New South Wales and the federal laws of Australia. You agree to submit to the exclusive jurisdiction of the courts of New South Wales, Australia.