Privacy Policy
For organisations
Last updated: May 2026
This policy explains what data we collect about your organisation, how we use it, and what controls you have. It is written specifically for organisations using Talent.Match to find candidates — if you are a candidate, see the candidate privacy policy.
Talent.Match is operated by sortYa Pty Ltd, ABN 62 697 841 008, located in Brisbane, QLD, Australia.
What we collect about your organisation
Organisation name
Used to identify your account and shown to candidates when you contact them.
Email address
Used to log in, receive notifications, and communicate with you about your account.
Job descriptions
The text you paste when running a talent search. Used to match candidates to your role. A trimmed version is shared with candidates you contact.
Search history
Records of past searches — job title, date, pool used, and results — retained so you can revisit and manage active sessions.
Usage data
Number of searches run, candidates contacted, and roles filled. Used for account limits, billing, and platform analytics.
Selection activity
Which candidates you contacted, their responses, and whether a CV was shared. Retained to manage active sessions and provide your dashboard.
How we use it
Your organisation name and job descriptions are the core inputs to the matching process. Job descriptions are processed by AI (OpenAI and Anthropic APIs) to extract structured requirements and generate ranked candidate matches.
Your data is never sold to third parties and is never used to train AI models.
What candidates see about your organisation
Your organisation's identity and job description are kept private until you choose to contact a candidate. At that point:
Candidates are told
Your organisation's name
A trimmed version of your job description — key requirements, not the full text
Candidates are not told
Which other candidates were contacted
Where any candidate ranked in the results
Any internal notes or session details
Before you contact anyone, your search is entirely private. No candidate knows they appeared in your results unless you select them.
What you can access about candidates
Search results
Career summary, seniority signal, match rank. No name, no contact details, no full CV.
After selection
Response status only (awaiting / accepted / declined / expired).
After acceptance
A tailored CV the candidate has reviewed and approved, plus their name and contact details. Only shared with their explicit consent.
You must not use candidate information for any purpose other than evaluating them for the specific role you searched. Sharing candidate data with third parties outside your organisation is not permitted.
AI processing
Job descriptions you paste are transmitted to OpenAI's and Anthropic's APIs to generate structured matching criteria and ranked results. Under their API data usage policies, this data is not retained or used for model training after processing is complete.
Where your data is stored
Organisation data & search history
DigitalOcean, Australia
Job descriptions & session results
Amazon Web Services; File storage (S3, Sydney region)
AI processing
OpenAI and Anthropic APIs (US-based); data not retained after processing
Your rights
Access
View your search history, usage data, and account details from your dashboard and account page at any time.
Rectification
Update your organisation name and contact email from the Account page.
Erasure
Contact us to request deletion of your organisation account and associated data. Active sessions with pending candidate responses will be closed before deletion.
Portability
You can request a copy of your search history and account data by emailing us.
Applicable law
We comply with the Australian Privacy Act 1988 and the Australian Privacy Principles (APPs). We have also designed the platform to align with GDPR as a standard of best practice.
Changes to this policy
If we make material changes to how we handle your organisation's data, we will notify you by email before the changes take effect. The "last updated" date at the top of this page reflects the current version.
Contact
For questions about this policy or to exercise your rights:
talentmatch@sortya.com.au