Data and AI Use Policy

This Data and AI Use Policy (“Policy”) explains how TalentHub Holdings Limited (New Zealand Company Number 8132741), trading as TalentHub Solutions, and TalentHub Partners K.K. (Japan) (together “TalentHub”, “we”, “us”) use data and artificial intelligence in connection with executive search, outbound RPO and related services.

This Policy forms part of our Terms of Service and should be read alongside our Privacy Policy.

1. Entity Roles

TalentHub Holdings Limited owns and operates the TalentHub website, platform infrastructure and AI systems.

TalentHub Solutions is the trading name used for development and operation of this technology infrastructure.

Recruitment services in Japan are delivered exclusively by TalentHub Partners K.K., a licensed recruitment entity operating under the Japanese Employment Security Act and other applicable laws.

Where recruitment services relate to Japan mandates, TalentHub Partners K.K. acts as the recruitment service provider. TalentHub Holdings Limited provides supporting technology and AI infrastructure.

Data may be processed across both entities for operational purposes, subject to internal safeguards and applicable privacy legislation.

2. Our Approach to AI

Artificial intelligence is used as a supporting tool within our recruitment and advisory workflows.

AI does not replace professional judgement.

All candidate recommendations, hiring advice and client-facing outputs are subject to human review.

AI may be used to assist with:

  • Market mapping and research

  • Pattern recognition and analysis

  • Drafting and document preparation

  • Interview preparation support

  • Compensation benchmarking

  • Structured RPO coordination

Final decisions remain human-led.

3. Model Evaluation and Controlled Use

We evaluate and test multiple large language models and AI systems to balance accuracy, reliability and performance.

Where AI tools are used:

  • Access is controlled

  • Data exposure is minimised

  • Use is task-specific

  • Outputs are reviewed by a human operator

Autonomous AI agents are not granted unrestricted access to sensitive client or candidate datasets.

AI agents do not operate independently on critical data without defined guardrails and oversight.

4. Handling of Personal and Confidential Data

When AI tools are used in connection with personal or confidential information, we apply the following principles:

  • Data minimisation

  • Masking or anonymisation where practical

  • No bulk export of CVs, resumes or organisational data into unauthorised systems

  • No training of third-party AI models using private client or candidate data

Private information is exposed to AI systems only where necessary to deliver services such as:

  • Executive search

  • Interview preparation

  • Salary guidance

  • RPO coordination

  • Candidate advisory support

Where possible, identifying information is reduced or abstracted.

5. Prohibited Uses

The following activities are strictly prohibited:

  • Using TalentHub data to train external AI systems

  • Exporting candidate or client data into unauthorised AI tools

  • Using AI outputs as the sole basis for employment decisions

  • Deploying autonomous agents against sensitive datasets without review

  • Reselling or redistributing TalentHub data for AI training purposes

6. Compliance with Privacy Laws

All AI-related processing of personal information is conducted in accordance with applicable privacy and data protection legislation, including:

  • New Zealand Privacy Act 2020

  • Japan Act on the Protection of Personal Information (APPI)

  • GDPR where applicable

  • Other relevant regional legislation

AI usage does not alter our privacy obligations.

7. Platform Development

TalentHub is developing internal recruitment infrastructure to support disciplined executive search and structured outbound RPO operations.

As elements of this infrastructure are made available externally, data and AI safeguards will remain consistent with this Policy.

AI capabilities, including autonomous agents, are evolving. Our approach remains structured, controlled and subject to human oversight.

8. Contact

If you have questions regarding this Policy:

TalentHub Holdings Limited
14 Tree Fern Trail
Campbell’s Bay
Auckland 0630
New Zealand

Email: info@talenthubpartners.com

Last updated: February 12, 2026