AI & Data Use Policy

1. Entity Roles and Regulatory Context

Infrastructure & Technology: TalentHub Holdings Limited owns and operates the platform infrastructure and proprietary AI systems. TalentHub Solutions is the trading name for this technology development.

Service Delivery: Recruitment services in Japan are delivered exclusively by TalentHub Partners K.K., a licensed entity operating under the Japanese Employment Security Act.

Operational Processing: Data is processed across both entities subject to strict internal safeguards and international privacy legislation.

2. Global Infrastructure & Data Residency

Enterprise Ecosystem: Our internal operations utilize Google Workspace Business, which adheres to rigorous global security standards including SOC 2/3, ISO/IEC 27001, and HIPAA compliance. This ensures all internal communications and documents are protected by Google’s leading encryption and threat detection protocols.

Regional Data Sovereignty: Our proprietary platform is hosted on Google Cloud Platform (GCP). We enforce strict data residency protocols to ensure information remains within the candidate's local jurisdiction.

Private AI Instances: We leverage Large Language Models (LLMs) exclusively through private, enterprise-tier API instances. Data is never leaked to public training pools or consumer-facing AI interfaces. By maintaining our own technical infrastructure, we ensure absolute oversight of data processing.

3. Our Approach to AI: Human-in-the-Loop

Final Authority: All candidate recommendations, hiring advice, and high-stakes decisions impacting employment or candidate selection remain exclusively human-led and partner-verified.

4. Controlled Model Use and Guardrails

• Task-Specific Use: AI tools are deployed for defined tasks (e.g., parsing, mapping) with minimized data exposure.
• Restricted Access: Autonomous AI agents are not granted unrestricted access to sensitive datasets.
• Data Minimization: Private information is exposed to AI only when necessary for specific service delivery (e.g., technical skill benchmarking).

5. Prohibited Uses and Restrictions

To protect the integrity of our data, the following are strictly prohibited:

• No Model Training: We do not permit third-party AI providers to train models on private client or candidate data.
• No Unauthorized Export: Exporting data into consumer-grade, non-enterprise AI tools is forbidden.
• No Automated Decisions: AI is never the sole basis for employment or "hire/no-hire" decisions.

6. Partner AI Governance

Where information is shared with trusted and contracted partner companies, partners must maintain data standards as stringent as our own. Partners are strictly prohibited from using shared data to train internal or third-party AI models.

7. Regulatory Compliance

All AI-related processing is conducted in accordance with the New Zealand Privacy Act 2020, the Australian Privacy Act 1988, and the Japan Act on the Protection of Personal Information (APPI). AI usage does not diminish or alter our existing privacy obligations.

8. Contact

Last updated: May 21, 2026