Privacy Policy

This Privacy 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”) collect, use and protect personal information.

This Policy applies to:

  • Visitors to our website and landing pages

  • Users of embedded AI chat interfaces

  • Clients and candidates engaging our recruitment services

  • Users of booking tools and content

  • Authorised users of the TalentHub platform

1. Entity Structure

TalentHub Holdings Limited (New Zealand) owns and operates the TalentHub website, platform infrastructure, and AI systems.

TalentHub Solutions is the trading name used for the 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 infrastructure.

Personal information may be processed across both entities for operational purposes, subject to internal controls and applicable privacy laws.

2. Our Commitment

We are committed to handling personal information lawfully, transparently and responsibly.

We collect and process personal information only where necessary to deliver executive search, outbound RPO, candidate advisory, or related services.

We do not sell personal information.

We do not use personal information for unrelated commercial purposes.

3. What We Collect

We may collect:

Information you provide directly
Name, contact details, CVs, employment history, compensation information, references, booking information and correspondence.

Publicly available professional information
Information made publicly available via professional networks, company websites, press releases and similar sources.

Information from authorised third parties
Referees, client organisations, partner agencies or screening providers where lawful and authorised.

Technical information
IP address, browser type, device information, cookies and analytics data when you use our website.

Internal evaluative records
Notes, structured assessments and recruitment records created during search or RPO engagements.

4. How We Use Personal Information

We process personal information where:

  • It is necessary to perform a contract

  • We have a legitimate business interest

  • We are required by law

  • You have provided consent

We use personal information to:

  • Conduct executive search and recruitment services

  • Deliver outbound RPO services

  • Provide interview preparation and candidate guidance

  • Facilitate client collaboration

  • Schedule meetings

  • Improve operational workflows

  • Comply with legal obligations

We may anonymise or aggregate information so that individuals cannot be identified.

5. Use of Artificial Intelligence

We use artificial intelligence tools to support recruitment research, drafting, pattern recognition and workflow coordination.

AI systems operate under human supervision and do not replace professional judgement.

Safeguards include:

  • Data minimisation

  • Masking or abstraction where practical

  • Controlled access environments

  • Human review of AI-generated outputs

We do not use public consumer AI tools to process private candidate or client data.

We do not permit third-party AI providers to train their models on confidential personal information.

Further detail is available in our Data and AI Use Policy.

6. Disclosure of Personal Information

We may disclose personal information:

  • To client organisations in the context of recruitment

  • To authorised partner agencies where agreed

  • Between TalentHub Holdings Limited and TalentHub Partners K.K. for operational purposes

  • To cloud infrastructure providers supporting our systems

  • Where required by law

We do not disclose personal information for political, surveillance, or unrelated marketing purposes.

7. International Data Transfers

TalentHub operates across New Zealand and Japan.

Data may be stored or processed using secure cloud infrastructure in multiple jurisdictions.

Where personal information is transferred across borders, we take reasonable steps to ensure appropriate safeguards are in place and that applicable privacy laws are respected.

8. Storage and Security

We maintain organisational and technical safeguards designed to protect personal information from unauthorised access, misuse, or disclosure.

While reasonable security measures are applied, no internet-based system can guarantee absolute security.

9. Cookies and Analytics

We use cookies and analytics tools to understand website usage and improve performance.

You may control cookies through your browser settings, though some functionality may be affected.

10. Communications

If you provide contact details, we may communicate with you in connection with recruitment opportunities, advisory services or related content.

You may unsubscribe from marketing communications at any time.

11. Retention

We retain personal information only for as long as necessary to fulfil recruitment, advisory or legal obligations.

Where appropriate, information is deleted or anonymised.

12. Your Rights

Subject to applicable law, you may request:

  • Access to your personal information

  • Correction of inaccurate information

  • Restriction or deletion

  • Withdrawal of consent where applicable

Requests may be directed to info@talenthubpartners.com.

13. Regulatory Compliance

We comply with applicable privacy legislation, including:

  • New Zealand Privacy Act 2020

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

  • GDPR where applicable

  • Other relevant regional legislation

14. Contact

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

Email: info@talenthubpartners.com

Last updated: February 12, 2026