Data Privacy Information 

It is one of our core principles to do everything necessary to protect user data and privacy rights. Talentspace processes personal data under the General Data Protection Regulation (GDPR) and only to the extent necessary for the provision and improvement of our services.

Any other use or disclosure of personal data for advertising or other commercial purposes will not take place. Furthermore, the Client and Talentspace sign a respective Data Processing Agreement (DPA) in order to comply with all legal requirements.

We are committed to protect and respect the privacy and personal data of our users.

We will:

• Always keep personal data safe to protect the privacy of our users,

• Never sell or share personal data and

• Allow our users to manage, review and delete personal data at any time

How does Talentspace distinguish users?

Talentspace has various permission levels for users (organizer, talent, recruiter) that encompass different data access rights.

Talents

Talents are job seekers who register on the platform to attend events and meet employers.

• Authorized to navigate his/her account on the front office side of the platform (access content, register for events or apply for jobs, manage the account and preferences, etc.).

• Not authorized to access the back office side of the platform.

Organizer

Organizers manage the events and have full access to all administrative functions in the back office.

• Create events

• Create and invite companies/teams to events

• Invite recruiters to the event

• Invite and give access to additional recruiters

• See complete talent profiles of event applicants

• Manage event applications

• Overview of event content (companies/teams, jobs, speeches, sessions, live booths, 1-1 chats)

• See analytics on the event and interaction during the event

Recruiter

Recruiters are usually invited by event organizers to attend events on behalf of their companies or teams.

• Able to view profiles of event participants as defined by the organizer (either all confirmed event participants or a sub-group)

• Edit company/team details (Info, FAQ, Files)

• Add/edit jobs

• Create/edit speeches and sessions

• Invite colleagues to the event

• Set 1-1 chat availability

• Manage 1-1 chats

What data does Talentspace collect?

Talentspace is the processor of the information transmitted and provided directly by the customer/organizer (this concerns in particular the management of recruiters and organizers, user rights, and events). Talentspace uses the data only as instructed by the customer.

Since talents register independently on the platform and can apply to multiple events, Talentspace is the controller of the data.

Regardless of the user type, every user always remains in possession of their personal data. Any other use or disclosure of personal data for advertising or other commercial purposes does not take place.

What data is needed to register on Talentspace?

For the registration of recruiters and organizers, only names and emails are required on Talentspace. The registration process of talents can be specified and extended by the organizer, and can also include further options such as "Personal Information", "Resume" or individual questions. The organizer can also decide whether fields are mandatory or optional.

Who owns the data on Talentspace?

Every user who registers on the platform retains ownership of the transmitted personal data. This right remains permanently.

Organizer and recruiter

All data transmitted by the customer will only be processed on their behalf and in accordance with their instructions. To comply with legal requirements, the customer and Talentspace sign a corresponding Data Processing Agreement (DPA).

Talents

Talents also remain in ownership of the transmitted data. Even if a user comes to the platform through an organizer or a specific event, this user independently creates a personal account. The organizers have no power of disposal over the general user account or the personal data of the user.

Who has access to the data?

Since the purpose of our platform is to connect talents and companies during online events, we grant the respective organizer access to the personal data of the talents (e.g. name, email address, and resume). Organizers can then decide which recruiters should have access to the talent data.

The access to the talent data allows recruiters to obtain information about attendees to assess whether to contact them before, during, or after the event.

Companies/recruiters may only use the data for recruiting purposes and may not forward it to third parties or otherwise make it publicly accessible. The talents give their explicit consent to this during the registration process.

How and when will your data be deleted?

In addition to the disclosure, the user may at any time request the surrender, correction, adjustment, deletion, and restriction of the processing of their personal data.

Provided data records remain the property of the user. After termination of the contract all personal data of the user will be deleted or, if requested, handed over to the user.

After the expiration of the contract, all provided data will also be deleted automatically:

• Company information

• Recruiter, User

• Created events and related information

Special feature GIFs

For a richer online experience during events, Talentspace has introduced an "Insight" feature in the lobby. During events, 10-second video recordings (without audio) of the active video formats (Session, Speech, Live Booth) are created in 5-minute intervals. These recordings are automatically converted to GIF files and displayed in the lobby to give users a quick view of the current formats. After the GIF file is created from the recording, the recording is permanently deleted. GIF files are automatically deleted after the format is finished. At no time is a recording stored beyond the existence of the format. Short-term video recordings are only used for better orientation within an event.

Where and how are personal data stored or processed?

We as well as our external service partners process your data for the purpose of providing the website and our services, including providing hard and software through such external service partners. The data categories affected are contact information, user behavior, or other information that constitutes personal data provided to us. 

Hosting

Our platform is hosted in Amazon Web Services (AWS) facilities. AWS data centers are housed in nondescript facilities. Physical access is strictly controlled both at the perimeter and at building ingress points by professional security staff utilizing video surveillance, intrusion detection systems, and other electronic means. 

AWS is compliant with the following certifications:

• ASIP HDS

• C5

• CSA

• CCPA

• CMMC

• Cyber Essentials Plus

• DoD SRG

• ENS Hoch

• FedRAMP

• FERPA

• FIPS

• ISO 9001

• ISO 27001

• ISO 27017

• ISO 27018

• SOC 1

• SOC 2

• SOC 3

Information Systems Security Policy (ISSP)

With the help of security management experts, Talentspace has developed an Information Systems Security Policy. It follows the structure and principles of the ISO-27001 information security standard. This policy has been shared and made available to all employees and contractors with access to Talentspace information assets.

Cryptography

Talentspace uses modern and industry best practices encryption schemes (HTTPS and TLS) to encrypt data in transit and communications between the platform users. The AWS infrastructure ensures encryption at the rest of all data-stores containing non-public information using an industry-standard AES-256 encryption algorithm.

Penetration Testing

Talentspace regularly contracts a third-party security specialist to perform external penetration tests of different scopes of our platform and applications. The full scope of our public-facing products is tested and reviewed once a year.

Which software is needed to use Talentspace?

Talentspace is completely web-based, no additional software or download is required. To access the Talentspace platform, we recommend using the latest version of Google Chrome, Mozilla Firefox, or Microsoft Edge browser (v. 79 or later).