Enroll Talent uses the information needed to operate its ATS, receive and manage applications, distribute and synchronize jobs, support customers, and secure its services. Artificial intelligence features assist with analysis; they do not replace employer judgement. We do not sell personal information.
1. Scope and roles
This policy applies to enrolltalent.com and client.enrolltalent.com, career pages and application forms powered by Enroll Talent, and related services, features, communications, and integrations (collectively, the “Services”).
Depending on the context, Enroll Talent has one of the following roles:
- Responsible organization for information about visitors, prospects, customer representatives, account holders, billing, support, security, and our own business operations.
- Service provider acting for an employer customer when the customer uses the ATS to receive, assess, contact, retain, or otherwise manage applicants. The employer generally determines the main purposes and means of that processing.
The employer remains your first point of contact about a hiring decision or a request concerning your application file. Enroll Talent will assist that employer in accordance with its instructions and applicable law.
2. Information we may collect
Name, business contact details, language, organization, role, credentials, preferences, and access settings.
Résumé, cover letter, contact details, experience, skills, answers, attachments, status, notes, assessments, and communications.
Job postings, locations, company profiles, career pages, teams, permissions, and distribution settings.
IP address, browser, device, language, logs, actions, viewed pages, referral source, and technical identifiers.
Subscription, billing, service history, requests, conversations, and information needed for troubleshooting.
Organization identifiers, authorization tokens, jobs, applications, and metadata allowed by the enabled integration.
We seek to avoid collecting information that is not needed. Some application information may nevertheless be sensitive because of its nature or context. Applicants and customers should not provide sensitive information that is irrelevant to the recruiting process.
Payments may be processed by a specialized provider. In that case, Enroll Talent may not retain the complete payment-card number and may instead receive a transaction identifier, payment status, and limited billing information.
3. Where the information comes from
We may receive information directly from you, an employer customer, an authorized user, an applicant, a career page, or a connected system. With the required authorization, we may also receive it from a recruiting platform, job site, ATS, ERP, identity provider, or other customer-selected integration.
We also collect certain technical information automatically when you use the Services. When a customer imports data, the customer confirms that it has the right to provide that data and has delivered any required notices or obtained any required consents.
4. Why we use personal information
We use personal information only for identified and authorized purposes, including to:
- create, administer, authenticate, and secure accounts;
- receive, centralize, search, filter, rank, and track applications;
- support recruiting collaboration, notes, assessments, communications, and activities;
- create, enhance, publish, update, redistribute, and close job postings;
- configure career pages, automations, and requested integrations;
- provide support, process payments, and manage customer relationships;
- detect misuse, protect data, respond to incidents, and maintain the Services;
- analyze performance, measure application sources, and improve the product;
- send operational messages and, where permitted, marketing communications; and
- comply with law, respond to valid requests, and establish or defend legal rights.
We do not sell or rent personal information. We do not use application information for behavioural advertising.
5. Artificial intelligence and automation
Enroll Talent may provide tools for writing assistance, summarization, extraction, search, matching, prioritization, or scoring. These tools may analyze factors such as skills, experience, education, and criteria configured for a job.
Enroll Talent does not make the final hiring or rejection decision. Generated results can be incomplete or inaccurate and must be reviewed by an authorized person at the employer. The customer remains responsible for using relevant, lawful, and non-discriminatory criteria.
Where the law requires notice and an explanation for a decision based exclusively on automated processing, the responsible organization must provide the required notice, disclose the principal factors, and allow human intervention. Customers must not configure Enroll Talent to avoid those obligations.
We select and govern AI providers using confidentiality and security requirements. Unless expressly and documentarily authorized in a manner compatible with law, application data sent to deliver a feature must not be used to train a general-purpose model available to other customers.
6. Job sites and third-party integrations
At a customer’s request, Enroll Talent may send, receive, or synchronize jobs, company profiles, applications, statuses, and metadata with external services, including LinkedIn, Indeed, and other authorized platforms. The scope of each transfer depends on the enabled integration, permissions granted, and the rules of the relevant service.
Each platform processes certain information under its own terms. Please review the LinkedIn Privacy Policy and the Indeed Privacy Policy when using those services.
When LinkedIn data is obtained through an authorized API, we retain it only to the extent permitted and necessary for the requested service. We delete or disconnect that data and associated tokens following a valid request, account closure, or end of authorization, subject to any legal retention requirement.
7. Consent and other lawful authority
We request valid consent where it is required. Consent must be clear, freely given, informed, and provided for specific purposes. It may be withdrawn, subject to legal or contractual restrictions and a reasonable period to implement the request.
In other circumstances, the law may permit or require processing without consent, for example to provide a requested service, perform a contract, prevent fraud, investigate a security incident, collect a debt, or comply with a legal obligation.
If you decline to provide information that is essential, we may be unable to create an account, process an application, or provide a feature. We explain material consequences at the appropriate time.
8. Who may receive personal information
Depending on the service used, personal information may be available or disclosed:
- to the relevant employer, its authorized users, and team members with appropriate permissions;
- to job distribution or application platforms enabled by the customer;
- to providers that support hosting, security, authentication, payments, customer service, communications, analytics, or certain AI features;
- to professional advisers subject to confidentiality duties;
- to an authority or other party when permitted or required by law, including to protect people, prevent fraud, or defend a right; and
- in a reorganization, financing, or business transaction with appropriate confidentiality safeguards.
Our providers receive only the information reasonably necessary for their assignment and are bound by contractual commitments appropriate to the processing.
9. Processing outside Québec
Some providers, partner platforms, or infrastructure may process information outside Québec or Canada. Information may then be subject to the laws of the place where it is located and may be available to competent authorities in accordance with those laws.
Before entrusting or communicating personal information outside Québec where required by law, we assess privacy-related factors and implement contractual, organizational, and technical measures designed to provide adequate protection.
10. Retention, anonymization, and deletion
We retain information only for the period needed for the purposes described, customer instructions, applicable settings, and legal, accounting, security, or evidentiary obligations. Periods vary based on the information and context.
At the end of the applicable period, information is securely deleted or destroyed, or anonymized in accordance with legal requirements. Residual copies in backups are isolated from ordinary processing and expire through the secure backup-replacement cycle unless retention is legally required.
A customer may request export or deletion of its data in accordance with its agreement. An individual may also make a verifiable request as described under “Your rights.”
11. Security and incidents
We apply administrative, technical, and physical safeguards proportionate to the sensitivity, volume, and context of the information. These may include role-based access, authentication, encryption in transit, logging, backups, vulnerability management, training, and confidentiality obligations.
No system can provide absolute security. If a privacy incident occurs, we take reasonable steps to contain it, reduce risk, and prevent recurrence. We notify affected organizations, authorities, or individuals when required by law or our commitments.
Customers must safeguard credentials, assign permissions carefully, and promptly report suspected unauthorized account access.
12. Cookies, analytics, and communications
Our sites and application may use cookies, pixels, and similar technologies to maintain sessions, remember preferences, secure the Services, measure use, improve performance, and provide chat or support.
Common categories
- Essential: authentication, security, load balancing, language choice, and requested operation.
- Measurement and performance: visit, journey, and performance statistics, including through Google Analytics.
- Customer relationship: chat, forms, request tracking, and communications, including through customer relationship management tools.
Where prior consent is required, non-essential technologies must be enabled according to your choice. You can also restrict cookies through your browser, but some features may no longer work properly.
Marketing email includes an unsubscribe mechanism. Operational messages needed for an account or service may continue to be sent.
13. Your rights and choices
Subject to applicable law and its exceptions, you may request:
- access to the personal information we hold about you;
- correction of inaccurate, incomplete, or ambiguous information;
- information about categories of people who have access and, where required, the retention period;
- withdrawal of consent or an end to a use or disclosure where that right applies;
- deletion, de-indexing, re-indexing, or portability in circumstances provided by law;
- an explanation and human review where an exclusively automated decision is covered by law; and
- account closure and deletion of integration data, subject to retention obligations.
To protect information, we may verify your identity and request necessary details. We respond within the period required by law. If Enroll Talent processes your application only for an employer, we may forward your request to that employer or ask you to contact it directly.
14. Information about minors
Administrative accounts are intended for people authorized to act for an organization. The Services are not intended to knowingly collect information from a child without the valid authorization required by law. When an internship or employment process concerns a minor, the institution, employer, and applicant must follow applicable consent rules.
If you believe information about a minor was collected improperly, contact us so that we can review the situation.
15. Changes to this policy
We may update this policy to reflect changes to the Services, our practices, or legal requirements. The date at the top identifies the latest version. We will provide appropriate notice when changes are material or new consent is required.
16. Contact us or make a complaint
You may ask a question, exercise a right, or make a complaint to the person in charge of protecting personal information. We will review your request impartially and respond in accordance with law.
Person in charge of personal information protection
Enroll Talent2 Bd Curé-Labelle
Sainte-Thérèse, Québec J7E 2W9, Canada
confidentialite@enrolltalent.com
If you are not satisfied with our response, you may contact the Commission d’accès à l’information du Québec or, where it has jurisdiction, the Office of the Privacy Commissioner of Canada.