Talent Allies Inc. is a recruiting firm specialising in artificial intelligence and machine learning, based in Montreal, Quebec. We recruit highly specialised professionals for technology companies in Canada, the United States and Europe.
We believe a privacy policy should be readable. This one explains in plain language what information we collect, why, who we share it with, how long we keep it and what your rights are.
This policy describes our personal information practices in Quebec. Where other data protection laws apply to our activities, including the European Union's General Data Protection Regulation (GDPR), we also take the applicable requirements into account.
1. Privacy Officer
For any question, complaint, access, correction or deletion request, or to report a privacy incident, write directly to the address above. We respond within 30 days at most.
2. Who this policy covers
This policy covers four groups of people:
- Candidates and professionals we identify, contact, assess or present to our clients
- Visitors to our website who complete the contact form
- Representatives of our clients and prospects, acting in their professional capacity
- People who book a career coaching service
3. Our commitments
- We host no application form and no CV upload function on talentallies.ca. A CV reaches us by email only, at your initiative
- We do not sell your personal information and disclose it to no data broker
- We make no decisions based exclusively on automated processing. Every profile assessment is performed or validated by a person
- We send no bulk commercial communications to candidates
4. What we collect and why
4.1 Candidates identified from professional and public sources
This is our primary way of working. We identify researchers, engineers and other specialised professionals through their published work and their public professional presence.
Sources: We may consult publicly accessible sources and professional platforms, including LinkedIn, GitHub, Hugging Face, arXiv, OpenAlex, Semantic Scholar, scientific conference programmes and proceedings, research institution websites, and referrals from people in our network. We may also use specialist search and sourcing services to identify relevant professional profiles and their professional contact details.
Information collected: name, title and function, employer or research affiliation, professional contact details, publications, code repositories, public contributions to projects and areas of technical expertise.
Purpose: we use this information to identify people whose expertise may match a recruitment search and, where applicable, to contact them about that possibility.
Applicable framework in Quebec: the Act Respecting the Protection of Personal Information in the Private Sector provides an exception for certain information concerning the exercise of a function within an enterprise, including name, function and workplace contact details. Where other personal information is involved, we handle it in accordance with applicable personal information protection requirements.
Your control: you may ask us to stop contacting you or to delete the personal information we hold about you. We will act on your request promptly, subject to any applicable legal obligation.
4.2 Candidates who have expressed interest
When you reply to our approach and want to explore an opportunity, we collect more.
Information collected: CV, personal contact details, professional and academic background, salary expectations, location and mobility preferences, work eligibility status where the role requires it, availability, interview notes, interview transcripts.
Source: you, directly.
Purpose: to assess your candidacy for a specific search, prepare you for the stages of the process, and present you to the client with your agreement.
Legal basis: your consent, freely given for a specific purpose. You may withdraw it at any time.
4.3 Recorded interviews
Some interviews are recorded and transcribed using Circleback so that we can represent your profile accurately to the client.
We ask for your agreement at the start of any such interview and recording is optional. Declining has no effect on your candidacy. You may request deletion of the recording at any time.
4.4 Website visitors
Information collected: name, email address, subject and content of the message sent through the contact form. Approximate location derived from the IP address, browser type and pages viewed, through Google Analytics (Google LLC, United States) if you consent to analytics cookies.
Purpose: to answer your enquiry. We do not use this information for other purposes and do not add you to any mailing list without your separate consent.
4.5 Career coaching clients
Information collected: name, contact details, answers provided at the time of booking, CV and other documents you send us by email, career objectives, session content, billing information.
Sources: you, directly, through the Calendly booking form and by email.
Purpose: to deliver and invoice the service you booked. Payments are processed by Stripe. We store no credit card numbers.
Use of your CV: the CV you send us for a coaching service is used for that service only. It is not added to any candidate database and is not presented to any employer. If a live recruitment search matches your profile, we will raise it with you and ask for separate consent before using it for that purpose. Your decision has no effect on the coaching service you booked.
Sending documents by email: ordinary email is not encrypted end to end. If you would prefer another way to send us your documents, write to us and we will arrange one.
4.6 Representatives of our clients and prospects
Information collected: name, title, employer, professional contact details, correspondence relating to recruitment searches.
This information concerns the exercise of a function within an enterprise and is used in a business context only.
5.1 Our clients
Our process has two distinct stages.
Stage 1, calibration. Before contacting you, we confirm with the client that the expertise being sought genuinely matches the need. At this stage we transmit only a summary profile that we write ourselves: area of expertise, approximate years of experience and type of working environment. We transmit no directly identifying information, including no name, profile link, CV, contact details, salary expectations or interview notes.
Stage 2, submission. We send your CV only when two conditions are met: you have spoken with us in an interview, and you have confirmed your interest in the search. We name the company before any submission. We do not circulate candidate files speculatively.
5.2 Principal service providers
We use service providers for certain functions necessary to our activities. Our principal providers include:
- Circleback (United States): interview recording and transcription
- Zoho (United States): email and calendar
- Google Workspace (United States): calendar and document storage
- Brevo (France): delivery of website related emails, management of contact details and correspondence with candidates, clients and prospects (CRM, excluding marketing)
- Weglot (France): translation and bilingual display of the website
- Calendly (United States): appointment scheduling
- Stripe (United States): processing of career coaching payments
- KnownHost (United States): hosting of talentallies.ca
Some information may be processed or stored outside Quebec where we use providers located in other jurisdictions. In that case, the information may also be subject to the laws applicable in those jurisdictions.
5.3 Other cases
We disclose personal information in two other situations only: where the law requires it, and to professional advisers bound by confidentiality, such as our accountant or our lawyers.
6. Transfers outside Quebec
Our work is cross border by nature and we prefer to be explicit about it.
To our clients: if you agree to be presented to a company located outside Quebec, including in the United States or Europe, your profile is sent there. We name the company and its country before the transmission and we obtain your agreement.
To our providers: several of the tools listed in section 5.2 process data outside Quebec, mainly in the United States.
7. Retention periods
- Contact form enquiries that go no further: 24 months
- Profiles identified through public research where you did not reply: 24 months from collection, then deletion
- Candidates who engaged with us but were not placed: 36 months from last contact
- Interview recordings and transcripts: 12 months
- Placed candidates: 7 years, given our contractual, tax and placement guarantee obligations
- Coaching clients: session notes and documents sent to us, including the CV, 24 months from the end of the service, billing records 7 years
- Corporate client files: duration of the relationship, then 7 years for contractual and tax records
At the end of these periods, information is securely destroyed or irreversibly anonymised.
8. Your rights
Depending on the circumstances and subject to the conditions set out in law, you may:
- Access the information we hold about you
- Correct information that is inaccurate or incomplete
- Withdraw your consent to the collection, use or disclosure of your information
- Request deletion of your information, subject to legal obligations requiring us to retain certain records
- Request, where that right applies, that certain computerised information collected from you be provided to you in a structured, commonly used technological format, or transmitted to an authorised person or body
- File a complaint with the Commission d'accès à l'information du Québec if our response does not satisfy you
One address for all of it: privacy@talentallies.ca. Response within 30 days or less.
9. Security
We put in place reasonable security measures suited to the nature of the information we hold. These include restricting access to the people who need it in the course of their duties and, where available and appropriate, two factor authentication.
In the event of a privacy incident presenting a risk of serious injury, we will notify the individuals concerned and the Commission d'accès à l'information, and we will record the incident in our register.
10. Cookies
- Essential cookies: required for the site to function and stay secure. Always active.
- Analytics cookies: off by default. They activate only if you consent through the banner shown on your first visit.
- Advertising cookies: we use none. No advertising tracking pixel is installed on this site.
You can change your cookie preferences at any time through the cookie management tool available on the site.
11. Individuals in the European Economic Area
We identify and contact professionals based in France and elsewhere in the European Economic Area. Where GDPR applies, the following points supplement the information above.
Controller: Talent Allies Inc., at the details in section 1.
Legal basis for initial contact: legitimate interest under Article 6(1)(f) GDPR. That interest is identifying specialists and bringing relevant opportunities in their area of expertise to their attention, subject to their rights and interests.
Legal basis for subsequent steps: your consent, when you choose to continue the conversation with us and send us further information.
Source of the data: where applicable rules require it, we inform you of the source of personal information we did not collect directly from you, including where it comes from publicly accessible professional sources or specialist search and sourcing services.
Right to object: you may object at any time to processing based on legitimate interest. We will then stop contacting you and delete the information we hold about you, subject to applicable legal obligations.
International transfers: Canada benefits from a European Commission adequacy decision, which covers the transfer of your information to Talent Allies Inc. If you agree to be presented to a company located in a country without such a decision, including the United States, we name the company and its country beforehand and obtain your explicit consent before any transmission, or we govern the transfer through standard contractual clauses.
Additional rights: under the conditions set out in GDPR, you have rights of access, rectification, erasure, restriction, portability and objection, and the right to lodge a complaint with the competent supervisory authority, including the CNIL in France.
12. Changes
Privacy law evolves, and so do our tools. We will update this policy as needed and publish the date of the last material change at the top of the page.
Last material change: August 9, 2026
