Data Handling Statement

For each candidate in our pool we may hold: full name, email address, phone number, resume file, skills and work history, years of experience, salary expectation, availability, English proficiency, timezone, the channel through which we found them, recruiter notes, screening outcomes (pass, fail, hold), structured interview records, weighted scorecards, and a written recommendation when they are shortlisted. Optional interview recordings are stored only as links, and only when the candidate has been informed.

Storage. Data is stored in a managed relational database, and resume files are stored in a private object store outside any public webroot. Files are served only through an authenticated, policy-checked download endpoint.

Access control. Every read and write happens under a signed-in user account with one of four roles — admin, recruiter, client, or candidate — enforced on the server, not by hiding buttons. Recruiters and admins can manage the pipeline; a client account can only ever see its own requirements and the candidates shortlisted to them, with scorecards and recommendations attached; a candidate account can see only their own profile and application status.

Audit trail. Every stage change, decision, and access-control-relevant action is written to an append-only activity log with the user, action, subject, and timestamp, so handling practices can be reviewed.

A candidate profile is created at sourcing and is visible only to agency staff. It stays internal through screening, interview, and scoring. The first time a client sees a candidate is at shortlist, when the client-facing view — the candidate's profile, their weighted scorecard, and the recruiter's written recommendation — is generated for that client's eyes only. If the client rejects or puts the candidate on hold, the candidate returns to the internal pool, not to any shared list.

Salary expectation data is never shown to the client; compensation discussion happens between the client and the candidate. Resume files are never emailed as attachments — clients download them through the authenticated platform.

Candidate profiles remain in the talent pool after an individual requirement closes, so we can propose strong runners-up for future roles. Any candidate can ask to be removed at any time by emailing hello@phtalentpartner.test; removal deletes the profile, its resume file, and associated application records that are no longer needed for legal or financial reporting.

Placement-related financial records (such as fee calculations) are retained for the period required by Philippine tax and commercial law, without the underlying resume or interview material.

All traffic to the platform is encrypted with TLS. Passwords are stored only as salted hashes. The API requires token or session authentication on every request, and the public intake endpoint is rate-limited. Resume uploads are restricted to document file types and a size limit, with filenames sanitized before storage. Access to the database and file store is limited to the application layer — there is no public bucket.