1. Introduction
Intellan ("Intellan," "we," "us," or "our") respects your privacy and is committed to handling personal information responsibly. This Privacy Policy explains what information we collect, how we use it, who we share it with, and the rights you have regarding your information.
This Policy applies to information collected through our website at www.intellan.com (the "Site"), our talent placement services, and any related communications between you and Intellan.
By using the Site or our services, you confirm that you have read and understood this Policy. If you do not agree with how we handle your information, please do not use the Site or submit information to us.
Intellan is the data controller of the personal information we collect, with the exception of information we process on behalf of our enterprise clients in connection with specific engagements, where roles may differ depending on the arrangement.
> *Legal review flag: The data controller/processor distinction is foundational to GDPR and other regimes. A privacy lawyer should confirm Intellan's role in each part of the data flow, particularly when sharing candidate information with enterprise clients.*
2. Who This Policy Applies To
This Policy applies to:
Candidates — professionals who submit resumes, applications, profile information, or other materials to Intellan through the Site, by email, or through other means
Clients — enterprises and service companies engaging Intellan's talent placement services
Site visitors — individuals who visit or interact with the Site without submitting personal information
Different sections of this Policy apply differently depending on which category describes you.
3. Information We Collect
We collect personal information in three ways: information you provide directly, information collected automatically when you use the Site, and information we receive from third parties.
a. Information You Provide
If you are a candidate, we may collect:* Name, email address, phone number, and postal address* Resume or CV, including employment history, education, certifications, and references* Profile information such as professional skills, technical specializations, and career preferences* Compensation expectations and availability* Authorization documents and right-to-work information where required by law* Any other information you choose to provide in communications with usIf you are a client or business contact, we may collect:* Name, business email address, phone number, and job title* Company name and address* Information related to your hiring requirements, team context, and engagement preferences* Communications between you and our teamSensitive personal data. In limited cases, we may collect information considered sensitive under certain laws (for example, immigration or work-authorization status). We collect this only where necessary for the placement process and only with appropriate legal basis.> *Legal review flag: GDPR Article 9 imposes strict requirements on "special category" data. Indian DPDP Act, UK GDPR, and various US state laws have similar categories. A lawyer should confirm legal bases and consent flows for any sensitive data collection.*
b. Information Collected Automatically
When you use the Site, we automatically collect certain technical information, including:* IP address and approximate geographic location* Browser type, operating system, and device information* Pages visited, links clicked, time spent on pages, and referring URLs* Cookies and similar technologies (see our Cookie Policy)
c. Information From Third Parties
We may receive information about candidates from:* Professional networking platforms (such as LinkedIn) where you have made information publicly available or where you have granted access through our integrations* Referral sources, including professionals in our network who recommend candidates to us* Background check providers, identity verification services, and skill assessment platforms, where engaged with appropriate consent and lawful basis* Public sources, including portfolios, professional publications, and conference participation records
4. How We Use Personal Information
We use personal information for the following purposes:
To provide talent placement services. Evaluating candidates against client requirements, applying our CODE9 framework, preparing candidates for opportunities, introducing candidates to clients, and supporting placements after they are made.
To communicate with you. Responding to inquiries, sending updates about applications or engagements, providing newsletters or marketing communications where you have consented, and informing you of opportunities that may be relevant.
To operate and improve our business. Managing accounts and engagements, conducting analytics, improving the Site and our services, training internal team members, and developing our talent network.
To comply with legal obligations. Maintaining records, responding to legal requests, enforcing our Terms of Use, and meeting regulatory requirements applicable to our business.
To protect Intellan and others. Preventing fraud, investigating security incidents, and protecting the rights, property, and safety of Intellan, our clients, candidates, and others.
> *Legal review flag: GDPR and similar laws require a specific legal basis for each processing purpose (consent, contract, legal obligation, vital interests, public task, or legitimate interests). A lawyer should map each use case above to the correct legal basis and ensure the Policy reflects that mapping.*
5. Legal Bases for Processing (Applicable to Individuals in the EU, UK, and Similar Jurisdictions)
If you are located in the European Economic Area, the United Kingdom, or another jurisdiction with similar laws, we rely on the following legal bases to process your personal information:
Performance of a contract — when processing is necessary to provide our placement services to you
Legitimate interests — when processing is necessary for the operation of our business and is balanced against your rights and freedoms
Consent — when you have provided specific, informed consent (which you may withdraw at any time)
Legal obligation — when processing is required to comply with applicable law
Where we rely on legitimate interests, we conduct a balancing assessment and can provide further information on request.
6. How We Share Personal Information
We share personal information in the following circumstances:
With enterprise clients. As part of the placement process, we share candidate information with enterprise clients who have engaged us to fill specific roles. We share only the information relevant to that role and only with clients who have agreed to handle the information in accordance with applicable law.
With service providers. We work with third-party service providers who help us operate our business — including hosting providers, email and communications platforms, customer relationship management systems, background check providers, and analytics services. These providers process personal information on our behalf under contractual safeguards.
With professional advisors. Lawyers, accountants, auditors, and similar professionals where necessary for the operation of our business.
For legal reasons. Where required by law, regulation, court order, or government request, or where necessary to enforce our rights or protect against legal liability.
In connection with a business transaction. If Intellan is involved in a merger, acquisition, financing, or sale of assets, personal information may be transferred as part of that transaction. We will take reasonable steps to ensure the receiving party honors the commitments made in this Policy.
With your consent. In any other circumstances where you have provided consent.
We do not sell personal information for monetary consideration. We do not share personal information for cross-context behavioral advertising as those terms are defined under California law.
> *Legal review flag: The "do not sell" statement above is significant under CCPA/CPRA and similar state laws. A lawyer should confirm this matches your actual data practices, including any tracking pixels or advertising integrations on the Site.*
7. International Transfers of Personal Information
Intellan is based in the United States. If you are located outside the United States, your personal information will be transferred to, stored in, and processed in the United States and potentially in other countries where our service providers operate.
These countries may have data protection laws that differ from those in your country of residence. Where required by law, we implement appropriate safeguards for international transfers, including:
Standard Contractual Clauses approved by the European Commission or the UK Information Commissioner
Equivalent contractual mechanisms required by other jurisdictions
Reliance on adequacy decisions where applicable
You may request more information about the safeguards in place by contacting us using the details in Section 14.
> *Legal review flag: International data transfers are one of the most regulated areas of privacy law, particularly post-Schrems II. A privacy lawyer should advise on the specific transfer mechanisms appropriate for Intellan's operational footprint and update this section accordingly.*
8. How Long We Keep Personal Information
We retain personal information only as long as necessary for the purposes set out in this Policy, including:
Active candidates — for the duration of our engagement and for a reasonable period afterward to support placements, retention check-ins, and consideration for future roles
Inactive candidates — for up to twenty-four (24) months from the last interaction, after which we either delete the information or anonymize it, unless a longer retention period is required by law or you have asked to remain in our network
Client records — for the duration of the engagement and for a period afterward consistent with applicable contractual, tax, and regulatory obligations
Site analytics and logs — typically for thirteen (13) months
Where information is subject to a legal hold or required for legal claims, we retain it until the hold is released or the relevant period expires.
> *Legal review flag: Retention periods are jurisdiction-sensitive. Indian DPDP, GDPR, and various US state laws impose different requirements. The 24-month default above is reasonable but should be confirmed against your operational needs and legal obligations.*
9. Your Rights
Depending on your location, you may have the following rights regarding your personal information:
Access — request a copy of the personal information we hold about you
Correction — request that we correct inaccurate or incomplete information
Deletion — request that we delete your personal information, subject to legal limitations
Restriction — request that we limit how we process your information
Objection — object to certain types of processing, including processing based on legitimate interests
Portability — request a copy of your information in a structured, machine-readable format
Withdrawal of consent — withdraw consent at any time, where processing is based on consent
Lodge a complaint — file a complaint with the data protection authority in your jurisdiction
For California residents, you have the additional rights to know what categories and specific pieces of information we collect, the right to opt out of sale or sharing (we do not sell or share personal information as defined under California law), and the right not to be discriminated against for exercising your rights.
For residents of other US states with privacy laws (Virginia, Colorado, Connecticut, Utah, Texas, and others), you have similar rights as outlined under your state's law.
For residents of India, you have rights under the Digital Personal Data Protection Act, 2023, including access, correction, erasure, grievance redressal, and the ability to nominate a person to exercise rights on your behalf.
To exercise any of these rights, please contact us using the details in Section 14. We will respond within the timeframes required by applicable law. We may need to verify your identity before fulfilling certain requests.
> *Legal review flag: Each jurisdiction has different response timelines (GDPR: 30 days; CCPA: 45 days; DPDP: varying). A lawyer should advise on building a single response workflow that meets all applicable deadlines.*
10. Security
We implement reasonable technical and organizational measures to protect personal information against unauthorized access, alteration, disclosure, or destruction. These measures include access controls, encryption where appropriate, regular security reviews, and contractual safeguards with service providers.
No security system is impenetrable, and we cannot guarantee the absolute security of information transmitted to or stored by Intellan. You are responsible for keeping any credentials or access information you use to interact with us confidential.
In the event of a data breach affecting your personal information, we will notify you and applicable authorities as required by law.
11. Children's Privacy
The Site and our services are not directed to individuals under eighteen (18) years of age, and we do not knowingly collect personal information from minors. If you believe we have collected information from a minor, please contact us and we will take appropriate steps to delete it.
12. Automated Decision-Making
Intellan uses technology, including AI-assisted tools, to help us source and filter candidate information at early stages of evaluation. Substantive decisions about candidate suitability and placement are made by our human team, and no candidate is rejected, accepted, or placed solely on the basis of automated decision-making without human review.
If you would like more information about how automated tools are used in your evaluation, or wish to object to automated processing in your case, please contact us.
> *Legal review flag: GDPR Article 22 and several emerging AI-specific regulations (including the EU AI Act) impose specific requirements on automated decision-making in employment contexts. This section needs careful legal review as those rules evolve, particularly the EU AI Act provisions that take effect in stages through 2026 and beyond.*
13. Changes to This Policy
We may update this Privacy Policy from time to time. The "Last Updated" date at the top of this page reflects the most recent revision. Material changes will be communicated through the Site or by other reasonable means. Your continued use of the Site or our services after changes are posted constitutes acceptance of the updated Policy.
14. Contact
If you have questions about this Privacy Policy or wish to exercise your rights, please contact us at:
IntellanAttn: Privacy2601 Little Elm Parkway, Suite 201Little Elm, Texas 75068, United States
Email: hr@intellan.com
Phone: (469) 546-9704
If you are in the European Economic Area or the United Kingdom, you also have the right to lodge a complaint with your local data protection authority.
> *Legal review flag: GDPR may require Intellan to appoint an EU Representative and a UK Representative (per UK GDPR) given that you process the data of individuals in those regions. A lawyer should advise on whether this applies to your operational profile. If it does, the names and addresses of those representatives belong in this section.*