Terms of service

A few terms appear throughout this agreement, and they carry the same meaning wherever they are used.

RecruitingBot is built for recruiting agencies, startups, employers and other organizations hiring staff. You may use it only for business purposes, such as recruiting for your own company or for your agency's clients. By subscribing you confirm that you are acting in the course of a trade, business or profession. You must be at least 18 years old and legally able to enter into contracts.

To open an account you provide a valid work email and confirm it with a code sent to that address. You are responsible for keeping the details in your account accurate, including billing and tax information used on invoices.

The service is sold only as a subscription. You choose a plan (Starter, Growth or Agency) and a billing period, monthly or yearly. The features, limits and current prices of every plan are shown on our pricing page and again in the checkout before you pay. There is no unpaid tier; the one time demo on the homepage shows an example shortlist so you can see the output before buying.

Payment for each billing period is taken in advance. Your subscription renews automatically at the end of each period for the same plan and term unless you cancel it before the renewal date. You can cancel at any time in the billing portal inside your account, without contacting us. Cancelling stops future renewals, and you keep access until the end of the period you have already paid for.

We may change prices for future periods. A price change never applies to a period you have already paid for, and we tell the workspace owner by email at least 30 days before it applies to a renewal, so you can cancel first if you do not agree.

Each plan includes monthly allowances, for example candidates analyzed, contact reveals, outreach emails and skills tests. These allowances count consumption within the current billing period. Every analysis, reveal, email or test uses one unit at the moment it happens. Deleting a role, a candidate or a message afterwards does not restore the units it used, and archiving or closing a role does not either. Allowances reset at the start of each monthly cycle; on a yearly plan the cycle runs monthly from the subscription start date. Unused units do not carry over.

The limit on active roles is different, because it counts roles open at the same time. Closing or archiving a role frees its place for a new one. Seats, connected mailboxes and client workspaces are also concurrent limits. When you reach a limit, the related action pauses until the next cycle or until you move to a higher plan; we do not charge overage fees.

When you move to a more expensive plan, or from monthly to yearly billing, the difference for the rest of the current period is calculated pro rata and charged immediately to your payment method. The higher plan becomes active only once that charge succeeds. If the payment fails or your bank's authentication is not completed, you stay on your current plan.

A downgrade to a cheaper plan or a switch from yearly to monthly takes effect at the end of the current period. Until then you keep the plan you paid for, and no part of the current fee is refunded or credited. If your usage at the moment of the downgrade exceeds the new limits, for example more active roles than the new plan allows, you choose which items to close before the change applies.

Each workspace can hold only one active subscription. If your workspace already has one, the checkout sends you to change your plan or to the billing portal instead of starting a second subscription.

Prices are shown in US dollars. Payments are processed by our payment operator, which may ask your bank to authenticate the payment with 3D Secure. You authorize us to charge the payment method on file for each renewal and for immediate upgrade charges. If a renewal payment fails, the amount remains due and the payment operator retries it over the following days; we may suspend the workspace until the outstanding invoice is paid.

Prices do not include taxes unless stated otherwise. Where tax applies, it is calculated at checkout based on your billing details and shown on your invoice. You are responsible for providing correct tax information.

All payments are final. The narrow cases in which we issue a refund are described in our Refund Policy, which forms part of these terms. If you think a charge is wrong, you must contact [email protected] first. Starting a chargeback or payment dispute with your bank without contacting us first is a breach of these terms. In that case we provide our records to the bank and may close the account permanently.

You control what roles you open, which candidates you approach and what your messages say. You are responsible for using the service lawfully and for having a valid legal basis for every candidate you source, import or contact. You must not use the service in a way that harms candidates, other customers or the service itself.

For candidate data you are the controller and we are your processor. These terms include our data processing terms, which apply automatically to every workspace; on the Agency plan they can also be downloaded as a signed document from your account. Under them we process candidate data only on your documented instructions, which are given through your configuration and use of the service. We keep the data confidential, protect it with appropriate technical and organizational measures, and use sub processors only by category as described in our Privacy Policy, under written terms that impose equivalent obligations.

We assist you with requests from candidates who exercise their rights, including by forwarding requests we receive at [email protected] and by providing one click export and deletion. We notify you without undue delay of a personal data breach affecting your workspace. At the end of the subscription we delete candidate data within 30 days unless you export it first or the law requires us to keep it. We make available the information reasonably needed to show compliance and respond to reasonable audit questions in writing.

You remain responsible for your legitimate interest assessment, the retention period you choose between 30 and 180 days for sourced non responders, the information you give candidates beyond the standard notice, and the decisions you take about them.

RecruitingBot uses AI models to write job descriptions, score profiles against your rubric, draft messages, classify replies and score tests. AI output is probabilistic. It can contain errors, miss relevant experience, misread a profile or answer a candidate question imperfectly. Scores and summaries are aids for your team, with the evidence shown so a person can check them.

Every hiring decision is made by a human at your organization. The service requires a person to approve each shortlist and does not reject or hire anyone on its own. You must review AI output before relying on it and remain responsible for the decisions you take and for complying with laws on automated decision making and fair hiring. We do not guarantee that you will find, contact or hire any number of candidates, that candidates will reply, or that any hire will succeed.

You are responsible for keeping sign in details confidential, for the actions of everyone you invite to your workspace, and for removing access when someone leaves. Each seat is for one named person. Tell us promptly at [email protected] if you suspect unauthorized access. You can revoke mailbox and calendar connections from your settings at any time, and you should do so when the person who connected them leaves.

We may suspend a workspace, pause outreach or close an account if a payment remains unpaid, if a chargeback is raised without contacting us first, if we reasonably believe the service is being used in breach of section 7 or the law, or if use threatens the security or deliverability of the service for others. Where the situation allows, we tell you first and give you a chance to fix it. Suspension for misuse does not entitle you to a refund for the remaining period.

You may end the agreement at any time by cancelling your subscription; it then ends at the close of the paid period. When an account is closed, you can export your data before the end date, after which workspace data is deleted as described in our Privacy Policy. Sections that by their nature should survive termination, including payment obligations, limitation of liability and data protection duties, continue to apply.

The service, its software, design and documentation belong to us or our licensors. We grant you a limited, non exclusive, non transferable right to use the service during your subscription for your business recruiting. You keep all rights to the content you upload or create in your workspace, such as job descriptions, rubrics, messages and notes, and you grant us the rights needed to host and process it to provide the service. We do not use your workspace content to train AI models.

We work to keep the service available and to fix faults promptly, but we do not promise uninterrupted operation. Maintenance, failures of third party services such as mailbox or calendar providers, and events outside our reasonable control can cause interruptions. We improve the service over time and may change or replace features, provided that the core functions of your paid plan remain available for the period you have paid for.

The service is provided as described on our website and pricing page. To the extent permitted by law, we are not liable for indirect or consequential losses, lost profits, lost revenue, lost placements or fees, loss of goodwill, or the outcome of hiring decisions. Our total liability arising from or related to these terms in any 12 month period is limited to the fees you actually paid to us for the service in the 12 months before the event giving rise to the claim.

Nothing in these terms limits liability that cannot be limited by law, such as liability for death or personal injury caused by negligence, fraud, or willful misconduct. You agree to indemnify us against claims by candidates or third parties that result from your breach of section 7 or of data protection law in the way you use the service.

These terms are governed by the laws applicable at the administrator's seat, without prejudice to any mandatory consumer protection law that cannot be excluded by agreement. Before starting formal proceedings, both sides agree to try to resolve a dispute in good faith by email for at least 30 days. If that does not succeed, the dispute goes to the competent courts at the administrator's seat, unless mandatory law gives another court jurisdiction.

We may update these terms when the service, our business or the law changes. The date at the top shows the current version. We notify workspace owners by email at least 30 days before a material change applies to an existing subscription. If you do not agree, you can cancel before the change takes effect and it will not apply to you for the rest of your paid period. Continuing to use the service after that date means you accept the updated terms.

If any provision of these terms is found unenforceable, the rest remains in force. Our not enforcing a provision does not waive it. You may not transfer your rights under this agreement without our written consent; we may transfer ours as part of a reorganization or sale of the service, with notice to you. Notices to you are sent to the workspace owner's email address.

Questions about these terms, billing, data processing or acceptable use can be sent to [email protected]. Please write from the email address linked to your account so we can identify the workspace quickly.