Companies Terms of Service

← Back to Terms overview

Scope of this revision: these Terms are renamed from "Recruiter Terms of Service" to "Companies Terms of Service" and extended to cover the full Platform: talent acquisition and selection, the People Management (performance and development) modules, and Digital Employee services. Tenants that accepted the previous Recruiter Terms of Service continue to be bound by them until the effective date above; continued use after that date constitutes acceptance of these Terms (see Section 18, Modifications).

1. Preamble & Definitions

These Companies Terms of Service ("Terms") govern the access to and use of the SCOVAI platform ("Platform") by organisations and their authorised users ("Tenant", "Company", "you", "your") to source, assess and select talent, to manage people and performance, and to deploy and supervise Digital Employees. The Platform is operated by OmniSage LLC ("SCOVAI", "we", "us", "our"), a New Mexico limited liability company.

By creating a Tenant account, accessing, or using the Platform, you acknowledge that you have read, understood, and agree to be bound by these Terms, our Privacy Policy, and our Cookie Policy.

These Terms apply to all Platform services. Where a provision applies only to a specific service family (for example the talent services, the People Management Modules, or Digital Employee services), it says so. Plan-specific order forms or subscription confirmations may supplement these Terms; in case of conflict, the order form prevails for what it expressly covers.

1.1 Definitions

• "Platform" means the SCOVAI web application, APIs, worker services, and all associated services available at scovai.com and its subdomains.
• "Tenant" means an organisation that has registered for a SCOVAI account and created a workspace to use the Platform's services, whether for talent acquisition, people management, Digital Employees, or any combination of them.
• "Authorised User" means any human user with access to a Tenant workspace, including users acting as recruiters, hiring managers, HR or people managers, supervisors, and administrators.
• "Candidate" means an individual whose data is processed through the Platform for recruitment purposes, whether sourced directly, via applications, or through the CV Bank.
• "Employee" means an individual engaged by the Tenant (including employees, workers, interns, and agents) whose data is processed through the People Management Modules or in connection with a Digital Employee seat.
• "People Management Modules" means the Platform's performance and people management services, including employee profiles and organisation structure, goals and check-ins, performance appraisals and calibration, competency frameworks and development plans, feedback, and culture assessment.
• "Mike" (M.I.K.E.) means Multirole Intelligence for Knowledge & Empowerment, the AI persona that powers all AI-driven interactions on the Platform.
• "Cortex" means the AI engine that powers Mike, routing each AI task through a centrally configured, audited gateway to vetted AI providers. Configuration is available via the admin panel at /admin/ai-config.
• "Position" means a job listing created and published through the Platform.
• "Score" means the AI-generated numerical evaluation of a Candidate's fit for a specific Position, based on semantic analysis, or of an Employee's assessment, competency or performance evaluation generated within the People Management Modules.
• "Content" means any data, text, documents, images, or materials uploaded to or generated through the Platform.
• "Digital Employee" means an autonomous or semi-autonomous AI software agent made available by SCOVAI or by a Marketplace Vendor for use in a Tenant workspace and assigned to a position (seat) in the Tenant's organisation to perform the functions of that seat under the supervision of an Accountable Supervisor, together with its configuration, prompts, tools, outputs, and activity logs.
• "Marketplace Vendor" means a third party that submits, publishes, operates, or supports a Digital Employee or related service through the SCOVAI marketplace.
• "Accountable Supervisor" means the natural person designated by the Tenant to review, supervise, and remain accountable for a Digital Employee's activities within the Tenant's organisation, or, where the Tenant has not designated one, the person the platform identifies under its fallback rules.

2. Account & Tenant Setup

2.1 One Tenant Per Organisation

Each organisation should maintain a single Tenant workspace. When a new user registers with an email domain that matches an existing Tenant, a join request is created for the existing Tenant administrator to approve or reject.

2.2 Account Responsibilities

The Tenant administrator (owner) is responsible for:

• Managing user access and permissions within the workspace
• Ensuring all users within the Tenant comply with these Terms
• Maintaining the security of all account credentials
• Keeping company and billing information accurate and up to date

2.3 Domain Verification

We may verify your organisation's domain and business identity. Tenants using free email providers (Gmail, Outlook, etc.) may have limited functionality until domain verification is completed.

3. Service Plans & Billing

3.1 Available Plans

The table above describes feature families of the talent plans only. The current numeric limits of each plan (such as active positions and monthly interview or assessment quotas) and the current prices per currency market are published at scovai.com/pricing, which is the authoritative source for plan limits and pricing.

In addition to the talent plans above, the Platform offers two further plan families for organisations:

• AGENTIC — platform access with no base subscription fee, billed per active Digital Employee by tier (Core, Plus or Executive), monthly or annually, as described in Section 3.4.
• Develop (Performance Management) — the People Management Modules (performance and appraisal cycles, goals, development and competency management, feedback, culture), billed per employee per month. Published per-employee prices are indicative until the module is activated for your organisation under an order form or subscription confirmation.

3.2 Billing Terms

Subscriptions are billed monthly or annually through Stripe. Prices are fixed per currency market using the PlanCurrencyPrice system. Currency is locked per Stripe Customer after the first subscription. We reserve the right to modify plan features and pricing with 30 days' prior notice to existing subscribers.

3.3 Cancellation

You may cancel your subscription at any time. Cancellation takes effect at the end of the current billing period and changes your plan: your workspace stays and your data is not deleted. Closing the workspace is a separate request, described in Section 16.2. No pro-rata refunds are provided for partial periods.

3.4 Marketplace, Agentic Plans, and Currency

Digital Employees, marketplace subscriptions, and agentic plan components may be priced separately from the core talent plans, including per-agent, per-seat, usage-based, monthly, or annual charges. Published prices may vary by currency, jurisdiction, tax treatment, agent tier, subscription term, and vendor commercial terms. Currency selection and changes follow the same billing configuration used for your account or order form, and applicable taxes may be added at checkout or invoicing.

Marketplace vendor payouts, revenue shares, credits, and adjustments are administered through SCOVAI's internal ledger and periodic reconciliation process. Ledger balances are accounting records only and do not create an automatic bank transfer, stored-value account, or entitlement to immediate payout. Any payout is subject to vendor onboarding, tax documentation, fraud checks, chargebacks, refunds, sanctions screening, contractual set-off, and applicable law.

4. Service Description & SLA

4.1 Platform Services

SCOVAI provides AI-powered talent and people management tools, and Digital Employee services, including:

Talent acquisition and selection:

• Position creation and publishing with AI-assisted job description generation
• CV parsing, scoring, and semantic matching against position requirements
• Automated candidate screening and AI shortlisting
• Technical, psychometric, and cognitive assessments
• AI-conducted candidate interviews via Mike
• Candidate analytics, reporting, and talent pipeline management
• Email inbox integration for sourcing candidates from inbound applications
• Source attribution and channel tracking

People and performance management:

• Employee profiles, organisation structure, and seat management
• Goals (OKR), check-ins, and continuous feedback
• Performance appraisal cycles, calibration, and talent review
• Competency frameworks, development plans, and 360 feedback
• Culture and values assessment, including for existing employees
• Assessment programs assigned to employees

Digital Employees:

• A marketplace of Digital Employees that can be assigned to positions (seats) in the Tenant's organisation
• Digital Employees performing the functions of their seat under the supervision of an Accountable Supervisor
• Activity records, telemetry, and deliverables supporting supervision and audit

4.2 Service Availability

We aim to maintain high availability but do not guarantee uninterrupted service. Planned maintenance will be communicated in advance where practicable. The Platform is provided "as is" and "as available".

5. AI Features & Human Oversight Obligation

5.1 Nature of AI Outputs

SCOVAI uses artificial intelligence to parse CVs, score candidates, generate and grade assessments, conduct interviews, evaluate competencies and performance, and draft reports and development content. AI outputs are recommendations and tools to assist human decision-making — they are not deterministic or infallible.

5.2 Human Oversight Requirement (EU AI Act)

In accordance with the EU AI Act (Regulation 2024/1689), which classifies AI systems used in recruitment and in decisions affecting terms of work-related relationships (including performance evaluation and task allocation) as high-risk, you acknowledge and agree that:

• AI-generated scores, rankings, assessments, shortlists, and performance or competency evaluations must be reviewed by a qualified human before making employment decisions (including hiring, promotion, performance, termination, and task-allocation decisions)
• The Platform provides explainability information for all AI outputs to facilitate meaningful human oversight
• You will not rely solely on automated outputs for decisions that significantly affect Candidates or Employees
• You are responsible for ensuring that your use of AI-powered features complies with applicable employment and anti-discrimination laws
• The Integrity Shield system is advisory only and must never be used as the sole basis for rejecting a candidate or taking adverse action against an employee
• As deployer, you ensure that human oversight is exercised by people who have the competence, training and authority to exercise it (Article 26 of the EU AI Act), and that your staff who use AI-powered features have a sufficient level of AI literacy (Article 4)
• Where you use AI-powered features on people you employ, you inform those workers and, where your national law requires it, their representatives, and you carry out any impact assessment your national law requires
• Where Article 27 of the EU AI Act applies to you (in particular where you are a body governed by public law), you carry out the fundamental rights impact assessment it requires

SCOVAI's own obligations as provider are described on our EU AI Act Transparency page.

5.3 AI Accuracy & Bias

While we strive for accuracy and fairness, AI outputs may contain errors or biases. We provide bias monitoring tools and transparency dashboards, but ultimate responsibility for fair hiring and people-management practices rests with the Tenant. See our EU AI Act Transparency page for detailed information.

6. Data Processing Terms (GDPR Art. 28)

These data-processing terms are set out in consolidated form in our Data Processing Agreement.

6.1 Roles

For the processing of Candidate and Employee personal data through the Platform:

• The Tenant acts as the Data Controller — you determine the purposes and means of processing Candidate and Employee data for your activities on the Platform.
• SCOVAI acts as the Data Processor — we process Candidate and Employee data on your behalf and according to your instructions, as outlined in these Terms and the Privacy Policy.

6.2 Processing Instructions

We process Candidate and Employee data solely for the purpose of providing the Service as described in these Terms. We will not process such data for any other purpose without your prior written consent.

6.3 Sub-processors

We use the following categories of sub-processors:

• Infrastructure: Cloud hosting and database services for the platform within the EU (Contabo GmbH, France). A Digital Employee runs in a virtual machine in the processing region you choose: in the European region, on servers provided by Contabo GmbH in France; in the Middle East region, on servers owned and operated by OmniSage LLC, located in the data centre at 2704 Fortune Executive Tower, Cluster T, Jumeirah Lakes Towers (JLT), Dubai, United Arab Emirates, as described in the Data Processing Agreement
• AI Processing: For platform features, named AI providers, Anthropic (Claude API) and OpenAI, under data-processing agreements, routed through a centrally configured, audited gateway; candidate data is stored in the EEA, on servers provided by Contabo GmbH, and API data is not used to train provider models. A Digital Employee in the European region uses those same providers. A Digital Employee in the Middle East region does not use that gateway: it calls its language model provider directly, Zhipu AI in the People's Republic of China with Sakana AI in Japan as the fallback
• Payment: Stripe for billing and subscription management
• Email: SMTP services for transactional communications
• Connection brokers: UNIPILE, for the Gmail, Google Calendar, Outlook, Microsoft 365, WhatsApp, Telegram, Instagram and LinkedIn accounts a person links to a Digital Employee, under a data-processing agreement; and Pipedream, Inc. in the United States, for the apps a person connects to a Digital Employee, such as Google Drive, Docs, Sheets and Meet

The complete list, with each provider's location, is in Section 6 of the Data Processing Agreement. We will notify you before adding new sub-processors and provide you with the opportunity to object.

6.4 Data Security

We implement appropriate technical and organisational measures to protect personal data: all data in transit (TLS 1.2/1.3); sensitive credentials are encrypted at rest with AES-256 (GCM for Digital Employee credentials, CBC for AI provider keys and connected-inbox tokens); plus access controls, audit logging, and regular security assessments. Details are available in our GDPR Policy.

6.5 Data Breach Notification

In the event of a personal data breach affecting personal data processed on your behalf, we will notify you without undue delay and in any event within 72 hours of becoming aware of the breach, providing all information necessary for you to fulfil your own notification obligations under GDPR Article 33.

6.6 Data Retention & Deletion

Termination of a subscription changes your plan; it is not a closure, and no data is deleted by it. On your written request to close the workspace (Section 16.2), we record the date of the request and retain your workspace data for 90 days so that you can export it. At the end of that period, or earlier if you ask us in writing, personal data processed on your behalf is deleted or anonymised, except where retention is required by law. Deletion is performed by a named person rather than by an automatic job, so that it can be confirmed to you in writing.

7. Intellectual Property

7.1 Your Content

You retain ownership of all Content you upload to the Platform (job descriptions, company information, recruitment materials, employee and performance data, role documents, and other materials). By uploading Content, you grant SCOVAI a limited, non-exclusive licence to process it as necessary to provide the Service.

7.2 Platform IP

The Platform, its design, AI models, assessment methodologies, scoring algorithms, matching algorithms, and all associated intellectual property are owned by OmniSage LLC and protected by applicable intellectual property laws, including Patent PCT/IB2026/052435. You may not copy, modify, or create derivative works based on the Platform.

7.3 AI-Generated Content

Content generated by the Platform's AI (job descriptions, candidate reports, shortlist recommendations, assessment reports, performance and development reports) is provided for your use within the context of your activities on the Platform. You may use AI-generated job descriptions externally.

8. API Terms (ELITE Plan)

If your plan includes API access:

• API keys are issued per Tenant and must be kept secure. You are responsible for all activity conducted through your API keys.
• API keys must be rotated periodically and must not be shared with unauthorised parties or embedded in client-side code.
• Rate limits and usage quotas are enforced per plan. Exceeding limits may result in temporary throttling.
• You must comply with the API documentation and webhook specifications.
• We may revoke API access if it is used in violation of these Terms or in a manner that threatens Platform stability.
• The API is provided "as is" and we reserve the right to modify endpoints with reasonable notice.

9. Data Controller Responsibilities (Candidates and Employees)

As a Data Controller, you are responsible for:

• Ensuring you have a lawful basis (including obtaining necessary consents) for processing Candidate and Employee data through the Platform
• Where required by applicable law (including works-council and employee-representative rules), informing and consulting Employees and their representatives about processing carried out through the People Management Modules
• Responding to Candidate and Employee data subject requests (access, rectification, erasure, portability) in a timely manner
• Not using AI-generated scores, integrity signals, or assessment results as the sole basis for automated decision-making that produces legal or similarly significant effects on Candidates or Employees
• Ensuring that employment decisions comply with applicable employment and anti-discrimination laws in your jurisdiction
• Providing appropriate privacy notices to Candidates and Employees about your use of the Platform
• Deciding which accounts, mailboxes, calendars, chats and storage you connect to a Digital Employee, and holding a lawful basis for the content those accounts contain; you must not connect an account holding special-category data without your own Article 9 basis and risk assessment
• Where you enable recording, transcription or summarisation of meetings, holding the lawful basis for recording your personnel, informing them and, where national law requires it, informing or consulting their representatives or works council, and carrying out any impact assessment required
• Giving the information required by Articles 13 and 14 GDPR to people who are not your personnel — correspondents, meeting guests and people named in material a Digital Employee handles — and responding to their requests, for which Scovai will assist and will forward anything sent to it

See our Privacy Policy and GDPR Policy for detailed information about data processing.

10. Confidentiality

Each party agrees to maintain the confidentiality of the other party's confidential information and not to disclose it to third parties without prior written consent, except:

• As required by law or regulatory authority
• To professional advisors bound by confidentiality obligations
• Information that becomes publicly available through no fault of the receiving party

Confidential information includes but is not limited to: pricing terms, API keys, proprietary assessment methodologies, and non-public Platform features.

11. Prohibited Conduct

You agree not to:

• Use the Platform for any unlawful purpose or in violation of employment discrimination laws
• Upload false, misleading, or fraudulent job listings or company information
• Attempt to reverse-engineer, decompile, or extract AI models, algorithms, or assessment content
• Use the Platform to build a competing product or service
• Circumvent security measures, rate limits, plan limits, or access controls
• Share API keys or credentials with unauthorised parties
• Use AI-generated scores, integrity signals, or automated assessments as the sole basis for employment decisions without human oversight
• Scrape, harvest, or bulk-download Candidate or Employee data from the Platform
• Use the Platform to process data for purposes other than the talent acquisition, people management, and Digital Employee services described in these Terms

12. Agent Marketplace and Agentic Services

Availability. The services described in this Section 12 — the Agent Marketplace, Digital Employees and other agentic services — apply to a Tenant only if and when SCOVAI makes them available to that Tenant and they are activated for it. SCOVAI does not commit to offering any of them, and nothing in this Section 12 obliges SCOVAI to make any of them available.

12.1 Marketplace Review and Publication

Marketplace listings, Digital Employees, vendor profiles, pricing, claims, and updates are subject to operational, security, legal, billing, and quality review. Submission, technical approval, testing, or commercial discussion does not guarantee publication, continued availability, ranking, promotion, revenue, customer adoption, or any go-live date. SCOVAI may reject, delay, suspend, delist, remove, or require changes to any Digital Employee, listing, vendor account, integration, or related content where we reasonably determine that it may create legal, security, compliance, platform integrity, billing, reputational, or user safety risk.

12.2 Vendor Responsibility

Marketplace Vendors are responsible for the Digital Employees and related materials they provide, including agent content, prompts, instructions, documentation, claims, data handling, third-party tools, intellectual property rights, security controls, regulatory compliance, and any support commitments they make. Vendors must not submit agents or content that is unlawful, misleading, discriminatory, infringing, unsafe, or inconsistent with applicable data protection, employment, AI, consumer, export, sanctions, tax, or marketplace rules. SCOVAI's review does not relieve a Marketplace Vendor of these responsibilities.

12.3 Tenant Use, Supervision, and Audits

Tenants are responsible for selecting, configuring, instructing, supervising, and using Digital Employees in their own operational environment. Digital Employee outputs are decision-support materials and must be reviewed by an Accountable Supervisor or other qualified human before use in employment, compliance, legal, financial, or similarly significant decisions. Tenants are responsible for the data, credentials, systems, policies, and instructions they provide to Digital Employees and for ensuring their use complies with applicable law and internal policies.

SCOVAI may maintain logs, activity records, configuration history, billing records, and audit trails for marketplace and Digital Employee activity to support security, compliance, quality, dispute resolution, and reconciliation. Tenants and Vendors must cooperate with reasonable audits, investigations, takedown reviews, incident response, and information requests related to Digital Employee use, data handling, billing, or compliance.

12.4 No Outcome Commitments

Digital Employees and marketplace services are provided on an "as is" and "as available" basis unless a separate written agreement states otherwise. SCOVAI does not guarantee that any Digital Employee will produce a particular business result, revenue level, publication outcome, deployment date, hiring outcome, productivity gain, compliance result, customer acceptance, or uninterrupted operation. Any timelines, availability dates, expected revenue, customer interest, or marketplace launch plans are estimates only and are not commitments.

13. Limitation of Liability

To the maximum extent permitted by applicable law:

• SCOVAI shall not be liable for indirect, incidental, consequential, special, or punitive damages arising from your use of the Service, including but not limited to loss of profits, data, or business opportunities
• Our total aggregate liability for any claim shall not exceed the fees paid by you in the 12 months preceding the event giving rise to the claim
• We are not liable for hiring, performance, or other employment decisions made using AI outputs, nor for any employment disputes, discrimination claims, or regulatory actions arising from the use of the Platform
• We are not liable for the accuracy, completeness, or suitability of Candidate or Employee data uploaded by Candidates, Employees, or third parties

14. Indemnification

You agree to indemnify, defend, and hold harmless OmniSage LLC, its officers, directors, employees, and agents from and against any claims, damages, losses, liabilities, costs, and expenses (including reasonable legal fees) arising from:

• Your violation of these Terms
• Your use of the Platform in a manner that violates applicable employment, data protection, or anti-discrimination laws
• Hiring, performance, or other employment decisions made based on Platform outputs without appropriate human oversight
• Your failure to comply with GDPR or other data protection obligations as a Data Controller
• Any third-party claims arising from your talent acquisition or people management activities conducted through the Platform
• Your Digital Employee configuration, instructions, data, supervision, marketplace submissions, vendor content, or use of Digital Employee outputs

15. Disclaimers

The Platform is provided on an "as is" and "as available" basis. We make no warranties, express or implied, regarding:

• The accuracy, completeness, or reliability of AI-generated scores, assessments, or recommendations
• The suitability of any Candidate for any position, or of any Employee for any role, assignment, or development path
• The availability or uninterrupted operation of the Platform
• The compliance of AI outputs with specific employment laws in your jurisdiction
• The absence of bias in AI-generated assessments or scoring
• The publication, ranking, availability, revenue, performance, compliance, or suitability of any Digital Employee or marketplace listing

16. Term & Termination

16.1 Term

These Terms remain in effect for as long as you maintain an active Tenant account on the Platform.

16.2 Termination by You

You may cancel your subscription at any time, and you may ask us to close your workspace at any time. These are two different things: cancelling a subscription changes your plan — your workspace stays and your data is not deleted. Closing the workspace is a written request to privacy@scovai.com; we record the date we receive it, your data is then retained for 90 days so that you can export it, and after that period we delete or anonymise it and confirm the deletion to you in writing. You may ask us to delete it sooner.

16.3 Termination by Us

We may suspend or terminate your account if you violate these Terms, fail to pay subscription fees, or engage in activity that threatens the Platform or other users. We will provide notice of termination where practicable and a reasonable opportunity to export your data.

16.4 Effect of Termination

Upon termination, your right to access the Platform ceases. Sections 6 (data-processing obligations), 7, 9, 10, 12, 13, 14, and 15 survive termination.

17. Dispute Resolution & Governing Law

17.1 Governing Law

These Terms are governed by and construed in accordance with the laws of the State of New Mexico, USA, without regard to its conflict of law provisions. Where you are established in the European Union, the mandatory provisions of EU law (including GDPR and the EU AI Act) shall also apply.

17.2 Dispute Process

In the event of a dispute, you agree to first attempt resolution through informal negotiation by contacting us at legal@scovai.com. If the dispute is not resolved within 30 days, either party may pursue resolution through binding arbitration or the competent courts of the State of New Mexico, or your local jurisdiction where required by applicable law.

18. Miscellaneous

• Entire Agreement: These Terms, together with the Privacy Policy, Cookie Policy, GDPR Policy, and any applicable order forms, constitute the entire agreement between you and SCOVAI regarding your use of the Platform.
• Language: The authoritative version of these Terms is the English text published at scovai.com/legal/terms/companies. Translations are provided for convenience; in case of discrepancy, the English version prevails.
• Severability: If any provision of these Terms is found to be unenforceable, the remaining provisions shall continue in full force and effect.
• Waiver: Failure to enforce any provision shall not constitute a waiver of that provision.
• Assignment: We may assign these Terms in connection with a merger, acquisition, or sale of assets. You may not assign your rights under these Terms without our prior written consent.
• Modifications: We may update these Terms with 30 days' prior notice. Continued use after the effective date constitutes acceptance. Material changes will be communicated via email and a notice on the Platform.
• Force Majeure: Neither party shall be liable for delays or failures in performance resulting from circumstances beyond its reasonable control.

19. Contact Information

For questions about these Terms:

• Email: legal@scovai.com
• Operator: OmniSage LLC, New Mexico, USA
• Entity ID: 0008015447
• Website: scovai.com