Recruiter Terms of Service

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1. Preamble & Definitions

These Recruiter Terms of Service ("Terms") govern the access to and use of the SCOVAI platform ("Platform") by organisations and their authorised users ("Tenant", "Recruiter", "you", "your") for recruitment and talent selection purposes. 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.

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 for recruitment purposes.
• "Recruiter" means any user with recruiter permissions within a Tenant workspace.
• "Candidate" means an individual whose data is processed through the Platform for recruitment purposes, whether sourced directly, via applications, or through the CV Bank.
• "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, combining local AI models and cloud 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.
• "Content" means any data, text, documents, images, or materials uploaded to or generated through the Platform.

2. Account & Tenant Setup

2.1 One Tenant Per Organisation

Each organisation should maintain a single Tenant workspace. When a new recruiter 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

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. Upon cancellation, your workspace and data are retained for 90 days. No pro-rata refunds are provided for partial periods.

4. Service Description & SLA

4.1 Platform Services

SCOVAI provides AI-powered recruitment tools including:

• 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

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 assessments, conduct interviews, and produce reports. 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 as high-risk, you acknowledge and agree that:

• AI-generated scores, rankings, assessments, and shortlists must be reviewed by a qualified human before making employment 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
• 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

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 practices rests with the Tenant. See our EU AI Act Transparency page for detailed information.

6. Data Processing Agreement (GDPR Art. 28)

6.1 Roles

For the processing of Candidate personal data through the Platform:

• The Tenant acts as the Data Controller — you determine the purposes and means of processing Candidate data for your recruitment activities.
• SCOVAI acts as the Data Processor — we process Candidate 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 data solely for the purpose of providing the Service as described in these Terms. We will not process Candidate 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 within the EU
• AI Processing: Local GPU infrastructure (no external cloud AI for candidate data processing, except Anthropic Claude API for job description generation only)
• Payment: Stripe for billing and subscription management
• Email: SMTP services for transactional communications

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 Candidate data, including encryption at rest and in transit, 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 Candidate data, 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

Upon termination of your subscription, we will retain your workspace data for 90 days to allow for data export. After this period, all Candidate data processed on your behalf will be deleted or anonymised, except where retention is required by law.

7. Intellectual Property

7.1 Your Content

You retain ownership of all Content you upload to the Platform (job descriptions, company information, recruitment 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) is provided for your use within the context of your recruitment activities. 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. Candidate Data Responsibilities

As a Data Controller, you are responsible for:

• Ensuring you have a lawful basis (including obtaining necessary consents) for processing Candidate data through the Platform
• Responding to Candidate 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
• Ensuring that recruitment decisions comply with applicable employment and anti-discrimination laws in your jurisdiction
• Providing appropriate privacy notices to Candidates about your use of the Platform

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 hiring decisions without human oversight
• Scrape, harvest, or bulk-download Candidate data from the Platform
• Use the Platform to process data for purposes other than recruitment and talent management

12. 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 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 data uploaded by Candidates or third parties

13. 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 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 recruitment activities conducted through the Platform

14. 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
• 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

15. Term & Termination

15.1 Term

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

15.2 Termination by You

You may cancel your subscription and close your workspace at any time. Upon closure, your data will be retained for 90 days to allow for data export, after which it will be permanently deleted.

15.3 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.

15.4 Effect of Termination

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

16. Dispute Resolution & Governing Law

16.1 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.

16.2 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.

17. 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 as a Recruiter.
• 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.

18. Contact Information

For questions about these Terms:

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