Terms of Service | CandidHQ

1. Who we are, and who you are

CandidHQ is provided by CandidHQ Ltd, a company registered in Scotland with company number SC890738 ("CandidHQ", "we", "us"). "You" means the business or organisation that creates a CandidHQ workspace, and "your users" means the people you invite into it. The person who signs up confirms they are authorised to accept these terms on that organisation's behalf. CandidHQ is a business service and is not offered to consumers.

2. The service

CandidHQ lets recruiting teams build branded portals for their job candidates, connect them to an applicant tracking system (ATS), and see how candidates engage with them (the "Service"). The integrations available at any time are listed on our integrations page. We improve the Service continually and may change or retire features. If we remove something material to how you use CandidHQ, we will tell you in advance where we reasonably can.

3. Your account

You are responsible for everything done under your workspace, including by the users you invite.
Keep sign-in details secure and tell us promptly at security@candidhq.tech if you think an account has been compromised.
Give each user their own account. Shared logins are not permitted.
You decide who has access and at what role, and you can remove users at any time.

4. Plans, prices and payment

Plans are priced per tier of active jobs. Monthly prices are $149 (Starter, up to 5 active jobs), $299 (Team, up to 20) and $499 (Business, up to 50), in US dollars. Annual billing is available at the discount shown on our pricing page. Every plan includes unlimited candidates and unlimited users.
There is no free trial. You pay when you subscribe, and the subscription renews automatically each month or year until cancelled.
Payments are taken by our payment processor, Stripe. Invoice payment (Net 30) is available by arrangement.
Prices exclude any taxes that apply. Where we are required to charge tax, it is added to the invoice.
An active job is a job profile you have created and not archived. If you need more active jobs than your plan includes, you can upgrade from your billing page, and the change is prorated.
We may change our prices. Any change applies from your next renewal after we have given you at least 30 days' notice by email.

5. AI features and usage limits

AI features (such as drafting a portal from a job description, or preparing candidates for a stage) are included on every plan, subject to a monthly usage limit for each plan. If your workspace reaches its limit, AI features pause until the next monthly cycle or until you upgrade; the rest of the Service keeps working. AI output can be wrong. You are responsible for reviewing what it produces before it reaches candidates, including anything you set up to send automatically.

6. Acceptable use

You agree not to, and not to let anyone else:

use the Service for anything unlawful, discriminatory, or misleading to candidates;
upload content you do not have the right to use, or that is defamatory, harassing, or infringes someone else's rights;
upload special category data (such as health or criminal records) unless you have a lawful basis and it is genuinely needed for the hiring process;
try to access another customer's data, probe or bypass our security controls, or disrupt the Service (if you have found a vulnerability, please report it to security@candidhq.tech);
send spam through the Service, or use it to contact people who are not part of your hiring process;
resell the Service, or copy it or use it to build a competing product.

7. Your data

You own the content and data you and your users put into CandidHQ, including candidate data ("Customer Data"). We claim no ownership of it.
You give us permission to host, process and display Customer Data only as needed to provide the Service to you and as set out in the DPA.
For candidate personal data, you are the controller and we are your processor. The Data Processing Agreement forms part of these terms and governs that processing. If the two conflict on data protection, the DPA wins.
You are responsible for having a lawful basis to process candidate data in CandidHQ and for giving candidates any notices the law requires.
How we handle personal data generally is described in our Privacy Policy, and the providers we rely on are listed on our sub-processors page.

8. Our property

We own the Service, including its software, design and our brand. These terms give you a right to use it during your subscription, not ownership of it. If you send us feedback or suggestions, we may use them without any obligation to you.

9. Third-party services

When you connect your ATS, Slack, or other tools, data moves between CandidHQ and your account with that provider on your instruction. Those providers are your vendors, and your use of them is governed by your agreements with them. We are not responsible for their availability or for changes they make to their APIs, although we will try to keep our integrations working.

10. Confidentiality

Each of us will keep the other's non-public information confidential and use it only for the purposes of this agreement, except where the law requires disclosure or the information is already public through no fault of the receiving party.

11. Cancellation, suspension and ending the agreement

You can cancel at any time from your billing page. Your subscription stops renewing and runs to the end of the period you have already paid for.
Annual plans carry a 30-day money-back guarantee: cancel within 30 days of the annual payment and we will refund it in full. Other payments are not refundable, including for part-used periods, unless the law says otherwise.
If a payment fails and is not resolved, or if you seriously breach these terms and do not put it right within 14 days of us telling you, we may suspend or end your access. We may act immediately where it is needed to protect the Service, other customers, or candidates.
When a subscription ends, owners and admins can still sign in and download a full export of the workspace from Settings, Privacy & data for 30 days. After that, Customer Data is deleted within 90 days as set out in section 11 of the DPA, except where the law requires us to keep it (such as billing records).
Sections that by their nature should survive the end of the agreement (including 7, 8, 10, 12 and 13) do so.

12. Warranties and liability

We will provide the Service with reasonable skill and care. Beyond that, and to the extent the law allows, the Service is provided "as is", and we do not promise it will be uninterrupted or error-free.
Neither of us is liable to the other for loss of profits, revenue, business or goodwill, or for any indirect or consequential loss.
Each party's total liability arising out of or in connection with this agreement is limited to the fees you paid to CandidHQ in the 12 months before the event giving rise to the claim.
Nothing in these terms limits liability for death or personal injury caused by negligence, for fraud, or for anything else that cannot be limited by law.

13. Governing law

These terms are governed by the laws of Scotland, and the Scottish courts have exclusive jurisdiction, save that either party may seek urgent injunctive relief in any competent court.

14. Changes to these terms

We may update these terms as the Service and the law change. For a material change we will email the owners of your workspace at least 30 days before it takes effect. If you do not agree, you can cancel before then. The "last updated" date at the top of this page shows when it last changed.

15. General

These terms and the DPA are the whole agreement between us about the Service.
You may not transfer this agreement without our consent. We may transfer it to a successor to our business, and will tell you if we do.
Neither of us is liable for delays caused by events outside our reasonable control.
If any part of these terms is found unenforceable, the rest continues to apply.

16. Contact

Questions about these terms: luke@candidhq.tech. Privacy and data protection: privacy@candidhq.tech. Security: security@candidhq.tech.