Terms & Conditions

Acceptance of Terms

By accessing or using the Recrofy platform (the "Service"), including our website at recrofy.com and any related applications, you ("Customer" or "you") agree to be bound by these Terms & Conditions ("Terms") and our Privacy Policy, which is incorporated by reference.

If you are accepting these Terms on behalf of a company or other legal entity, you represent that you have the authority to bind that entity. If you do not have such authority, or do not agree with these Terms, do not use the Service.

These Terms constitute a legally binding agreement between you and Recrofy Technologies (the "Company", "we", "us", or "our").

Description of Service

Recrofy is a B2B SaaS recruitment platform that helps companies manage their hiring pipeline. The Service includes, but is not limited to:

• Job description creation and management
• Candidate application tracking and resume management
• AI-powered resume screening and fit-score ranking
• Behavioural assessment (PIE — Predictive Intelligence Engine)
• Interview scheduling and management
• Automated email communications (shortlisting, rejection, offer letters)
• Offer letter generation and delivery
• Analytics and hiring pipeline reporting

We reserve the right to modify, suspend, or discontinue any part of the Service at any time. We will provide reasonable notice of material changes where possible.

Account Registration

To use the Service you must create an account and provide accurate, complete information. You are responsible for:

• Maintaining the confidentiality of your login credentials
• All activity that occurs under your account
• Notifying us immediately of any unauthorised use of your account at security@recrofy.com

You may not share your account credentials with any third party or create accounts for purposes of automated access unless expressly permitted in writing.

We reserve the right to refuse registration, terminate accounts, or remove content at our sole discretion.

Subscription & Billing

Access to certain features requires a paid subscription. Subscription fees, billing cycles, and plan features are described on our pricing page.

• Billing cycle: Subscriptions are billed monthly or annually in advance, as selected at checkout.
• Auto-renewal: Subscriptions automatically renew unless cancelled at least 24 hours before the renewal date.
• Refunds: We offer a 7-day refund on first-time purchases only. Subsequent billing periods are non-refundable.
• Price changes: We will provide at least 30 days' notice before changing subscription prices.
• Taxes: Prices are exclusive of applicable taxes (GST, VAT, etc.), which will be added at checkout based on your billing address.

Acceptable Use

You agree to use the Service only for lawful purposes and in accordance with these Terms. You must not:

• Use the Service to discriminate against candidates on the basis of race, gender, religion, national origin, disability, age, or any other protected characteristic
• Upload, store, or process data that you do not have the legal right to use
• Attempt to reverse-engineer, decompile, or extract the source code of the Service
• Use the Service to send unsolicited bulk communications (spam)
• Interfere with or disrupt the integrity or performance of the Service
• Attempt to gain unauthorised access to any part of the Service or its infrastructure
• Use the Service in any manner that could disable, overburden, or damage the Service
• Resell, sublicense, or provide access to the Service to third parties without our written consent
• Use the Service to store, transmit, or process illegal content

Violation of acceptable use policies may result in immediate account suspension without refund.

Intellectual Property

The Service, including all software, algorithms, designs, trademarks, and content created by Recrofy, is owned by us and protected by applicable intellectual property laws.

We grant you a limited, non-exclusive, non-transferable, revocable licence to access and use the Service solely for your internal business purposes during your subscription term.

You may not reproduce, distribute, modify, create derivative works of, publicly display, or otherwise exploit any part of the Service without our express written permission. The Recrofy name, logo, and product names are trademarks of Recrofy Technologies.

Any feedback, suggestions, or ideas you provide about the Service may be used by us without restriction or compensation to you.

Your Data & Content

You retain full ownership of all data you upload to or create through the Service ("Customer Data"), including job descriptions, candidate information, and communications.

By using the Service you grant us a limited licence to process your Customer Data solely to:

• Provide and operate the Service
• Improve service quality (in aggregated, anonymised form only)
• Comply with legal obligations

We will not sell, rent, or share your Customer Data with third parties except as described in our Privacy Policy and necessary sub-processors (e.g. cloud hosting, email delivery).

You are solely responsible for the accuracy, legality, and appropriateness of all Customer Data. You must ensure you have the necessary consents from candidates whose data you upload.

Confidentiality

Each party agrees to keep the other's Confidential Information (non-public information disclosed in connection with the Service) confidential and not to disclose it to third parties without prior written consent.

Confidential Information does not include information that:

• Was already publicly known at the time of disclosure
• Becomes publicly known through no fault of the receiving party
• Was independently developed without use of the disclosing party's information
• Is required to be disclosed by law or court order (with reasonable prior notice given where permitted)

This confidentiality obligation survives termination of your subscription for a period of three (3) years.

AI Features & Disclaimers

Recrofy uses large language model AI (powered by Anthropic Claude) to provide features including resume screening, fit-score ranking, job description generation, behavioural assessments, and email drafting.

You acknowledge and agree that:

• AI outputs are not guarantees. Fit scores, behavioural assessments, and recommendations may be inaccurate, incomplete, or biased. We do not guarantee their accuracy.
• Human review required. You are solely responsible for reviewing AI outputs before acting on them. Do not make hiring decisions based solely on AI output.
• Non-discrimination compliance. You are responsible for ensuring that your use of AI-assisted screening complies with applicable employment and anti-discrimination laws in your jurisdiction.
• Candidate consent. Where required by applicable law (e.g. EU AI Act), you are responsible for notifying candidates that AI is used in your hiring process and obtaining any required consents.
• No professional advice. Nothing in the Service constitutes legal, HR, financial, or employment advice. You should consult qualified professionals for such advice.

We continuously work to improve the fairness and accuracy of our AI systems, but cannot guarantee results in all scenarios.

Third-Party Services

The Service integrates with or relies upon third-party services including, but not limited to:

• Anthropic — AI model provider (Claude API) for AI-powered features
• Resend / SMTP providers — email delivery infrastructure
• Cloud hosting providers — for platform infrastructure and data storage
• Payment processors — for subscription billing

Your use of third-party services integrated with Recrofy is subject to those providers' own terms and privacy policies. We are not responsible for the acts or omissions of any third-party service provider.

Links to third-party websites from the Service are provided for convenience only; we do not endorse and are not responsible for the content of those sites.

Limitation of Liability

To the maximum extent permitted by applicable law:

• The Service is provided "as is" and "as available" without warranties of any kind, express or implied, including warranties of merchantability, fitness for a particular purpose, or non-infringement.
• We do not warrant that the Service will be uninterrupted, error-free, or free of harmful components.
• We are not liable for any indirect, incidental, special, consequential, or punitive damages arising from your use of the Service, including loss of profits, data, goodwill, or business opportunities.
• Our total aggregate liability to you for any claim arising out of or related to these Terms or the Service shall not exceed the greater of (a) the amounts paid by you to us in the twelve (12) months preceding the claim, or (b) £100.

Some jurisdictions do not allow the exclusion of certain warranties or limitation of liability, so some of the above limitations may not apply to you.

Indemnification

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

• Your use or misuse of the Service
• Your violation of these Terms
• Your violation of any applicable law or regulation, including employment and data protection laws
• Any claim by a candidate or third party arising from your hiring practices
• Customer Data that you upload or process through the Service
• Any hiring decision you make using the Service

Termination

By you: You may cancel your subscription at any time from your account settings. Cancellation takes effect at the end of your current billing period. Access remains available until the period ends.

By us: We may suspend or terminate your account immediately if:

• You breach these Terms and fail to remedy the breach within 7 days of notice
• You engage in conduct that poses a security risk or legal liability to us or third parties
• You fail to pay fees when due
• We are required to do so by law or regulatory authority

Effect of termination: Upon termination, your right to access the Service ceases. We will retain your Customer Data for 90 days following termination, during which you may request an export. After 90 days, Customer Data will be permanently deleted.

Provisions that by their nature should survive termination (including Sections 6, 7, 8, 11, 12, and 14) will survive.

Governing Law & Disputes

These Terms are governed by and construed in accordance with the laws of England and Wales, without regard to conflict of law principles.

Any dispute arising out of or in connection with these Terms shall first be attempted to be resolved through good-faith negotiation. If unresolved within 30 days, either party may refer the dispute to the exclusive jurisdiction of the courts of England and Wales.

If you are a consumer located in the European Union, you may also be entitled to refer disputes to the EU Online Dispute Resolution platform.

Changes to Terms

We may update these Terms from time to time. When we make material changes, we will:

• Update the "Last updated" date at the top of this page
• Send an email notification to the primary account holder at least 14 days before the changes take effect
• Display a notice within the platform

Your continued use of the Service after the effective date of the revised Terms constitutes acceptance. If you do not agree to the updated Terms, you must stop using the Service and cancel your subscription before the effective date.

For non-material changes (such as clarifications, corrections, or updates to contact information), we may update the Terms without prior notice, though we will still update the "Last updated" date.

Contact

If you have any questions about these Terms, please contact us:

• Email: legal@recrofy.com
• General support: support@recrofy.com
• Website: recrofy.com

We aim to respond to all legal enquiries within 5 business days.