Terms of Service

These Terms of Service (the “Terms”) govern access to and use of the Recruitifly platform, websites, and related services (together, the “Service”). The Service is provided by Recruitifly, based in Amsterdam, the Netherlands (“Recruitifly”, “we”, “us”).

By creating a workspace, accepting an invitation to a workspace, or using the Service in any other way, you agree to these Terms. If you use the Service on behalf of an organization, you confirm that you are authorized to bind that organization, and “Customer” or “you” refers to that organization.

1. The Service

Recruitifly is a multi-tenant applicant tracking system for recruitment teams. Depending on your plan and enabled add-ons, the Service includes candidate and job management, a hiring pipeline, CV parsing and candidate ranking, job posting and distribution to third-party job boards, interview scheduling and preparation, analytics, compliance tooling, and Fly, an automated assistant that can draft, summarize, rank, and propose actions inside your workspace.

We continuously improve the Service. Features may be added, changed, or retired. Where a change materially reduces the core functionality you pay for, we will give you reasonable advance notice.

2. Accounts and workspaces

Each Customer operates one or more workspaces. All data in a workspace belongs to the Customer that owns the workspace. Workspace owners and administrators control who can join, which roles and permissions members hold, and which integrations and add-ons are enabled.

You are responsible for keeping credentials confidential, for all activity under your accounts, and for promptly removing access for people who leave your organization. Notify us without delay at hello@recruitifly.com if you suspect unauthorized access.

You must provide accurate account information and keep it current. Accounts are for human users; do not share a single login between multiple people where your plan provides per-seat access.

3. Trials and beta access

New workspaces may start with a free trial, currently 7 days, with no payment details required. At the end of the trial the workspace converts to a paid plan you select, or access is reduced until you do.

The Service is currently offered through a private beta program and public self-signup may be closed or limited. Features labeled beta, preview, or experimental are provided as-is, may change or be withdrawn at any time, and may carry separate usage limits. They are excluded from any availability commitments.

4. Plans, Actions, and billing

Current plans, prices, usage units, and add-ons are published on the pricing page at www.recruitifly.com/pricing, which forms part of these Terms. All prices are in euros and exclude VAT unless stated otherwise.

Some features consume Actions, the metered usage unit described on the pricing page. Action allowances reset per billing period and do not roll over unless the pricing page says otherwise. Additional Action packs can be purchased at the published rates.

Subscriptions renew automatically for successive periods equal to the billing period you selected (monthly or annual) until canceled. You can cancel at any time with effect from the end of the current billing period; amounts already paid are non-refundable except where the law requires otherwise. We may change prices with at least 30 days notice; price changes take effect at your next renewal.

If an invoice remains unpaid after a reminder, we may suspend the workspace until payment is received. Statutory interest and reasonable collection costs may apply.

5. Acceptable use

You agree to use the Service only for lawful recruitment and talent-management purposes, and in line with applicable law, including employment, anti-discrimination, and data protection law. In particular you must not:

• process candidate data without a valid legal basis, or ignore objections, opt-outs, or erasure requests from data subjects;
• use the Service to discriminate unlawfully against candidates, or use automated outputs as the sole basis for a hiring decision;
• upload content that is illegal, infringing, or that you have no right to use;
• probe, scan, or test the vulnerability of the Service, circumvent access controls, rate limits, or tenant isolation, or access another customer’s data;
• resell, sublicense, or operate the Service for the benefit of third parties outside your organization, except where your plan (for example an agency plan) expressly allows working on behalf of clients;
• scrape the Service, or use it to send spam or unsolicited bulk communications.

We may suspend access immediately where we reasonably believe continued use threatens the security or integrity of the Service, other customers, or data subjects. We will restore access once the issue is resolved.

6. Customer data, privacy, and security

As between the parties, the Customer owns all candidate, job, and workspace data entered into the Service (“Customer Data”). We process Customer Data only to provide the Service, as instructed by you through the product, and as described in our Privacy Policy and GDPR page.

For candidate personal data in your workspace, you act as the data controller and Recruitifly acts as a data processor. A data processing agreement (DPA) that incorporates the GDPR Article 28 requirements is available and forms part of these Terms for all Customers processing personal data under the GDPR. Contact hello@recruitifly.com to receive a countersigned copy.

We apply technical and organizational security measures including encryption in transit and at rest, application-layer encryption for sensitive payloads, role-based access control, audit logging, and tenant isolation. Details are described on the GDPR page.

You are responsible for the accuracy and lawfulness of Customer Data, for configuring retention settings appropriate to your jurisdiction, and for informing candidates about your use of an applicant tracking system where required.

7. Automated features and human review

Parts of the Service generate suggestions, summaries, rankings, drafts, and other automated output using LLMs. Automated output can be incomplete or wrong. Write actions proposed by the assistant require explicit confirmation by a user before they are executed.

You remain responsible for reviewing automated output before relying on it and for all hiring decisions. The Service is designed to support human decision-making, not to replace it, and must not be used to make decisions that produce legal or similarly significant effects on candidates based solely on automated processing.

8. Third-party services and integrations

The Service connects to third-party services that you choose to enable, such as job boards, calendar and meeting providers, messaging channels, and HRIS or payroll systems. Your use of those services is governed by the third party’s own terms, and we are not responsible for their availability or conduct. Posting a job to a third-party board makes its content subject to that board’s policies.

9. Intellectual property

We and our licensors own the Service, including all software, design, and documentation. We grant you a limited, non-exclusive, non-transferable right to use the Service for your internal business purposes during the subscription term.

You retain all rights in Customer Data. You grant us the limited rights needed to host, process, transmit, and display Customer Data to provide the Service. If you send us feedback or suggestions, we may use them without obligation to you.

We may use aggregated and anonymized usage data that does not identify you, your users, or any candidate to operate and improve the Service.

10. Availability and support

We aim for high availability and operate the Service on managed infrastructure in the European Union. Planned maintenance is announced in advance where it is likely to be disruptive. Support is available in English and Dutch on business days from 9:00 to 18:00 CET via the contact options on www.recruitifly.com/contact.

11. Warranties and disclaimers

We provide the Service with reasonable skill and care. Except as expressly stated in these Terms, the Service is provided “as is” and we disclaim all other warranties, conditions, and representations, whether express or implied, including fitness for a particular purpose and non-infringement, to the maximum extent permitted by law. We do not warrant that the Service will be uninterrupted or error-free, or that automated output will be accurate.

12. Liability

Neither party is liable for indirect or consequential damages, loss of profits, loss of data (other than caused by a breach of Section 6), or business interruption, to the extent permitted by law.

Each party’s total aggregate liability arising out of or related to these Terms is limited to the amounts paid by the Customer for the Service in the 12 months preceding the event giving rise to the claim. These limitations do not apply to liability arising from intent or gross negligence, death or personal injury, a party’s breach of confidentiality, or the Customer’s payment obligations.

13. Term, suspension, and termination

These Terms apply for as long as you use the Service. Either party may terminate for material breach if the breach is not cured within 14 days of written notice. You may stop using the Service and cancel your subscription at any time from your workspace settings.

During the term you can export your Customer Data using the export features of the Service. After termination, we delete or anonymize Customer Data from production systems within 30 days, after which it also expires from encrypted backups on a rolling schedule, except where law requires longer retention. Erasure and retention behavior is described in more detail on the GDPR page.

14. Changes to these Terms

We may update these Terms from time to time. For material changes we will notify you at least 30 days in advance by email or in the product. If you do not agree with a material change, you may terminate your subscription before the change takes effect; continued use after the effective date constitutes acceptance. The “Last updated” date at the top of this page reflects the latest version.

15. General

These Terms are governed by Dutch law. Disputes will be submitted to the competent court in Amsterdam, the Netherlands, unless mandatory law provides otherwise. If any provision of these Terms is held invalid, the remainder stays in effect. You may not assign these Terms without our consent, except to a successor in a merger or acquisition; we may assign them to an affiliate or successor. These Terms, the pricing page, the DPA, and any order form constitute the entire agreement between the parties regarding the Service.

16. Contact

Questions about these Terms can be sent to hello@recruitifly.com. Recruitifly is based in Amsterdam, the Netherlands. See also the Privacy Policy and the GDPR page.