Terms of Service

These Terms of Service (“Terms”) govern your access to and use of the CopilotHr website, applications, and AI hiring platform (collectively, the “Service”), which is operated by CopilotHr B.V. (“CopilotHr,” “we,” or “us”).

By creating an account or using the Service, you agree to be bound by these Terms. If you are using the Service on behalf of a company, you represent that you have authority to bind that company, and the terms “you” and “Customer” refer to that company. If you do not agree to these Terms, you must not use the Service.

You must be at least 16 years old and able to form a legally binding contract to use the Service. By using the Service, you represent and warrant that all registration information is accurate and complete and that you will keep it current.

You are responsible for:

• Maintaining the confidentiality of your account credentials.
• All activity that occurs under your account, including by your team members and invited users.
• Ensuring each person who accesses the Service has an appropriate seat or permission.

Notify us immediately at security@copilothr.app of any unauthorized use or security breach. We may suspend access after a suspected compromise.

Subject to your ongoing compliance with these Terms and payment of any applicable fees, CopilotHr grants you a limited, non-exclusive, non-transferable, revocable license to access and use the Service for your internal business recruiting purposes during the subscription term.

We and our licensors retain all right, title, and interest in and to the Service, including all software, models, documentation, and underlying technology. These Terms do not grant you any rights to our trademarks, brands, or trade dress.

You agree not to, and not to allow others to:

• Use the Service to discriminate against candidates on the basis of protected characteristics, in violation of applicable equal-opportunity law.
• Upload content that is unlawful, infringing, defamatory, or that you do not have the right to process.
• Attempt to access, reverse engineer, or disrupt the Service, its models, or its infrastructure.
• Use the Service to build a competing product or to train external AI models without our written consent.
• Circumvent usage limits, rate limits, or billing controls.
• Resell, sublicense, or redistribute access to the Service without our permission.

The Service generates scores, summaries, rankings, suggested questions, and other outputs using machine-learning models (“AI Output”). AI Output is provided for informational and decision-support purposes only and may be incomplete, inaccurate, or biased.

• Your responsibility. You are solely responsible for reviewing, verifying, and acting on AI Output before making any hiring decision.
• No legal or professional advice. AI Output is not legal, HR, or compliance advice and must not be relied upon as such.
• Ownership of input. You retain ownership of the candidate data and prompts you submit. Subject to these Terms, you may use AI Output for your internal recruiting purposes.
• Improvement. We may use aggregated, de-identified data to improve our models unless your plan or DPA restricts this.

As a Customer, you are the controller of the candidate personal data you upload or collect through the Service. You represent and warrant that you have a lawful basis to process that data and that you will:

• Provide candidates with a privacy notice and obtain any required consents, including for AI evaluation and interview recording.
• Honor candidate requests regarding their personal data and use the Service's tools to fulfill them where applicable.
• Comply with all applicable laws, including GDPR, equal-opportunity law, and local recording-consent requirements.

Our processing of personal data on your behalf is further governed by our Privacy Policy and any Data Processing Agreement we sign with you.

• Plans & fees. Subscription plans, features, and fees are described on our pricing page or in your order. We may change fees with at least 30 days' notice before a renewal.
• Billing cycle. Subscriptions renew automatically at the end of each billing period (monthly or annually) until cancelled.
• Payment. You authorize us to charge your payment method for all fees. Failed payments may result in suspension of the Service.
• Taxes. Fees are exclusive of taxes unless stated otherwise; you are responsible for any applicable taxes.
• Refunds. Fees are generally non-refundable. Annual plans may qualify for a prorated refund in limited cases, as described on checkout.
• Free trial. If we offer a free trial, you may use the Service without charge during the trial. You must cancel before the trial ends to avoid being charged.

If you provide suggestions, ideas, or feedback about the Service, you grant us a worldwide, royalty-free, perpetual license to use and incorporate that feedback into the Service without restriction or compensation.

The Service may integrate with or contain links to third-party tools (e.g., calendars, ATS, job boards). We are not responsible for the content, availability, or practices of third parties, and your use of them is at your own risk and subject to their terms and policies.

THE SERVICE IS PROVIDED “AS IS” AND “AS AVAILABLE” WITHOUT WARRANTIES OF ANY KIND, WHETHER EXPRESS OR IMPLIED, INCLUDING IMPLIED WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, TITLE, AND NON-INFRINGEMENT. WE DO NOT WARRANT THAT THE SERVICE WILL BE UNINTERRUPTED, ERROR-FREE, OR THAT AI OUTPUT WILL BE ACCURATE.

TO THE MAXIMUM EXTENT PERMITTED BY LAW, IN NO EVENT WILL COPILOTHR BE LIABLE FOR ANY INDIRECT, INCIDENTAL, SPECIAL, OR CONSEQUENTIAL DAMAGES, OR FOR LOST PROFITS, LOST DATA, OR HIRING-RELATED LOSSES, ARISING OUT OF OR RELATED TO THE SERVICE.

OUR TOTAL AGGREGATE LIABILITY FOR ALL CLAIMS ARISING OUT OF OR RELATED TO THE SERVICE WILL NOT EXCEED THE GREATER OF (A) THE AMOUNTS YOU HAVE PAID US IN THE TWELVE MONTHS PRECEDING THE CLAIM, OR (B) EUR 100.

Nothing in these Terms limits liability that cannot be excluded under applicable law, such as liability for gross negligence, willful misconduct, or breaches of mandatory consumer-protection rules.

You agree to indemnify and hold CopilotHr harmless from claims, damages, and expenses (including reasonable legal fees) arising out of your content, your use of the Service, your breach of these Terms, or your violation of law or the rights of candidates or third parties.

You may cancel your account at any time through the Service. We may suspend or terminate your access if you breach these Terms, fail to pay fees, or if your use risks harm to us or others.

Upon termination, your right to use the Service ends. You may export your data for a limited period as described in our documentation; thereafter we may delete it in accordance with our retention policy. Provisions that by their nature should survive termination (such as liability, IP, and governing law) will remain in effect.

We continually update and improve the Service and may add, change, or remove features. We may also update these Terms from time to time. For material changes we will notify Customers by email or in-app at least 30 days before they take effect. Your continued use after changes take effect constitutes acceptance of the revised Terms.

These Terms are governed by the laws of the Netherlands, without regard to conflict-of-laws rules. The United Nations Convention on Contracts for the International Sale of Goods does not apply.

We will try to resolve disputes informally. Any dispute that cannot be resolved within 60 days will be submitted to the exclusive jurisdiction of the courts of Amsterdam, the Netherlands. As a consumer, you may also bring proceedings in the courts of the EU/EEA member state where you reside.

These Terms constitute the entire agreement between you and CopilotHr regarding the Service. If any provision is held unenforceable, the remainder will stay in effect. Our failure to enforce a right is not a waiver. You may not assign these Terms without our consent; we may assign them in connection with a merger, acquisition, or sale of assets.

Questions about these Terms? Contact us:

CopilotHr B.V.
Keizersgracht 123, 1015 CJ Amsterdam, the Netherlands
Email: legal@copilothr.app