Terms of Service

1. Acceptance of Terms

By accessing or using PlacementFlow (the "Service"), you agree to be bound by these Terms of Service ("Terms"). If you do not agree to these Terms, do not use the Service.

These Terms constitute a legally binding agreement between you and PlacementFlow Inc. ("PlacementFlow," "we," "us," or "our").

2. Service Description

PlacementFlow is a SaaS platform designed for recruitment agencies to:

• Source candidates and prospective clients via managed cold-outreach campaigns
• Screen candidates through text-based conversational questionnaires
• Schedule interviews and manage candidate availability
• Automate email outreach campaigns to clients
• Track client feedback and placement outcomes
• Integrate with third-party systems (Google Calendar, Microsoft Outlook, Zoom, Bullhorn ATS (coming soon))
• Analyze interview performance using AI (Z.AI)

AI-Powered Features

PlacementFlow uses artificial intelligence for:

• Interview transcript analysis and candidate scoring
• Screening questionnaire scoring and reply classification
• Outreach content drafting
• Business email address discovery (enrichment)

All candidate screening is text-based (a web chat, reached by a private link). The Service does not perform voice, emotion, or facial analysis. High-stakes actions — including client submissions and any compensation negotiation — always require human approval.

Limitations:

• AI recommendations are suggestions, not guarantees
• You remain responsible for all hiring decisions
• AI analysis may contain errors or biases
• We do not guarantee accuracy of enriched email addresses

3. Eligibility

You must meet the following requirements to use the Service:

• Age: At least 18 years old
• Capacity: Legal capacity to enter into binding contracts
• Business Use: You represent a recruitment agency or professional services organization
• Compliance: Agree to comply with all applicable laws and regulations

PlacementFlow is not intended for use by individuals under 16 years of age.

4. Account Registration

4.1 Account Creation

To use the Service, you must:

• Provide accurate, complete, and current information
• Maintain the security of your password
• Notify us immediately of any unauthorized access

4.2 Account Responsibilities

You are responsible for:

• All activities that occur under your account
• Maintaining the confidentiality of your login credentials
• Ensuring your team members comply with these Terms

4.3 Account Termination

We reserve the right to suspend or terminate your account if:

• You violate these Terms
• Your payment method fails
• You engage in fraudulent or illegal activities
• We determine, in our sole discretion, that termination is necessary

5. Subscription and Billing

5.1 Subscription Plan

• Licensing unit: Each AI Recruiter Desk is licensed to one recruiter. Each desk requires its own user account with one connected mailbox and calendar. One user account may operate at most one desk.
• Oversight accounts: Manager and administrator (oversight-only) accounts are free and unlimited; only operating desks are licensed.
• Multi-desk pricing: Additional desks for additional recruiters receive graduated volume discounts, as published on our pricing page.
• Credits: Each desk includes 5,000 credits for each billing period. When a desk uses them all, new outreach pauses until the next billing period, while follow-ups to existing conversations continue. Credit packs are also available. See section 5.5. The free trial includes 5,000 credits or 30 days, whichever comes first; when either limit is reached, new outreach pauses until you subscribe.

Prices are in USD. Subscriptions are month-to-month; annual billing is available at a discount (pay for 10 months, get 2 months free). See placementflow.com/pricing for current rates.

5.1a Free Trial

New accounts receive a 30-day free trial with full access. The trial is activation-based: the 30-day period begins on your first operational action (such as launching a campaign, submitting a candidate, or scheduling an interview), not at signup. When the trial ends without a subscription, automated actions pause and your data remains intact; subscribing resumes your workspace where it paused.

5.2 Payment Terms

• Billing Cycle: Monthly or Annual (billed on the same day each period)
• Payment Method: Credit card via Stripe
• Auto-Renewal: Subscriptions automatically renew unless canceled
• Price Changes: We may change pricing with 30 days' notice

5.3 Cancellation and Refunds

• Cancellation: You may cancel at any time via account settings
• Effective Date: Cancellation takes effect at the end of the current billing period
• Refunds: No refunds for partial months or unused time. Fees paid for credits are not refundable. See section 5.5.9
• Data Retention: Data retained for 30 days post-cancellation, then permanently deleted

5.4 Failed Payments

• If payment fails, we will attempt to retry within 7 days
• After 3 failed payment attempts, your account will be suspended
• Suspended accounts lose access to the Service until payment is resolved

5.5 Credits

• 5.5.1 What a credit is. A credit is a metered entitlement to use the Service, not money and not a stored balance. One credit entitles you to one first-touch outreach attempt to one new prospect. Follow-up messages to a prospect already contacted do not consume credits. Credits are denominated in prospect contacts and never in currency.
• 5.5.2 What credits are not. Credits are not legal tender or currency. They are not redeemable, refundable or exchangeable for any sum of money or monetary value except where required by law. They have no equivalent value in any currency and do not act as a substitute for currency. They do not constitute or confer upon you any personal property right, deposit, or amount owed to you by PlacementFlow, and your credit total is not a bank account, digital wallet, stored value account, gift certificate, voucher or payment device. Credits are non-transferable. We do not recognise any purported transfer, sale, gift or trade of credits, and an attempt to make one may result in cancellation of the credits concerned.
• 5.5.3 Business customers only. Credits are offered only to businesses, for business purposes. By purchasing or receiving credits you represent that you are acting for purposes relating to your trade, business or profession and not as a consumer.
• 5.5.4 Included credits. Each licensed desk includes 5,000 credits for each billing period. Included credits are the scope of what your subscription fee buys for that period. They are available from the start of the billing period in which they are granted and are usable only during that period. They do not carry forward to a later period and are not exchangeable for a refund, discount or credit of any other kind.
• 5.5.5 Purchased credit packs. A credit pack is a one-time purchase. The fee for a pack purchases the right to contact up to the stated number of prospects during the 12 months following the date of purchase (the “Credit Term”). The price of a pack reflects that Credit Term. At the end of the Credit Term the entitlement is exhausted by its own terms and no further right to use the Service arises from that pack. Purchased credits survive cancellation of your subscription for the remainder of their Credit Term, but credits can only be used while you hold at least one licensed desk.
• 5.5.6 Order of use. Where you hold more than one grant of credits, we draw down the grant that expires soonest first. This means an included allotment is used before a purchased pack, and the pack nearest its expiry is used before a later one.
• 5.5.7 Notice before expiry. We will tell you before a grant of credits reaches the end of its Credit Term, at least 30 days and again at least 7 days beforehand, by email to your billing contact and in the application. Your remaining credits and the expiry date of each grant are shown in your account at all times.
• 5.5.8 Extension. If a Credit Term ends and you buy a further pack within 30 days, we will on request extend the unused entitlement from the expired pack to the end of the new pack's Credit Term. This is offered as a matter of policy and does not vary clause 5.5.5.
• 5.5.9 No refunds. All sales of the Service, including sales of credit packs, are final. Fees paid for credits are not refundable except where required by law. Ending your subscription does not entitle you to a refund of any fee paid for credits.
• 5.5.10 Free trial credits. A free trial grants a fixed allowance of 5,000 credits, valid until the earlier of the end of the trial period and the start of a paid subscription. The trial allowance is granted as a promotion, without charge and without consideration. It is not purchased, carries no value, and simply ends at that point. It is not carried into a paid subscription. When you subscribe, a fresh included allotment is granted for your first billing period on the day your subscription starts.
• 5.5.11 Reversed payments. If a payment for a credit pack is refunded, charged back or otherwise reversed, the credits granted in respect of that payment, to the extent they remain unused, cease to be available. Credits from any other grant are unaffected. If credits from the reversed payment have already been used, the corresponding fee remains payable.
• 5.5.12 Automatic purchase (opt-in). You may choose to have a further credit pack purchased automatically when your remaining credits fall below a threshold you set. This is off unless you turn it on. When you turn it on you must set a maximum number of packs we may purchase in any calendar month, and we will never exceed it. Before you turn it on we will show you the threshold, the pack size, the price and your monthly cap on the same screen. We will email a receipt for every automatic purchase. You can turn it off at any time in your account settings, with immediate effect. We will give you at least 30 days' notice before any change to the price of an automatically purchased pack, and you may turn the setting off during that period.
• 5.5.13 Price and definition changes. We may change the price of credit packs and the number of credits a pack contains on at least 30 days' notice. A change never applies to credits you have already bought, and the meaning of a credit at the time of your purchase continues to apply to those credits for the whole of their Credit Term.
• 5.5.14 Suspension. Where we suspend or terminate your account in accordance with these Terms, we may suspend the use of credits for the duration of the suspension. We will not do so as a means of shortening a Credit Term.

6. Acceptable Use Policy

You agree NOT to:

6.1 Prohibited Conduct

• Violate any laws, regulations, or third-party rights
• Use the Service for illegal purposes (spam, fraud, harassment)
• Attempt to gain unauthorized access to our systems
• Reverse engineer, decompile, or disassemble the Service
• Scrape, crawl, or use automated tools without written permission
• Upload malware, viruses, or harmful code

6.2 Content Restrictions

• Do not upload content that is defamatory, obscene, or hateful
• Do not infringe on intellectual property rights
• Do not impersonate others or misrepresent your identity

6.3 Email Compliance

• Comply with CAN-SPAM, GDPR, and anti-spam laws
• Do not send unsolicited marketing emails (spam)
• Include accurate sender information and unsubscribe links
• Honor unsubscribe requests within 10 business days

6.4 Interview Recording Compliance

By enabling MeetingBaas recording, you represent and warrant that:

• You have informed all interview participants of the recording
• You have obtained required consent under applicable laws
• You will not use recordings beyond recruitment evaluation
• You comply with one-party/two-party consent laws in your jurisdiction

PlacementFlow is NOT responsible for your compliance with recording consent laws.

Recording consent laws vary:

• UK: Generally one-party consent
• California (USA): Two-party consent required
• EU: Varies by member state

Violation of this policy may result in immediate account termination without refund.

7. Intellectual Property

7.1 Our Intellectual Property

PlacementFlow owns all rights, title, and interest in:

• The Service and its software, code, and design
• Trademarks, logos, and branding
• Documentation, guides, and training materials

7.2 Your Content

You retain ownership of:

• Candidate resumes and profiles
• Client company information
• Interview transcripts and feedback
• Email templates and campaign content

7.3 License to Us

By uploading content to the Service, you grant PlacementFlow a worldwide, non-exclusive, royalty-free license to:

• Store, process, and display your content
• Provide the Service (e.g., send emails, analyze interviews)
• Create anonymized, aggregated analytics

We will never sell or share your content with third parties without your consent.

8. Third-Party Integrations

8.1 OAuth Integrations

You may connect third-party accounts (Google, Microsoft, Zoom, Bullhorn). By doing so, you:

• Grant PlacementFlow permission to access data from those services
• Agree to the third-party's terms of service and privacy policy
• Understand that PlacementFlow is not responsible for third-party service outages

8.2 Email Integration Permissions

Each user account may connect one mailbox (Google or Microsoft OAuth). When connecting your mailbox for email campaigns, you authorize PlacementFlow to:

• Send CV submissions and follow-up emails you create in PlacementFlow
• Detect when recipients reply to PlacementFlow campaign emails
• Auto-pause campaigns to prevent duplicate follow-ups

Your connected mailbox is used only for warm email (client submissions, follow-ups, and interview coordination) and calendar scheduling. Cold candidate sourcing and business development outreach are sent from a managed inbox pool operated by our cold-outreach processing partner under a neutral platform identity — never from your connected mailbox or your own domain.

For complete technical details, see Section 2.5 of our Privacy Policy.

8.3 Calendar Integration Permissions

When connecting Google Calendar or Microsoft 365 Calendar for interview scheduling, you authorize PlacementFlow to:

• Check your availability before scheduling interviews
• Create calendar events for confirmed interviews
• Update events when interviews are rescheduled or cancelled

For complete technical details, see Section 2.6 of our Privacy Policy.

8.4 API Usage

If you use our API (Recruitica integration):

• API keys are confidential and must not be shared
• Rate limits apply (documented in API specification)
• Abuse of the API may result in throttling or termination

9. Data Privacy and Security

9.1 Privacy Policy

Our collection, use, and protection of your data is governed by our Privacy Policy.

9.2 Data Security

We implement industry-standard security measures, including:

• AES-256 encryption for data at rest
• TLS 1.3 encryption for data in transit
• Role-based access controls (RBAC)
• Regular security audits and penetration testing

9.3 Support Access

Authorized PlacementFlow personnel may access your account for support, troubleshooting, and service-quality purposes. All such access is logged with the accessing operator's identity, the reason for access, and timestamps, is time-limited, and excludes security-sensitive operations (credential changes, API keys, billing).

9.4 Data Breach Notification

In the event of a data breach, we will notify affected users within 72 hours (GDPR requirement).

9.5 Data protection roles and joint controllership for sourcing

Data protection roles under the UK GDPR and the GDPR are allocated by phase. This section records the essence of the arrangement required by Article 26(2); the complete data-sharing terms form part of our Data Processing Agreement, which applies automatically to every customer, forms part of these Terms, and needs no separate signature. It carries the full Article 26 allocation matrix, the Article 28 processor terms, the Article 32 security schedule, and the authorised sub-processor list.

9.5.1 Sourcing and qualifier phases — joint controllers

During the sourcing, cold-outreach, and qualifier phases — that is, from the identification of a prospective candidate up to and including the point at which you review and approve that candidate — you and PlacementFlow are joint controllers of the candidate personal data processed in those phases, and share responsibility for it as follows:

• PlacementFlow provides the candidate-facing privacy notices and AI transparency notices, front-line handling of candidate rights requests, and retention control of the unapproved candidate pool.
• You determine the targeting of each campaign (roles, seniority, geography, and audience description) and you review and approve, or decline, each candidate.
• Each party is responsible for the security of the systems under its own control, and for the lawfulness of the instructions and criteria it contributes.

Candidates may exercise their rights against either party, regardless of this allocation. PlacementFlow is identified to candidates as the first point of contact; you are identified to a candidate at the point their profile moves forward.

9.5.2 Handoff at qualifier approval — independent controllers

Upon your approval of a candidate at the qualifier gate, you and PlacementFlow shall each be independent controllers of the respective copies of that candidate's data, and each party is separately responsible for its own copy and its own compliance in respect of it. From that point, PlacementFlow additionally processes candidate data in your workspace as your processor, on your documented instructions, under the Data Processing Agreement.

9.5.3 Objections, erasure, and propagation

Both parties shall promptly propagate to the other any objection to processing, opt-out, unsubscribe, or erasure request received from a candidate whose data is shared under this section, and shall give effect to it in their own systems. PlacementFlow operates a platform-wide suppression list; a candidate objection received by PlacementFlow stops further outreach across the platform.

9.5.4 Segregation of your data

Personal data that PlacementFlow processes on your behalf after handoff is never used to build or enrich PlacementFlow's own talent network.

10. Disclaimers and Limitation of Liability

10.1 "AS IS" Disclaimer

THE SERVICE IS PROVIDED "AS IS" WITHOUT WARRANTIES OF ANY KIND, EXPRESS OR IMPLIED, INCLUDING BUT NOT LIMITED TO:

• MERCHANTABILITY
• FITNESS FOR A PARTICULAR PURPOSE
• NON-INFRINGEMENT
• ACCURACY OF RESULTS

10.2 No Guarantee of Uptime

We strive for 99.9% uptime but do not guarantee uninterrupted or error-free service. Scheduled maintenance may require temporary downtime.

10.3 Third-Party Services

We are not responsible for failures or outages of third-party services (Stripe, Resend, Google, Microsoft, Zoom, Bullhorn, Z.AI, MeetingBaas).

10.4 Limitation of Liability

TO THE MAXIMUM EXTENT PERMITTED BY LAW, PLACEMENTFLOW SHALL NOT BE LIABLE FOR:

• INDIRECT, INCIDENTAL, SPECIAL, OR CONSEQUENTIAL DAMAGES
• LOST PROFITS, DATA, OR BUSINESS OPPORTUNITIES
• DAMAGES EXCEEDING THE AMOUNT PAID IN THE PAST 12 MONTHS

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

11. Indemnification

You agree to indemnify, defend, and hold harmless PlacementFlow, its officers, directors, employees, and agents from any claims, damages, or expenses arising from:

• Your use of the Service
• Your violation of these Terms
• Your violation of any third-party rights
• Content you upload to the Service

12. Termination

12.1 Termination by You

You may cancel your subscription at any time. Your access will continue until the end of the current billing period.

12.2 Termination by Us

We may terminate or suspend your account immediately, without notice, if:

• You violate these Terms
• Your account is inactive for 12+ months
• Required by law or court order

12.3 Effect of Termination

Upon termination:

• You lose access to the Service
• Your data is retained for 30 days, then permanently deleted
• You remain liable for unpaid fees
• Sections 7 (Intellectual Property), 10 (Disclaimers), 11 (Indemnification), and 13 (Governing Law) survive termination

13. Governing Law and Dispute Resolution

13.1 Governing Law

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

13.2 Dispute Resolution

Any dispute arising from these Terms shall first be attempted to be resolved through good faith negotiation. If negotiation fails, disputes shall be resolved through binding arbitration conducted in London, United Kingdom.

You waive your right to a jury trial and class action lawsuits.

13.3 Exception for Small Claims

You may file claims in small claims court if they qualify under applicable jurisdictional limits.

13.4 Injunctive Relief

PlacementFlow may seek injunctive relief in court to prevent unauthorized use or disclosure of confidential information.

14. Changes to These Terms

We may update these Terms from time to time. We will notify you of material changes by:

• Posting the updated Terms on this page
• Updating the "Last Updated" date
• Sending an email notification (for significant changes)

Your continued use of the Service after changes constitutes acceptance of the updated Terms.

15. Miscellaneous

15.1 Entire Agreement

These Terms, together with our Privacy Policy, constitute the entire agreement between you and PlacementFlow.

15.2 Severability

If any provision of these Terms is found to be unenforceable, the remaining provisions will remain in full force and effect.

15.3 No Waiver

Our failure to enforce any right or provision does not constitute a waiver of that right.

15.4 Assignment

You may not assign or transfer these Terms without our written consent. We may assign these Terms to any successor or affiliate.

15.5 Force Majeure

PlacementFlow is not liable for delays or failures due to events beyond our reasonable control (e.g., natural disasters, strikes, war, pandemics).

16. Contact Us

If you have questions about these Terms, contact us:

• Email: hello@placementflow.com
• Address: PlacementFlow Inc., 14 Western Gateway, London, E16 1BP, UK
• Support: hello@placementflow.com
• Enterprise: hello@placementflow.com

17. Specific Terms for Enterprise Customers

17.1 Custom Agreements

Enterprise customers may negotiate custom terms, including:

• Custom pricing and billing schedules
• Amendments to our standard Data Processing Agreement, which already applies to every customer (see Section 9.5)
• Service Level Agreements (SLA) with uptime guarantees
• On-premise deployment (if available)

17.2 Contact for Enterprise

For enterprise inquiries, email hello@placementflow.com.

18. EU AI Act Compliance

This section sets out the responsibilities of PlacementFlow (as the AI system provider) and the agency customer (as the AI system deployer) under Regulation (EU) 2024/1689 (the “EU AI Act”), which becomes fully enforceable for high-risk systems on 2 August 2026.

18.1 High-Risk Classification

PlacementFlow is a high-risk AI system under Annex III, Point 4(a)of the EU AI Act because it is intended to be used for the recruitment or selection of natural persons, including the analysis and filtering of applications and the evaluation of candidates. By using the platform, the customer acknowledges this classification and the corresponding obligations that flow from it.

18.2 Provider Obligations (PlacementFlow)

PlacementFlow, as provider, complies with its Article 16 obligations and maintains:

• A risk-management system across the AI lifecycle (Article 9)
• Data-governance practices for training, validation, and testing data (Article 10)
• Technical documentation kept up to date and made available on request (Article 11)
• Automatic event logging for audit and traceability (Article 12)
• Transparency and information for deployers via these Terms and the Instructions for Use described below (Article 13)
• Human-oversight measures designed to be effectively implemented by deployers (Article 14)
• Accuracy, robustness, and cybersecurity controls (Article 15)
• An EU-conformity assessment, declaration of conformity and CE marking as required (Articles 47 & 48)
• Post-market monitoring and serious-incident reporting (Articles 72 & 73)

18.3 Deployer Obligations (Agency Customer)

The agency customer is the deployer of the AI system within the meaning of Article 3(4) and assumes the obligations under Article 26, including:

• Using the system in accordance with the Instructions for Use provided by PlacementFlow (Article 26(1))
• Assigning human oversight to natural persons with the necessary competence, training, authority, and support (Article 26(2))
• Ensuring input data is relevant and sufficiently representative for the intended purpose (Article 26(4))
• Monitoring the operation of the system and informing PlacementFlow of any serious incident or risk to fundamental rights without undue delay (Article 26(5) & Article 73)
• Keeping system-generated logs for an appropriate period, and at least six months unless other Union or national law requires longer (Article 26(6))
• Conducting a Fundamental Rights Impact Assessment (FRIA) before deployment where required (Article 27), in addition to the GDPR Data Protection Impact Assessment (DPIA) under Article 35 GDPR
• Informing affected workers and their representatives prior to deployment (Article 26(7))
• Ensuring transparency to candidates, including informing them that they are subject to the use of a high-risk AI system and providing access to human review of any AI-assisted decision (Article 26(11) and Article 50)

The candidate-facing transparency notices that satisfy Article 26(11) and Article 50 are pre-rendered into all PlacementFlow-generated outreach, scheduling, and offer communications. Customers must not remove or materially obscure these notices.

18.4 Article 13 Instructions for Use

PlacementFlow provides the technical documentation and Instructions for Use required by Article 13 through its in-product documentation and the EU AI Act technical documentation pack made available on request. These instructions describe:

• The intended purpose, performance characteristics, and known limitations of the system
• Pre-determined changes to the system and its performance
• The human-oversight measures that the deployer must implement
• Computational and hardware resources required, expected lifetime, and maintenance measures
• The mechanisms for collecting, storing, and interpreting logs

Customer agrees to read, distribute internally, and operate the system in accordance with these instructions. Failure to do so may shift responsibility for non-conforming use from PlacementFlow to the customer under Article 25(1)(c).

18.5 Allocation of Liability

PlacementFlow remains responsible for provider-side conformity (Articles 16 & 25). The customer remains responsible for deployer-side obligations (Article 26) including candidate transparency, lawful basis for processing, and human oversight. To the maximum extent permitted by law, neither party indemnifies the other for the other party’s failure to discharge its own obligations under the EU AI Act or the GDPR.

18.6 Cross-References

This section should be read together with our Privacy Policy, our Data Processing Agreement, and the candidate transparency notice presented at the foot of every AI-assisted message we send on behalf of the customer.