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:

• 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 (Claude API)

AI-Powered Features

PlacementFlow uses artificial intelligence for:

• Interview transcript analysis and candidate scoring
• Candidate-job matching recommendations
• Business email address discovery (enrichment)

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 Tiers

Prices are in USD. See placementflow.com/pricing for current rates.

5.2 Payment Terms

• Billing Cycle: Monthly (billed on the same day each month)
• 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
• 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

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 Fireflies.ai 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

When connecting Gmail or Microsoft 365 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

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 Data Breach Notification

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

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, Anthropic, Fireflies.ai).

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
• Data Processing Agreements (DPA) for GDPR compliance
• Service Level Agreements (SLA) with uptime guarantees
• On-premise deployment (if available)

17.2 Contact for Enterprise

For enterprise inquiries, email hello@placementflow.com.