Terms & Conditions

The Service is a software-as-a-service platform designed for UK recruitment agencies. It allows the Customer to build a private candidate pool, generate ranked shortlists against open roles, manage per-role pipelines, gather client feedback via secure share links, and produce role-related documents (including proposal PDFs and job listings). Specific features available to the Customer depend on the plan selected.

A Customer account (a workspace) is provisioned for one legal entity — the Customer. The Customer designates one or more “Owner” users who may invite additional recruiter seats up to the seat limit of the plan.

• Each recruiter must have their own individual login. Credentials must not be shared.
• The Customer is responsible for keeping login credentials confidential and for all activity in the workspace.
• The Customer must promptly deactivate seats for individuals who leave the agency.
• We may suspend individual users where we reasonably believe their access has been compromised.

We may offer a free trial or a fixed-term pilot (including our “14-Day Placement Sprint”). Trials are provided “as-is” and may be time-limited or feature-limited. We may end a trial early or refuse to convert it to a paid subscription in our reasonable discretion.

Paid subscriptions are billed through Stripe on the frequency stated at checkout (monthly or annually). Fees are exclusive of VAT and any other applicable taxes, which will be added where required. All fees are non-refundable except as required by law.

The Customer authorises us and our payment processor to charge the payment method on file. If a payment fails, we may suspend the Service until it is resolved. Late payments accrue interest at the statutory rate under the Late Payment of Commercial Debts (Interest) Act 1998.

“Customer Data” means any data the Customer or its users submit to the Service, including candidate profiles, CV file content, client contact details, notes, feedback, and role information. As between the parties, the Customer owns all Customer Data.

We do not use Customer Data to train shared or third-party AI models. We do not sell Customer Data. We only process Customer Data as necessary to provide the Service and as instructed by the Customer, in accordance with our Data Processing Addendum (available on request).

The Customer grants us a limited licence to host, copy, transmit and display Customer Data solely to provide the Service and to comply with legal obligations.

The Customer must not use the Service to:

• process personal data without a lawful basis under the UK GDPR;
• upload data the Customer does not have the right to process;
• reverse engineer, decompile, or extract the source of the Service (except as permitted by mandatory law);
• circumvent tenant isolation, access controls, or usage meters;
• send unsolicited electronic communications in breach of PECR;
• process special-category or criminal-conviction data outside a Customer-completed DPIA;
• use the Service to make solely automated decisions with legal or similarly significant effects on individuals;
• submit content that is unlawful, defamatory, discriminatory, or infringes third-party rights;
• share a client share link with recipients who are not the intended commercial client for that role.

The Service uses artificial intelligence to help recruiters investigate — for example ranking candidates, drafting screening questions, and answering grounded questions about a candidate. AI output is provided as an aid; the recruiter remains the decision-maker at every step.

The Customer acknowledges that AI output may contain errors or omissions and must not be relied on as the sole basis for a hiring decision. The Customer is responsible for reviewing AI output before it is shared externally.

All rights in the Service, including the platform software, user interfaces, documentation and any improvements, are owned by ApplyForge or its licensors. Nothing in these Terms transfers those rights to the Customer other than the limited right to use the Service during the subscription term.

The Customer may provide feedback, suggestions or ideas about the Service (“Feedback”). We may use Feedback without restriction and without owing the Customer any compensation.

The Service integrates with third-party services (including our AI provider and payment processor). Those services are subject to their own terms. We are not responsible for the availability or acts of third parties, but we will make reasonable efforts to select reputable providers and to work with them under written contracts.

We provide the Service on a commercially reasonable, best-efforts basis. We may perform planned maintenance and, where reasonable, will notify the Customer in advance. We do not commit to a specific service-level uptime on standard plans; enterprise SLAs are agreed separately.

Standard support is available by email during UK working hours (Monday–Friday, excluding public holidays).

We may suspend or terminate the Service if:

• the Customer materially breaches these Terms and, where the breach is capable of remedy, fails to remedy it within 14 days of notice;
• the Customer's payment is more than 30 days overdue;
• we reasonably believe continued access poses a security, legal, or reputational risk.

Either party may terminate a subscription at the end of the then-current billing period on reasonable notice.

On termination, we will retain Customer Data for up to 30 days to allow export, after which we will delete or anonymise it (subject to legal obligations to retain limited records — see the Privacy Policy).

Each party warrants that it has the authority to enter into these Terms. We warrant that we will provide the Service with reasonable skill and care and in accordance with UK GDPR requirements applicable to us as a processor.

Subject to the paragraph above and to the extent permitted by law, the Service is provided “as-is” and all other conditions, warranties and terms implied by statute, common law or otherwise are excluded. Nothing in these Terms excludes or limits liability that cannot be excluded or limited under English law.

Nothing in these Terms limits either party's liability for:

• death or personal injury caused by negligence;
• fraud or fraudulent misrepresentation;
• any liability which cannot be limited under English law.

Subject to the paragraph above, and to the extent permitted by law:

• neither party is liable for indirect, special, or consequential loss, loss of profit, loss of business, loss of anticipated savings, loss of goodwill, or loss of data (except where the loss of data is caused by our breach of our processor obligations);
• each party's total aggregate liability arising out of or in connection with these Terms in any 12-month period is capped at the fees paid or payable by the Customer to ApplyForge in that period.

The Customer will defend and indemnify ApplyForge against third-party claims arising from the Customer's use of the Service in breach of these Terms, including breach of the Acceptable Use section, or from the Customer's processing of Customer Data without a lawful basis.

Each party will keep the other party's confidential information confidential, use it only for the purpose of performing these Terms, and protect it with the same degree of care as its own confidential information (and in no event less than a reasonable degree of care).

The parties will comply with their respective obligations under the UK GDPR and the Data Protection Act 2018. For processing of candidate personal data on behalf of the Customer, our Data Processing Addendum applies and is deemed to be incorporated into these Terms. In the event of conflict between the Data Processing Addendum and these Terms, the Data Processing Addendum controls in respect of data-protection matters.

Neither party is liable for delay or failure caused by events beyond its reasonable control, including internet or telecommunications failures, third-party service outages, industrial action, epidemics, or acts of government.

We may update these Terms from time to time. Where we make material changes, we will notify the Customer by email or in-product notice at least 30 days before the changes take effect. Continued use of the Service after that period constitutes acceptance of the updated Terms.

These Terms constitute the entire agreement between the parties relating to the Service and supersede any prior representations. If any provision is held invalid, the remainder will continue in force. Failure to enforce any right is not a waiver of that right. Neither party may assign these Terms without the other's consent, except that ApplyForge may assign these Terms to a group company or in connection with a corporate reorganisation, merger, or sale.

No third party may enforce these Terms under the Contracts (Rights of Third Parties) Act 1999.

These Terms are governed by the laws of England and Wales. The parties submit to the exclusive jurisdiction of the courts of England and Wales, save that ApplyForge may bring proceedings for injunctive relief in any competent court.

Legal & contract questions: legal@applyforge.co.uk. Data protection: privacy@applyforge.co.uk.