Terms of Use

VettaHire helps hiring teams create job screenings, invite candidates by email, conduct AI-assisted text-based screening interviews, and review AI-generated summaries and recommendations. The Service is a tool to support human hiring decisions; it is not a substitute for legal, compliance, or professional HR advice.

Capitalized terms have the meanings below:

• Service — the VettaHire website, applications, APIs, and related services we make available.
• Customer — an organization or individual with an account that uses the Service to screen applicants for employment.
• Candidate — an individual invited by a Customer to complete a screening interview through the Service.
• Customer Data — information a Customer submits or uploads to the Service, including account details, job descriptions, screening questions, billing information, and Candidate contact details (such as name and email) provided for invitations.
• Candidate Data — information generated or collected from Candidates during the screening process, including interview transcripts, consent records, timestamps, and AI Outputs relating to a Candidate.
• AI Outputs — content generated by automated processing, including AI chat replies, summaries, scores, strengths, concerns, highlights, and hiring recommendations.
• Content — Customer Data and Candidate Data, collectively.
• Order or Plan — the subscription tier, limits, and fees described on our pricing page or in a written order form at signup.
• Subscription Term — each recurring billing period (monthly or annual) for a paid Plan until cancelled.
• Documentation — our product help, onboarding materials, and published descriptions of Service features.
• Force Majeure Event — an event beyond a party's reasonable control that prevents performance, as described in Section 18.

You must be at least 18 years old and able to form a binding contract to create an account. You are responsible for maintaining the confidentiality of your credentials and for all activity under your account. Notify us promptly at info@vettahire.com if you suspect unauthorized access.

As a Customer, you agree that you will:

• Provide clear notice to Candidates about the AI screening process and how their data will be used, consistent with applicable employment and privacy laws;
• Obtain any consents, authorizations, or legal bases required before collecting or processing Candidate personal information;
• Only invite Candidates for legitimate hiring purposes and only submit contact information you are permitted to use;
• Comply with anti-discrimination, equal opportunity, background check, and local hiring regulations, including laws governing automated employment decision tools (AEDTs) where applicable;
• Not rely solely on AI Outputs for employment decisions; maintain meaningful human review and honor Candidate requests for human review within a reasonable time (we target 30 days for requests submitted through our platform);
• Delete jobs in the Service when hiring ends to remove associated Candidate Data;
• Ensure job descriptions, questions, and use of the Service do not violate law or third-party rights.

You are solely responsible for your hiring decisions and communications with Candidates.

Candidates access interviews through unique links without creating a Customer account. Before an interview starts, Candidates must review and accept an in-product AI disclosure (or decline). Interview links are personal and should not be shared publicly. We may suspend or expire links to protect security or enforce Plan limits.

Candidates are governed by our Candidate Terms, not these Terms. We process Candidate Data on your instructions as described in Sections 11 and 12.

You will not, and will not permit others to:

• Use the Service for unlawful, fraudulent, harassing, or discriminatory purposes;
• Probe, scan, or test vulnerabilities without written authorization;
• Interfere with or disrupt the Service or other users;
• Scrape, reverse engineer, or attempt to extract models or source code except as permitted by law;
• Upload malware or submit Content that infringes intellectual property or privacy rights;
• Resell or white-label the Service without our written consent;
• Use the Service to build a competing product using non-public aspects of the Service;
• Use the Service from any country subject to a U.S. embargo or if you are on a U.S. government denied-party list (see Section 24).

We may investigate violations and suspend or terminate access as described below.

The Service uses automated processing (AI) for text chat and summaries. Screening is text-only — no video, voice, or biometric analysis. AI Outputs are provided "as is" for assistance only. They may be inaccurate, incomplete, biased, or inappropriate.

No model training on your Content. We do not use Customer Data or Candidate interview content to train or fine-tune foundation models or general-purpose AI systems. We may use aggregated, de-identified usage statistics to improve reliability and security of the Service. Third-party AI providers process prompts and transcripts for inference only, as described in our Sub-processors list and Privacy Policy.

You must not use AI Outputs as the sole basis for rejection or selection. Candidates may request human review as described in our Privacy Policy.

Automated employment decision tools. Where you use the Service in jurisdictions that regulate AEDTs or similar systems (including NYC Local Law 144, Illinois Artificial Intelligence Video Interview Act, the Colorado Artificial Intelligence Act, and EU AI Act obligations for high-risk employment systems), you remain responsible for your compliance program. We make available information about our screening system and processing practices to support your compliance, and we maintain records sufficient to assist with customer audit obligations where applicable. If we conduct bias or adverse-impact testing, we will describe the scope and results in Documentation or upon reasonable request for enterprise Customers.

You will not represent AI Outputs to Candidates as human-authored when applicable law or your policies require disclosure of automated processing.

Paid features are offered on Plans described on our pricing page or in an Order. Fees are billed in advance through Stripe. By subscribing, you authorize us and Stripe to charge your payment method on a recurring basis each Subscription Term until you cancel.

Auto-renewal. Unless you cancel before the start of the next billing period, your subscription automatically renews for the same Plan and term (monthly or annual) at the then-current price. Cancellation takes effect at the end of the current paid Subscription Term; you retain access through that period. For annual Plans, we will email the account holder a renewal reminder at least 30 days before renewal where required by law.

Plan limits (such as included interviews per billing period) apply as stated at purchase. Unused screenings do not roll over unless we expressly state otherwise.

We may change prices or Plan features with at least 30 days' notice before they apply to your next renewal. Changes do not affect fees already paid for the current Subscription Term. Continued use after a price change takes effect constitutes acceptance for the next term.

Except where required by law, fees are non-refundable once a billing period has started. You may cancel through the billing portal or by contacting us.

Taxes may apply. You are responsible for applicable taxes other than those based on our net income.

We may offer free tiers, trials, or beta features. They are provided without warranty and may be modified or discontinued at any time. Beta features may be subject to additional terms we present in the product.

Beta feedback. If you use beta features, any feedback, suggestions, or ideas you provide about those features (including bug reports and usability comments) may be used by us without restriction or compensation, in addition to the general feedback license in Section 13.

Roles. For Candidate Data, you are generally the data controller (or business under applicable U.S. state privacy laws) for employment-decision purposes, and we act as your processor / service provider. For Customer account and billing data, we are generally the controller. Details are in our Privacy Policy.

Ownership. You retain ownership of Customer Data. As between you and us, Candidate Data is collected on your behalf for your hiring process; you control access through your workspace subject to these Terms and law.

License to us. You grant us a worldwide, non-exclusive license to host, process, transmit, display, and sublicense Content to sub-processors solely as necessary to operate the Service, provide support, comply with law, and enforce these Terms.

Data subject requests. Candidates should direct access, correction, deletion, and objection requests relating to their interview to you first. We will assist you as processor within a reasonable time. Candidates may also contact us or use our human review form; we will route requests to the inviting Customer when identifiable. When you delete a job, associated Candidate Data is removed unless law requires otherwise.

We own the Service, software, branding, and Documentation, subject to third-party rights. You receive a limited, non-exclusive, non-transferable right to use the Service during your Subscription Term or account term, in accordance with these Terms and the Documentation.

AI Outputs are licensed to you for internal hiring purposes. We do not claim ownership of your Customer Data.

Feedback you provide about the Service (other than beta-specific feedback covered in Section 9) may be used by us without restriction or compensation.

Each party may receive non-public information from the other. You will protect our non-public product, pricing, and security information with reasonable care. Candidate Data and interview content you access through the Service must be used only for your hiring purposes and protected consistent with applicable law.

Breach of confidentiality obligations is excluded from the liability cap in Section 20 to the extent permitted by law.

Our Privacy Policy describes how we handle personal information and is incorporated by reference. Default retention: Candidate Data removed when you delete a job; stale invitations purged after 12 months if never started; Customer account data within 30 days after a confirmed deletion request.

Where required by GDPR, UK GDPR, or CCPA/CPRA, the parties will execute our standard Data Processing Addendum, which is incorporated by reference when you process personal data subject to those laws using the Service.

We implement technical and organizational measures appropriate to the nature of the Service, including encryption in transit (TLS), access controls for production systems, and hashed storage of passwords. No system is perfectly secure.

If we confirm a security incident affecting Customer Data or Candidate Data we process, we will notify you without undue delay and within 72 hours where feasible, and cooperate on required notices consistent with our Privacy Policy.

The Service uses sub-processors listed at https://vettahire.com/subprocessors. We will give Customers at least 30 days' notice before adding or replacing a sub-processor that materially affects processing of Customer Data or Candidate Data, except where a shorter period is required for security or legal reasons.

Your use of third-party services (e.g. Google, Stripe) may be subject to their terms. We are not responsible for third-party services outside our reasonable control.

For paid Plans, we target 99.5% monthly uptime for the core hosted Service, measured by our infrastructure monitoring, excluding:

• Scheduled maintenance with at least 24 hours' notice;
• Force Majeure Events;
• Outages caused by third-party networks, AI providers, or your equipment;
• Free tiers, trials, and beta features.

If we fail to meet this target in a calendar month, your sole remedy is to contact us within 30 days for a service credit equal to 5% of that month's fees, up to one month's fees. Service credits are your exclusive remedy for availability failures unless otherwise agreed in writing.

To the maximum extent permitted by law, the service is provided "as is" and "as available" without warranties of any kind, whether express, implied, or statutory, 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 outputs will meet your requirements or comply with employment laws in your jurisdiction.

Free tiers, trials, and beta features are provided without any warranty. Section 16 does not create a warranty; it describes a target and remedy for paid plans only.

Neither party is liable for delay or failure to perform (other than payment obligations) due to a Force Majeure Event, including acts of God, war, terrorism, labor disputes, pandemic, government action, or failure of internet, cloud, or telecommunications infrastructure outside the affected party's reasonable control. The affected party will use reasonable efforts to resume performance when the event ends.

To the maximum extent permitted by law, vettahire, vettahire, and our affiliates, officers, employees, and suppliers will not be liable for any indirect, incidental, special, consequential, or punitive damages, or for loss of profits, revenue, data, or goodwill, arising from or related to the service or these terms, even if advised of the possibility.

Our total aggregate liability for all claims arising out of or relating to the service or these terms in any twelve-month period will not exceed the greater of (a) amounts you paid us for the service in that period or (b) 100 u.s. dollars (usd $100).

The foregoing cap does not apply to (i) your payment obligations, (ii) your indemnification obligations under section 20, (iii) our indemnification obligations under section 20, or (iv) either party's breach of section 12 (confidentiality), or (v) your violation of section 6 (acceptable use) or intellectual property rights of a third party. The cap applies to all indemnification obligations to the extent not excluded above.

Some jurisdictions do not allow certain limitations; in those cases, our liability is limited to the fullest extent permitted by law.

By you. You will defend, indemnify, and hold harmless VettaHire and its operator from claims, damages, losses, and expenses (including reasonable attorneys' fees) arising from your Content, your hiring practices, your violation of these Terms, or your violation of law or third-party rights, except to the extent caused by our breach of these Terms.

By us (IP). We will defend you against third-party claims that the Service, as provided by us and used by you in accordance with these Terms and the Documentation, infringes a U.S. patent, copyright, or trade secret, and pay damages finally awarded or settlements we approve, subject to the liability cap in Section 19. We have no obligation if the claim arises from (a) your modification of the Service, (b) combination with products or data not supplied by us, (c) use after we notify you to stop due to infringement, or (d) use outside the Documentation or these Terms. If the Service is enjoined, we may procure the right for you to continue use, modify the Service, or terminate affected features with a pro-rata refund of prepaid fees for the unused portion.

You may stop using the Service at any time. We may suspend or terminate your access if you breach these Terms, fail to pay fees, pose a security risk, or if required by law. Upon termination, your right to use the Service ends. Sections that by nature should survive (including payment obligations, disclaimers, limitations, indemnity, and confidentiality) will survive.

We may modify the Service or these Terms. We will post updated Terms with a new "Last updated" date. Material changes may be notified through the Service or by email at least 30 days before they take effect where practicable. Continued use after the effective date constitutes acceptance. If you do not agree, you must stop using the Service and cancel any paid Plan before the next renewal.

These Terms are governed by the laws of the State of Delaware, United States, without regard to conflict-of-law rules, except where mandatory consumer protections in your country of residence apply.

Informal resolution. Before starting arbitration, the party raising a dispute will send written notice to the other party and allow 30 days to attempt good-faith resolution.

Except for injunctive relief for misuse of intellectual property or the Service, disputes not resolved informally will be resolved through binding arbitration administered by the American Arbitration Association (AAA) under its Commercial Arbitration Rules, with the seat in Wilmington, Delaware, on an individual basis, or in small claims court if eligible. You waive any right to participate in a class action. Either party may seek injunctive relief in a court of competent jurisdiction.

Enterprise Customers may request a separate written agreement with different dispute terms.

You represent that you are not located in, and will not use the Service from, any country subject to a comprehensive U.S. embargo, and that you are not listed on any U.S. government denied-party or restricted-party list. You will not permit Candidates or users in violation of export or sanctions laws to access the Service.

Formal notices under these Terms must be in writing. Notices to us must be sent to info@vettahire.com. Notices to you will be sent to the email address on your account. Notices are deemed received when sent by email, except that bounce-backs require resend to an updated address you provide within 10 days.

These Terms, together with the Privacy Policy, applicable DPA, Order/Plan description, and Documentation, are the entire agreement between you and VettaHire regarding the Service. If a provision is unenforceable, the remainder remains in effect. Our failure to enforce a provision is not a waiver. You may not assign these Terms without our consent; we may assign them in connection with a corporate transaction.

Questions about these Terms: info@vettahire.com (Vincent Zheng, VettaHire)