General terms and conditions

Agreement

These draft terms describe how Appollo Lab provides the HireFlow platform to recruitment agencies and authorised users. Use of the service is subject to a formal agreement and counsel-approved terms when published.

The service

HireFlow provides hosted software for job listings, applications, CV and email intake, recruiter collaboration, and related workflows within an isolated agency workspace. Features may change as the product evolves.

Agency responsibilities

The agency and its users are responsible for:

• Lawful basis and notices for candidate personal data
• Lawful uploads and imported content (CVs, emails, notes)
• Candidate communications and recruiter conduct
• Retention, deletion, and local privacy/labour law compliance
• Accuracy of job postings and recruitment decisions
• Human review of AI suggestions before relying on them

Acceptable use

Agencies may use HireFlow only for legitimate recruitment operations in line with applicable law and their agreements. Users must act professionally and protect candidate dignity and privacy.

Prohibited use

Agencies must not:

• Upload malware, abusive content, or material they lack rights to use
• Process candidate data unlawfully or without an appropriate basis
• Use the platform for discriminatory, harassing, or illegal hiring practices
• Attempt to breach security, probe other tenants, or misuse credentials
• Rely on AI output as the sole basis for hire/reject decisions without meaningful human review
• Represent HireFlow as making autonomous hiring decisions on their behalf

AI-assisted features

Optional AI parsing is assistive only. It may contain errors. HireFlow does not autonomously hire or reject candidates. Agencies remain fully responsible for recruitment outcomes and for verifying parsed information.

Appollo Lab responsibilities

We provide and maintain the platform, apply reasonable security measures for a B2B SaaS product, and operate agreed features. We do not control agency conduct, exported data, or communications outside the product. Service levels and support will be defined in commercial agreements.

Accounts and security

Agencies must keep credentials confidential, limit access to authorised staff, and notify us promptly of suspected compromise. Agencies are responsible for activity under their accounts except where caused by a proven platform security failure attributable to us.

Availability, maintenance, and third parties

The service is provided on an “as is” and “as available” basis. We do not guarantee uninterrupted uptime or error-free operation. Planned maintenance, updates, or incidents may limit access.

The platform depends on hosting, email, and optional AI providers. Their outages or policy changes may affect features without constituting a breach by Appollo Lab where we act with reasonable care.

What we do not guarantee

• Continuous or uninterrupted service
• Accuracy or completeness of AI parsing or extracted CV fields
• Hiring outcomes, candidate quality, or suitability
• That agencies will comply with law—compliance remains the agency’s duty

Service changes

We may add, modify, or retire features with reasonable notice where practicable. Material changes affecting data handling will be reflected in updated legal notices after counsel review.

Your data and export

Agencies own their uploaded materials and recruitment records, subject to the licence needed to run the service. Before ending use of HireFlow, agencies should export data they need using available product tools (for example agency-scoped CSV export where offered). We are not responsible for data agencies fail to export before account closure, subject to applicable law and final contractual terms.

Suspension and termination

We may suspend or terminate access if an agency breaches these terms, poses a security risk, or uses the platform in a way that could harm candidates, other customers, or the service. Where reasonable, we will give notice and an opportunity to remedy. Agencies may stop using the service in line with their agreement. Effects on stored data will be described in final terms and offboarding procedures.

Force majeure

Neither party is liable for delay or failure caused by events outside reasonable control (for example widespread outages, natural disasters, war, or government action), provided the affected party uses reasonable efforts to resume performance.

Limitation of liability (draft)

To the extent permitted by law, Appollo Lab’s aggregate liability arising from the platform is limited as set out in the final terms and any signed agreement. Neither party is liable for indirect or consequential loss (such as lost profits or business interruption) except where such exclusion is not permitted. Nothing here limits liability that cannot be limited by law. Agencies remain responsible for recruitment decisions and regulatory obligations.

Intellectual property

The platform, branding, and documentation remain the property of Appollo Lab or its licensors. Agencies retain ownership of their data and uploads, subject to the operational licence required to provide the service.