Terms of Service

Effective: October 15, 2025

These Terms govern your use of Shortlist Hire. If you do not agree, do not use the Service.

1. Who we are

These Terms are between you and Shortlist Hire LLC ("Shortlist Hire," "we," "us," or "our"). Contact: support@shortlisthire.com.

2. Definitions

Service
Our websites, apps, APIs, and related services.
Customer or you
The person or entity using the Service.
User
An individual you authorize to use the Service for your account.
Customer Data
Data you submit to the Service, including job posts, candidate information, interview details, and settings.
Output
Content or results generated by the Service (including AI features) based on your inputs.
Integrations
Third‑party services you connect (e.g., Google Sign‑In, Google Calendar, payments, email providers, AI model providers).

3. Service

We provide tools for recruiting, including candidate management and interview scheduling. Features may change. Beta or experimental features may be added or removed.

4. Accounts and access

You must provide accurate account information and keep credentials confidential. You are responsible for activity under your account. You will ensure your Users comply with these Terms.

5. Customer Data and licenses

You retain ownership of Customer Data and Output. You grant us a non‑exclusive license to host, copy, process, transmit, and display Customer Data and Output to operate and improve the Service and to provide support. You represent you have obtained all permissions required to submit and process Customer Data, including candidate information.

6. Acceptable use

You will not:

  • Misuse the Service
  • Interfere with or disrupt others
  • Reverse engineer, attempt to access non‑public areas, or bypass technical limits
  • Exceed agreed or reasonable rate limits
  • Send spam, unlawful content, or infringing content
  • Collect or process sensitive personal data unless legally permitted and necessary for recruiting
  • Use the Service to create or distribute malware
  • Use Output to violate law or third‑party rights

7. Integrations

You may choose to connect Integrations. Your use of an Integration is subject to its own terms. We may exchange data with Integrations you connect as needed to provide the features you request (e.g., sign‑in, calendar scheduling, email delivery, payments, AI features). You can disconnect Integrations where provided.

7.1 Google Services Integration

Google OAuth Authentication

When you sign in with Google, you authorize Shortlist Hire to collect and use your Google account information (name, email, profile picture) to authenticate your identity and create your account.

Scopes requested:

  • openid – Verify your identity
  • email – Access your email address
  • profile – Access your basic profile information

Google Calendar Integration

If you connect Google Calendar, you authorize the Service to:

  • View your calendar availability (free/busy status)
  • Create, update, and delete interview events that you initiate through Shortlist Hire
  • Access event metadata (title, time, attendees, location, video conference links) for events created through the Service

Scopes requested:

  • calendar.readonly – View your calendar availability
  • calendar.events.owned – Create, update, and delete events initiated through Shortlist Hire

How Calendar Data is Used:

  • Calendar data is used solely to schedule interviews and display your availability
  • We store minimal event metadata needed for rescheduling and notifications
  • Calendar data is not used for advertising or shared with third parties for unrelated purposes
  • We do not access or read contents of calendar events created outside of Shortlist Hire

User Controls:

  • You can disconnect Calendar at any time in your Shortlist Hire account settings
  • You can revoke access through your Google Account permissions at https://myaccount.google.com/permissions
  • All calendar data is deleted or anonymized once you disconnect the integration

Limited Use Compliance:

Shortlist Hire's use of information received from Google APIs adheres to the Google API Services User Data Policy, including the Limited Use requirements. We use Google data only to provide user-facing features visible in the Service. We do not use Google data for serving advertisements, we do not sell Google user data, and we do not use or transfer Google user data for purposes unrelated to authentication and interview scheduling.

For more information, see our Privacy Policy at shortlisthire.com/privacy and Google's policy at https://developers.google.com/terms/api-services-user-data-policy

8. AI features

AI features may generate inaccurate or incomplete Output. You are responsible for reviewing Output and deciding how to use it. Do not rely on AI features as a sole source of truth. Do not use AI features to generate discriminatory, unlawful, or misleading content.

9. Privacy

Our Privacy Policy explains how we collect and use information. By using the Service, you consent to our processing of personal data as described there. See shortlisthire.com/privacy.

10. Confidentiality

Each party may receive Confidential Information from the other. The receiving party will use it only to fulfill these Terms, protect it with reasonable safeguards, and not disclose it except to personnel and processors who need to know and are bound to confidentiality.

11. Security

We use technical and organizational measures to protect the Service. You are responsible for configuring your account securely, managing access, and promptly notifying us of suspected unauthorized use.

12. Fees and billing (if applicable)

You agree to pay the fees shown at purchase. Taxes may apply. Charges are non‑refundable except where required by law or by a written service‑specific refund policy.

13. Intellectual property

We retain all rights in the Service and our content. These Terms do not transfer any of our IP. You grant us a limited right to display your name and logo as a customer unless you opt out by emailing support.

14. Feedback

You grant us a non‑exclusive, perpetual, irrevocable, royalty‑free license to use feedback you provide to improve and market the Service.

15. Suspension and termination

We may suspend or terminate access if you breach these Terms, create risk to the Service, or fail to pay fees. You may stop using the Service at any time. On termination we will delete or de‑identify personal data in line with our Privacy Policy and legal obligations.

16. Data export and deletion

You can request export or deletion of Customer Data by contacting support. Certain data may be retained as required by law or for legitimate business purposes such as fraud prevention and dispute resolution.

17. Warranties and disclaimers

The Service is provided "as is" and "as available." To the maximum extent permitted by law, we disclaim all warranties, including merchantability, fitness for a particular purpose, and non‑infringement. We do not guarantee uninterrupted or error‑free operation, accuracy of Output, or that scheduling links will always be available from third‑party providers.

18. Limitation of liability

To the maximum extent permitted by law: (a) neither party is liable for indirect, incidental, special, consequential, or punitive damages; and (b) our total liability for all claims in any 12‑month period is limited to the amount you paid for the Service in that period. These limits do not apply to your payment obligations or breaches of Section 6 (Acceptable use).

19. Indemnification

You will indemnify and hold us harmless from claims arising out of (a) Customer Data, (b) your use of the Service in violation of law or these Terms, or (c) your Integrations and relationships with candidates or third parties.

20. Export controls and sanctions

You will comply with applicable export control and sanctions laws. You will not use the Service in embargoed countries or for prohibited end uses.

21. Governing law and venue

These Terms are governed by the laws of Florida, without regard to conflicts of law rules. The exclusive venue for disputes is the state or federal courts located in Pinellas County, Florida. Each party consents to those courts' jurisdiction.

22. Changes to the Service and Terms

We may update the Service and these Terms. If we make material changes, we will provide notice by updating the "Effective" date and, where appropriate, by other reasonable means. Continued use after changes means you accept the updated Terms.

23. Contact

Questions about these Terms: support@shortlisthire.com.

Attachment A: Data Processing (summary)

If you are in the EEA/UK and use the Service to process personal data as a controller, we act as a processor. Upon request we will provide a Data Processing Addendum with Standard Contractual Clauses where applicable.

Attachment B: DMCA

If you believe content on the Service infringes your copyright, notify support@shortlisthire.com with:

  1. Your contact details
  2. Identification of the work
  3. The infringing material and its location
  4. A statement under penalty of perjury that you are authorized
  5. Your signature

We may remove content and terminate repeat infringers.

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