Terms of Service – HireFlow Tech

Effective Date: September 26, 2026
Last Updated: October 1, 2026

These Terms of Service (“Terms”) are a legal agreement between you and HireFlow Tech LLC (“HireFlow,” “we,” “us,” or “our”) governing your use of the HireFlow mobile application, the HireFlow applicant tracking system, company career portals, and related websites and services (together, the “Platform”).

By creating an account, joining a Workspace, applying for a job, or otherwise using the Platform, you agree to these Terms and to our Privacy Policy. If you do not agree, do not use the Platform.

IMPORTANT: SECTION 17 CONTAINS A BINDING ARBITRATION AGREEMENT AND A CLASS ACTION WAIVER THAT AFFECT HOW DISPUTES ARE RESOLVED. YOU MAY OPT OUT AS DESCRIBED IN SECTION 17.6.

1. Definitions

“Candidate” means a person who uses the Platform to seek employment.
“Customer” means a company or other organization that holds a Workspace.
“Workspace” means a Customer’s private company environment on the Platform.
“Customer User” means an owner, administrator, recruiter, hiring manager, or other person a Customer authorizes to access its Workspace.
“Customer Data” means information a Customer or its Customer Users submit to or create in their Workspace, including job postings, pipeline records, notes, interview feedback, and offers.
“Talent Pool” means the shared directory of Candidate profiles described in Section 5.
“Order” means any subscription order, plan selection, or separate written agreement between HireFlow and a Customer.

2. Eligibility

2.1 You must be at least 18 years old to use the Platform. 2.2 You must be legally able to enter into a binding contract, and you must not be barred from using the Platform under applicable law. 2.3 If you accept these Terms on behalf of a company or other organization, you represent that you have authority to bind it, and “you” includes that organization.

3. Accounts and Security

3.1 You must provide accurate, current, and complete information and keep it up to date. 3.2 You are responsible for keeping your password and any multi-factor authentication method confidential, and for all activity under your account. 3.3 Notify us immediately at support@hireflow.tech if you suspect unauthorized access to your account. 3.4 One person may not share an account with another person. Each Customer User must have their own account. 3.5 We may suspend an account that we reasonably believe has been compromised, pending resolution.

4. Company Workspaces

4.1 Creating a Workspace. A Workspace may be created only with a valid registration code issued by HireFlow. The person who creates a Workspace becomes its owner and represents that they are authorized to act for the Customer.

4.2 Joining a Workspace. A Customer User may join a Workspace only with an invitation code issued by that Workspace’s owner or an administrator. Each code grants access only to the Workspace that issued it, with the role that code specifies.

4.3 Customer Responsibilities for Access. The Customer is responsible for:

deciding who receives invitation codes, and keeping codes confidential until used;
removing access promptly for anyone who should no longer have it, such as a departing employee; and
the acts and omissions of its Customer Users as if they were its own.

4.4 Workspace Isolation. Each Workspace is kept separate from every other Workspace. A Customer User may access only the Workspace they belong to, and may not attempt to access, or help anyone access, any other Customer’s Workspace or Customer Data.

4.5 Ownership of Customer Data. As between HireFlow and the Customer, the Customer owns Customer Data. The Customer grants HireFlow a worldwide, non-exclusive license to host, copy, process, transmit, and display Customer Data only as needed to provide, secure, and support the Platform, to comply with law, and as the Customer directs. HireFlow processes personal information within Customer Data as the Customer’s service provider, as described in our Privacy Policy.

4.6 Data Export on Termination. For 30 days after a Workspace’s subscription ends, the Customer may request an export of its Customer Data by contacting support@hireflow.tech. After that period, we may delete Customer Data, except where we are required by law to retain it.

5. The HireFlow Talent Pool

5.1 What It Is. The Talent Pool is a shared directory of Candidate profiles that Customer Users can search and review. By default, a Customer sees Candidates who live in the Customer’s country; a Customer’s owner or administrator may choose to include Candidates from all countries. A Customer always sees Candidates it has already added to its own jobs. A Candidate’s profile is added when the Candidate creates a Candidate account in the HireFlow app, or when a Candidate applying through a HireFlow career portal chooses to join it. An application through a career portal does not, by itself, add anyone to the Talent Pool.

5.2 For Candidates. By creating a Candidate account, or by choosing to join the Talent Pool when applying through a HireFlow career portal, you agree that your profile will be included in the Talent Pool and visible to recruiters at companies using HireFlow in the country you live in, and at companies that choose to include candidates from all countries, as described in the Privacy Policy. You are responsible for choosing the country you actually live in. You may hide your profile at any time with the “Visible to employers” switch in Settings, or remove it by deleting your account.

5.3 For Customers. You are responsible for setting your company’s country accurately. If you choose to include Candidates from all countries, you are responsible for complying with the laws that apply to recruiting and processing personal information across borders, including any requirements for transferring Candidate information out of the Candidate’s country. Talent Pool profiles are not Customer Data, even if a Candidate chose to join the Talent Pool while applying to one of your jobs. Applications submitted through your career portal are your Customer Data and are not added to the Talent Pool unless the Candidate opts in. You may use Talent Pool information only to evaluate and contact Candidates about genuine employment opportunities with your organization, or with your clients if you are a licensed staffing or recruiting firm. You may not:

export, copy, compile, sell, rent, license, or disclose Talent Pool information to any third party, except to an HR system you use for your own hiring;
use it for marketing unrelated to a specific job opportunity; or
use it to build or improve a competing database or service.

5.4 Once a Candidate is added to your pipeline, the records you create about that Candidate are your Customer Data.

6. Candidate Terms

6.1 You are responsible for the accuracy of your profile and applications, including information you choose to import from a resume. 6.2 Employers decide whether to review, interview, or hire you. HireFlow does not guarantee interviews, offers, employment, or any particular outcome. 6.3 Job postings are created by employers. HireFlow does not verify, endorse, or guarantee any posting, employer, compensation, or working condition. 6.4 Creating a Candidate account and applying for jobs is free. 6.5 Offers. Anything you choose in the HireFlow app in response to an offer, such as saying you would like to accept, that you have questions, or that you plan to decline, is informational only and does not accept or reject the offer. An offer of employment is accepted only as the employer’s official offer letter provides, for example by signing it and returning it to the employer. The employment relationship, if any, is solely between you and the employer. 6.6 Using the app is optional. You never need the HireFlow app to apply for or accept a job through an employer’s career portal or by email.

7. Customer Terms

7.1 Compliance With Employment Laws. The Customer is solely responsible for its recruiting and hiring decisions and for complying with all laws that apply to them, including anti-discrimination and equal employment opportunity laws, disability accommodation laws, recordkeeping requirements, wage and pay-transparency laws, immigration laws, and laws governing the use of automated tools in employment decisions (for example, New York City Local Law 144 and the Illinois Human Rights Act).

7.2 Notices and Legal Basis. The Customer is responsible for giving Candidates any notice, and obtaining any consent, that applicable law requires for the Customer’s collection and use of Candidate information, including any notice required for the use of AI-assisted features.

7.3 Background and Consumer Reports. The Platform is not a consumer reporting agency and does not provide consumer reports. If the Customer obtains background checks or other consumer reports from a third party, the Customer is responsible for complying with the Fair Credit Reporting Act and similar laws.

7.3A Offers and Candidate Communications. The Customer is responsible for the content and terms of its offer letters and other communications it sends to Candidates through the Platform, which are sent in the Customer’s name. The Customer must not treat a Candidate’s response in the HireFlow app as acceptance of an offer.

7.4 Job Postings. The Customer is responsible for its job postings and represents that each posting describes a genuine, lawful position, is not discriminatory, and complies with applicable law and with the policies of any job board it publishes to.

7.5 Fees. Workspace subscriptions are subject to the fees and payment terms in the Customer’s Order. Unless the Order states otherwise, fees are billed in advance, are non-refundable, and exclude taxes, which the Customer is responsible for paying. We may change fees for a renewal term by giving at least 30 days’ notice before the term renews.

7.6 Confidentiality. Each party will protect the other’s non-public business information that it receives through the Platform with at least reasonable care, and will use it only to perform under these Terms.

8. AI-Assisted Features

8.1 The Platform includes AI-assisted features, such as resume parsing, candidate-to-job match ranking, job description and interview question drafting, interview note summaries, and an in-product assistant. 8.2 AI output is generated automatically and may be inaccurate, incomplete, or biased. You are responsible for reviewing AI output before relying on it. 8.3 AI output is advisory only. A Customer must not use AI output as the sole basis for any decision to reject, advance, or hire a Candidate, and must make every employment decision through meaningful human review. 8.4 The Customer is responsible for determining whether its use of AI-assisted features requires a bias audit, notice, consent, or an alternative selection process under applicable law, and for meeting any such requirement.

9. Acceptable Use

You agree not to:

provide false or misleading information, or impersonate any person or organization;
post a job that is fraudulent, a pyramid or multi-level-marketing scheme, requires an up-front payment from the Candidate, or is not a genuine opportunity;
request from Candidates, through the Platform, Social Security numbers, bank or payment-card details, or government identification numbers before a lawful stage of the hiring process that requires them;
harass, threaten, discriminate against, or harm any person;
access or attempt to access another user’s account or another Customer’s Workspace, or probe, scan, or test the vulnerability of the Platform without our written permission;
scrape, crawl, or use automated means to access or collect data from the Platform, except through interfaces we provide for that purpose;
upload viruses or other harmful code, or interfere with or disrupt the Platform;
reverse engineer, decompile, or attempt to derive the source code of the Platform, except as permitted by law;
resell, sublicense, or provide the Platform to third parties outside your Workspace; or
use the Platform in violation of any law or third-party right.

10. Intellectual Property

10.1 Your Content. You keep ownership of the content you submit, such as your profile, resume, and job postings. You grant HireFlow a worldwide, non-exclusive, royalty-free license to host, store, reproduce, display, and transmit your content as needed to operate, secure, and provide the Platform, including, for Candidates, displaying your profile in the Talent Pool. This license ends when your content is deleted, except for residual backup copies and as the law requires.

10.2 Our Platform. The Platform, including its software, design, text, graphics, and the HireFlow name and logo, is owned by HireFlow Tech LLC and protected by intellectual property laws. Subject to these Terms, we grant you a limited, revocable, non-exclusive, non-transferable license to use the Platform for its intended purposes. All rights not expressly granted are reserved.

10.3 Feedback. If you send us suggestions or feedback, we may use them without restriction or obligation to you.

10.4 Aggregated Data. We may create and use aggregated or de-identified information that does not identify you or any Customer, to operate, analyze, and improve the Platform.

11. Third-party Services

The Platform may interoperate with services we do not control, such as job boards, HR systems, email and calendar services, and meeting providers. Your use of those services is governed by their terms, and HireFlow is not responsible for them.

12. Privacy

Our Privacy Policy explains how we collect, use, and share personal information, and is incorporated into these Terms by reference.

13. Disclaimers

THE PLATFORM IS PROVIDED “AS IS” AND “AS AVAILABLE.” TO THE FULLEST EXTENT PERMITTED BY LAW, HIREFLOW DISCLAIMS ALL WARRANTIES, WHETHER EXPRESS, IMPLIED, OR STATUTORY, INCLUDING WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, TITLE, AND NON-INFRINGEMENT, AND ANY WARRANTY THAT THE PLATFORM WILL BE UNINTERRUPTED, ERROR-FREE, OR SECURE, OR THAT ANY CONTENT OR AI OUTPUT WILL BE ACCURATE OR RELIABLE.

HIREFLOW IS A TECHNOLOGY PROVIDER. WE ARE NOT AN EMPLOYER, EMPLOYMENT AGENCY, STAFFING AGENCY, OR CONSUMER REPORTING AGENCY, AND WE ARE NOT A PARTY TO ANY EMPLOYMENT RELATIONSHIP BETWEEN A CANDIDATE AND A CUSTOMER.

Some jurisdictions do not allow the exclusion of certain warranties, so some of these exclusions may not apply to you.

14. Limitation of Liability

14.1 TO THE FULLEST EXTENT PERMITTED BY LAW, HIREFLOW TECH LLC AND ITS MEMBERS, MANAGERS, OFFICERS, EMPLOYEES, AGENTS, AND AFFILIATES WILL NOT BE LIABLE FOR ANY INDIRECT, INCIDENTAL, SPECIAL, CONSEQUENTIAL, EXEMPLARY, OR PUNITIVE DAMAGES, OR FOR ANY LOSS OF PROFITS, REVENUE, DATA, GOODWILL, OR EMPLOYMENT OPPORTUNITY, ARISING OUT OF OR RELATING TO THE PLATFORM OR THESE TERMS, EVEN IF ADVISED OF THE POSSIBILITY OF SUCH DAMAGES.

14.2 TO THE FULLEST EXTENT PERMITTED BY LAW, HIREFLOW’S TOTAL LIABILITY FOR ALL CLAIMS ARISING OUT OF OR RELATING TO THE PLATFORM OR THESE TERMS WILL NOT EXCEED THE GREATER OF (A) THE AMOUNTS YOU PAID HIREFLOW FOR THE PLATFORM IN THE 12 MONTHS BEFORE THE EVENT GIVING RISE TO THE CLAIM, OR (B) ONE HUNDRED U.S. DOLLARS (USD 100).

14.3 THESE LIMITATIONS APPLY TO ALL THEORIES OF LIABILITY, INCLUDING CONTRACT, TORT (INCLUDING NEGLIGENCE), AND STRICT LIABILITY, BUT DO NOT LIMIT LIABILITY THAT CANNOT BE LIMITED UNDER APPLICABLE LAW.

15. Indemnification

You will defend, indemnify, and hold harmless HireFlow Tech LLC and its members, managers, officers, employees, and agents from any third-party claim, and related losses, damages, and expenses (including reasonable attorneys’ fees), arising out of your content, your violation of these Terms or of any law, or your infringement of any third-party right. If you are a Customer, this includes claims arising from your job postings, your use of Candidate information or AI output, and your hiring decisions.

16. Suspension and Termination

16.1 By You. You may stop using the Platform at any time. Candidates may delete their account from Settings in the app. A Customer may end its subscription as provided in its Order. 16.2 By Us. We may suspend or terminate your access if you materially breach these Terms, if required by law, or if your use creates a security or legal risk to HireFlow or other users. Where practical and lawful, we will give you notice and an opportunity to cure. 16.3 Effect. When your access ends, your right to use the Platform ends. Sections 4.5, 4.6, 5.3, 7.6, 10, 13, 14, 15, 17, and 19, and any other provisions that by their nature should survive, survive termination.

17. Dispute Resolution and Arbitration

17.1 Informal Resolution. Before starting any proceeding, you agree to contact us at legal@hireflow.tech with a description of the dispute and give us 30 days to try to resolve it informally.

17.2 Binding Arbitration. If the dispute is not resolved informally, any dispute arising out of or relating to these Terms or the Platform will be resolved by final and binding individual arbitration administered by the American Arbitration Association (“AAA”), under its Consumer Arbitration Rules if you are an individual using the Platform for personal purposes, or its Commercial Arbitration Rules otherwise. The arbitration will take place in Dallas County, Texas, or, for individuals, by video conference or in the county where you live. The arbitrator may award the same individual relief that a court could award.

17.3 Class Action Waiver. YOU AND HIREFLOW AGREE THAT EACH MAY BRING CLAIMS AGAINST THE OTHER ONLY IN AN INDIVIDUAL CAPACITY, AND NOT AS A PLAINTIFF OR CLASS MEMBER IN ANY CLASS, COLLECTIVE, CONSOLIDATED, OR REPRESENTATIVE PROCEEDING.

17.4 Exceptions. Either party may bring an individual claim in small claims court, and either party may seek injunctive relief in court for infringement or misuse of intellectual property or unauthorized access to the Platform.

17.5 Fees. For individuals using the Platform for personal purposes, HireFlow will pay AAA filing, administrative, and arbitrator fees in excess of the filing fee you would pay to bring the claim in court, unless the arbitrator finds your claim frivolous.

17.6 Opt-Out. You may opt out of this arbitration agreement by emailing legal@hireflow.tech, from the email address on your account, within 30 days after you first accept these Terms, with the subject line “Arbitration Opt-Out.” Opting out does not affect any other part of these Terms.

17.7 Governing Law and Venue. These Terms are governed by the laws of the State of Texas and applicable U.S. federal law, including the Federal Arbitration Act, without regard to conflict-of-law rules. For any matter not subject to arbitration, you and HireFlow consent to the exclusive jurisdiction of the state and federal courts located in Dallas County, Texas.

18. Apple App Store Terms

If you downloaded the HireFlow app from the Apple App Store:

These Terms are between you and HireFlow only, not Apple Inc. (“Apple”). HireFlow, not Apple, is solely responsible for the app and its content.
Your license to use the app is limited to use on Apple-branded devices you own or control, as permitted by the App Store Terms of Service.
Apple has no obligation to provide maintenance or support for the app.
If the app fails to conform to any applicable warranty, you may notify Apple, and Apple will refund the purchase price, if any. To the maximum extent permitted by law, Apple has no other warranty obligation with respect to the app.
HireFlow, not Apple, is responsible for addressing any claims relating to the app, including product liability claims, claims that the app fails to conform to legal or regulatory requirements, and consumer protection or privacy claims.
HireFlow, not Apple, is responsible for the investigation, defense, settlement, and discharge of any claim that the app infringes a third party’s intellectual property rights.
You represent that you are not located in a country subject to a U.S. Government embargo or designated as a “terrorist supporting” country, and that you are not listed on any U.S. Government list of prohibited or restricted parties.
Apple and its subsidiaries are third-party beneficiaries of these Terms and may enforce them against you.

19. General

19.1 Changes to These Terms. We may update these Terms from time to time. We will post the updated Terms on the Platform and change the “Last Updated” date. For material changes, we will notify you by email or through the Platform at least 30 days before they take effect. Continued use of the Platform after the effective date means you accept the updated Terms. Changes to Section 17 do not apply to disputes of which we had notice before the change. 19.2 Entire Agreement. These Terms, the Privacy Policy, and, for Customers, any Order, are the entire agreement between you and HireFlow about the Platform. If an Order conflicts with these Terms, the Order controls. 19.3 Severability. If any provision is found unenforceable, it will be enforced to the maximum extent permitted, and the remaining provisions will remain in effect. 19.4 No Waiver. Our failure to enforce a provision is not a waiver of our right to do so later. 19.5 Assignment. You may not assign these Terms without our prior written consent. We may assign them in connection with a merger, acquisition, or sale of assets. 19.6 Force Majeure. Neither party is liable for delays or failures caused by events beyond its reasonable control, other than a failure to pay fees. 19.7 Notices. We may send you notices by email or through the Platform. You may send us notices at legal@hireflow.tech. 19.8 Export Controls. You will comply with all applicable U.S. export control and sanctions laws. 19.9 Independent Parties. HireFlow and each Customer are independent contractors. These Terms do not create a partnership, joint venture, agency, or employment relationship.

20. Contact Us

HireFlow Tech LLC Legal: legal@hireflow.tech Support: support@hireflow.tech Privacy: privacy@hireflow.tech Website: https://hireflow.tech