Terms of Service | HR Copilot

1. About these terms

These terms are the agreement between your organisation and us for using HR Copilot.

HR Copilot is provided by AIA Artificial Intelligence Developing Services L.L.C S.O.C ("AIA", "we", "us"), a company registered in Dubai, United Arab Emirates (trade licence 1615761).

These terms apply between AIA and the business or organisation that signs up ("you", "the customer"). By creating a workspace, or by using HR Copilot on your organisation's behalf, you agree to them. If you sign up, you confirm you're allowed to agree to these terms for your organisation.

Together with these terms, the following also form our agreement with you:

our acceptable use policy
our data processing agreement, which covers how we handle personal information for you
any order form or quote you sign with us

If they ever conflict, a signed order form wins first, then the data processing agreement (for personal information), then these terms.

2. Who can use HR Copilot

HR Copilot is for businesses and organisations, not for personal use.

You must be a business or organisation, and sign up with a work email address.
Everyone you invite to your workspace ("your users") must be 18 or older and use HR Copilot for your organisation.
You're responsible for your users and what they do in HR Copilot, as if you'd done it yourself.

3. Your account

Keep your sign-in details safe, and tell us straight away if you think someone else has used them.

Each user signs in with their own account. Don't share accounts.
You're responsible for keeping sign-in details secure, and for setting the right role for each user (Owner, Admin, Member or Viewer).
Write to support@hrcopilot.ae if you think your account has been used without permission.

4. Trials, plans and payment

Every plan starts with a 7-day free trial. After that, you pay for the plan and the number of seats you choose, at the prices on our pricing page.

Free trial: 7 days, with no card needed. At the end of the trial you can choose a plan to keep using HR Copilot.
Plans and prices: as shown on our pricing page when you subscribe, or in an order form you sign with us. Prices are per seat (per user), and some features and limits depend on the plan.
Paying: in advance for each billing period, in the way agreed when you subscribe. Prices don't include VAT or other taxes, which are added where they apply.
Late payment: if a payment is more than 14 days late, we may suspend your workspace after telling you (see section 12).
Price changes: we tell you at least 30 days before a price change applies to you. It applies from your next billing period.
Refunds: fees aren't refundable, except as these terms say (for example in section 17).
Fair use: features described as unlimited are for normal hiring, as our acceptable use policy explains.

5. Your data

Your data is yours. We use it only to run HR Copilot for you, and to make anonymised statistics that can't identify anyone.

You own your data: everything you and your users put into HR Copilot, including your candidates' information.
What you allow us to do: you allow us to store, copy, process and show your data only as needed to provide HR Copilot to you, to keep it secure and to support you.
Statistics: we may make anonymised, combined statistics from the use of HR Copilot that can't identify you, your users or any candidate, to improve HR Copilot and to share insights about hiring.
Personal information: when your data includes personal information, such as candidates', we handle it as your processor under our data processing agreement and privacy policy.
Your responsibilities: you're responsible for having the right to put your data into HR Copilot, for telling candidates how their information is used, and for collecting any consent you need. HR Copilot shows candidates our candidate notice, with a link to your own privacy policy if you add one in Settings › Privacy.

6. AI features

HR Copilot's AI helps you hire, but it can be wrong. You make the hiring decisions and you're responsible for them.

AI scores, summaries, interview questions, transcripts, translations and suggestions are there to help. They can contain mistakes, and you should review them.
You decide who moves forward, who is rejected and who is hired, and you're responsible for following employment, labour, anti-discrimination and data protection laws in doing so.
If you enable automatic rejection for a job, you choose the rules and the level, and you're responsible for that choice. Candidates rejected this way can ask for a person to review the decision, and you agree to have someone from your team do so.
Integrity flags (signs that someone may be helping a candidate) are for your team to review. Don't reject a candidate on a flag alone.
We design HR Copilot's AI to support fair and consistent hiring, but we don't promise any particular result.

7. Using HR Copilot properly

Use HR Copilot lawfully and as intended. The acceptable use policy lists what isn't allowed.

Our acceptable use policy says what you and your users must not do, such as discriminating unlawfully, collecting information you're not allowed to, or misusing the AI interview.

8. Our rights in HR Copilot

HR Copilot belongs to us. You may use it under these terms, but you may not copy it or use it to compete with us.

AIA owns HR Copilot: the software, its design, its features and everything we make for it, apart from your data. We give you the right to use it under these terms while your subscription lasts.
You must not, and must not let anyone else:
- use HR Copilot to build or improve a product that competes with it
- copy its features, design, text or workflows
- take it apart, reverse engineer it, or try to get its source code
- test or benchmark it for a competitor, or share such results
- resell it or give access to anyone outside your organisation, unless we agree in writing
Your ideas: if you send us feedback or ideas (for example on Request a feature), we may use them freely, without owing you anything.

9. Services you connect

When you connect Google, Microsoft, Zoom or another service, their own terms apply to it too.

Integrations such as Google Calendar, Gmail, Outlook, Microsoft Teams, Google Meet and Zoom are provided by those companies. Their terms and privacy policies apply to your use of them. We're not responsible for their services, and if they change or stop, the HR Copilot feature that uses them may change or stop too.

10. Availability and support

We work to keep HR Copilot available and tell you about planned maintenance. Support is by email on UAE working days.

We aim to keep HR Copilot available at all times, but we don't promise a specific uptime.
We tell you ahead of planned maintenance that may interrupt the service.
Support is by email at support@hrcopilot.ae, on UAE working days.
We improve HR Copilot all the time, so features may change. We won't remove a main feature of your plan during a paid period without telling you first.

11. Confidentiality (default, not asked)

Each of us keeps the other's confidential information secret.

Each of us may see the other's confidential information, such as your data, or our pricing and product plans. Each of us will use it only for this agreement, protect it at least as carefully as our own, and share it only with people who need it and are bound to keep it confidential. This doesn't cover information that's already public, already known, or that the law requires to be disclosed.

12. Suspension

We may suspend a workspace for misuse, a security risk, a legal order or unpaid fees. We tell you first where we can, and lift it once fixed.

We may suspend all or part of your access if:

you or your users break these terms or the acceptable use policy
there's a risk to HR Copilot's security or to other customers
the law or an authority requires it
fees are overdue

Where we can, we tell you before suspending and give you a chance to fix the problem. We lift the suspension as soon as the reason is fixed. Your data isn't deleted because of a suspension.

13. Ending the agreement

You can stop at any time. When you leave, you have 30 days to ask for a copy of your data, and then we delete it.

You can stop at any time by closing your workspace in Settings, or stop renewing your subscription. Paid time already started isn't refunded, except as section 17 says.
We can end the agreement if you seriously break these terms and don't fix it within 30 days of us telling you, or straight away for serious misuse such as unlawful discrimination or a security attack.
Your data after leaving: we keep it for 30 days so you can ask for a copy, which we send you, and then we delete it. Deleted data clears from our backups within 30 more days. Candidates who created their own HR Copilot account keep their account.
Sections that should last after the end do so, such as 5 (statistics), 8, 11, 15, 16, 18 and 19.

14. Warranties (default, not asked)

We provide HR Copilot with reasonable care. Beyond what these terms say, we don't make other promises.

We will provide HR Copilot with reasonable skill and care, and in line with our privacy policy and data processing agreement. Apart from that, and as far as the law allows, HR Copilot is provided as it is, without other promises, such as that it will always be free of errors or suit a particular purpose.

15. Liability

Our total liability is limited to what you paid us in the 12 months before the claim, or AED 500 during a free trial.

As far as the law allows, our total liability for everything to do with this agreement is limited to the fees you paid us in the 12 months before the event that led to the claim. If you haven't paid us anything, it's limited to AED 500.
Neither of us is liable for indirect losses, such as lost profits, lost business or lost opportunities.
None of this limits liability that the law doesn't allow to be limited, such as for fraud.

16. Covering each other against claims

If someone claims HR Copilot itself infringes their rights, we cover you. If someone makes a claim against us because of how you used HR Copilot, you cover us.

We cover you if a third party claims that HR Copilot, used as these terms allow, infringes their intellectual property, such as a copyright or patent. We will defend the claim and pay the costs and damages awarded or agreed. If that happens, we may change HR Copilot so it no longer infringes, get you the right to keep using it, or, if neither is reasonable, end your subscription and refund prepaid fees for the unused time. This doesn't cover claims caused by your data, by changes you made, by combining HR Copilot with something we didn't provide, or by use that breaks these terms.
You cover us if a third party, such as a candidate or an authority, makes a claim against us because of your data, your hiring decisions, or your or your users' breach of these terms or the law. You will pay our reasonable costs and losses.
How it works: the one being claimed against tells the other promptly, lets them handle the claim, and helps reasonably. Neither settles a claim in a way that blames or binds the other without their agreement.
This cover counts within the limit in section 15.

17. Changes to these terms

When we make important changes, we email you 30 days before they apply. If you disagree, you can leave and get back what you paid for the unused time.

The date at the top always shows when these terms last changed. For important changes, we email the workspace owner 30 days in advance. If you don't agree, you can close your workspace before the changes apply, and we refund any prepaid fees for the unused time. If you keep using HR Copilot after they apply, the new terms apply to you.

18. Publicity

We never use your name or logo in our marketing without your written permission.

19. Law and disputes

These terms are governed by UAE law, and disputes go to the Dubai Courts.

These terms are governed by the laws of the United Arab Emirates, as applied in the Emirate of Dubai. Before going to court, we will both try in good faith to settle any dispute by talking. If that doesn't work within 30 days, the courts of Dubai have jurisdiction.

20. General (default, not asked)

The usual legal fine print.

Whole agreement: these terms, with the documents in section 1, are the whole agreement between us about HR Copilot.
Transfer: you may not transfer this agreement without our written agreement. We may transfer it to a company that takes over our business, and we'll tell you.
Events outside our control: neither of us is responsible for delays or failures caused by events beyond reasonable control, such as major internet outages, natural disasters or government action.
Notices: we send notices by email to the workspace owner. You send them to legal@hrcopilot.ae.
If part is invalid: the rest of these terms still applies.
Language: these terms are written in English. If a translation ever differs, the English version applies.

21. Contact

AIA Artificial Intelligence Developing Services L.L.C S.O.C Office No. 43-44, owned by Dubai Municipality, Bur Dubai, Al Fahidi, Dubai, United Arab Emirates Email: legal@hrcopilot.ae