Terms of Service

Agreement and eligibility

These Terms of Service (“Terms”) govern access to and use of the TrueRole websites, customer workspaces, candidate-analysis features, and related services (together, the “Service”). “TrueRole,” “we,” “us,” and “our” refer to the provider of the Service. “Customer” means the organization accepting these Terms, and “User” means an individual authorized to use the Service for that Customer.

By creating an account, accepting an order form, using a paid or trial workspace, or otherwise accessing the Service, you agree to these Terms. If you use the Service for an organization, you represent that you have authority to bind it. The Service is for business use by people who are legally able to enter a binding contract. If you do not agree, do not use the Service.

An order form, online checkout, data processing agreement, or other written agreement that references these Terms is an “Order.” If an Order conflicts with these Terms, the Order controls for that Customer and the subject matter of the conflict.

The Service and AI-assisted analysis

TrueRole helps hiring teams define role criteria, analyze candidate materials, inspect supporting evidence and open questions, prepare for interviews, add reviewer context, and maintain a shared decision record. The Service may use artificial intelligence, deterministic scoring, and other automated processing to produce analysis and workflow outputs.

Outputs depend on the role criteria, candidate materials, configuration, and context provided. They may be incomplete, inaccurate, or unsuitable for a particular purpose. Customer must inspect relevant evidence, consider contrary or supplemental information, and use qualified human reviewers before taking action that affects a candidate.

Accounts and workspace administration

Users must provide accurate account information, keep credentials confidential, and promptly notify TrueRole of suspected unauthorized access. Accounts may not be shared by multiple people. Customer is responsible for its Users, workspace settings, role assignments, integrations, and all activity under its accounts, except to the extent caused by TrueRole’s breach of these Terms.

Customer administrators may invite or remove Users, access Customer Content, configure the workspace, and manage billing. Customer is responsible for confirming that administrators and reviewers have appropriate authority and access. TrueRole may rely on instructions from an authorized administrator.

Customer hiring responsibilities

Customer is solely responsible for its recruiting and employment practices. Customer must:

• Use the Service only for lawful, authorized employment purposes and establish an appropriate legal basis for candidate-data processing.
• Use job-related criteria, apply them consistently, and independently determine whether any selection procedure is valid and appropriate for the role and jurisdiction.
• Provide candidates, employees, regulators, or worker representatives any notices, disclosures, explanations, choices, accommodations, or alternative review processes required by law.
• Maintain meaningful human oversight and not rely solely on a score, ranking, summary, recommendation, or other automated output for an employment decision.
• Evaluate whether bias audits, impact assessments, recordkeeping, or other requirements apply to its use of the Service and complete them before use when required.
• Review and correct inaccurate source information and allow relevant candidate context to be considered.
• Not intentionally use protected characteristics, medical or genetic information, or other unlawful factors as role criteria or decision inputs.

TrueRole does not act as Customer’s employment agency, legal adviser, background-reporting company, or final decision-maker. Unless an Order expressly states otherwise, the Service is not offered as a consumer report under the Fair Credit Reporting Act or similar law, and Customer must not use it as one.

Acceptable use

Customer and Users may not, and may not enable others to:

• Use the Service in violation of employment, privacy, civil-rights, intellectual-property, sanctions, export-control, or other applicable law.
• Upload or access personal information without authorization, or use the Service to discriminate, harass, surveil unlawfully, or make decisions based on prohibited characteristics.
• Probe, scan, disrupt, overload, bypass, or compromise security, authentication, tenant separation, usage limits, or technical restrictions.
• Introduce malware or harmful code; scrape the Service; or use automated means to access it except through an expressly authorized interface.
• Reverse engineer, decompile, copy, frame, modify, or create derivative works of the Service except to the limited extent a restriction is prohibited by law.
• Resell, sublicense, time-share, or provide the Service to third parties except as expressly permitted in an Order.
• Use Service outputs to develop or train a competing candidate-analysis product or to infer confidential details about TrueRole’s models, systems, or security.
• Misrepresent AI-assisted analysis as a decision made by TrueRole or as verified fact without appropriate human review.

We may investigate suspected misuse and limit or suspend access when reasonably necessary to protect candidates, customers, the Service, or third parties. Where practical, we will provide notice and an opportunity to cure.

Customer Content, privacy, and data use

“Customer Content” means candidate materials, role information, reviewer input, records, files, links, and other data submitted to or processed through the Service for Customer. As between the parties, Customer retains its rights in Customer Content. Customer grants TrueRole a limited, non-exclusive right to host, copy, transmit, retrieve, analyze, display, and otherwise process Customer Content only to provide, secure, support, and improve the Service as permitted by these Terms, the Privacy Notice, and any applicable Order or data processing agreement.

Customer represents that it has the rights, permissions, notices, and lawful basis needed for TrueRole to process Customer Content and follow Customer’s instructions. Customer must respond to candidate and data-subject requests as the controller or business and will provide reasonable instructions when TrueRole’s assistance is needed.

TrueRole does not acquire ownership of Customer Content and does not use it to train a shared or general-purpose model for other customers unless Customer expressly agrees in writing. We may generate and use aggregated or de-identified information that cannot reasonably identify Customer, a User, or a candidate to operate, secure, analyze, and improve the Service.

If Customer provides product suggestions or feedback, Customer grants TrueRole a perpetual, worldwide, royalty-free right to use it without identifying Customer or creating a confidentiality obligation, unless the parties agree otherwise in writing.

Third-party services and integrations

The Service may interoperate with payment processors, applicant tracking systems, cloud and email providers, AI model providers, and other third-party services. Customer chooses whether to connect optional integrations and authorizes TrueRole to exchange Customer Content with them as necessary to follow Customer’s instructions.

Third-party services are governed by their own terms and privacy practices. TrueRole is not responsible for a third-party service, changes to it, or data handling outside TrueRole’s control, but remains responsible for its subprocessors to the extent required by applicable law or an executed data processing agreement.

Fees, usage, and billing

Fees, billing interval, included usage, Flex Usage rates, and any negotiated terms are stated at checkout or in the applicable Order. Unless stated otherwise, fees are in U.S. dollars, payment obligations are non-cancelable during the committed subscription period, and fees paid are non-refundable except where required by law or expressly provided in an Order. Customer is responsible for applicable taxes other than taxes based on TrueRole’s net income.

Current public TrueRole plan

Current list pricing: Core is $249 per month or $2,490 per year for 750 monthly Candidate Evaluations and 2 Concurrent Evaluations; Growth is $599 per month or $5,990 per year for 2,000 Candidate Evaluations and 4 Concurrent Evaluations; and Scale is $1,399 per month or $13,990 per year for 5,000 Candidate Evaluations and 6 Concurrent Evaluations. Enterprise uses custom commercial terms, starts at 12,000 monthly Candidate Evaluations, and includes 8+ Concurrent Evaluations subject to capacity review. One Candidate Evaluation covers one unique candidate evaluated for one role, including initial analysis, optional deeper analysis, team feedback, normal retries, and updates. Flex Usage is off by default and requires Customer opt-in and a monthly spend cap. Unused paid Candidate Evaluations may roll over for up to three months subject to the plan bank cap. The pricing and Order displayed when Customer subscribes control.

Unused included Candidate Evaluations expire after the stated rollover period. Flex Usage is measured by the Service and charged in arrears or as stated in the Order. Candidate Evaluations are not currency, have no cash value, are not transferable between unrelated customers, and expire when the subscription and any applicable post-termination period end.

Renewal, payment, and cancellation

Subscriptions renew automatically for the same interval unless Customer cancels before renewal in Plan & Billing or by contacting support. Cancellation takes effect at the end of the current paid period. Customer authorizes the payment processor to charge recurring fees and opted-in Flex Usage. If payment is overdue, we may retry the payment, limit paid features, or suspend access after reasonable notice. We may change prices prospectively by giving notice before the affected renewal.

Trials, demos, and pre-release features

Trials, demo workspaces, evaluation access, and beta or pre-release features may be limited, changed, or ended at any time and may be subject to additional terms. Demo data should be synthetic or appropriately authorized. Unless an Order says otherwise, these offerings are provided for evaluation, without service-level commitments, and may not be used for live employment decisions.

Confidentiality

Each party may receive non-public information that the other party identifies as confidential or that a reasonable person would understand to be confidential (“Confidential Information”). Customer Content is Customer’s Confidential Information. The Service’s non-public technology, security information, pricing exceptions, and product plans are TrueRole’s Confidential Information.

The receiving party will use Confidential Information only to perform or exercise rights under the agreement, protect it with reasonable care, and disclose it only to personnel and service providers who need to know it and are bound by confidentiality obligations. These duties do not apply to information lawfully known without restriction, independently developed, received lawfully from another source, or made public without breach. A party may disclose information when legally required after giving notice where permitted and reasonable assistance at the other party’s expense.

Intellectual property

TrueRole and its licensors own the Service, software, interfaces, workflows, documentation, models, scoring logic, templates, and related intellectual property. Subject to these Terms and payment of applicable fees, TrueRole grants Customer a limited, non-exclusive, non-transferable right during the subscription to permit authorized Users to access and use the Service for Customer’s internal business purposes.

As between the parties, Customer may use outputs generated from its Customer Content for its internal hiring process, subject to these Terms and applicable law. Outputs may contain common or similar language generated for other users and do not transfer ownership of the underlying Service or third-party materials.

Service changes and availability

We may improve, add, modify, or discontinue features. We will not materially reduce the core paid functionality during a current subscription without reasonable notice, except when necessary for security, legal compliance, third-party dependencies, or to prevent harm. Specific support, uptime, response-time, or implementation commitments apply only if stated in an Order.

Customer is responsible for maintaining compatible devices, browsers, network access, and backups or exports appropriate to its needs. Scheduled maintenance, emergencies, internet failures, and third-party outages may affect availability.

Suspension and termination

Either party may terminate an Order for a material breach that remains uncured 30 days after written notice, or immediately if the other party becomes insolvent where permitted by law. TrueRole may suspend access sooner when reasonably necessary to address a security incident, unlawful use, material risk to candidates or third parties, repeated policy violations, or overdue payment. We will limit the scope and duration of suspension when practical.

Upon termination, Customer’s right to use the Service ends and outstanding fees become due. Customer should export needed information before termination. TrueRole will delete or return Customer Content as required by the applicable Order or data processing agreement, subject to legal retention, security records, and protected backup rotation. Provisions that by their nature should survive—including payment, confidentiality, intellectual property, disclaimers, indemnification, liability limits, and general terms—will survive.

Warranties and disclaimers

Each party represents that it has authority to enter the agreement. TrueRole warrants that it will provide the paid Service in a professional and workmanlike manner. Customer’s exclusive remedy for breach of that warranty is for TrueRole to use commercially reasonable efforts to correct the nonconformity or, if correction is not reasonably possible, terminate the affected Order and refund prepaid fees for the unused portion of the terminated period.

Indemnification

TrueRole will defend Customer against a third-party claim that the paid Service, when used as authorized, directly infringes that third party’s patent, copyright, or trademark, and will pay damages and reasonable legal fees finally awarded or agreed in a settlement approved by TrueRole. If such a claim is likely, TrueRole may obtain the right for Customer to continue using the Service, modify or replace the affected portion, or terminate it and refund prepaid fees for the unused portion of the terminated period. This obligation does not apply to claims arising from Customer Content, third-party services, unauthorized modifications or combinations, continued use after notice to stop, or use that violates these Terms or documentation.

Customer will defend TrueRole and its personnel against third-party claims arising from Customer Content, Customer’s recruiting or employment decisions, Customer’s unlawful or unauthorized use of the Service, or Customer’s material breach of these Terms, and will pay resulting damages, settlements, and reasonable legal fees. This obligation does not apply to the extent a claim was caused by TrueRole’s breach, gross negligence, or willful misconduct.

The indemnified party must promptly notify the indemnifying party of a covered claim, provide reasonable cooperation at the indemnifying party’s expense, and allow the indemnifying party to control the defense and settlement. The indemnifying party may not settle a claim in a way that admits fault by or imposes non-monetary obligations on the indemnified party without its written consent. This section states each party’s exclusive remedy for third-party intellectual-property claims covered here.

Limitation of liability

The exclusions and cap do not apply to Customer’s payment obligations; a party’s fraud, willful misconduct, or gross negligence; Customer’s infringement or misuse of TrueRole intellectual property; Customer’s indemnification obligations; or liability that cannot legally be limited. These allocations are an essential basis of the agreement and apply even if a remedy fails of its essential purpose.

General terms

Compliance and export controls

Each party will comply with laws applicable to its performance. Customer may not use or export the Service in violation of trade sanctions or export-control law and represents that it is not prohibited from receiving the Service.

Notices

TrueRole may provide operational and legal notices through the Service or to an account administrator’s email. Customer must keep contact information current. Formal notices to TrueRole must be sent to support@truerole.ai with “Legal notice” in the subject line unless an Order provides another method.

Assignment, relationship, and force majeure

Neither party may assign the agreement without the other’s consent, except to an affiliate or in connection with a merger, reorganization, financing, or sale of substantially all relevant assets, provided the assignee assumes the obligations. The parties are independent contractors; the agreement creates no partnership, agency, employment, or fiduciary relationship. Neither party is liable for delay caused by events beyond its reasonable control, except for payment obligations.

Disputes and governing terms

The governing law and forum stated in an Order control. If no Order identifies them, the parties will first attempt in good faith to resolve a dispute through business representatives; either party may then seek relief in a court with competent jurisdiction under applicable law. Either party may seek immediate equitable relief to protect confidential information, security, or intellectual property.

Entire agreement

These Terms, the Privacy Notice, and applicable Orders and referenced policies form the entire agreement about the Service and replace prior discussions on that subject. A waiver must be in writing. If a provision is unenforceable, it will be limited to the minimum extent necessary and the rest remains effective. Headings are for convenience only.

Changes to these Terms and contact

We may update these Terms as the Service and law evolve. We will post the revised Terms, update the date above, and provide reasonable advance notice of material changes. Changes generally take effect on the stated effective date; for an existing paid subscription, materially adverse changes will apply no earlier than the next renewal unless required for law, security, or prevention of abuse. Continued use after the effective date means acceptance of the updated Terms.

Questions about these Terms can be sent to support@truerole.ai.