Terms of Service

Effective date: 1 June 2026 Version: 2026.06.01

1. About these terms

These Terms of Service ("Terms") govern access to and use of the Fairsort website, application, APIs and related services (the "Service"). The Service is provided by Fairsort Ltd ("Fairsort", "we", "us" or "our").

Fairsort Ltd is a company registered in England and Wales with company number 16673168 and registered office at 20 Wenlock Road, London, N1 7GU, England.

By creating an account, accessing the Service, or using the Service on behalf of an organisation, you agree to these Terms. If you use the Service for an organisation, you represent that you have authority to bind that organisation. In these Terms, "Customer" means the organisation that subscribes to or uses the Service, and "User" means an individual authorised by a Customer to use the Service.

For privacy questions, contact privacy@fairsort.ai. For legal notices under these Terms, contact privacy@fairsort.ai.

2. The Service

Fairsort provides recruitment workflow software that helps Customers process recruitment documents, organise candidates, extract and evaluate information from CVs, resumes and job documents, and support hiring team review.

The Service may include account, tenant and user management; document upload, storage, conversion and parsing; resume/CV and job document processing; skill, experience and requirement extraction; evidence summaries, scoring, semantic search, ranking and workflow outputs; mailbox or third-party integration workflows; usage limits, billing and plan management; APIs, dashboards and operational tooling.

We may update, improve or modify the Service from time to time, provided we do not materially reduce the core functionality of a paid subscription during its then-current term without reasonable notice or an appropriate remedy.

3. Accounts and authorised users

Customers are responsible for ensuring only authorised Users access the Service, keeping account and authentication credentials secure, maintaining accurate account, billing and contact information, configuring tenant access, roles and permissions appropriately, and all activity under their accounts except to the extent caused by Fairsort's breach of these Terms.

Users must not share credentials or attempt to bypass authentication, authorisation, plan limits or security controls.

4. Customer data

"Customer Data" means data, documents, text, files, emails, mailbox content, candidate information, job information, prompts, configuration, outputs and other materials submitted to, generated in, or processed through the Service for a Customer.

As between Customer and Fairsort, Customer owns Customer Data. Customer grants Fairsort the rights needed to host, process, transmit, store, analyse, generate outputs from, display and otherwise use Customer Data to provide, secure, support and improve the Service and to comply with these Terms.

Customer is responsible for the accuracy, quality, legality and appropriateness of Customer Data, including ensuring that it has the rights, notices, consents, lawful bases and permissions needed to upload or connect Customer Data to the Service.

5. Recruitment data and candidate information

Customers are responsible for their recruitment processes and hiring decisions. This includes responsibility for providing required privacy information to candidates and applicants; establishing a lawful basis for processing candidate data; handling candidate rights requests where Customer is the controller; ensuring recruitment decisions comply with employment, equality, anti-discrimination, data protection and other applicable laws; reviewing Fairsort outputs before relying on them; and ensuring human oversight of decisions that may significantly affect candidates.

Fairsort does not make hiring decisions for Customers and does not guarantee that any candidate, ranking, score, summary, evaluation or recommendation is complete, unbiased, error-free or suitable for a particular hiring decision.

6. AI-assisted outputs

The Service may use automated processing, machine learning, AI models, semantic search and other algorithmic tools to process Customer Data and generate outputs. Outputs may include extracted profile data, skills, experience evidence, job requirements, summaries, rankings, scores, matches, recommendations, classifications or workflow indicators.

AI-assisted outputs can be inaccurate, incomplete, outdated, biased or unsuitable for a specific context. Customer must independently review outputs and must not use them as the sole basis for making employment, hiring, rejection, compensation, legal, medical, financial or similarly significant decisions.

Customer is responsible for evaluating whether use of the Service is appropriate for its intended recruitment workflow and for implementing appropriate human review, audit and governance controls.

7. Connected mailboxes and third-party integrations

If Customer connects Microsoft 365, Google Workspace or another third-party integration, Customer authorises Fairsort to access and process the connected account, messages, attachments, metadata and related information to provide the configured workflow.

Customer is responsible for having the right to connect the mailbox or integration, configuring permissions appropriately, ensuring the connected data may lawfully be processed through the Service, complying with the third-party provider's terms, and disconnecting integrations when access is no longer required.

Third-party services are not controlled by Fairsort. We are not responsible for third-party service availability, changes, security incidents, terms, data handling or performance except to the extent required by law or expressly agreed in writing.

8. Acceptable use

Customer and Users must not use the Service unlawfully or in a way that infringes rights of others; upload malicious code, malware, unlawful content or content they do not have rights to process; attempt to gain unauthorised access to the Service, another tenant, another account, or Fairsort systems; probe, scan, overload, disrupt, reverse engineer or compromise the Service; bypass usage limits, security controls, access controls or billing controls; use the Service to build or train a competing product except as expressly permitted by Fairsort; use the Service for high-risk decisions without appropriate human review and legal compliance controls; submit special category, criminal offence or highly sensitive data unless Customer has a lawful basis and the Service configuration and Customer agreement permit that processing; or use outputs to discriminate unlawfully or to make decisions prohibited by applicable law.

We may suspend access where we reasonably believe there is a security risk, unlawful use, material breach, non-payment, or risk of harm to Fairsort, the Service, another customer, a candidate, a third-party provider or the public.

9. Plans, fees and payment

Fees, plan limits, billing periods and payment terms are set out in the applicable order form, checkout flow, subscription plan, invoice or written agreement. Unless otherwise stated, fees are exclusive of VAT and other taxes; Customer is responsible for applicable taxes other than taxes on Fairsort's income; subscriptions renew according to the applicable plan or order terms; usage may be subject to plan limits or additional charges; and unpaid fees may result in suspension or termination after reasonable notice.

10. Confidentiality

Each party may receive confidential information from the other party. The receiving party must protect confidential information using reasonable care and may use it only to perform or receive the Service or exercise rights under these Terms.

Confidential information does not include information that is public, already known without confidentiality restriction, independently developed, or lawfully received from a third party without confidentiality restriction.

A party may disclose confidential information where required by law, provided it gives reasonable notice where legally permitted.

11. Privacy and data protection

Fairsort processes personal data as described in its Privacy Policy and any applicable data processing agreement.

Where Fairsort processes personal data on behalf of Customer, Customer is the controller and Fairsort is the processor unless otherwise agreed in writing. Customer instructs Fairsort to process that personal data to provide, secure, support and improve the Service, comply with applicable law, and perform these Terms.

Customer must ensure that it has all required notices, lawful bases, consents, permissions and authority for Fairsort and its subprocessors to process Customer Data.

12. Security

Fairsort will maintain reasonable technical and organisational measures designed to protect Customer Data against unauthorised access, loss, misuse and alteration.

Customer remains responsible for securely administering its tenant, users, roles, permissions, connected accounts, devices, credentials and exports from the Service.

Customer must promptly notify Fairsort of suspected unauthorised access, credential compromise or security issues affecting the Service.

13. Intellectual property

Fairsort and its licensors own all rights in the Service, including software, workflows, models, interfaces, designs, documentation, know-how, templates and other technology. Except for the access rights expressly granted in these Terms, no rights are transferred to Customer.

Customer owns Customer Data. Subject to confidentiality and data protection obligations, Customer grants Fairsort a licence to use Customer Data as necessary to provide, secure, support and improve the Service and comply with these Terms.

Customer may provide feedback, suggestions or ideas. Fairsort may use feedback without restriction or obligation, provided it does not disclose Customer confidential information in doing so.

14. Service availability and support

We aim to provide a reliable Service, but the Service may be unavailable due to maintenance, updates, incidents, third-party provider issues, network failures or events outside our reasonable control.

Support commitments, service levels, maintenance windows and incident processes are as stated in the applicable order form or support policy. If no separate support terms apply, support is provided on a reasonable-efforts basis.

15. Beta, preview and free features

We may offer beta, preview, experimental or free features. These features may be changed, suspended or discontinued at any time and may be less reliable or less complete than generally available features.

Beta, preview, experimental and free features are provided "as is" to the maximum extent permitted by law.

16. Disclaimers

The Service is provided with reasonable skill and care. However, except as expressly stated in these Terms or required by law, we do not warrant that the Service will be uninterrupted, error-free or always available; Customer Data or outputs will be accurate, complete or suitable for a particular purpose; AI-assisted outputs will be free from bias, omission, hallucination or error; the Service will meet every legal, regulatory, recruitment or compliance requirement of Customer; or third-party integrations or providers will remain available or unchanged.

Customer is responsible for determining whether the Service and outputs are appropriate for Customer's intended use.

17. Liability

Nothing in these Terms excludes or limits liability that cannot be excluded or limited by law, including liability for death or personal injury caused by negligence, fraud or fraudulent misrepresentation.

Subject to the paragraph above, Fairsort will not be liable for indirect, consequential, special, incidental or punitive damages, loss of profits, loss of revenue, loss of goodwill, loss of anticipated savings, business interruption, or loss or corruption of data, whether in contract, tort, negligence, breach of statutory duty or otherwise.

Subject to the first paragraph of this section, Fairsort's total aggregate liability arising out of or relating to the Service or these Terms will not exceed the fees paid or payable by Customer in the 12 months before the event giving rise to liability.

18. Indemnity

Customer will defend and indemnify Fairsort against claims, losses, damages, liabilities, costs and expenses arising from Customer Data, Customer's recruitment decisions or employment practices, Customer's breach of these Terms, Customer's unlawful use of the Service, Customer's failure to provide required privacy notices, lawful bases, consents or permissions, or Customer's use of third-party integrations in breach of applicable terms or law.

19. Suspension and termination

Either party may terminate as stated in the applicable order form or written agreement.

We may suspend or terminate access immediately if Customer materially breaches these Terms; Customer fails to pay fees when due after reasonable notice; continued access creates a security, legal, operational or third-party provider risk; we are required to do so by law or a third-party provider; or Customer becomes insolvent or ceases business.

On termination, Customer's right to use the Service ends. Customer should export Customer Data before termination where export functionality is available. We may delete or return Customer Data according to the applicable agreement, data processing agreement, retention policy and legal obligations.

20. Changes to these Terms

We may update these Terms from time to time. If changes are material, we will take reasonable steps to notify Customers. Updated Terms will apply from the effective date stated in the updated version, unless a separate written agreement says otherwise.

If Customer continues using the Service after updated Terms take effect, Customer accepts the updated Terms.

21. Notices

Notices to Fairsort must be sent to privacy@fairsort.ai. Privacy notices or requests may be sent to privacy@fairsort.ai.

We may send notices to Customer through the Service, by email to account contacts, or by other reasonable means.

22. Assignment

Customer may not assign or transfer these Terms without Fairsort's prior written consent, except to an affiliate or successor in connection with a merger, reorganisation or sale of substantially all assets, provided the assignee agrees to these Terms.

Fairsort may assign these Terms to an affiliate or successor in connection with a merger, reorganisation, financing, corporate transaction or sale of substantially all assets.

23. Governing law and jurisdiction

These Terms are governed by the laws of England and Wales.

The courts of England and Wales have exclusive jurisdiction over disputes arising out of or relating to these Terms or the Service, except that either party may seek urgent injunctive or equitable relief in any court of competent jurisdiction.

24. General

These Terms, together with any applicable order form, data processing agreement, privacy policy and referenced policies, form the entire agreement between the parties for the Service.

If any provision is unenforceable, the remaining provisions remain in effect. Failure to enforce a provision is not a waiver. Neither party is liable for delay or failure caused by events outside its reasonable control.