Terms of Service

1. Definitions

• Customer. The employer, recruiter or organisation that creates a HireXA workspace.
• Authorised User. An individual the Customer permits to use its workspace, such as a recruiter, hiring manager, interviewer or admin.
• Candidate. An individual who applies for a role, is sourced or referred, or takes part in an assessment or interview through HireXA.
• Candidate Data. Personal information relating to a Candidate that is processed through the Platform, including resumes, applications, photographs, responses, transcripts, recordings, evaluations and onboarding documents.
• Customer Content. Job descriptions, postings, templates, core values, question banks, branding and other material the Customer or its Authorised Users upload or create.

2. The service

HireXA provides technology to run a hiring process end to end. Depending on the plan and the features a Customer enables, this may include:

• Requisitions, job description generation, job postings and public application links.
• Candidate sourcing from public and third-party sources, resume pools and the HireXA Resume Bank.
• Resume screening and semantic matching against a role, with configurable shortlisting thresholds.
• AI-assisted screening interviews with synthesised voice, live transcription and automated evaluation.
• Live multi-party second-round interviews.
• Auto-generated assessments, including multiple-choice and coding sections, with automated grading.
• Proctoring and integrity reporting, and cross-stage identity verification.
• Interview scheduling, slot management, reminders and rescheduling.
• Candidate communications by email and WhatsApp, including from a Customer's own connected mailbox.
• Feedback, scorecards, offer-letter generation and onboarding document collection.
• Notifications, team and role management, and organisation-level settings.

We may add, change or remove features over time as the product evolves. Individual features are enabled at the Customer's discretion, and some features depend on third-party services that may change or become unavailable.

3. Accounts, workspaces and eligibility

• You must provide accurate information and keep your login credentials secure. You are responsible for all activity under your account and for the acts and omissions of your Authorised Users.
• Workspaces are created with a company email address. To keep an organisation's hiring in one place, a single workspace is generally allowed per company domain, and colleagues join by invitation from a workspace admin.
• You must be at least 18 years old and legally able to enter into these Terms. HireXA is not offered to, and may not be used by, anyone under 18.
• You are responsible for managing role-based access within your workspace so that only appropriate Authorised Users can view Candidate Data.

4. Your responsibilities as an employer

When you use HireXA to process Candidate Data, you are the data fiduciary / controller for that data, and Gsure Technologies acts as your processor in respect of it. You are responsible for:

• Handling Candidate Data lawfully, including under the Digital Personal Data Protection Act, 2023 and any other law that applies to you.
• Providing candidates with the notice their jurisdiction requires, and obtaining any consent required, in particular for recording, proctoring, camera-based analysis, identity verification and WhatsApp messaging.
• Ensuring you have a lawful basis to contact candidates you source or upload, and complying with anti-spam and messaging rules for email, SMS and WhatsApp.
• Making your own hiring decisions, and complying with employment, equal-opportunity and anti-discrimination law in every jurisdiction in which you hire.
• Responding to candidate rights requests concerning data held in your workspace. We will assist you and will forward to you any request we receive that concerns your workspace.
• Setting and applying your own retention practices, and deleting data from your workspace when you no longer need it.

You must not use HireXA to process special or sensitive categories of personal data beyond what the hiring workflow requires, and you must not use the Platform to make employment decisions on any unlawful basis.

5. Candidate sourcing and the HireXA Resume Bank

HireXA may identify candidate profiles from publicly accessible sources and third-party search providers, and may match candidates to your open roles from the HireXA Resume Bank, a talent database operated by Gsure Technologies. Where you use these features:

• Sourced and Resume Bank candidates are provided to you as leads for your own assessment. We do not warrant that any profile is accurate, current, complete, or that the individual is available for or interested in a role.
• You are responsible for how you contact a sourced candidate and for the content of that contact.
• You may use sourced profiles and Resume Bank matches only for your own bona fide recruitment. You may not resell, redistribute, scrape, bulk-export or build a competing database from them, and you may not use them for marketing unrelated to a role.
• Resumes you upload into your own resume pool remain scoped to your organisation and are not shared with other Customers.

6. Recording, proctoring and identity verification

Where you enable these features, the Platform may record an interview session, including the candidate's shared screen and the audio of both the candidate and the AI interviewers. It may also capture identity photographs, analyse camera frames on the candidate's device, and log integrity events such as tab switches, copy and paste actions, developer-tool access, additional people in view and gaze direction.

• You must inform candidates that these features are active before a session begins, and must obtain consent where the law requires it. Enabling them is your decision and your responsibility.
• Integrity scores, proctoring flags and identity-match results are advisory signals produced by automated systems. They are not proof of misconduct and are not a determination about any individual.
• You must not treat a flag or a score as an automatic disqualification. Any adverse action must be based on your own human review, and you should give the candidate an opportunity to respond where the law requires it.
• You may not use recordings, photographs or proctoring data for any purpose other than evaluating the candidate for the role in question, and you may not use them to build biometric or surveillance databases.

7. AI features, accuracy and human oversight

HireXA uses artificial intelligence to generate job descriptions and questions, screen and rank resumes, conduct interviews, transcribe speech, evaluate responses and draft documents. AI output is generated by statistical models and may be incomplete, inaccurate or unsuitable for a particular purpose.

• AI output is provided to assist human judgement and must not be the sole basis for a hiring decision, a rejection, or any other decision with a legal or similarly significant effect on a candidate.
• You are responsible for reviewing AI-generated content, including job descriptions, questions, evaluations and offer letters, before it is used or sent.
• Automated steps such as threshold-based shortlisting, integrity flagging and post-rejection waiting periods operate according to settings you configure. You are responsible for those settings and their effects.
• Where the law in your jurisdiction imposes obligations on automated employment decision tools, such as notice, bias auditing, explanation or a right to human review, you are responsible for meeting them.
• We do not warrant that AI-generated assessments, scores or evaluations are free from error or bias, and we do not warrant any particular hiring outcome.

8. Assessments, question bank and code execution

• Assessment questions, whether drawn from the HireXA question bank or generated for your role, are licensed to you for use in your own hiring. You may not publish, resell or distribute them.
• Candidate coding submissions are executed in a sandboxed environment for grading. You must not use the Platform to run code for any purpose other than evaluating a candidate's submission, and must not attempt to use it as general-purpose compute.
• Automated grading and verdicts are produced by deterministic and AI-assisted systems and should be reviewed before they are relied on.

9. Communications and connected accounts

HireXA sends recruitment communications on your behalf. You may connect your own Google or Microsoft mailbox so that messages are sent from your address, and may connect LinkedIn so that job postings you create can be published.

• When you connect a Google mailbox, HireXA requests only the ability to send email on your behalf (the gmail.send scope) and does not read, download or modify your mailbox. Microsoft uses the equivalent Mail.Send permission.
• When you connect LinkedIn, HireXA requests permission to read your basic profile and to publish posts you create in HireXA to your feed or to a company page you administer. HireXA does not read your messages or connections and posts nothing you have not initiated.
• WhatsApp messaging is delivered through the WhatsApp Business Platform and is subject to Meta's policies, including template approval and messaging-window rules. You are responsible for having a lawful basis and any required opt-in to message a candidate.
• You are responsible for the content of every communication sent from your workspace or your connected account, and for complying with the terms of the relevant provider.
• You may disconnect any integration at any time from your settings; doing so will disable the features that depend on it.

10. Offer letters and onboarding documents

• Offer letters generated by HireXA are drafts assembled from your own template and the details you supply. They are not legal advice. You must review and approve every offer before it is sent, and you remain solely responsible for its contents and for the employment relationship it creates.
• Onboarding collection may involve government identification, tax identifiers, bank details and employment records. You determine which documents are required, and you are responsible for handling them lawfully, including any statutory restrictions that apply to specific identification documents.
• You must limit access to these documents within your workspace to Authorised Users who need them, and must not use them for any purpose beyond employment verification, payroll and onboarding.

11. Acceptable use

You agree not to:

• Use the service for any unlawful, discriminatory, deceptive or fraudulent purpose.
• Upload content you do not have the right to share, or that infringes someone else's rights.
• Post fake or misleading job listings, or collect candidate information under a false pretext.
• Attempt to disrupt, probe, reverse engineer, decompile, or gain unauthorised access to the service, its models, its infrastructure or another organisation's data.
• Scrape, bulk-download or systematically extract data from the Platform, or use it to build a competing product or dataset.
• Use the service to send spam or unsolicited communications.
• Circumvent usage limits, share credentials, or permit access by anyone other than your Authorised Users.
• Upload malware, or submit code intended to escape the execution sandbox, mine cryptocurrency, or attack any system.

12. Terms for candidates

If you take part in an application, assessment or interview through HireXA, the following applies to you. HireXA provides the technology; the organisation that invited you decides whether to hire you.

• You agree to provide accurate information about yourself and your background, and not to impersonate anyone or have another person take an assessment or interview on your behalf.
• Where the organisation has enabled recording, proctoring or identity verification, you will be told before the session begins. Taking part is voluntary; if you do not wish to proceed, you can decline and contact the organisation about alternatives.
• You may not record, copy, republish or share assessment questions or interview content.
• You may not attempt to defeat proctoring, use unauthorised assistance during a timed assessment, or interfere with the session.
• Automated scores, transcripts and integrity signals are shared with the organisation that invited you. You may ask that organisation about a decision, and may ask us about how the Platform handles your information, as described in our Privacy Policy.

13. Intellectual property

The HireXA platform, including its software, models, prompts, question bank, design and branding, remains the property of Gsure Technologies and its licensors. Subject to these Terms, we grant you a limited, non-exclusive, non-transferable right to access and use the Platform for your internal recruitment purposes during your subscription.

You retain ownership of Customer Content, and rights in Candidate Data remain as between you, the candidate and applicable law. You grant us the limited rights needed to host, process, transmit and display that content so that we can provide the service to you, and to create aggregated or de-identified data that does not identify you, your organisation or any candidate. We may use such aggregated or de-identified data to operate, secure and improve the Platform.

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

14. Confidentiality

Each party may receive non-public information from the other. Each party will protect the other's confidential information with at least reasonable care, use it only to perform under these Terms, and disclose it only to personnel and service providers who need it and are bound by similar obligations. This does not apply to information that is public, independently developed, or required to be disclosed by law.

15. Fees, plans and trials

Paid plans, usage limits and billing terms are those set out in your order form, subscription plan or written agreement with us. Unless that document says otherwise, fees are exclusive of taxes, are payable in advance, and are non-refundable except where required by law. We may change pricing on notice, effective from your next renewal. Trial, evaluation and free-tier access may be modified or withdrawn at any time.

16. Availability, support and changes

We work to keep the service available and reliable, but we do not guarantee uninterrupted access. We may perform maintenance, update features, or modify the service from time to time. Some features depend on third-party providers, including AI, speech, messaging, storage and identity services, and may be degraded or unavailable if a provider is unavailable or changes its terms.

17. Third-party services

The Platform integrates with third-party services, and your use of those integrations is also governed by the relevant provider's terms and policies. We are not responsible for third-party services, for their availability, or for how a provider handles information once you have authorised the integration. The categories of provider we use are described in our Privacy Policy.

18. Disclaimers

To the maximum extent permitted by law, the service is provided on an "as is" and "as available" basis, without warranties of any kind, express or implied, including any implied warranty of merchantability, fitness for a particular purpose, accuracy or non-infringement. Without limiting the above, we do not warrant that AI-generated content, match scores, assessment results, transcripts, proctoring signals or identity-match results will be accurate, complete, unbiased or suitable for any hiring decision, and we do not warrant any hiring outcome.

19. Limitation of liability

To the maximum extent permitted by law, neither party will be liable for indirect, incidental, special, punitive or consequential damages, or for loss of data, revenue, profits, goodwill or business opportunity, arising out of or relating to the service, even if advised of the possibility.

To the maximum extent permitted by law, our total aggregate liability arising out of or relating to these Terms will not exceed the amounts you paid to us for the service in the twelve months immediately preceding the event giving rise to the claim. Nothing in these Terms limits liability that cannot be limited under applicable law.

20. Indemnity

You will indemnify and hold harmless Gsure Technologies and its officers, employees and agents against claims, damages, liabilities, costs and reasonable legal fees arising from: your Customer Content; your use of the Platform in breach of these Terms or of applicable law; your hiring decisions and the communications you send; your failure to give candidates required notice or to obtain required consent, including for recording, proctoring, identity verification or messaging; and your handling of Candidate Data as the data fiduciary for it.

21. Suspension and termination

You may stop using the service and request deletion of your account at any time. We may suspend or terminate access if these Terms are breached, if fees are unpaid, if required by law, or if suspension is needed to protect the service, other users or candidates. Where practical and lawful, we will give notice first.

On termination, your right to use the service ends. You may request an export of your workspace data within 30 days of termination, after which we may delete it. We will handle your data in line with our Privacy Policy and applicable law. Provisions that by their nature should continue, including intellectual property, confidentiality, disclaimers, limitation of liability, indemnity and governing law, survive termination.

22. Data protection

Our handling of personal information is described in the Privacy Policy, which forms part of these Terms. Where we process Candidate Data on your behalf, we do so on your documented instructions, apply appropriate technical and organisational security measures, engage sub-processors under written terms, assist you with candidate rights requests and with security-incident notification, and delete or return the data on termination as described above. Customers who require a separate data processing agreement may request one at hello@hirexa.ai.

23. Changes to these Terms

We may update these Terms occasionally. When we do, we will update the "Last updated" date above, and material changes will be communicated through the service where appropriate. Continued use after a change means you accept the updated Terms.

24. Governing law and disputes

These Terms are governed by the laws of India, without regard to conflict of laws principles. The courts at Chandigarh, India will have exclusive jurisdiction over any dispute arising out of or relating to these Terms, unless applicable law requires otherwise. The parties will attempt in good faith to resolve any dispute informally before commencing proceedings.

25. General

These Terms, together with the Privacy Policy and any order form or written agreement, are the entire agreement between you and Gsure Technologies regarding the service. If a provision is held unenforceable, the rest remains in effect. A failure to enforce a provision is not a waiver. You may not assign these Terms without our consent; we may assign them in connection with a merger, acquisition or sale of assets. Neither party is liable for delay or failure caused by events beyond its reasonable control.

26. Contact

Questions about these Terms can be sent to hello@hirexa.ai.

HireXA, operated by Gsure Technologies Private Limited, Sector - 20, Panchkula, Haryana, India.