Legal

1. Terms of service

These terms are an agreement between Echo Recruit, of [TO BE COMPLETED: registered entity and address] (“we”), and the organisation that subscribes to the service (“you”). By creating a workspace or using the service you accept them. If you are accepting on behalf of an organisation, you confirm you are authorised to do so.

2. The subscription

Echo Recruit is licensed as an annual subscription per workspace, at the fee set out in your order form or quote, which includes every module of the product and unlimited user seats within that workspace. A workspace is one recruitment business. Reselling access, or operating multiple unrelated businesses through a single workspace to avoid a second subscription, is not covered by this licence.

The fee is quoted in writing before you subscribe. Renewal pricing is confirmed in writing before a renewal takes effect, and we will not increase the fee for an existing customer mid-term.

3. Accounts and seats

• Seats are unlimited, but each person must have their own login. Shared accounts defeat the audit log, which is the record that protects you in a dispute.
• The first user to create a workspace is its administrator. Administrators control roles, invitations and access to commercial figures.
• One account belongs to one workspace. Somebody working for two organisations needs two logins.
• You are responsible for keeping credentials secure and for what is done under your accounts.

4. Acceptable use

You agree not to use the service to:

• store or process personal data you have no lawful basis to hold, including résumés scraped without a basis to contact the person;
• send unsolicited bulk messaging in breach of the rules that apply where the recipient is;
• discriminate unlawfully in hiring, including by writing shortlisting criteria that proxy for a protected characteristic;
• attempt to access another workspace’s data, probe the service’s security without our written agreement, or work around the role restrictions in the product;
• resell, sublicense or white-label the service without our written agreement.

We may suspend a workspace that is causing harm — a live security incident, an unlawful use, or unpaid fees after notice. Where the matter is not urgent, we will ask you to fix it first.

5. Your data stays yours

You own everything you put into your workspace: your clients, your candidates, your employment records, your documents. We claim no licence over it beyond what is needed to run the service for you — storing it, displaying it back to you, backing it up, and passing it to the processors listed in the privacy policy.

We do not use your workspace data to train models, and we do not sell it, mine it for our own commercial purposes, or use one customer’s data to benefit another.

6. Data processing

For candidate, client and employee records in your workspace you are the controller and we are the processor. In that capacity we:

• process that data only to provide the service, on your instructions;
• keep it confidential and limit access to staff who need it to operate or support the service;
• engage only the subprocessors listed in the privacy policy, and tell customers before adding another;
• apply the technical measures described there — workspace isolation enforced in the database, private file storage with short-lived signed links, encrypted integration tokens, and an append-only audit log;
• help you respond to a data subject’s request, and tell you without undue delay if we become aware of a breach affecting your data;
• delete or return your data on termination, as set out in section 13.

Customers who need a signed data processing agreement, standard contractual clauses, or a security questionnaire completed should write to privacy@echorecruit.com.

7. AI and automated decisions

Echo Recruit scores and ranks candidates. It does not decide, and it is not designed to be used as though it does. What that means in practice:

• Scoring is deterministic and readable. Every application gets a weighted score across skills, experience and role match, against criteria you wrote for that requisition. The weights are visible and the factors are broken out per candidate.
• Rules a profile cannot prove are excluded from the arithmetic. Compensation expectations, notice periods, visa status and on-call appetite become screening questions rather than silent deductions.
• The AI ranking argues; it does not adjudicate. The model is instructed to treat the numeric score as evidence rather than a verdict, and returns strengths, risks and a question to ask. A person reads it and decides.
• Decisions stay reconstructable. Evaluations are append-only and shortlisting criteria are versioned, so the rubric that produced a past decision is still readable after the bar has changed. Status transitions are recorded, so a rejection does not erase the fact that a candidate reached final interview.
• Nothing auto-rejects a person. Scores order a list and can flag a candidate as below your bar; moving somebody out of a process is an action a human takes.

What remains yours. You are the employer or the agency acting for one, and the legal obligations of an automated employment decision tool sit with you: bias auditing and candidate notices under New York City Local Law 144; transparency, human oversight and record-keeping duties under the EU AI Act; consent rules for recorded video interviews under the Illinois Artificial Intelligence Video Interview Act; and equivalent rules elsewhere. We build the records those regimes ask for and will support an audit with them. We do not perform your bias audit, and we cannot certify your use of the product as compliant.

8. Availability and support

We aim to keep the service available and will not knowingly deploy a change we expect to break it. We do not currently offer a contractual uptime guarantee with service credits; if your procurement requires one, raise it before you buy rather than afterwards. Planned maintenance that requires downtime is announced in advance. Support is included in the subscription and is raised from inside the product.

9. Fees, tax and renewal

• The subscription is billed annually in advance, in the currency stated on your order form.
• Fees are exclusive of any applicable taxes, duties or withholdings, which are yours to pay.
• Subscriptions renew for a further year unless either side gives notice before the renewal date.
• Fees already paid are non-refundable except where these terms say otherwise or the law requires it. If we terminate for our own convenience mid-term, we refund the unused portion.

10. Intellectual property

We own the software, its design and its documentation. You get a non-exclusive, non-transferable right to use it for your own recruitment business for the term of the subscription. Feedback you send us we may act on freely; it does not transfer any rights in your data.

11. Warranties and disclaimers

We warrant that we will provide the service with reasonable skill and care, and that it will materially perform as this website and our documentation describe. Beyond that, the service is provided as is: we do not warrant that it will be uninterrupted or error-free, and we do not warrant any hiring outcome. Scoring and ranking are decision support, and a score is not a prediction of job performance.

12. Limitation of liability

Neither side is liable for indirect or consequential loss, lost profits, lost revenue or lost goodwill. Our total liability arising out of or in connection with the service in any twelve-month period is limited to the fees you paid us in that period.

Nothing in these terms limits liability that cannot lawfully be limited — including for death or personal injury caused by negligence, or for fraud.

13. Term and termination

• Either side may end the subscription at the end of the current term.
• Either side may terminate for material breach that is not remedied within 30 days of written notice.
• On termination you get 30 days of read access to export your data. We delete workspace data within 90 days of the end of that window, except where we must keep records to meet a legal obligation.
• We will not hold your data hostage in a commercial dispute. Export is available for the period above regardless of the reason the subscription ended.

14. Changes to these terms

We may update these terms for a new release or a legal change. For a material change we will tell customers before it takes effect, and it will not apply retroactively to a term you have already paid for.

15. Governing law

These terms are governed by, and disputes are subject to the exclusive jurisdiction of, [TO BE COMPLETED: governing law and courts]. Before starting proceedings, both sides agree to raise the issue in writing and try to resolve it.

Questions about anything on this page: hello@echorecruit.com.