Last updated: April 6, 2026
Version 1.3
These Terms of Service ("Agreement") govern your use of the HireVia AI platform, APIs, and related services (the "Services") provided by WireApps Limited ("HireVia AI," "we," "us," or "our"), registered in Sri Lanka. By accessing the Services, you ("Customer," "you") agree to this Agreement. If accepting on behalf of an organisation, you confirm authority to bind it.
If you do not agree, do not access or use the Services
1. Services
1.1 Platform Overview
HireVia AI is an AI-powered talent acquisition platform enabling HR teams to review resumes, match candidates, and schedule interviews. The Services include the web application, APIs, integrations, and associated features.
1.2 Beta Services
Beta features are provided for evaluation only, carry no service level commitments, and may be modified or discontinued without notice.
1.3 Service Changes
We may add, modify, or remove features at any time. Material changes affecting core functionality will receive advance notice via email or in-app notification.
2. Accounts & Registration
2.1 Account Creation
You must create an account with accurate, current information and keep it up to date.
2.2 Account Security
You are responsible for credential confidentiality and all account activity. Report suspected unauthorised access immediately to support@hirevia.ai.
2.3 Authorised Users
You may grant access to employees and contractors ("Authorised Users"). You are responsible for their compliance and liable for their platform actions.
3. Acceptable Use
3.1 Permitted Use
Use the Services solely for your internal, legitimate talent acquisition activities.
3.2 Prohibited Activities
You agree not to:
Use the Services unlawfully or in violation of any applicable law
Reverse engineer, decompile, or extract source code or algorithms
Resell, sublicense, or make the Services available to third parties without written consent
Introduce malicious code, viruses, or disruptive elements
Attempt unauthorised access to the Services, systems, or other accounts
Scrape or crawl data except through authorised APIs
Generate, distribute, or facilitate spam, misleading content, or fraudulent listings
Circumvent or disable security measures or access controls
Overburden or impair platform infrastructure
4. AI Features & Automated Processing
4.1 AI-Assisted Tools
The Services use AI/ML for resume screening and candidate matching. These tools support — not replace — human decision-making. Interview scheduling is facilitated through calendar integration but is not AI-driven. All hiring decisions remain your sole responsibility.
4.2 No Guarantees on AI Output
AI outputs (scores, recommendations) are probabilistic and may be imperfect. HireVia AI does not warrant error-free, bias-free, or outcome-specific results. Apply independent human judgment before employment decisions.
4.3 Responsible AI Use
Use AI features in compliance with employment and anti-discrimination laws. Do not use AI tools to discriminate on any protected characteristic.
4.4 Model Improvement
We may use aggregated, anonymised usage data to improve AI models. Identifiable candidate data will not be used for training without your prior written consent.
5. Your Data, Processing & Security
5.1 Ownership
You retain all rights to data you submit ("Customer Data"), including job descriptions, candidate information, and hiring records. HireVia AI claims no ownership.
5.2 Licence to HireVia AI
You grant HireVia AI a limited, non-exclusive, worldwide licence to process, store, and use Customer Data solely to provide and improve the Services per our Privacy Policy.
5.3 Data Accuracy
You are responsible for the accuracy, quality, and legality of Customer Data, including obtaining all necessary consents to share candidate personal data.
5.4 Roles & Candidate Data
You are the data controller; HireVia AI is the data processor, acting only on your documented instructions. You must ensure candidates are appropriately notified. Full DPA with SCCs at hirevia.ai/legal/dpa.
5.5 Breach Notification
HireVia AI will notify you of a confirmed personal data breach without undue delay, including:
Nature of the breach and categories/numbers of records affected
Likely consequences and measures taken or proposed
Cooperation to support your own notification obligations
5.6 Data Transfers
Customer Data may be transferred internationally:
Service
Provider
Location
Safeguard
Infrastructure & Storage
AWS
Singapore (ap-southeast-1)
SCCs / AWS GDPR DPA
AI CV Processing
OpenAI
United States
SCCs / OpenAI DPA
Email Delivery
Resend
United States
SCCs
Calendar / Meetings
Microsoft
United States
SCCs / MS DPA
UK transfers use the IDTA where applicable.
5.7 Subprocessors
Current subprocessors (maintained at hirevia.ai/legal/subprocessors):
Subprocessor
Purpose
Location
Amazon Web Services
Infrastructure, file storage, database hosting
Singapore
OpenAI
AI-assisted CV text processing
United States
Resend
Transactional email delivery
United States
Microsoft
Calendar and meeting integration (Graph API)
United States
Change notification and objection rights per Section 7.
5.8 Security Measures
Encryption in transit (TLS 1.2+) and at rest
Access controls and authentication
Network security monitoring
Regular vulnerability assessments
Incident response procedures
5.9 Data Retention
Active data: retained for duration of Agreement
Candidate data: active recruitment + 12 months, then automated deletion
Post-termination: deleted within 90 days per Section 14.4
Longer retention only where required by law or agreed in writing
5.10 AI Processing Transparency
HireVia AI maintains documentation on the logic, purpose, and limitations of AI features, including bias risks and accuracy considerations. Available on request to support@hirevia.ai. Full AI governance obligations are in the AI Governance Addendum at hirevia.ai/legal/ai-governance.
5.11 Auditability & Record-Keeping
HireVia AI logs AI processing activities (scoring events, recommendations). Logs are retained for a maximum of ninety (90) days from creation. On reasonable written request within the retention period, we provide access to relevant logs for your compliance obligations. The AI Governance Addendum details additional obligations under applicable AI legislation.
6. Confidentiality
6.1 Mutual Obligations
Each party protects the other’s Confidential Information with at least reasonable care and will not disclose to third parties without written consent, except as required by law.
6.2 Definition
"Confidential Information" means non-public information designated or reasonably understood as confidential. Customer Data is yours; HireVia AI’s pricing, roadmaps, and architecture are ours.
6.3 Exclusions
Obligations do not apply to information that: (a) becomes publicly known without breach; (b) was already known without restriction; (c) is independently developed; or (d) is required by law or court order.
7. Third-Party Services & Subprocessors
The Services may integrate with third-party services (calendar, email, cloud infrastructure). HireVia AI is not responsible for third-party availability or practices.
Subprocessor Changes:
14 days’ prior written notice before engaging a new subprocessor or materially changing an existing one
You may object in writing within 14 days of notice
Parties negotiate in good faith for up to 30 days
If unresolved, you may terminate without penalty
Current subprocessors at hirevia.ai/legal/subprocessors and Section 5.7
8. Intellectual Property
8.1 HireVia AI IP
HireVia AI retains all rights to the Services, including software, algorithms, AI models, interfaces, documentation, and trademarks. Nothing transfers our IP to you.
8.2 Feedback
If you provide suggestions or feedback ("Feedback"), you grant HireVia AI a royalty-free, worldwide, irrevocable licence to use it without compensation obligation.
9. Payment Terms
9.1 Beta Period
During the Beta Program (April – June 2026), Services are free in exchange for feedback participation per the Beta Agreement.
9.2 Transition to Paid Plans
Beta-to-paid transition:
60 days’ written notice before any paid subscription begins
Notice includes pricing plan, billing terms, and effective date
You may terminate without penalty if you do not wish to proceed
No fees charged before your affirmative acceptance
Pricing details at hirevia.ai/pricing.
9.3 Taxes
All fees exclude applicable taxes. You are responsible for all taxes except those on HireVia AI’s net income.
10. Service Level & Availability
HireVia AI targets 99%+ uptime during production. Scheduled maintenance communicated in advance. Not liable for outages from third-party failures, force majeure, or your network issues.
10.1 Service Credits (Paid Plans Only)
If uptime falls below 99% in any calendar month (excluding maintenance and force majeure):
Monthly Uptime
Credit (% of Monthly Fees)
Example
98.0% – 98.9%
1% – 10%
98.5% = 5% credit
97.0% – 97.9%
11% – 20%
97.5% = 15% credit
96.0% – 96.9%
21% – 30%
96.0% = 30% credit
< 96.0%
30% (maximum)
Capped at 30%
Formula: 1% credit per 0.1% below 99%, capped at 30%
Sole remedy for downtime; not redeemable for cash
Claims to support@hirevia.ai within 30 days of affected month
11. Disclaimer of Warranties
THE SERVICES ARE PROVIDED "AS IS" AND "AS AVAILABLE" WITHOUT WARRANTIES OF ANY KIND, EXPRESS OR IMPLIED, INCLUDING MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, OR NON-INFRINGEMENT. HIREVIA AI DOES NOT WARRANT THAT THE SERVICES WILL MEET YOUR REQUIREMENTS, BE ACCURATE, RELIABLE, OR ERROR-FREE.
12. Limitation of Liability
Liability Caps:
Category
Maximum Liability
General claims
Greater of: (a) 12 months’ fees, or (b) LKR 250,000
Data protection / security breaches (Section 5)
Greater of: (a) 24 months’ fees, or (b) USD 10,000
Exclusions from caps:
Indemnification obligations
Gross negligence or willful misconduct
Breach of confidentiality obligations
Breach of data protection obligations (Section 5)
Your payment obligations
NEITHER PARTY SHALL BE LIABLE FOR INDIRECT, INCIDENTAL, SPECIAL, CONSEQUENTIAL, OR PUNITIVE DAMAGES, INCLUDING LOSS OF PROFITS, DATA, OR BUSINESS OPPORTUNITY.
13. Indemnification
Party
Indemnifies For
Exclusions
Customer → HireVia
Misuse of Services; breach of law or third-party rights; illegality of Customer Data
N/A
HireVia → Customer
Third-party IP infringement claims against the Services as provided
Modifications by others; unauthorised combinations; Customer Data; your breach
Procedure: (a) Prompt written notice; (b) sole control of defence/settlement; (c) reasonable cooperation. Late notice doesn’t relieve obligations unless materially prejudicial.
14. Term & Termination
14.1 Term
Commences on acceptance; continues until terminated.
14.2 Termination for Convenience
Either party may terminate with written notice. Access suspends on termination.
14.3 Termination for Cause
HireVia AI may terminate immediately if you: (a) materially breach and fail to cure within 14 days; or (b) violate law or pose a security risk.
14.4 Effect of Termination
All licences terminate
Data export available for 30 days post-termination
Customer Data deleted within 90 days after export period, unless law requires retention
Written deletion confirmation on request
14.5 Survival
Confidentiality, IP, Liability, Indemnification, Data Processing & Security (Section 5), and Governing Law survive termination.
15. Governing Law & Dispute Resolution
Determined by Customer’s principal place of business:
Region
Governing Law
Courts
Arbitration
United Kingdom
England & Wales
England & Wales
LCIA (London)
United States
Delaware
Wilmington, DE
AAA Commercial
EU / EEA
Ireland
Dublin
ICC
Singapore / APAC
Singapore
Singapore
SIAC
All Others
Sri Lanka
Colombo
N/A
All disputes: good-faith negotiation first. If unresolved within 30 days, proceed to applicable forum.
16. General Provisions
16.1 Entire Agreement
This Agreement, Privacy Policy, DPA, AI Governance Addendum, and any Order Forms or Beta Agreements constitute the entire agreement.
16.2 Amendments
Material changes: at least 14 days’ notice
Material adverse changes: reject in writing to support@hirevia.ai within 14 days
On rejection: terminate without penalty; prior terms apply until termination
Continued use without rejection = acceptance
16.3 Severability
Unenforceable provisions do not affect the remaining Agreement.
16.4 Waiver
Failure to enforce a right does not waive it.
16.5 Assignment
You may not assign without written consent. HireVia AI may assign on merger, acquisition, or asset sale.
17. Contact Us
WireApps Limited (HireVia AI)
Email: support@hirevia.ai
Website: hirevia.ai
Sri Lanka
By using HireVia AI, you acknowledge that you have read, understood, and agree to be bound by these Terms of Service.