Terms of Service
Effective Date
Oct 27, 2026
Version 1.8 WireApps Limited, Sri Lanka
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"), 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 use the Services.
In Short
AI-powered talent platform for resume screening, candidate matching, and interview scheduling — AI is decision-support only; you make every hiring decision.
You control your data as Controller; we process it as Processor per the DPA. We don't sell it, and we don't train models on candidate data of any form.
Tiered subscription pricing, billed in advance, auto-renewing; fees are generally non-refundable.
99%+ uptime target with service credits for shortfalls; liability capped at the greater of 12 months' fees or $1,000 (general and data-protection claims alike).
Either party can terminate; data stays exportable for 30 days post-termination, then is deleted within 90 days.
Governing law and dispute forum depend on your location (UK, US, EU, Singapore/APAC, or Sri Lanka default).
Services
1.1 Overview. HireVia AI is an AI-powered talent acquisition platform for reviewing resumes, matching candidates, and scheduling interviews. It includes the web application, APIs, integrations, and associated features. Processing of Personal Data for pipeline management and interview scheduling (including calendar integration via Microsoft) is carried out under this Agreement; the DPA (§2) covers the platform's AI-specific processing purposes.
1.2 Beta features. Individual Services features may be designated as Beta. Beta features are for evaluation only, carry no service level commitments, and may change or be discontinued without notice. Designation of a feature as Beta does not affect the generally-available status of the Services as a whole.
1.3 Changes. We may add, modify, or remove features. Material changes to core functionality receive at least 14 days' advance notice by email or in-app, per §16.2.
Accounts
2.1 Provide accurate, current registration information and keep it updated.
2.2 You are responsible for credential confidentiality and all account activity. Report suspected unauthorised access to support@hirevia.ai.
2.3 You may grant access to employees and contractors ("Authorised Users") and are liable for their compliance.
2.4 Account holder. The person who creates the account is the Tenant Owner and the account holder for this Agreement. There is one Tenant Owner per account. The Tenant Owner receives notices under this Agreement (including changes, billing and breach notices) at the email address on the account, is the only user who can add paid seats, and can cancel the subscription or transfer ownership to an existing Admin.
Acceptable Use
Use the Services solely for your internal, legitimate talent acquisition activities. Core prohibitions include: unlawful use; reverse engineering; reselling without consent; introducing malicious code; unauthorised access; and scraping except via authorised APIs. Full conduct rules — including recruitment-fraud, candidate-protection, and AI-ethics obligations — are in the Acceptable Use Policy, which forms part of this Agreement.
AI Features & Automated Processing
4.1 Decision-support only. The Services use AI/ML for resume screening, candidate matching, and interview-transcript analysis. Interview scheduling is calendar integration, not AI-driven. AI outputs support — never replace — human decision-making. All hiring decisions are your sole responsibility.
4.2 No guarantees. AI outputs (scores, recommendations) are probabilistic and may contain errors, inaccuracies, or bias. We do not warrant they are accurate, bias-free, or free from disparate impact, or that use will produce non-discriminatory outcomes. Apply independent human judgment before any employment decision.
4.3 You are the deployer. For purposes of applicable AI-governance and automated-employment-decision-tool ("AEDT") laws (including the EU AI Act), you are the deployer of the Services. You must: (a) implement human oversight before any employment decision informed by Output; (b) conduct required bias audits, algorithmic impact assessments, and disparate-impact analyses; (c) provide legally required candidate notices and consents; and (d) not treat Output as determinative. Our AI governance obligations are in the AI Governance Addendum.
4.4 No model training or improvement use. We do not use candidate data — identifiable or anonymised/aggregated — to train, fine-tune, or otherwise improve AI models.
Your Data, Processing & Security
5.1 Ownership. You retain all rights to data you submit ("Customer Data"). We claim no ownership.
5.2 Licence. You grant us a limited, non-exclusive, worldwide licence to process Customer Data to provide the Services and for the service-improvement purposes described in our Privacy Policy §3 (which excludes AI model training or improvement, per §4.4).
5.3 Accuracy & consent. You are responsible for the accuracy, quality, and legality of Customer Data, including obtaining candidate consents.
5.4 Roles. You are the data controller; HireVia AI is the data processor, processing Personal Data for CV parsing, candidate matching, screening recommendations against a JD, and interview analysis. Full terms are in the DPA.
5.5 Breach notification. We notify you of a confirmed personal data breach without undue delay, with nature, records affected, likely consequences, and mitigation, and cooperate with your notification obligations.
5.6 Transfers. Primary storage is AWS Singapore. Processing may involve transfers to the US. Safeguards: SCCs (EU/EEA) and the UK IDTA where applicable.
5.7 Subprocessors.
Each subprocessor is bound by its own data processing agreement. Current list available on request. We give 14 days' notice of new subprocessors; you may object and, if unresolved, terminate without penalty.
5.8 Security. Encryption in transit (TLS 1.2+) and at rest; role-based access controls; network monitoring; vulnerability assessments; incident response. ISO 27001 certification in progress.
5.9 Retention. Active data, including candidate data, is retained for as long as your account remains active. Deletion is handled manually on request, or per §14.4 (post-termination).
5.10 AI outputs. AI-generated outputs (match scores, screening recommendations, CV-parsed data, interview analysis results) are stored as part of Customer Data and retained per §5.9's candidate-data schedule, not as a separate log with its own retention period. Access is available per your standard data-export rights.
Confidentiality
Each party protects the other's Confidential Information with at least reasonable care and discloses only as required by law. Customer Data is yours; our pricing, roadmaps, and architecture are ours. Excludes information that is public, already known, independently developed, or legally compelled.
Third-Party Services
The Services may integrate with third-party services (calendar, email, cloud). We are not responsible for their availability or practices. Subprocessor changes and objection rights per §5.7.
Intellectual Property
8.1 We retain all rights to the Services, including software, algorithms, AI models, interfaces, and trademarks. Nothing transfers our IP to you.
8.2 Feedback. You grant us a royalty-free, worldwide, irrevocable licence to use any feedback without compensation. This licence does not extend to Customer Data or candidate personal data, which remain governed by §5 and the DPA.
Payment
9.1 Pricing. The Services are offered on tiered subscription plans. Current tiers, prices, and included allowances are published at hirevia.ai/pricing and, for negotiated plans, in your Order Form.
9.2 Billing. Subscriptions are billed in advance on a monthly or annual cycle and auto-renew for successive terms unless cancelled before the renewal date. Upgrades take effect immediately, with charges prorated where applicable. Downgrades take effect at the end of the current billing period, with no refund or credit for the remainder of that period. If a downgrade leaves you with more active jobs than the new plan allows, the extra jobs are paused until you are within the new limit or upgrade. Payments are processed by our payment provider (Stripe).
9.3 Metered charges. Certain tiers include usage-based charges beyond the base subscription (for example, per-search or per-interview-analysis fees on Solo tiers). Applicable metered rates are shown at hirevia.ai/pricing. On Paid Solo they are billed in arrears on your regular cycle. On Free Solo, you must add a payment method before first use, and each metered use is charged to it at the time of use.
9.4 Allowances & overages. Plans include usage allowances. Where a plan permits overage, usage beyond the allowance is billed at the rates published at hirevia.ai/pricing. Free tiers are subject to a hard usage cap and do not incur overage charges; access pauses when the cap is reached until the next cycle or an upgrade. Some allowances on paid plans, for example search and interview analysis on Team and Enterprise, are also hard monthly limits with no overage; access to that feature pauses until the next cycle, or until you move to a plan or agreement with a higher limit.
9.5 Failed payments. If a payment fails, we may retry the charge and will notify you. For failed payments, the 14-day cure period in §14.3 starts on the date of the first failed payment attempt. If the payment has not been made by the end of that period, we may suspend your access until it is. While access is suspended, you can still log in, view and export your data, and update your payment method. If the payment is still outstanding 30 days after suspension begins, we may cancel your subscription, and §14.4 then applies.
9.6 Taxes. Fees exclude applicable taxes; you are responsible for all except taxes on our net income.
9.7 Refunds. Subscription fees are non-refundable except where required by law. On cancellation, access continues until the end of the paid term; prepaid annual plans are not refunded for the unused portion unless stated otherwise in your Order Form. Metered and overage charges already incurred are non-refundable.
Service Level (Paid Plans)
We target 99%+ uptime. If monthly uptime falls below 99% (excluding maintenance and force majeure):
Formula: 1% per 0.1% below 99%, capped at 30%. Sole remedy for downtime; not redeemable for cash. Claims to support@hirevia.ai within 30 days.
Warranty Disclaimer
Limitation of Liability
All monetary caps are stated in US dollars. Where local law requires amounts to be expressed or enforced in another currency, the USD figure converts to the equivalent in the applicable local currency at the exchange rate on the date the claim arises.
Excluded from caps: indemnification obligations; gross negligence or willful misconduct; breach of confidentiality; your payment obligations.
NEITHER PARTY IS LIABLE FOR INDIRECT, INCIDENTAL, SPECIAL, CONSEQUENTIAL, OR PUNITIVE DAMAGES, INCLUDING LOST PROFITS, DATA, OR BUSINESS OPPORTUNITY.
Indemnification
Procedure: prompt written notice; sole control of defence/settlement; reasonable cooperation.
Term & Termination
14.1 Term. Commences on acceptance; continues until terminated.
14.2 Convenience. Either party may terminate with written notice; access suspends on termination. Where you cancel a paid subscription, access continues until the end of the paid term (§9.7).
14.3 Cause. We may terminate immediately if you materially breach and fail to cure within 14 days, or violate law or pose a security risk.
14.4 Effect. Licences terminate. Data export available for 30 days; Customer Data deleted within 90 days after, unless law requires retention. Written deletion confirmation on request.
14.5 Survival. Confidentiality, IP, Liability, Indemnification, Data Processing & Security (§5), and Governing Law survive.
Governing Law
Determined by your principal place of business:
Disputes go to good-faith negotiation first; if unresolved within 30 days, to the applicable forum.
General
16.1 Entire agreement, definitions & precedence. This Agreement, Privacy Policy, DPA, AI Governance Addendum, and Acceptable Use Policy form the entire agreement. References to the "Agreement" in any of those documents mean this Agreement (the Terms of Service), and capitalised terms not defined in them have the meanings given in this Agreement. In case of conflict between these documents, the following order of precedence applies to the extent of the conflict: (1) the DPA, for data protection and processing matters; (2) the AI Governance Addendum, for AI-feature-specific matters; (3) the Acceptable Use Policy, for conduct and enforcement matters; (4) this Agreement; (5) the Privacy Policy. By accepting this Agreement, you also agree to the Privacy Policy, the DPA, the AI Governance Addendum and the Acceptable Use Policy, each of which forms part of it.
16.2 Amendments. We give at least 14 days' notice of material changes. You may reject a material adverse change in writing within 14 days; if you do, you may terminate without penalty, and the prior terms apply until termination. Continued use = acceptance.
16.3 Severability · Waiver · Assignment. Unenforceable terms don't affect the rest. Non-enforcement isn't waiver. You may not assign without consent; we may assign on merger, acquisition, or asset sale.
Contact
WireApps Limited (HireVia AI) · support@hirevia.ai · hirevia.ai · Sri Lanka
By using HireVia AI, you acknowledge that you have read, understood, and agree to these Terms of Service.
