Shortlst Terms of Service

Effective date: 8/20/2025

1. Who we are

Shortlst ("Shortlst," "we," "our," or "us") provides software and services for interview scheduling, hosting, recording, transcription, AI-driven analysis and assessments, candidate shortlisting, and related developer APIs (collectively, the "Service"). Company details:

• Legal entity name: {Your Company Legal Name}
• Registered office: {Full Address}
• CIN / Registration No.: {If India-incorporated}
• GSTIN: {If applicable}
• Contact: {Support Email} | {Support Phone}

If you are entering these Terms on behalf of an entity, you represent that you have authority to bind that entity. If you do not agree to these Terms, do not access or use the Service.

2. Other documents that apply

These Terms incorporate by reference:

• Privacy Policy – explains how we collect and use personal data.
• Data Processing Addendum (DPA) – governs our processing of personal data on your behalf (GDPR/UK GDPR/DPDP Act 2023 ready).
• Acceptable Use Policy (AUP) – sets out prohibited uses and content.
• Service Level Agreement (SLA) – uptime/support targets for paid plans.
• API Terms – for developers using our APIs and webhooks.
• Country/Region-Specific Terms – additional terms for users in certain jurisdictions (see Section 27).

In case of conflict, the order of precedence is: Country/Region-Specific Terms → DPA → these Terms → Privacy Policy → AUP/SLA/API Terms.

3. Eligibility and accounts

• Minimum age. You must be at least 18 years old (or the age of majority where you live) to create an account. If you use the Service on behalf of an organization, you confirm you are authorized to do so.
• Account security. You are responsible for the confidentiality of your credentials and for all activities under your account. Notify us promptly of unauthorized access.
• Verification. We may request KYC or similar verification under applicable law (e.g., to prevent fraud or abuse) and may disable accounts that fail verification.

4. Subscriptions, pricing, and taxes

• Plans. We offer free, trial, and paid plans as described on our pricing page. Features may vary by plan.
• Billing. Paid subscriptions are billed in advance on a recurring basis (monthly/annual) unless otherwise specified in an Order Form.
• Renewals and cancellation. Subscriptions auto-renew for the same term unless canceled before the renewal date. You can cancel at any time; cancellations take effect at the end of the current billing period.
• Changes. We may change prices or plan features for new billing periods with reasonable advance notice.
• Refunds. Except where required by law or our specific refund policy, fees are non-refundable.
• Taxes. Fees are exclusive of taxes. You are responsible for GST/VAT/sales or similar taxes where applicable. We may collect taxes where we have a legal obligation.

5. Trials, beta features, and free access

• Trials. Trial access is for evaluation only and may be limited or terminated at any time.
• Beta/preview. Beta or pre-release features may be unstable, may not be supported, and are provided "AS IS."
• Feedback. You grant us a non-exclusive, worldwide, royalty-free license to use feedback for product improvement without obligation to you.

6. The Service; changes and availability

• Provision. We will provide the Service with reasonable skill and care. Certain features may be provided by third-party integrations.
• Changes. We may modify, add, or remove features. Material changes will be communicated in advance where practicable.
• Availability. We aim for high availability (see SLA for paid plans) but do not guarantee uninterrupted Service.
• Support. Support channels and response targets are described in the SLA.

7. Your content and interview data

• Your Content. You (or your employer/client) retain all rights to video/audio recordings, transcripts, test results, résumés/CVs, job descriptions, chat logs, and other materials you upload or generate using the Service (collectively, "Your Content").
• License to us. You grant Shortlst a worldwide, non-exclusive, royalty-free license to host, process, transmit, display, and create derivative works of Your Content solely to provide, secure, maintain, and improve the Service, to comply with law, and to prevent fraud/abuse. Where legally allowed, we may use de-identified data to improve models and features; see the Privacy Policy/DPA for controls and opt-outs.
• Responsibility. You are responsible for the accuracy, legality, and means of acquisition of Your Content, including obtaining all notices and consents required by law (e.g., consent to record, consent for AI processing, cross-border transfers).
• Data retention. We retain Your Content according to your plan settings or as required by law. You can delete recordings and data via the product or by contacting us.

8. Consent to recording and AI processing

• Recording. The Service may enable recording of audio, video, and screen, and automatic transcription. All participants must be informed and, where required, must consent to recording and to the processing of their personal data by Shortlst and by you as the controller.
• Automated processing. The Service uses automated processing (including machine learning) to generate analyses, scores, and recommendations. You must provide clear notices and, where required by law (e.g., EU/UK), obtain consent or establish a lawful basis for automated decision-making. Do not use scores as the sole basis for employment decisions without appropriate human review.
• Sensitive data. Do not collect or process special category/sensitive personal data (e.g., health, biometric identifiers for identification, religion) unless strictly necessary, lawful, and enabled by the DPA and Privacy Policy with appropriate safeguards.

9. Data protection and cross-border transfers

• Roles. For employer/recruiter accounts, you are the controller (or equivalent) of candidate data; we act as your processor. For individual accounts, we are the controller of your account data.
• DPA. Our DPA includes required terms for GDPR/UK GDPR and India's Digital Personal Data Protection Act, 2023 ("DPDP Act"), including confidentiality, subprocessors, security, and data-subject rights assistance.
• Transfers. We may process data globally and use subprocessors. Transfers from the EEA/UK/Switzerland rely on appropriate safeguards (e.g., SCCs/IDTA/Swiss addendum). For India, cross-border transfers will follow the DPDP Act and any applicable government notifications.
• Security. We implement reasonable technical and organizational measures appropriate to the risk (e.g., encryption in transit and at rest, access controls, logging, and regular testing). You are responsible for securing your endpoints, networks, and accounts.

10. Acceptable Use Policy (high level)

You may not use the Service to:

1. Violate laws or third-party rights (including privacy, publicity, or IP rights).
2. Discriminate or make illegal hiring decisions, or to generate content that is harassing, hateful, defamatory, or pornographic.
3. Upload malicious code or attempt to disrupt or gain unauthorized access to systems.
4. Reverse engineer, decompile, or train competitive models on our outputs except as permitted by law and these Terms.
5. Collect or infer sensitive attributes about candidates unless required and lawful, with appropriate notices and safeguards.
6. Use the Service for surveillance, credit scoring, or any high-risk use without written permission.

(See the full AUP for details.)

11. Intellectual property; license and restrictions

• Our IP. The Service, including software, models, designs, trademarks, and documentation, is owned by Shortlst and its licensors and is protected by law. No rights are granted except as expressly stated.
• License to you. Subject to these Terms, we grant you a limited, non-exclusive, non-transferable, non-sublicensable license to access and use the Service during your subscription term.
• Third-party materials. The Service may include or link to third-party services or open-source software; their licenses apply. We are not responsible for third-party services unless expressly stated.

12. User submissions and community features

If you submit reviews, comments, or suggestions, you grant Shortlst a worldwide, perpetual, irrevocable, royalty-free license to use, reproduce, and display them for any purpose, with or without attribution, unless prohibited by law.

13. Payment terms and late fees

You authorize us to charge your payment method for all fees due. If a payment fails and remains unpaid for 15 days, we may suspend or terminate access. Late amounts may accrue interest at the lesser of 1.5% per month or the maximum allowed by law, plus reasonable collection costs.

14. Term; termination; suspension

• Term. These Terms apply from your account creation or first use and continue until your subscription ends or your account is closed.
• Termination for convenience. You may terminate by canceling your subscription or closing your account.
• Termination for cause. Either party may terminate for material breach not cured within 30 days of notice. We may suspend or terminate immediately for illegal activity, risk to the Service, or nonpayment.
• Effect of termination. Upon termination, your license ends and we may delete Your Content after a retention period. We will provide reasonable export assistance for 30 days if you are not in breach and all fees are paid.

15. Confidentiality

"Confidential Information" means non-public information disclosed by a party that is designated as confidential or that should reasonably be understood as confidential (including security, product roadmaps, candidate data). Each party will protect the other's Confidential Information and use it only to perform under these Terms.

16. Contact Us

If you have any questions about these Terms of Service, please contact us at: