Terms of Service

RecrutFlo is operated by an individual entrepreneur (self-employed sole trader) registered in the Slovak Republic, trading as "RecrutFlo" ("RecrutFlo", "we", "us", "our").

These Terms, together with the Privacy Policy, Cookie Policy and Data Processing Overview, form the entire agreement between RecrutFlo and the customer regarding use of the service. Creating a workspace, or continuing to use one, constitutes acceptance of the version of these Terms in effect at that time.

RecrutFlo connects to recruitment mailboxes, identifies candidate emails, extracts objective information from CVs and messages, organizes candidate records, supports review, search and export, and keeps operational audit records.

RecrutFlo is not an applicant tracking system, hiring decision engine, background-checking service, payroll service, legal compliance service, or automated candidate ranking product. The service does not decide who should be interviewed or hired, and every output is intended for human review before use.

The customer is solely responsible for ensuring that mailbox access, CV processing, candidate communication, export and downstream use of data have a lawful basis under applicable data protection, employment and recruitment laws in every jurisdiction where the customer operates.

The customer warrants that it holds all necessary rights, consents and authority to connect the mailbox(es) it links to RecrutFlo, and that only authorized users access its workspace. The customer is solely responsible for the accuracy of mailbox credentials it provides and for securing exported data once it leaves RecrutFlo.

The customer is responsible for reviewing extracted information before relying on it for any purpose. RecrutFlo may misread a CV, miss context, duplicate a record, or extract outdated or incorrect information. RecrutFlo does not warrant that extracted candidate data is complete, current, accurate or legally sufficient for recruitment decisions, and accepts no liability for decisions the customer makes based on it.

CVs, cover letters and any other information received through a connected mailbox originate from third parties (candidates) outside RecrutFlo's control. RecrutFlo has no means of independently verifying a candidate's identity, qualifications, employment history, right to work, or the truthfulness of any statement contained in a CV or email.

RecrutFlo disclaims all liability for inaccurate, false, misleading, fraudulent or unlawful content submitted by candidates or any other third party. Verifying candidate information - including background checks, reference checks, qualification checks and right-to-work checks - remains entirely the customer's responsibility.

RecrutFlo processes candidate data only to provide the product purpose: CV inbox intake, extraction, organization, review, search, audit and export for the customer's recruitment administration.

The service must not be used to infer protected characteristics, make fully automated employment decisions, discriminate against candidates, process unlawful content, or collect data unrelated to the recruitment administration purpose.

Plan limits may include users, mailboxes and monthly CV processing runs. The same core product capabilities are intended to remain available across plans, with plan differences based on usage capacity unless otherwise stated. Upgrades take effect immediately; downgrades take effect at the start of the next billing cycle.

Paid subscriptions are processed entirely through Stripe. RecrutFlo never collects, transmits, has access to, or stores bank account details, card numbers, card verification codes or payment authentication data at any point - these are entered directly into Stripe's own systems. Payment method issues, card authentication failures, bank-side declines and any dispute over a Stripe charge are matters between the customer, Stripe and the customer's bank or card issuer; RecrutFlo is not a party to that relationship and accepts no liability for it. Billing questions can be sent to billing@recrutflo.com.

The service is provided "as is" and "as available", without warranties of any kind, whether express, implied or statutory, to the fullest extent permitted by applicable law. RecrutFlo does not warrant that the service will be uninterrupted, error-free, secure against every possible threat, or that it will meet the customer's specific requirements.

Nothing in this section excludes or limits a warranty, right or remedy that applicable law does not permit to be excluded or limited.

To the maximum extent permitted by applicable law, RecrutFlo's total aggregate liability arising out of or relating to these Terms or use of the service, whether in contract, tort (including negligence) or otherwise, is limited to the total fees paid by the customer to RecrutFlo in the twelve (12) months preceding the event giving rise to the claim.

To the maximum extent permitted by applicable law, RecrutFlo is not liable for any indirect, incidental, special, consequential or punitive damages, or for any loss of profits, revenue, business, goodwill, or data, even if advised of the possibility of such damages. This includes, without limitation, any loss arising from inaccurate CV data, a hiring decision, a missed candidate, mailbox connectivity issues, or a service interruption.

Nothing in these Terms excludes or limits liability that cannot be excluded or limited under applicable law, including liability for death or personal injury caused by negligence, fraud or fraudulent misrepresentation, gross negligence or willful misconduct, or statutory liability under applicable data protection law that cannot be contractually waived.

The customer agrees to indemnify and hold RecrutFlo harmless from any claim, liability, damage, loss or expense (including reasonable legal fees) arising from: (a) the customer's unlawful processing of candidate or other personal data; (b) the customer's breach of these Terms or applicable law; (c) mailbox credentials or access the customer provides; or (d) a third-party claim, including one brought by a candidate, arising from the customer's use of data obtained through the service.

RecrutFlo aims to provide a reliable service, but availability may be affected by maintenance, provider outages, mailbox provider changes, security events, legal requirements, misuse, non-payment, infrastructure incidents or circumstances outside reasonable control (force majeure), including acts of God, war, civil unrest, internet or utility failures, or third-party provider failures. RecrutFlo is not liable for delay or failure to perform caused by such circumstances.

To protect the service, comply with law, manage operational risk or preserve platform integrity, RecrutFlo may suspend, restrict or discontinue access to all or part of the service where reasonably necessary. Where appropriate, RecrutFlo will use reasonable efforts to notify affected customers.

The customer may stop using the service, or cancel a paid subscription, at any time; a paid plan remains active until the end of the billing period already paid for. RecrutFlo may suspend or terminate a workspace for breach of these Terms, non-payment, unlawful use, security risk, or extended inactivity, with notice where reasonably practicable.

On termination, the customer's right to access the workspace ends. RecrutFlo does not currently operate automatic time-based deletion of workspace data; a customer that wants its data deleted following termination should request deletion in writing, which RecrutFlo will act on within a reasonable period, subject to any data RecrutFlo is legally required to retain (e.g. billing records).

These Terms are governed by the laws of the Slovak Republic, without regard to conflict-of-law principles. Subject to any mandatory consumer-protection rules that cannot be waived and that give the customer the right to bring proceedings in its own country of residence, the courts of the Slovak Republic have exclusive jurisdiction over any dispute arising out of or in connection with these Terms.

Nothing in this section removes any right an EU consumer has under mandatory local law to rely on the protections of the law of their own country of habitual residence.

For customers processing personal data in the European Economic Area, RecrutFlo is designed to support GDPR-aligned principles such as purpose limitation, data minimisation, accuracy review, storage limitation, security and accountability.

For UK customers, equivalent obligations may apply under the UK GDPR, the Data Protection Act 2018 and later UK data protection amendments. UK-specific wording, regulator references and contractual addenda should be reviewed before dedicated UK commercial rollout.

General and legal questions about these Terms can be sent to support@recrutflo.com. Billing-specific questions can be sent to billing@recrutflo.com.