Terms of Service

Company Information

These Terms of Service govern your access to and use of Colleagu, an AI-powered recruitment platform operated by Colleagu. Colleagu is provided from the United Arab Emirates and these Terms are governed by UAE law unless a separate written agreement says otherwise.

• Legal company name: Colleagu, or the Colleagu legal entity identified in your order form, invoice, or account agreement.
• Jurisdiction: United Arab Emirates.
• Business address: UAE business address listed in your order form or invoice, or otherwise provided by Colleagu on request.
• Legal contact: legal@colleagu.com.
• Privacy contact: privacy@colleagu.com.

Acceptance of Terms

By accessing or using Colleagu, you agree to these Terms. If you use the services on behalf of a company or other organization, you represent that you have authority to bind that organization to these Terms. If you do not agree, you must not use the services.

Account Rules

• You are responsible for maintaining the security of your account credentials and all activity under your account.
• You must not share accounts or allow another person to use your login credentials.
• You must provide accurate, current, and complete information and must not create fake profiles, companies, jobs, or candidate records.
• We may suspend, restrict, or terminate accounts that violate these Terms, harm the platform, or create legal, security, or operational risk.

Subscription and Billing

• Paid plans are billed according to the pricing, billing period, usage limits, and payment terms shown at checkout, in your order form, or in your account.
• Subscriptions may renew automatically at the end of each billing period unless cancelled before renewal.
• Pricing, plan features, limits, and third-party pass-through costs may change. We will provide notice where required by law or contract.
• You are responsible for taxes, payment method accuracy, and charges incurred by users in your account.
• Unless required by law or expressly stated in a written agreement, fees are non-refundable once a billing period begins.
• You may cancel according to the cancellation process in your account or by contacting support. Cancellation stops future renewals but does not automatically refund prior charges.

Acceptable Use Policy

You must not use Colleagu to:

• Upload malware, viruses, harmful code, or files designed to damage or disrupt systems.
• Upload, process, publish, or distribute illegal, abusive, discriminatory, defamatory, or harmful content.
• Harass, threaten, impersonate, or abuse candidates, recruiters, employees, or other users.
• Scrape, harvest, extract, or bulk copy platform data except through approved product functionality.
• Reverse engineer, decompile, bypass, or attempt to discover the source code, models, systems, or security controls of the platform.
• Use bots, automated scripts, fake accounts, credential stuffing, or other abusive automation.
• Interfere with platform availability, integrity, security, or performance.

AI Disclosure

Colleagu uses Artificial Intelligence to assist with candidate screening, CV analysis, candidate ranking, candidate matching, recommendations, interview workflows, and recruitment operations. AI-generated results are recommendations only and may contain inaccuracies, omissions, outdated information, or biased outputs.

You must not rely on AI output as the sole basis for employment, rejection, compensation, promotion, or other significant hiring decisions. Final hiring decisions remain the responsibility of the employer and must include appropriate human review.

Automated Decision-Making Disclosure

The platform may use automated systems to score, rank, categorize, summarize, match, and recommend candidates or applications. These outputs are designed to support recruiter workflows, not replace employer judgment. Employers are responsible for reviewing results, validating candidate information, and complying with applicable employment, anti-discrimination, and labor laws.

Candidate Consent

Where you submit or invite candidates to submit personal data, CVs, resumes, call recordings, interview responses, or other recruitment content, you represent that you have provided all notices and obtained all permissions or consents required by applicable law. Candidate data may be processed for CV parsing, AI analysis, matching, ranking, interview scheduling, communications, and talent pool storage.

Privacy and Data Collected

Our Privacy Policy explains how we collect, use, share, and protect personal information. Depending on your use of the services, Colleagu may process:

• Candidate data, including name, email, phone number, CV, resume, work history, education, skills, applications, interview notes, call recordings, and recruitment assessments.
• Recruiter and employer data, including account details, company details, job postings, team members, billing details, interview notes, and platform communications.
• Technical data, including IP address, browser information, device information, operating system, log data, cookies, analytics events, and security telemetry.
• Analytics and marketing data from tools such as Google Analytics, Meta Pixel, Microsoft Clarity, or similar tracking technologies when enabled and permitted.

Data Processing Agreement

For B2B customers, Colleagu acts as a data processor or service provider when processing candidate and recruitment data on behalf of the customer, and the customer remains the data controller or business for that data unless a written agreement states otherwise.

• Data ownership: customer data remains owned by the customer, employer, candidate, or other lawful owner.
• Processing purpose: we process data to provide, secure, support, improve, and operate the services and integrations requested by the customer.
• Retention: we retain data for the service period and for the retention periods described in these Terms, the Privacy Policy, or a customer agreement.
• Deletion: we will delete or return customer data after account closure or written deletion request, subject to backups, legal obligations, fraud prevention, and legitimate business records.
• Security: we use technical and organizational measures designed to protect customer data against unauthorized access, loss, misuse, and alteration.
• Subprocessors: we may use subprocessors such as OpenAI, AWS, Alibaba Cloud, Google Cloud, Microsoft Azure, payment processors, email providers, analytics providers, and infrastructure vendors.

Intellectual Property

Colleagu and its licensors own all rights in the platform, software, source code, workflows, designs, databases, AI configurations, model integrations, prompts, documentation, branding, trademarks, logos, and other service materials. These Terms do not grant you rights to use Colleagu branding except as expressly permitted in writing.

User content remains owned by its lawful owner. CVs and candidate materials remain owned by candidates or the applicable rights holder. Job descriptions, interview notes, company records, and employer content remain owned by the employer or applicable rights holder. You grant Colleagu the rights needed to host, process, transmit, analyze, and display user content to provide the services.

Copyright and DMCA Policy

Users must not upload content that infringes copyright, trademark, privacy, publicity, or other rights. If you believe content on Colleagu infringes your rights, send a notice to legal@colleagu.com with enough information to identify the copyrighted work, the allegedly infringing material, your contact details, and a statement that you believe the use is unauthorized.

We may remove or disable access to allegedly infringing material, notify the relevant user, process counter-notices where appropriate, and suspend or terminate repeat infringers.

Recruitment-Specific Disclaimer

• Colleagu is not an employer and does not become a party to employment relationships between customers and candidates.
• Colleagu is not a recruitment agency unless expressly agreed in a separate written contract.
• Colleagu does not independently verify all candidate identities, credentials, work history, education, certifications, references, or legal work eligibility.
• Employers are responsible for final candidate verification, lawful hiring decisions, workplace compliance, interview practices, and labor law compliance.

Security and Data Protection

We use reasonable administrative, technical, and organizational safeguards designed to protect the platform and customer data. These may include encryption in transit, encryption at rest where supported, role-based access controls, authentication controls, multi-factor authentication where available, audit logs, monitoring, backups, access reviews, and incident response procedures.

No system is completely secure. You are responsible for configuring your account securely, managing user access, protecting credentials, and promptly notifying us of suspected unauthorized access.

Retention and Deletion

• Deleted account data is targeted for deletion or anonymization within 30 days unless retention is required for legal, security, billing, fraud prevention, backup, or dispute reasons.
• Candidate CVs and recruitment records may be retained for up to 24 months after the last relevant customer activity unless the customer deletes them earlier or a separate agreement sets a different period.
• Operational logs, audit logs, analytics records, and security records may be retained as needed for security, compliance, debugging, abuse prevention, and business operations.
• Backups may be retained for up to 90 days and are deleted according to normal backup rotation schedules.

Cookies and Tracking

We use cookies and similar technologies for authentication, security, preferences, analytics, performance, and marketing where permitted. These may include session cookies, analytics cookies, marketing pixels, Google Analytics, Meta Pixel, Microsoft Clarity, and similar tools. You can manage cookies through your browser and any consent controls we provide.

Service Levels and Support

For paid customers, Colleagu targets 99.9% monthly platform availability, excluding scheduled maintenance, emergency maintenance, customer-side issues, third-party outages, force majeure events, beta features, and misuse of the platform. Unless a separate written agreement states otherwise, support response targets are one business day for standard requests and commercially reasonable efforts for urgent production-impacting issues.

We may perform scheduled or emergency maintenance and will provide notice where practical.

Security Incidents

If we determine that a security incident has affected customer data, we will investigate, take reasonable steps to contain and remediate the incident, and notify affected customers without undue delay and within timelines required by applicable law. Notices may be sent by email, in-app notification, or other reasonable means.

Export Control and Sanctions

You must not use Colleagu in violation of export control, sanctions, anti-terrorism, anti-money-laundering, or trade restriction laws. You must not access or use the services from sanctioned jurisdictions or on behalf of sanctioned persons or entities where prohibited by law.

Third-Party Services

The services may include integrations or links to third-party services, including cloud infrastructure, AI services, communications providers, payment processors, analytics providers, calendar providers, and authentication providers. Colleagu is not responsible for third-party services, and their terms and policies may apply.

Disclaimers

The services are provided on an "as is" and "as available" basis. To the fullest extent permitted by law, Colleagu disclaims all warranties, express, implied, statutory, or otherwise, including warranties of merchantability, fitness for a particular purpose, non-infringement, accuracy, availability, and uninterrupted operation.

We do not guarantee successful hiring outcomes, candidate quality, candidate availability, uninterrupted service, error-free operation, complete data recovery, or that AI outputs will be accurate, fair, complete, lawful, or free from bias.

Limitation of Liability

To the fullest extent permitted by law, Colleagu will not be liable for indirect, incidental, special, consequential, exemplary, or punitive damages, or for loss of profits, revenue, goodwill, data, business opportunities, hiring outcomes, or anticipated savings, even if we were advised of the possibility of such damages.

To the fullest extent permitted by law, Colleagu's total aggregate liability for all claims relating to the services will not exceed the amounts paid by you to Colleagu for the services giving rise to the claim during the three months before the event that gave rise to liability, or AED 1,000 if no paid fees apply.

Indemnification

You agree to defend, indemnify, and hold harmless Colleagu and its directors, officers, employees, contractors, and affiliates from claims, damages, losses, liabilities, costs, and expenses arising from your user content, illegal uploads, copyright infringement, fake job postings, misuse of the platform, employment decisions, candidate claims, violation of law, or breach of these Terms.

Suspension and Termination

We may suspend or terminate access if you violate these Terms, fail to pay fees, create security or legal risk, abuse the platform, infringe rights, or if suspension is required by law or a third-party provider. You may stop using the services at any time and may cancel paid subscriptions according to the applicable cancellation process.

Governing Law, Arbitration, and Class Action Waiver

These Terms are governed by the laws of the United Arab Emirates, without regard to conflict-of-law rules. Any dispute arising from or relating to these Terms or the services will be resolved by confidential arbitration in Dubai or Abu Dhabi, UAE, unless applicable law requires otherwise. Claims must be brought individually, and not as a class, collective, consolidated, or representative action.

Changes to These Terms

We may update these Terms from time to time. If we make material changes, we will provide notice through the services, by email, or by other reasonable means. Continued use of the services after the effective date of updated Terms means you accept the updated Terms.

Contact Us

Questions about these Terms can be sent to legal@colleagu.com.