Terms of Service

Company Information

These Terms of Service govern your access to and use of Colleagu, an AI-powered recruitment, automation, and communications software platform operated by Appilities. Colleagu is provided from the United Arab Emirates and these Terms are governed by UAE law unless a separate written agreement says otherwise, subject always to mandatory laws and regulatory obligations that cannot be excluded or changed by contract.

• Legal company name: Appilities, trading as Colleagu, or the Colleagu legal entity identified in your order form, invoice, or account agreement.
• Free zone: Ajman NuVentures Centre Free Zone (ANCFZ), United Arab Emirates.
• Registered address: Ajman NuVentures Centre Free Zone (ANCFZ), Ajman, United Arab Emirates.
• Commercial licence: Our commercial licence number is shown on every invoice and receipt we issue, and is available on request from our legal contact below.
• Jurisdiction: United Arab Emirates.
• 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.

Colleagu as Technology Provider

Colleagu provides software, automation, analytics, and AI technology. The customer controls and determines the purposes of its campaigns, recruitment workflows, communications, business activities, prompts, scripts, contact lists, products, services, offers, and use of connected telecommunications accounts.

Unless separately agreed in writing, Colleagu is not a telecommunications operator, telecom carrier, SIM provider, telemarketing agency, independent call centre operator, recruitment agency, employer, bank, lender, financial adviser, broker, insurance provider, healthcare provider, legal adviser, or provider of other regulated professional 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, campaigns, or candidate records.
• We may suspend, restrict, or terminate accounts that violate these Terms, harm the platform, or create legal, security, compliance, carrier, 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.
• If you cancel a paid subscription mid-period, we refund the unused portion of that billing period on a pro-rata basis. Usage-based charges for services already delivered — including call minutes placed and AI tokens consumed — are not refundable, because the underlying cost has already been incurred.
• You may cancel at any time through the cancellation process in your account or by contacting support. Cancellation stops future renewals and triggers the pro-rata refund described above. Our Refund Policy sets out how refunds are calculated, requested, and processed, and controls in the event of any inconsistency with this section.

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, deceive, spam, or abuse candidates, consumers, 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.
• Conduct unlawful telemarketing, unlawful direct marketing, fraudulent offers, deceptive sales activity, or communications prohibited by applicable law.

Customer-Provided Telecommunications Services

Colleagu does not sell, provide, register, own, or control SIM cards, telephone numbers, SIP accounts, carrier accounts, PBX connections, gateways, or telecommunications services for customers unless a separate written agreement expressly says otherwise. Any SIM card, phone number, SIP account, telecom account, PBX connection, gateway, or telecommunications service connected to Colleagu must be obtained, owned, licensed, or otherwise lawfully controlled by the customer.

The customer is solely responsible, to the maximum extent permitted by applicable law, for:

• SIM, number, SIP, carrier, PBX, gateway, and telecom account registration, ownership, licensing, and authorization.
• Telecom provider requirements, number-use restrictions, carrier policies, regulatory requirements, and telecom charges.
• Maintaining active, lawful, and properly configured telecommunications services.
• Lawful use of every connected telecommunications service and all activity initiated through it.

Colleagu is not responsible for suspension, blocking, throttling, termination, penalties, carrier restrictions, SIM restrictions, number restrictions, telecom outages, or regulator or telecom-operator actions resulting from customer activity, customer content, customer campaigns, or the customer's failure to satisfy telecom or regulatory requirements.

Customer Campaigns and Communications

Communications initiated using Colleagu's AI agents are initiated on the customer's instructions and on behalf of the customer. Use of an AI agent does not transfer the customer's legal, regulatory, consumer-protection, employment, privacy, telecommunications, or marketing responsibilities to Colleagu.

The customer is responsible for:

• Who is contacted, why they are contacted, when they are contacted, and how often they are contacted.
• Campaign configuration, recipient lists, segmentation, suppression rules, scripts, prompts, AI instructions, and knowledge bases.
• Products, services, roles, offers, statements, disclosures, and representations made during calls, messages, or other communications.
• Compliance with all laws, regulations, licences, approvals, permissions, calling-hour restrictions, caller-identification rules, opt-out rules, and sector-specific requirements applicable to those communications.

Telemarketing, DNCR, and Direct Marketing

Where Colleagu is used for sales, marketing, promotional, advertising, lead-generation, customer acquisition, or similar communications, the customer is solely responsible, to the maximum extent permitted by applicable law, for obtaining, maintaining, and documenting all required telemarketing approvals, licences, registrations, permissions, recipient consents, lawful bases for processing and contacting, and sector-specific approvals.

The customer is responsible for checking and complying with all applicable Do Not Call Registry, DNCR, do-not-contact, suppression-list, opt-out, consent-withdrawal, permitted calling-hour, call-frequency, caller-identification, recordkeeping, consumer-protection, telecommunications, and direct-marketing requirements before starting and while running campaigns.

Access to or use of Colleagu does not constitute regulatory approval, carrier approval, marketing approval, or legal authorization to conduct telemarketing or direct marketing. The customer must not instruct Colleagu or its AI agents to contact recipients where contact is prohibited, and the customer must immediately honour opt-out, do-not-call, consent-withdrawal, and suppression requests.

Contact Lists and Data Sources

The customer represents and warrants that every contact list, candidate list, telephone number, email address, and other contact record uploaded, imported, connected, or used with Colleagu was lawfully obtained and may lawfully be used for the intended purpose.

You must not use Colleagu with:

• Stolen databases, unlawfully purchased lists, harvested contact information, or contact data obtained through fraud, deception, breach of contract, or breach of law.
• Scraped phone numbers or other scraped contact data where that sourcing or use is prohibited.
• Contact lists whose lawful origin, consent status, or authorization cannot reasonably be established.
• Recipients who are prohibited from receiving the relevant communication, including recipients on applicable DNCR, do-not-call, suppression, or opt-out lists.

Colleagu may request evidence of lawful sourcing, consent, authority, number ownership, campaign purpose, or compliance controls. We may suspend or restrict campaigns, calls, integrations, numbers, or accounts if reasonable compliance concerns exist.

Call Recording, Transcription, and AI Processing

Colleagu may technically enable call recording, transcription, AI analysis, summaries, classification, sentiment analysis, scoring, quality review, and related processing features. The customer is responsible for determining whether recording, transcription, AI-assisted calling, and related processing are lawful for each campaign, jurisdiction, recipient category, and use case.

The customer must provide all legally required notices and obtain all required consents or lawful bases before recording, transcribing, analyzing, or otherwise processing calls or communications through Colleagu. The customer is responsible for informing recipients that calls are recorded, transcribed, AI-assisted, or processed by automated systems whenever required by applicable law.

Colleagu is not responsible for the customer's failure to provide required disclosures, obtain required consent, maintain a lawful basis, or configure recording and transcription features lawfully.

AI Disclosure

Colleagu uses Artificial Intelligence to assist with candidate screening, CV analysis, candidate ranking, candidate matching, recommendations, interview workflows, outbound calls, call summaries, transcription, classification, scoring, and recruitment or business operations. AI-generated results are recommendations and automation outputs only and may contain inaccuracies, omissions, outdated information, biased outputs, misunderstandings, unintended responses, or incomplete analysis.

You are responsible for prompts, instructions, data, scripts, knowledge bases, product information, role information, eligibility rules, disclosures, and other information provided to AI agents. You must validate material representations made to candidates, consumers, customers, or other recipients and must supervise AI use where required by law, regulation, policy, or reasonable business practice.

You must not rely on AI output as the sole basis for employment, rejection, compensation, promotion, lending, insurance, healthcare, legal, financial, or other significant decisions unless that use is lawful and appropriately supervised. AI output should not be treated as professional, legal, financial, medical, investment, insurance, or regulated advice.

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, calls, transcription, 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 and contact data, including name, email, phone number, CV, resume, work history, education, skills, applications, interview notes, call recordings, transcripts, call metadata, recruitment assessments, and communication history.
• Recruiter and employer data, including account details, company details, job postings, team members, billing details, interview notes, campaign configuration, prompts, scripts, 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, Microsoft Clarity, or similar tracking technologies when enabled and permitted.

Data Processing Agreement

For B2B customers, Colleagu generally acts as a data processor or service provider when processing customer-controlled candidate, contact, campaign, call, 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. Colleagu retains its own independent obligations for personal data it processes for its own purposes, such as account administration, billing, security, fraud prevention, analytics, compliance, and service improvement.

• Data ownership: customer data remains owned by the customer, employer, candidate, contact, or other lawful owner.
• Customer instructions: the customer determines why contacts are processed and contacted, and Colleagu processes customer-controlled data to provide the platform according to customer instructions.
• Lawful basis and notices: the customer is responsible for determining its lawful basis, providing required privacy notices, obtaining required permissions or consents, and honoring data-subject and recipient rights for customer-controlled data.
• 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, communications 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, call scripts, prompts, contact lists, campaign records, and employer content remain owned by the employer or applicable rights holder. You grant Colleagu the rights needed to host, process, transmit, analyze, generate, record, transcribe, 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. How to send a notice or counter-notice is set out on our Copyright and DMCA Policy page.

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, discrimination compliance, candidate notices and consents, human review, and labor law compliance.
• AI rankings, scores, summaries, and recommendations are decision-support tools and should not automatically determine major employment decisions unless that use is lawful and appropriately supervised.

Regulated Industries

If you use Colleagu for banking, credit cards, lending, investments, securities, insurance, healthcare, legal services, government services, or any other regulated sector, you represent and warrant that you possess and will maintain all licences, approvals, permissions, registrations, authorizations, disclosures, and qualified personnel required to advertise, sell, discuss, arrange, provide, or offer the relevant products or services.

Use of Colleagu does not grant regulatory authorization and does not make Colleagu a provider of the regulated product or service. Colleagu may require additional verification, restrict features, refuse campaigns, or disable regulated use cases at its discretion where needed for compliance, safety, carrier requirements, or risk control.

Customer Warranties and Compliance Confirmations

You represent and warrant that:

• You have authority to use all SIM cards, phone numbers, SIP accounts, telecom accounts, PBX connections, gateways, and integrations connected to Colleagu.
• Your use of Colleagu complies with applicable privacy, telecommunications, marketing, employment, consumer-protection, sector-specific, and other laws.
• You have all licences, registrations, approvals, permissions, consents, lawful bases, and authority required for your campaigns, contact lists, recordings, transcriptions, offers, and communications.
• Recipient data was lawfully acquired and may lawfully be used for the campaign or workflow you configure.
• You will comply with DNCR, do-not-call, opt-out, consent-withdrawal, suppression-list, and caller-identification requirements.
• Your scripts, prompts, offers, product information, role information, campaigns, and representations are accurate, lawful, non-deceptive, and not misleading.
• You will not use Colleagu for fraud, harassment, impersonation, spam, deception, unlawful discrimination, unlawful communications, or other illegal activity.

Colleagu may require you to electronically confirm before outbound campaigns that you are authorized to use the connected telecommunications number or account and that you have all permissions, approvals, licences, consents, and lawful bases required to contact the intended recipients. Such confirmations, campaign metadata, audit logs, and related records may be retained as evidence of customer instructions and compliance representations.

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, contact records, call records, transcripts, 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, compliance confirmations, analytics records, and security records may be retained as needed for security, compliance, debugging, abuse prevention, regulatory cooperation, evidence of customer instructions, 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, Google Analytics, Microsoft Clarity, and similar tools. The tools in use and the cookies each sets are listed in our Cookie Policy. You can manage cookies through your browser and the cookie settings 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, telecom provider 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.

Regulatory, Government, and Carrier Requests

You must reasonably cooperate with Colleagu if a telecom operator, carrier, regulator, government authority, court, law-enforcement body, platform provider, or other competent authority investigates or raises concerns about activity associated with your account, campaigns, numbers, contact lists, recordings, content, or communications.

You must promptly provide requested supporting information regarding customer identity, number ownership, SIM registration, carrier authorization, contact-list source, consent, lawful basis, licences, approvals, campaign purpose, scripts, prompts, products, services, opt-out handling, and compliance controls.

Colleagu may suspend, restrict, preserve, disclose, or terminate relevant services, campaigns, numbers, integrations, records, or accounts where reasonably necessary to comply with law, carrier requirements, platform provider requirements, government orders, legal process, or safety and compliance obligations.

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, telecommunications services, SIP providers, carrier services, communications providers, payment processors, analytics providers, calendar providers, and authentication providers. Colleagu is not responsible for third-party services, and their terms, policies, fees, limits, suspensions, and restrictions 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, uninterrupted telecom connectivity, call completion, deliverability, regulatory approval, carrier acceptance, 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, call outcomes, campaign performance, telecom service, number availability, or anticipated savings, even if we were advised of the possibility of such damages.

To the fullest extent permitted by law, Colleagu is not liable for losses, claims, penalties, fines, suspensions, blocks, restrictions, complaints, investigations, or damages caused by customer SIM cards, customer phone numbers, customer telecom accounts, customer campaigns, customer contact lists, customer content, customer prompts, customer scripts, customer offers, AI inaccuracies, third-party services, telecom provider outages, carrier restrictions, blocked SIMs or numbers, customer misuse, or failure to obtain required permissions, licences, approvals, consents, or lawful bases.

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

To the maximum extent permitted by applicable law, you agree to defend, indemnify, and hold harmless Colleagu, its company, affiliates, directors, officers, employees, contractors, service providers, and licensors from and against claims, investigations, regulatory proceedings, carrier complaints, consumer complaints, fines, penalties, damages, losses, liabilities, reasonable legal fees, and expenses arising from or related to your user content, customer SIM cards, customer telephone numbers, telecom accounts, contact lists, unlawful data sourcing, campaigns, telemarketing, DNCR violations, missing marketing consent, recording or transcription consent failures, prompts, scripts, offers, products, services, regulated business activities, 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, restrict, or terminate access, calls, campaigns, numbers, integrations, features, or accounts if you violate these Terms, fail to pay fees, create security or legal risk, abuse the platform, infringe rights, or if suspension is required or reasonably requested by law, a regulator, a government authority, a telecom operator, a carrier, a platform provider, or a third-party provider.

We may suspend without prior notice where reasonably necessary for compliance, safety, security, carrier requirements, or risk control, including suspected fraud, spam, harassment, illegal telemarketing, regulatory violation, telecom-provider complaint, excessive consumer complaints, misuse of a SIM or number, suspicious contact lists, failure to demonstrate lawful consent or authority, government or carrier request, or material violation of these Terms. You may stop using the services at any time and may cancel paid subscriptions according to the applicable cancellation process.

No Evasion of Mandatory Law

Nothing in these Terms excludes, transfers, restricts, or limits any obligation, right, remedy, or liability that cannot legally be excluded, transferred, restricted, or limited under applicable law. Where these Terms allocate responsibility to the customer or limit Colleagu's responsibility, that allocation or limitation applies only to the maximum extent permitted by applicable law.

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.