Terms of Use

2. Definitions and Interpretation

In these Terms, the following expressions have the meanings set out below:

a) "AI Output" means a match, ranking, score, summary, transcript, recommendation, label, inference, generated communication or other output produced using automated or artificial-intelligence functionality.

b) "Candidate" means an individual who is, may be or has been considered for a role, whose professional profile is available through the Services, or who participates in a recruitment interaction through the Platform.

c) "Client" means a hiring organisation, employer, recruitment business or other legal entity that orders, subscribes to or instructs the use of the Services.

d) "Client Data" means information, content, prompts, job descriptions, criteria, communications and other material submitted to the Services by or for a Client, excluding material owned by the Company.

e) "Client User" means an individual authorised by a Client to access or use the Services on its behalf.

f) "Order Form" means an ordering document, online plan selection or other commercial record identifying the Services, plan, credits, fees or subscription term purchased by a Client.

g) "Platform" means Flashfox, including the relevant websites, applications, databases, dashboards and interfaces through which the Services are provided.

h) "Services" means the sourcing, search, profile, enrichment, communication, screening, interviewing, assessment, workflow and related services made available through the Platform.

i) "User", "you" or "your" means any individual who accesses or uses the Services, including a Client User and a Candidate. Where a User acts for a Client, references to "you" also include that Client where the context requires.

The words "including" and "includes" are illustrative and do not limit the words that precede them. A reference to applicable law includes amendments, replacements and subordinate legislation in force from time to time.

3. Eligibility, Authority and Accounts

You must be at least 18 years old and legally capable of entering into these Terms in order to use the Services. If you are a Client User, you must also be duly authorised by the relevant Client to access and handle recruitment information and to carry out the activities undertaken through your account.

You must provide complete and accurate registration information, keep your login credentials secure, and use only the account assigned to you. You are responsible for all activity carried out through your account, except to the extent such activity is caused by the Company's breach. You must promptly notify us at support@flashfox.ai if you suspect any unauthorised access to, or misuse of, your account.

4. The Services

The Services are designed to support Clients throughout the recruitment process. Depending on the plan and features selected by the Client, the Platform may assist in identifying, sourcing, verifying, enriching, ranking, matching, contacting, screening and managing Candidates. The Platform may also generate job descriptions and outreach plans, facilitate messages, calls, chats, interviews and assessments, and produce transcripts, summaries, scores, recommendations and other AI Outputs.

To provide these functions, the Platform may process information supplied directly by Candidates, Clients, the Company, its affiliates, contracted data partners and publicly accessible professional or business sources. Review of publicly accessible sources may include professional networks, code repositories, portfolios, publications, company and investor websites, research papers, news reports and regulatory filings, where relevant to a Candidate's professional profile and subject to applicable law, source terms and any applicable notice, consent or lawful-use requirement.

The Services will continue to develop, and their features, availability and credit requirements may change from time to time. Any feature identified as planned, experimental, pilot or beta may be incomplete and may be modified, suspended or withdrawn as the Company tests and improves it.

5. AI Outputs and Human Decision-Making

AI Outputs are generated probabilistically and may be incomplete, inaccurate, outdated or affected by limitations in the underlying data. They are intended to assist professional judgement and must not be treated as verified facts, guarantees of suitability or employment decisions made by the Company.

The Client remains responsible for reviewing the relevant source material, applying appropriate recruitment expertise, and making all decisions relating to shortlisting, selection, rejection, hiring, promotion or any other employment outcome. The Client must ensure that AI Outputs are subject to meaningful review by a suitably trained person, who considers material information beyond the AI Output and has the authority to change any proposed outcome.

A User must not rely solely on an AI Output for any decision that produces legal or similarly significant effects, unless such use is lawful and all required safeguards have been implemented. Candidates must also be given an appropriate means to correct material inaccuracies, raise concerns, and request reasonable accommodation or an alternative process where required under applicable law.

The Platform may automate administrative workflow steps, including by moving a profile through preliminary sourcing or screening stages. However, such workflow automation shall not, by itself, amount to a final selection, rejection or other employment decision.

6. Client Responsibilities

As the Client determines the relevant role, selection criteria, communications with Candidates and the final employment outcome, the Client is responsible for ensuring that its use of the Services is lawful, fair and appropriate. In particular, the Client must:

a) use the Services only for genuine recruitment or workforce purposes that have been appropriately disclosed to Candidates;

b) have the authority and lawful basis required to upload, access, reveal, use, export, share or instruct the processing of Candidate information;

c) ensure that job descriptions, screening criteria, outreach and decisions comply with applicable employment, labour, equality, anti-discrimination, accessibility, privacy, consumer-protection and communications laws;

d) review AI Outputs for relevance, accuracy and potential bias, and retain appropriately trained human decision-makers;

e) provide all notices, assessments, audits, disclosures, accommodations and alternative procedures required for the locations of the Candidate, role and decision-maker;

f) avoid requesting sensitive or protected information unless it is strictly necessary, proportionate and legally permitted;

g) restrict Candidate information to personnel who require it for the authorised recruitment purpose and protect it against unauthorised use or disclosure; and

h) use Candidate information that is revealed, exported or downloaded only for the specific disclosed recruitment purpose, and not sell, resell, pool, repurpose, use it for advertising, enrich an unrelated database with it, or disclose it except as legally permitted and necessary for the authorised recruitment process; and delete, return or restrict Candidate information when it is no longer required, subject to applicable law and documented retention obligations.

7. Candidate Outreach and Communications

Where a Client activates an agent or instructs the Company to conduct outreach, the Platform may contact a Candidate on the Client's behalf by email, professional network, WhatsApp, SMS, telephone or AI-generated call. The Company and the Client shall each remain responsible for complying with the legal obligations applicable to their respective role in such communication.

The first communication should identify the recruitment context and the sender, provide or link to an appropriate privacy notice, and explain how the Candidate may opt out of further outreach. Communications must not be misleading, harassing or excessive, must not disregard any opt-out, and must not use contact information that has been obtained or used unlawfully.

Telephone and messaging activity in India must comply with applicable TRAI requirements and the rules of the relevant telecommunications provider. Where a Candidate or recipient is located outside India, or a communication is made from, into or through another jurisdiction, the party responsible for the communication must comply with all applicable local telecommunications, electronic communications, direct-marketing, consent, recording, do-not-call and opt-out requirements. The party responsible for the communication must also obtain any consent or other permission required for automated or prerecorded calls, recording, transcription, marketing messages or the use of a particular communication channel.

8. AI Calls, Interviews and Assessments

Before any recorded or AI-analysed call, chat, interview or assessment begins, the Candidate must receive a clear notice identifying the relevant Client, explaining the involvement of AI, stating whether audio or video will be recorded, describing the outputs that will be generated and shared, and identifying the applicable retention period and any available alternative process.

The Company may record, transcribe, summarise or score an interaction only after the required notice has been provided and the necessary legal permission has been obtained. The Client may use the resulting recording, assessment and AI Outputs only for the disclosed recruitment purpose, and must not disclose, repurpose or otherwise use them in a manner inconsistent with that purpose.

The Services will not use facial recognition, emotion recognition, voiceprints or other biometric identification or categorisation features unless the relevant feature has been expressly enabled by the Company following a jurisdiction-specific legal review, and all required notices, consents and safeguards are in place.

9. Prohibited Uses

You must use the Services responsibly and must not use, assist or permit the use of the Services to:

a) violate applicable law or discriminate against, harass, retaliate against or exploit any person;

b) send spam, evade an opt-out, misrepresent an identity or make an unlawful automated or prerecorded call;

c) scrape, crawl, bulk-download or systematically copy the Platform, or create a competing candidate database from the Services;

d) sell, rent, license, publish or disclose Candidate information except as necessary for the authorised recruitment purpose;

e) use Candidate information for advertising, credit, insurance, housing, surveillance, law enforcement or another unrelated purpose;

f) identify masked contact details or bypass credits, access controls, rate limits or other technical restrictions;

g) upload malicious code, probe a vulnerability, disrupt the Services or access another person's account or information;

h) reverse engineer the Services or use them or their outputs to train or improve a competing model or service, except where mandatory law permits;

i) submit material that infringes privacy, confidentiality, intellectual-property or other rights;

j) make an unlawful solely automated adverse employment decision; or

k) represent that an AI Output is objective, error-free, bias-free or legally compliant.

10. Candidate Participation

A Candidate may be invited to review a role, answer preliminary questions, communicate with an AI-assisted agent, participate in a call or interview, or complete an assessment. Participation in any particular interaction is voluntary, unless the Client clearly states otherwise. Where a Candidate declines an optional recording or AI-assisted process, the Candidate may request an alternative process where required by applicable law or offered by the Client.

A Candidate must provide information honestly, must not impersonate any person or use unauthorised assistance, and must not submit malicious material or disclose confidential information belonging to a third party. Participation in any process does not guarantee an interview, offer or other employment outcome. The Company does not guarantee that any role, profile or related information will remain accurate, current or available.

11. Data Protection Roles

The Privacy Policy explains how the Company processes personal data. The Company's legal role will depend on the relevant activity and the degree of control exercised by each party.

The Company may act as an independent data fiduciary or controller when it builds and maintains its Candidate database, obtains or enriches professional information, administers accounts, operates and secures the Platform, manages communication preferences, or complies with law. The Company may act as a processor or service provider where it handles Client-provided data solely on the Client's documented instructions. In other circumstances, the Company and the Client may each act as independent controllers for their separate purposes. They will not be treated as joint controllers unless they agree otherwise in writing.

Where the Company processes Client Data solely on the Client's documented instructions, the Company and Client must be bound, where required by applicable law, by appropriate written data processing terms through a signed or incorporated data processing addendum, an Order Form or another written agreement. The Company may refuse, suspend or seek clarification of any instruction that it reasonably believes is unlawful or creates a material security, compliance or individual rights risk.

Where the Company discloses Candidate database or profile data for purposes it independently determines, the Company and the Client each act as an independent data fiduciary or Controller for their own Processing and must independently satisfy applicable notice, lawful basis, purpose limitation, security, retention and Candidate-rights obligations.

12. Client Data and Feedback

As between the parties, the Client retains all rights in the Client Data. The Client grants the Company a non-exclusive, worldwide licence to host, reproduce, adapt and otherwise process Client Data solely to the extent reasonably necessary to provide, support and secure the Services, comply with law, enforce the parties' agreements, and carry out any product improvement permitted by the following paragraph. Such processing will remain subject to the Privacy Policy and any applicable data processing terms.

The Company will not use Personal Data or Client Data to train, fine-tune or improve a third-party foundation model, or to train a Company model in identifiable form, unless that use is disclosed, legally permitted and, where required, consented to. The Company may use aggregated, anonymised or de-identified data for analytics, quality testing, bias testing, security, product improvement and reliability only where it cannot reasonably identify a Candidate, Client or other individual. The Company may also use feedback without restriction, provided that such use does not disclose confidential Client Data or Personal Data.

13. Platform Intellectual Property

The Platform, Services, software, models, workflows, interfaces, databases, documentation, designs, trademarks and Company-created content are owned by, or licensed to, the Company. Subject to payment of the applicable fees and compliance with these Terms, the Company grants the Client a limited, non-exclusive, non-transferable and revocable right, during the applicable subscription term, to permit its Client Users to use the Services solely for the Client's internal recruitment operations.

No ownership rights are transferred to any User or Client. All rights not expressly granted under these Terms are reserved by the Company and its licensors.

14. Third-Party Sources and Services

The Services may contain information obtained from third-party sources and may interoperate with professional networks, communications providers, cloud services, AI providers, payment processors and other external services. Such third-party services may be governed by separate terms, and the Company does not control their continued availability or the accuracy or completeness of the information they provide.

The inclusion of information from any public or third-party source does not mean that such information is current, accurate, complete or free from third-party rights. Users must verify any information that is material to a recruitment decision and must use each third-party service in accordance with the terms and laws applicable to that service.

Where Candidate profile data, public-source data, inferred skills, AI Outputs, scores, summaries or rankings are likely to be used for a recruitment decision or disclosed to a Client, the Company will take reasonable steps to support completeness, accuracy and consistency as required by applicable law. As appropriate, the Platform will display a source URL or reference and the last verified or updated date where available, mark low-confidence, stale or inferred information, enable Candidates to request correction or deletion, and correct, suppress or flag disputed data. Clients must verify material information before making a recruitment decision.

15. Plans, Credits and Payment

Paid Services are provided on the plan, subscription term and pricing set out in the applicable Order Form. Unless the Order Form states otherwise, fees are payable in advance on a monthly or annual basis and are exclusive of applicable taxes.

Credits may be consumed when a Client reveals contact details, activates an AI agent, or uses any other priced action identified in the relevant plan. Credits remain valid only during the applicable plan period, do not roll over, and expire at the end of that period, except where otherwise required by mandatory law or expressly provided in the Order Form.

A free trial may include 50 credits, 5 Candidate searches and access for one month, subject to any limits displayed when the trial begins. The Company may change or withdraw a trial before it is accepted. However, any material change to an active paid subscription will be handled in accordance with the Order Form and applicable law.

The Client must maintain accurate billing information and pay all invoiced amounts when due. Except where required by law or expressly provided in an Order Form, fees and credit purchases are non-refundable. The applicable Order Form will state whether the subscription renews automatically and will set out the cancellation deadline, invoicing process and notice requirements for any price change.

16. Confidentiality

Each party may receive non-public business, technical or commercial information from the other. The receiving party must protect that information using at least reasonable care, may use it only for the parties' relationship, and may disclose it only to personnel and advisers who need it and are bound by appropriate confidentiality obligations.

These obligations do not apply to information that the receiving party can show was lawfully public, already known without restriction, independently developed without use of the confidential information or lawfully obtained from another source. A disclosure required by law is permitted, provided that advance notice is given where legally allowed. Candidate personal data remains subject to applicable law and the Privacy Policy whether or not it is marked confidential.

17. Security

The Company will maintain reasonable and appropriate administrative, technical and organisational safeguards having regard to the nature of the Services and the Personal Data processed. These safeguards will include, as applicable, access controls; authenticated APIs; encryption in transit and at rest or equivalent protection; logging and monitoring; backups; incident response procedures; service-provider due diligence and controls; and contractual safeguards with processors and service providers.

No system can be guaranteed to be completely secure. Each Client and User must maintain appropriate device, credential and personnel security and must promptly report a suspected security incident to support@flashfox.ai. Descriptions of security measures explain the Company's current approach and do not create a guarantee that an incident will never occur.

18. Suspension and Termination

The Company may suspend or restrict access where reasonably necessary because of non-payment, breach of these Terms, suspected unlawful processing, a security threat, abuse, a legal requirement or a material risk to a Candidate, Client or the Services. Where practicable, the Company will give advance notice and a reasonable opportunity to cure; however, it may act immediately where delay would increase the relevant risk.

A Client may stop using the Services and may terminate its subscription in accordance with the applicable plan or Order Form. When termination takes effect, the Client's right to access the Services ends and unused credits expire unless mandatory law or the Order Form requires otherwise.

Any provision that by its nature is intended to continue after termination, including provisions concerning payment, confidentiality, intellectual property, disclaimers, liability, indemnity, disputes and data handling, will survive.

19. Disclaimers

TO THE MAXIMUM EXTENT PERMITTED BY LAW, THE SERVICES AND AI OUTPUTS ARE PROVIDED "AS IS" AND "AS AVAILABLE". THE COMPANY DISCLAIMS IMPLIED WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, NON-INFRINGEMENT, ACCURACY, UNINTERRUPTED AVAILABILITY AND ANY PARTICULAR RECRUITMENT OR EMPLOYMENT OUTCOME.

In particular, the Company does not warrant that a profile or contact detail will remain current, that an AI Output will be complete or free from error or bias, or that use of the Services will by itself satisfy a Client's legal or professional obligations. These limitations do not override any mandatory obligation to support completeness, accuracy and consistency or to provide correction, completion, updating or deletion rights under applicable law.

20. Limitation of Liability

To the maximum extent permitted by law, neither party will be liable to the other for any indirect, incidental, special, exemplary, punitive or consequential loss, or for any loss of profit, revenue, goodwill, opportunity or data, arising out of or relating to the Services.

Nothing in these Terms excludes or limits liability that cannot be excluded or limited under applicable law or restricts any mandatory statutory right of a Candidate or other individual.

21. Indemnity

The Client will defend, indemnify and hold harmless the Company and its officers, employees and contractors against third-party claims, losses, penalties and reasonable costs arising from the Client's unlawful instructions, discriminatory or other employment decisions, Client Data, Candidate communications, breach of these Terms, failure to provide a required notice or consent, or unauthorised use or disclosure of Candidate information.

The Company must promptly notify the Client of a claim and provide reasonable cooperation. The Client may control the defence but may not settle a claim in a manner that admits fault by or imposes a non-monetary obligation on the Company without the Company's prior written consent.

22. Compliance in Additional Jurisdictions

A Client recruiting for a role, Candidate or decision-maker located outside India, particularly when using AI-based screening, ranking, scoring, interviewing or assessment, must identify and comply with the laws applicable to that recruitment activity. The relevant jurisdiction-specific configuration, notice, consent, audit or impact assessment, retention limit, documentation and human-review requirement must be enabled or satisfied before the workflow is used, together with any required transfer safeguard, local representation, public disclosure, accommodation or restriction on biometric or emotion-recognition technology.

To manage these risks, the Company may require a Client to complete a compliance questionnaire, configure a jurisdiction-specific notice, provide additional documentation or reasonable evidence of compliance, or disable, restrict or limit a regulated AI hiring workflow before the relevant use is enabled.

23. Changes to the Services or Terms

The Company may update the Services and these Terms to reflect product, business, security or legal developments. If a change to these Terms is material, the Company will give notice through the Platform, by email or by another reasonable method and will identify the date on which the change takes effect.

Continued use after that date will constitute acceptance where permitted by law. Where applicable law requires renewed agreement or consent, the Company will obtain it before relying on the relevant change.

24. Notices and Contact

Legal entity: Veerwal GetWork Services Private Limited

Registered office: 18, Mohalla Chaudhary, Charan Singh Dwar, Razapur, Ghaziabad, Uttar Pradesh 201002

General support: support@flashfox.ai

Privacy / grievance: privacy@Flashfox.ai

Security: privacy@Flashfox.ai

The Company may send notices to a Client or User using the email address associated with the relevant account, through the Platform or by another method permitted under the applicable agreement. You are responsible for keeping your contact details current.

25. Governing Law and Disputes

These Terms are governed by the laws of India. Subject to any arbitration provision agreed in an Order Form and any mandatory law, the courts at Gurugram, Haryana will have exclusive jurisdiction over disputes arising out of or relating to these Terms or the Services. If the parties agree to arbitration, the applicable Order Form will identify the seat, venue, language and composition of the tribunal.

Nothing in this section prevents either party from seeking urgent injunctive or protective relief from a court of competent jurisdiction.