HireTrackEZ TERMS OF USE

Last Updated: May 15, 2025

1. ACCEPTANCE OF TERMS

Welcome to HireTrackEZ. By accessing or using our website, mobile applications, or any services provided by HireTrackEZ (collectively, the "Service"), you agree to be bound by these Terms of Use ("Terms"). If you are using the Service on behalf of an organization, you are agreeing to these Terms for that organization and promising that you have the authority to bind that organization to these Terms. In that case, "you" and "your" will refer to that organization.

If you do not agree with these Terms, you may not use our Service.

2. DESCRIPTION OF SERVICE

HireTrackEZ provides an AI-powered candidate tracking system that helps companies manage their recruitment process. The Service includes features such as resume parsing, candidate assessment, interview scheduling, team collaboration tools, and hiring workflow management from initial application through onboarding or rejection.

3. ACCOUNT REGISTRATION AND SECURITY

3.1 Registration Requirements

To use certain features of the Service, you must register for an account. You agree to provide accurate, current, and complete information during the registration process and to update such information to keep it accurate, current, and complete.

3.2 Account Security

You are responsible for safeguarding your password and for all activities that occur under your account. You agree to notify HireTrackEZ immediately of any unauthorized use of your account. HireTrackEZ will not be liable for any loss or damage arising from your failure to comply with this section.

3.3 Administrator Rights

If you are an administrator for an organization using HireTrackEZ, you represent that you have the authority to bind your organization to these Terms. You are responsible for managing access to your organization's account, including adding and removing users and assigning permission levels.

4. DATA PRIVACY AND SECURITY

4.1 Privacy Policy

Our Privacy Policy, available at [Your Privacy Policy URL], describes how we collect, use, and disclose information about you and the candidates whose information you submit to the Service. By using the Service, you consent to the collection, use, and disclosure of information as described in our Privacy Policy.

4.2 Candidate Data

You represent and warrant that you have all necessary rights, consents, and permissions to provide candidate data to HireTrackEZ. You are responsible for obtaining proper consent from candidates regarding the collection, processing, and storage of their personal information in the Service.

4.3 Data Security

HireTrackEZ implements reasonable security measures to protect the data stored in our system. However, no method of transmission over the Internet or electronic storage is 100% secure. We cannot guarantee absolute security of your data.

4.4 Data Retention

We will retain candidate data for as long as your account is active or as needed to provide you services. You may request deletion of candidate data in accordance with applicable law and our data retention policies.

5. AI TECHNOLOGIES AND AUTOMATED ASSESSMENTS

5.1 AI Processing

HireTrackEZ uses artificial intelligence and machine learning technologies to parse resumes and provide candidate assessments. These technologies are designed to assist your hiring decisions, not replace human judgment.

5.2 No Warranty for AI Accuracy

While we strive to ensure our AI algorithms are fair and accurate, you acknowledge that:

5.3 Compliance with Anti-Discrimination Laws

You remain responsible for ensuring your hiring processes comply with all applicable anti-discrimination laws, regardless of the use of our AI-powered tools. HireTrackEZ does not guarantee that use of the Service will result in compliance with such laws.

6. USER CONTENT AND LICENSES

6.1 Your Content

"Your Content" means any data, information, resumes, assessments, notes, documents, or other material that you upload, store, or process through the Service. You retain all rights to Your Content.

6.2 License to Your Content

You grant HireTrackEZ a non-exclusive, worldwide, royalty-free license to use, copy, store, transmit, modify, create derivative works of, and display Your Content solely to the extent necessary to provide the Service to you.

6.3 Feedback

If you provide feedback, ideas, or suggestions regarding the Service ("Feedback"), you grant HireTrackEZ a non-exclusive, worldwide, royalty-free, sublicensable, and transferable license to use, reproduce, distribute, modify, and otherwise exploit the Feedback for any purpose.

7. ACCEPTABLE USE POLICY

7.1 Prohibited Activities

You agree not to:

7.2 Compliance with Laws

You agree to use the Service in compliance with all applicable laws, including but not limited to employment laws, data protection laws, and anti-discrimination laws.

8. INTELLECTUAL PROPERTY RIGHTS

8.1 HireTrackEZ IP

The Service and its original content, features, and functionality are owned by HireTrackEZ and are protected by international copyright, trademark, patent, trade secret, and other intellectual property laws. You may not use HireTrackEZ trademarks without our prior written consent.

8.2 Limited License to Use

HireTrackEZ grants you a limited, non-exclusive, non-transferable, revocable license to use the Service solely for your internal business purposes in accordance with these Terms.

9. THIRD-PARTY SERVICES AND CONTENT

9.1 Third-Party Services

The Service may contain links to third-party websites or services that are not owned or controlled by HireTrackEZ. We have no control over, and assume no responsibility for, the content, privacy policies, or practices of any third-party websites or services.

9.2 Integration Partners

If you choose to integrate the Service with third-party applications or services, you are responsible for reviewing and complying with the terms and conditions of those third parties. HireTrackEZ is not responsible for the practices of any third-party providers.

10. SUBSCRIPTION TERMS AND PAYMENT

10.1 Subscription Plans

HireTrackEZ offers various subscription plans. By selecting a subscription plan, you agree to pay the applicable fees as they become due.

10.2 Payment Terms

All fees are exclusive of taxes. You are responsible for paying all taxes associated with your use of the Service. Payments are non-refundable except as expressly stated in these Terms or as required by law.

10.3 Subscription Changes and Cancellation

You may change or cancel your subscription at any time through your account settings. Changes will take effect at the end of the current billing cycle. No refunds will be provided for partial billing periods.

11. TERM AND TERMINATION

11.1 Term

These Terms will remain in effect until terminated by either you or HireTrackEZ.

11.2 Termination by You

You may terminate these Terms at any time by canceling your account and discontinuing use of the Service.

11.3 Termination by HireTrackEZ

HireTrackEZ may terminate or suspend your account and access to the Service immediately, without prior notice or liability, for any reason, including but not limited to a breach of these Terms.

11.4 Effect of Termination

Upon termination, your right to use the Service will immediately cease. The following sections will survive termination: Intellectual Property Rights, Disclaimer of Warranties, Limitation of Liability, Indemnification, and Governing Law.

11.5 Data Export Upon Termination

Upon termination, you will have 30 days to export Your Content from the Service, after which it may be permanently deleted.

12. DISCLAIMER OF WARRANTIES

THE SERVICE IS PROVIDED "AS IS" AND "AS AVAILABLE" WITHOUT WARRANTIES OF ANY KIND, EITHER EXPRESS OR IMPLIED, INCLUDING, BUT NOT LIMITED TO, IMPLIED WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, AND NON-INFRINGEMENT. HireTrackEZ DOES NOT WARRANT THAT THE SERVICE WILL BE UNINTERRUPTED OR ERROR-FREE, THAT DEFECTS WILL BE CORRECTED, OR THAT THE SERVICE OR THE SERVERS THAT MAKE IT AVAILABLE ARE FREE OF VIRUSES OR OTHER HARMFUL COMPONENTS.

13. LIMITATION OF LIABILITY

IN NO EVENT WILL HireTrackEZ, ITS AFFILIATES, OR THEIR LICENSORS, SERVICE PROVIDERS, EMPLOYEES, AGENTS, OFFICERS, OR DIRECTORS BE LIABLE FOR DAMAGES OF ANY KIND, UNDER ANY LEGAL THEORY, ARISING OUT OF OR IN CONNECTION WITH YOUR USE OR INABILITY TO USE THE SERVICE, INCLUDING ANY DIRECT, INDIRECT, SPECIAL, INCIDENTAL, CONSEQUENTIAL, OR PUNITIVE DAMAGES, INCLUDING BUT NOT LIMITED TO, PERSONAL INJURY, PAIN AND SUFFERING, EMOTIONAL DISTRESS, LOSS OF REVENUE, LOSS OF PROFITS, LOSS OF BUSINESS OR ANTICIPATED SAVINGS, LOSS OF USE, LOSS OF GOODWILL, LOSS OF DATA, AND WHETHER CAUSED BY TORT (INCLUDING NEGLIGENCE), BREACH OF CONTRACT, OR OTHERWISE, EVEN IF FORESEEABLE.

IN NO EVENT WILL THE COLLECTIVE LIABILITY OF HireTrackEZ AND ITS SUBSIDIARIES AND AFFILIATES, AND THEIR LICENSORS, SERVICE PROVIDERS, EMPLOYEES, AGENTS, OFFICERS, AND DIRECTORS, TO ANY PARTY (REGARDLESS OF THE FORM OF ACTION, WHETHER IN CONTRACT, TORT, OR OTHERWISE) EXCEED THE GREATER OF $100 OR THE AMOUNT YOU HAVE PAID TO HireTrackEZ FOR THE APPLICABLE SERVICE IN THE LAST 12 MONTHS.

14. INDEMNIFICATION

You agree to defend, indemnify, and hold harmless HireTrackEZ, its affiliates, licensors, and service providers, and its and their respective officers, directors, employees, contractors, agents, licensors, suppliers, successors, and assigns from and against any claims, liabilities, damages, judgments, awards, losses, costs, expenses, or fees (including reasonable attorneys' fees) arising out of or relating to your violation of these Terms or your use of the Service, including, but not limited to, your User Content, any use of the Service's content, services, and products other than as expressly authorized in these Terms, or your use of any information obtained from the Service.

15. GOVERNING LAW AND DISPUTE RESOLUTION

15.1 Governing Law

These Terms and your use of the Service will be governed by and construed in accordance with the laws of [Your Jurisdiction], without giving effect to any choice or conflict of law provision or rule.

15.2 Dispute Resolution

Any legal action or proceeding arising out of or related to these Terms or the Service shall be instituted exclusively in the federal courts of the United States or the courts of [Your Jurisdiction]. You waive any and all objections to the exercise of jurisdiction over you by such courts and to venue in such courts.

15.3 Arbitration

At HireTrackEZ's sole discretion, it may require you to submit any disputes arising from these Terms or use of the Service, including disputes arising from or concerning their interpretation, violation, invalidity, non-performance, or termination, to final and binding arbitration under the Rules of Arbitration of the American Arbitration Association.

16. CHANGES TO TERMS

HireTrackEZ reserves the right to modify or replace these Terms at any time. If a revision is material, we will provide at least 30 days' notice prior to any new terms taking effect. What constitutes a material change will be determined at our sole discretion.

By continuing to access or use our Service after those revisions become effective, you agree to be bound by the revised Terms. If you do not agree to the new Terms, please stop using the Service.

17. GENERAL PROVISIONS

17.1 Entire Agreement

These Terms, together with the Privacy Policy and any other legal notices published by HireTrackEZ on the Service, constitute the entire agreement between you and HireTrackEZ concerning the Service.

17.2 Waiver and Severability

No waiver by HireTrackEZ of any term or condition set out in these Terms shall be deemed a further or continuing waiver of such term or condition or a waiver of any other term or condition, and any failure of HireTrackEZ to assert a right or provision under these Terms shall not constitute a waiver of such right or provision.

If any provision of these Terms is held by a court or other tribunal of competent jurisdiction to be invalid, illegal, or unenforceable for any reason, such provision shall be eliminated or limited to the minimum extent such that the remaining provisions of the Terms will continue in full force and effect.

17.3 Assignment

You may not assign or transfer these Terms, by operation of law or otherwise, without HireTrackEZ's prior written consent. HireTrackEZ may assign these Terms in whole or in part at any time without your consent.

17.4 Contact Information

Questions about the Terms should be sent to us at: [Your Contact Email]

18. DATA PORTABILITY AND EXPORT

HireTrackEZ provides functionality to export candidate data in standard formats. You may export candidate resumes and related data at any time during the term of your subscription. Upon termination of your subscription, you will have access to export functionality for a period of 30 days, after which your data may be permanently deleted.

19. COMPLIANCE WITH EMPLOYMENT AND DATA PROTECTION LAWS

You are solely responsible for ensuring that your use of the Service complies with all applicable employment laws, data protection laws, and other regulations in your jurisdiction. This includes, but is not limited to, proper handling of candidate data, compliance with equal employment opportunity laws, and adherence to data retention requirements.

20. CALIFORNIA CONSUMER PRIVACY ACT (CCPA) AND CALIFORNIA PRIVACY RIGHTS ACT (CPRA)

20.1 California Residents' Rights

For users and candidates who are California residents, HireTrackEZ complies with the California Consumer Privacy Act (CCPA) and California Privacy Rights Act (CPRA). California residents have the right to:

20.2 Service Provider Relationship

When processing candidate data on behalf of our customers, HireTrackEZ acts as a "service provider" under the CCPA/CPRA. Customers are responsible for fulfilling CCPA/CPRA obligations to candidates, including providing privacy notices and responding to rights requests.

20.3 Data Processing Addendum

Customers subject to CCPA/CPRA may request our Data Processing Addendum, which includes terms specific to California privacy law compliance.

20.4 Do Not Sell or Share

HireTrackEZ does not sell or share personal information as defined under the CCPA/CPRA. We may disclose personal information to service providers and partners solely for business purposes as described in our Privacy Policy.

20.5 Sensitive Personal Information

HireTrackEZ limits its use and disclosure of sensitive personal information to purposes authorized under the CCPA/CPRA.

21. AI BIAS MONITORING AND AUDITING

21.1 Commitment to Fair AI

HireTrackEZ is committed to developing and maintaining AI systems that are fair and unbiased. We recognize the potential for automated systems to perpetuate or amplify biases, particularly in hiring contexts.

21.2 Regular Testing and Auditing

We conduct regular testing and auditing of our AI systems to identify and mitigate potential biases. This includes:

21.3 Third-Party Validation

We engage independent third parties to evaluate our AI systems for fairness and bias on a regular basis. Summary results of these audits may be made available to customers upon request.

21.4 Transparency

Upon request, we will provide customers with information about:

21.5 Customer Responsibility

While HireTrackEZ implements measures to reduce bias in our AI systems, customers remain responsible for:

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