Legal

Recruiter Agreement

These additional terms ("Recruiter Agreement") apply to recruiters, employers, and organizations using Ovii's Applicant Tracking System (ATS) and recruitment platform. These terms supplement the general Terms of Service and govern your use of our hiring, sourcing, assessment, and candidate management features.

1. Platform Services Overview

Ovii provides a comprehensive recruitment platform designed to help organizations plan, attract, engage, and select candidates. By subscribing to our services, you gain access to the following capabilities:

1.1 Planning & Workflow Tools

  • Customizable Pipelines: Design and customize hiring pipelines with drag-and-drop stages, candidate tracking, and bottleneck identification
  • Approval Workflows: Define approval workflows with stakeholder routing, notes capture, and complete audit trails
  • Hiring Automation: Set rules for automatic candidate movement based on scores, timing, or outcomes
  • JD Optimizer: AI-powered job description scoring, market benchmarking, and suggested rewrites
  • Compensation Benchmarking: Market-aligned salary ranges with min, median, and max guidance

1.2 Talent Attraction Tools

  • Branded Career Site: Custom career site on your own domain reflecting your employer brand
  • Multi-Channel Sourcing: Unified sourcing from career sites, referrals, agencies, and campus recruitment
  • Resume Parsing: Structured resume analysis with JD match scoring, skills matching, and gap identification
  • Semantic Search: Natural language candidate search with intent-based ranked results

1.3 Candidate Engagement Tools

  • AI Interviewer: Asynchronous AI-powered video interviews at scale with automated question generation
  • Automated Communication: Scheduled and triggered candidate communications
  • Interview Scheduling: Coordination tools for interview scheduling and management

1.4 Selection & Assessment Tools

  • Coding Assessments: Technical evaluations measuring problem-solving, code quality, and maintainability
  • MCQ & Aptitude Tests: Question banks covering aptitude, analytical thinking, and domain-specific knowledge
  • Video Interviews: AI-evaluated async video interviews with communication and confidence scoring
  • LaTeX Question Builder: Technical question creation with mathematical notation and code snippets
  • Interview Scorecards: Role-based scorecards with customizable feedback templates and aggregated ratings

2. Account & Organization Management

2.1 Organization Accounts

Organization administrators ("Org Admins") are responsible for:

  • Managing user access, roles, and permissions within their organization
  • Ensuring all authorized users comply with these terms
  • Maintaining accurate organization information
  • Configuring organization-wide settings and policies

2.2 User Roles & Permissions

You may designate users with different permission levels including but not limited to:

  • Org Admin: Full administrative access including billing and user management
  • Hiring Manager: Job creation, candidate management, and hiring decisions
  • Interviewer: Interview participation and scorecard submission
  • Recruiter: Sourcing, screening, and candidate coordination

You are responsible for appropriate role assignment, access control, and promptly removing access for users who leave your organization.

3. Job Postings & Content

3.1 Accuracy Requirements

All job postings must accurately represent:

  • The actual position, responsibilities, and reporting structure
  • Required and preferred qualifications
  • Compensation ranges (where legally required or voluntarily disclosed)
  • Work location, remote work policies, and travel requirements
  • Employment type (full-time, part-time, contract, etc.)

3.2 Legal Compliance

Job postings must comply with all applicable laws including:

  • Anti-discrimination laws (Title VII, ADA, ADEA, and equivalent local laws)
  • Pay transparency and salary disclosure requirements
  • Immigration and work authorization laws
  • Industry-specific licensing and certification requirements

3.3 Prohibited Job Postings

You may not post:

  • Positions requiring upfront payment or investment from candidates
  • Multi-level marketing, pyramid schemes, or commission-only sales with no base pay
  • Positions for illegal activities or services
  • Jobs misrepresenting the actual employer or working conditions
  • Roles that violate minimum wage, overtime, or labor laws
  • Positions discriminating based on protected characteristics

3.4 JD Optimizer Usage

The JD Optimizer provides AI-generated suggestions and market benchmarking. You are responsible for reviewing and approving all content before publication. AI suggestions are provided as guidance and do not constitute legal or HR advice.

4. AI Features & Automated Decision-Making

4.1 AI Interviewer

Our AI Interviewer conducts asynchronous video interviews at scale. When using this feature:

  • You must review and approve all AI-generated interview questions before deployment
  • Candidates must be informed they are interacting with an AI system
  • AI-generated evaluations are provided as decision support, not final hiring decisions
  • You retain responsibility for all hiring decisions
  • Recordings are stored securely and subject to your data retention settings

4.2 Resume Parsing & Match Scoring

Our AI analyzes resumes and provides match scores against job requirements:

  • Match scores are algorithmic recommendations, not guarantees of candidate fit
  • You should review candidates holistically, not rely solely on automated scores
  • The system may flag potential concerns (e.g., missing skills, qualification gaps) for your review
  • Scores should not be used as the sole basis for rejection without human review

4.3 Semantic Search

Natural language search uses AI to interpret intent and rank results. Search results are optimized for relevance but may not capture all matching candidates. We recommend using multiple search approaches for comprehensive sourcing.

4.4 Bias & Fairness

While we design our AI systems to minimize bias, no automated system is perfect. You are responsible for monitoring hiring outcomes for adverse impact and ensuring your use of AI features complies with applicable employment laws and regulations regarding automated employment decision tools (e.g., NYC Local Law 144, Illinois AIPA).

5. Assessments & Evaluations

5.1 Assessment Content

Ovii provides access to question banks and assessment templates. Additionally:

  • You may create custom questions using our question builder
  • You retain ownership of custom assessment content you create
  • Ovii-provided question banks are licensed for your recruitment use only
  • You may not redistribute, sell, or share Ovii assessment content externally

5.2 Coding Assessments

Our coding assessment platform evaluates technical candidates. You agree that:

  • Assessment difficulty and content should be appropriate for the role level
  • Time limits should be reasonable for the complexity of tasks
  • Candidates should be informed of assessment format and expectations
  • Code submissions become part of the candidate's application record

5.3 Video Interview Evaluations

AI-powered evaluation of video interviews provides scores for communication, confidence, and response quality. These scores are decision support tools and should be considered alongside human judgment in hiring decisions.

5.4 Scorecard & Feedback

Interview scorecards and feedback submitted by your team members are stored as part of the candidate record. You are responsible for ensuring feedback is professional, job-relevant, and does not contain discriminatory content.

6. Candidate Data & Privacy

6.1 Data Controller Responsibilities

As an employer, you are the data controller for candidate information collected through Ovii. Your responsibilities include:

  • Having a lawful basis for processing candidate data (consent, legitimate interest, etc.)
  • Providing appropriate privacy notices to candidates
  • Responding to candidate data access, correction, and deletion requests
  • Ensuring data is used only for recruitment purposes

6.2 Data Processing Agreement

Ovii acts as a data processor on your behalf. Our Data Processing Agreement (DPA) is incorporated into these terms and governs:

  • How we process candidate data on your behalf
  • Security measures and incident notification procedures
  • Sub-processor usage and international data transfers
  • Data deletion upon termination

6.3 Data Retention

You are responsible for:

  • Setting appropriate data retention policies in your account settings
  • Ensuring candidate data is not retained longer than necessary
  • Complying with any statutory retention requirements in your jurisdiction
  • Responding to candidate deletion requests within required timeframes

6.4 Candidate Consent for AI Processing

Where required by law, you must obtain candidate consent for AI-based processing including video interview analysis, resume parsing, and automated scoring. Ovii provides consent collection mechanisms that you may enable in your settings.

7. Career Site & Branding

7.1 Custom Domain

You may connect your career site to a custom domain you own. You are responsible for domain registration, DNS configuration, and SSL certificate management (or using our automatic SSL provisioning).

7.2 Brand Content

Content you upload for your career site (logos, images, videos, text) must:

  • Be owned by you or properly licensed for this use
  • Not infringe third-party intellectual property rights
  • Comply with applicable advertising and employment laws
  • Accurately represent your organization

8. Integrations & API

If you use our API or third-party integrations:

  • You are responsible for the security of API credentials
  • API usage must comply with our rate limits and acceptable use policies
  • Data accessed via API is subject to the same usage restrictions as platform data
  • Third-party integration usage is subject to those providers' terms

9. Fees, Billing & Subscription

9.1 Subscription Plans

Access to recruiter features requires a paid subscription. Your subscription includes:

  • Access to features based on your selected plan tier
  • User seats as specified in your subscription
  • Usage limits for assessments, AI interviews, and other metered features
  • Storage for candidate data, videos, and documents

9.2 Billing

Subscriptions are billed in advance on a monthly or annual basis as selected. By subscribing, you authorize us to charge your payment method for recurring fees and any overage charges for usage exceeding your plan limits.

9.3 Plan Changes

You may upgrade your plan at any time with prorated billing. Downgrades take effect at the end of your current billing period. Feature access may be restricted upon downgrade.

9.4 Cancellation & Refunds

You may cancel your subscription at any time. Access continues until the end of the current billing period. Refunds are not provided for partial periods except as required by law or at our discretion.

10. Service Level & Support

10.1 Availability

We commit to maintaining 99.9% platform availability (excluding scheduled maintenance windows). Service level credits may apply for extended outages as described in your subscription agreement or enterprise contract.

10.2 Support

Support availability and response times vary by plan tier. Enterprise customers may have dedicated support arrangements specified in their contract.

10.3 Maintenance

We perform regular maintenance to improve and secure the platform. Scheduled maintenance will be announced in advance when possible. Emergency maintenance may occur without notice.

11. Security

We implement comprehensive security measures including:

  • Encryption of data in transit (TLS 1.2+) and at rest (AES-256)
  • Regular security audits and penetration testing
  • Role-based access controls and authentication (SSO, MFA support)
  • Audit logging of data access and system changes
  • Incident response procedures and breach notification
  • SOC 2 Type II compliance (or equivalent)

12. Prohibited Uses

You may not:

  • Scrape, bulk download, or systematically extract candidate data
  • Use the platform to discriminate against candidates based on protected characteristics
  • Share account access with unauthorized parties or exceed licensed user seats
  • Use candidate data for purposes beyond recruitment (e.g., marketing, selling data)
  • Resell, sublicense, or provide the platform as a service to third parties
  • Reverse engineer, decompile, or attempt to extract source code
  • Circumvent usage limits, security measures, or access controls
  • Use the platform to harass, spam, or send unsolicited communications to candidates

13. Intellectual Property

13.1 Ovii IP

The Ovii platform, including its software, algorithms, AI models, question banks, and documentation, is owned by Ovii and protected by intellectual property laws. Your subscription grants a limited, non-exclusive license to use the platform for your internal recruitment purposes.

13.2 Your Content

You retain ownership of content you create or upload (job descriptions, custom questions, career site content, etc.). You grant Ovii a license to use this content to provide and improve our services.

13.3 Feedback

If you provide feedback, suggestions, or ideas about the platform, we may use them without obligation to you.

14. Termination

14.1 Termination by You

You may terminate your account at any time through your account settings or by contacting support. Upon termination:

  • Access to the platform ceases at the end of your billing period
  • You have 30 days to export your data using our export tools
  • Outstanding fees remain due and payable

14.2 Termination by Ovii

We may terminate or suspend your account:

  • Immediately for material breach of these terms
  • Immediately for non-payment after notice and cure period
  • With 30 days notice for any other reason

14.3 Data After Termination

Upon termination, your data will be retained for 90 days to allow export, then permanently deleted unless legally required to retain. Candidate data will be handled according to your data retention settings and applicable law.

15. Liability & Indemnification

15.1 Limitation of Liability

To the maximum extent permitted by law, Ovii's liability for any claims arising from your use of the platform is limited to the fees you paid in the 12 months preceding the claim. We are not liable for indirect, incidental, special, consequential, or punitive damages.

15.2 Your Indemnification

You agree to indemnify and hold harmless Ovii against any claims, damages, or expenses arising from:

  • Your job postings and their accuracy
  • Your hiring decisions and employment practices
  • Your treatment of candidates and employees
  • Your use of AI features and automated decision-making
  • Your violation of these terms or applicable law

16. Compliance & Regulatory

You are responsible for ensuring your use of Ovii complies with applicable laws including:

  • Employment and labor laws in your jurisdiction
  • Data protection regulations (GDPR, CCPA, etc.)
  • AI employment decision tool regulations (NYC LL144, Illinois AIPA, etc.)
  • Background check and screening laws (FCRA, Ban-the-Box, etc.)
  • Industry-specific compliance requirements

17. Modifications to Terms

We may update these terms from time to time. Material changes will be communicated via email or platform notification at least 30 days before taking effect. Continued use after changes constitutes acceptance. If you disagree with changes, you may terminate your subscription.

18. Contact

For questions about these terms, enterprise agreements, or dedicated support: