Terms of Service

Last updated: [[PLACEHOLDER: publication date]]

1. The service

ScoutX is recruitment software operated by [[PLACEHOLDER: registered legal entity name]] (registration number [[PLACEHOLDER: company registration number]]) ("ScoutX", "we", "us"). It lets recruitment agencies manage candidates, jobs, pipelines, screening interviews, campaigns and invoicing. "You" means the agency that has signed up, and "your users" means the people you invite to use your account.

2. Accounts

• An agency administrator creates the account and invites other users. You are responsible for everything done under your account and for keeping credentials confidential.
• Tell us promptly if you suspect unauthorised access.
• You must be at least 18 and authorised to bind your agency.

3. Acceptable use

You may not:

• use ScoutX unlawfully, or to send unsolicited or deceptive email;
• attempt to access another agency's data, probe or disrupt the service, or bypass its limits;
• upload personal information you have no lawful basis to hold;
• copy, resell or reverse engineer the service, except as the law allows.

Fair-use limits apply to AI features and to email sending. We may suspend access that threatens the security or stability of the service.

4. Personal information and POPIA

• For the candidate, client and job information you load into ScoutX, you are the responsible party under POPIA and we act as your operator. You must have a lawful basis, and where needed consent, to collect that information and to use it in ScoutX, including sending it to the AI and email providers listed in our Privacy Policy.
• We process that information only to provide the service and on your instructions, keep it confidential, and apply the security measures described in the Privacy Policy.
• We will tell you without undue delay if we become aware of a security compromise affecting your data.
• You are responsible for responding to data-subject requests about your candidates. ScoutX provides tools to export and erase a candidate's record, and we will help where you ask.

5. AI features

AI features produce suggestions, such as drafted adverts, CV summaries, screening questions, assessments and outreach emails. They can be wrong or incomplete. A person at your agency must review the output before relying on it or sending it, and you remain responsible for hiring decisions and for compliance with employment and equality law. ScoutX does not make hiring decisions.

6. Your data

You own the content you load into ScoutX. You give us a licence to host and process it solely to provide the service. You can export candidate records at any time and ask us to delete your account data. After termination we delete or anonymise your data as described in the Privacy Policy, except records we must keep by law.

7. Fees

Fees, billing cycle and any trial are set out in your order form or on the pricing page. Fees are exclusive of VAT unless stated. Unpaid amounts may lead to suspension after notice.

8. Availability and support

We work to keep ScoutX available and take regular backups, but we do not promise uninterrupted service. We may carry out maintenance and will try to give notice of planned downtime.

9. Our intellectual property

ScoutX, its software, design and branding belong to us or our licensors. These terms give you a right to use the service, not ownership of it.

10. Warranties and liability

The service is provided "as is" to the extent the law allows. We are not liable for indirect or consequential loss, or for lost profit or business opportunity. Our total liability for any claim in connection with the service is limited to the fees you paid in the 12 months before the claim arose. Nothing here limits liability that cannot be limited by law.

11. Termination

You may stop using ScoutX and close your account at any time, subject to any minimum term in your order form. We may terminate or suspend your account for material breach that is not remedied within a reasonable period after notice, or immediately for serious abuse.

12. Changes

We may update these terms. For material changes we will notify agency administrators in advance. Continued use after the change takes effect means you accept the updated terms.

13. Governing law and contact

These terms are governed by the laws of the Republic of South Africa, and the South African courts have jurisdiction. Our address is [[PLACEHOLDER: registered physical address]]. For questions about these terms, contact [[PLACEHOLDER: Information Officer email address]].