Terms of Service

These Terms of Service (the “Terms”) are a contract between Phaedra Solutions ([CONFIRM: exact registered legal form, e.g. “Phaedra Solutions (Private) Limited”]), the company headquartered in Lahore, Pakistan ([CONFIRM: full registered company address], registration [CONFIRM: company registration number]) that operates the Rubrily service (“we”, “us”), and the organization you represent (“Customer”, “you”). Rubrily is the product; Phaedra Solutions is the contracting party.

You accept these Terms by creating an account, by clicking to accept them, or by using the Service — whichever happens first. If you accept on behalf of an organization, you confirm you have authority to bind it. If you do not agree to these Terms, do not use the Service.

The Privacy Policy, the Data Processing Agreement (the “DPA”) and the Cookie Policy are part of this agreement and are incorporated by reference.

Rubrily is an AI-first applicant tracking system: it hosts your hiring projects and job posts, conducts asynchronous AI interviews, evaluates CVs against rubrics you define, produces explained, per-criterion scores that blend into a Fit Score, and gives your team a pipeline to work from. The Service provides decision support for screening. It does not make hiring decisions, and Section 9 describes what its outputs are — and are not.

The Service is for business use in hiring. It is not offered to consumers or to anyone under 18. You are responsible for the accuracy of your account information and for keeping credentials confidential.

Administrators control who in the organization can access what: the Service provides Owner, Admin and Member roles with project-level scoping. You are responsible for the people you authorize — including granting the least access they need, removing access when people leave, and everything done under your organization’s accounts.

The Service offers a free plan — unlimited candidates, AI interviews and CV evaluations with the core pipeline — and paid plans (currently named Growth and Scale) that add workflow, automation and enterprise features. Current plans, inclusions and prices are listed at rubrily.com/pricing; the pricing page governs what each plan includes at the time you buy. The free plan is not a trial and does not expire, but it is subject to fair use (Section 8) and to these Terms.

Features labelled beta, preview or similar (for example Matched Talents, which is labelled BETA in the product) are provided as-is for evaluation: they may change, break or be withdrawn without notice, may have separate limits, and are excluded from any availability commitments. Do not rely on a beta feature for a decision you could not make without it.

You own your content. Job posts, rubrics and criteria, notes, ratings, templates, and the candidate data your hiring process collects (“Customer Content”) belong to you or your licensors. We claim no ownership of it.

You grant us a limited, non-exclusive, worldwide licence to host, process, transmit and display Customer Content only as needed to operate, secure, support and improve the Service for you, and as instructed by you through the Service’s features (for example, emailing a candidate when you move them to a stage with an auto-send rule).

Model training:we do not use your candidates’ personal data to train machine-learning models across customers. Improving the Service with Customer Content is limited to aggregate, de-identified usage patterns that cannot identify a person. [CONFIRM: this is the recommended enterprise stance — verify it matches the actual and intended engineering practice, including AI-provider zero-retention configuration]

Candidate data is processed under the DPA. For candidate personal data you are the controller and we are your processor; the DPA is incorporated into these Terms for all customers and governs that processing, including security, subprocessors, assistance and deletion.

You — not Phaedra Solutions — are the employer (or the recruiter acting for one) and the deployer of the Service in your hiring process. You are responsible for:

• having a lawful basis for collecting and assessing your candidates’ data, and giving candidates the notices your law requires;
• your hiring decisions, including maintaining the human review your jurisdiction and your own policies require;
• compliance with employment and AI-hiring law where you hire — for example bias-audit and notice duties for automated employment decision tools under NYC Local Law 144, notice and non-discrimination duties under Illinois law (including HB 3773 from 2026), and deployer obligations for high-risk AI systems under the EU AI Act as they take effect;
• the questions you ask candidates and the criteria you score them against, including not soliciting special-category or otherwise unlawful data.

The Service is built to support these duties — per-criterion scores, written justifications, transcripts and recordings give you an auditable record — but using Rubrily does not by itself make you compliant with any law, and nothing we provide (including this page) is legal advice. Where your law requires assessments, audits or notices, they are yours to perform and give.

You agree not to:

• use the Service for anything other than lawful hiring and recruiting purposes;
• upload malware, attempt to breach or probe the Service’s security, or access another organization’s tenant or data;
• scrape the Service, harvest data from it, or use it to build a competing product;
• resell or white-label the Service without a written agreement with us;
• use the Service to harass candidates, to collect data about people who are not genuine candidates for a genuine role, or to solicit special-category data;
• interfere with rate limits, abuse the free plan (for example by spreading one organization across many accounts), or use the Service in breach of export-control or sanctions law.

We may suspend access that endangers the Service or other customers, with notice where practicable, scoped and lifted as soon as the issue is resolved.

Scores, justifications, summaries, transcripts, integrity flags and rankings (“Outputs”) are generated by AI systems applied to your rubric and your candidates’ materials. Outputs are decision support: they can contain errors, they can miss context, and a transcription or evaluation can be wrong in ways the written justification makes visible. The Service is designed so your people can check the AI’s work — read the justification, open the transcript, play the recording — and you agree that human judgment, not an Output, makes the decision.

We do not warrant that any Output is accurate or that any candidate is suitable or unsuitable for any role. Where the system lacks evidence it says “Cannot evaluate” rather than guessing; treat that honesty as a feature, not a defect.

We (and our licensors) own the Service — the software, models, designs, documentation and everything else that is not Customer Content — including all improvements. These Terms grant you a limited, non-exclusive, non-transferable right to use the Service for your internal hiring during your subscription; no other rights are granted.

If you send us feedback or suggestions, you grant us a perpetual, irrevocable, royalty-free licence to use them without restriction or obligation — we cannot un-hear a good idea.

Each party may learn non-public information from the other that a reasonable person would treat as confidential — including Customer Content on your side and non-public product information on ours. The receiving party will protect it with at least reasonable care, use it only to perform under these Terms, and disclose it only to people who need it and are bound to confidentiality. These duties do not apply to information that is public without breach, independently developed, or lawfully received from someone else — and disclosure required by law is permitted with notice to the other party where lawful.

Our handling of personal data is governed by the Privacy Policy (where we are controller) and the DPA (where we process candidate data for you), with the security measures described on the security pageand in DPA Annex II. You are responsible for configuring the Service’s controls — roles, project scoping, discoverability, share links — to match your own policies.

We operate the Service with reasonable skill and care and aim for high availability, but at launch we do not offer a contractual SLA or service credits; planned maintenance and emergency fixes may interrupt the Service. (Default — confirm: [CONFIRM: SLA/support tiers for paid plans].) Support is provided by email; priority support is a paid-plan feature as described on the pricing page.

Paid plans are billed as stated at purchase. Prices exclude taxes; you are responsible for applicable VAT, GST, sales and withholding taxes, except taxes on our income. Except where the law requires otherwise, fees are non-refundable (default — confirm: [CONFIRM: refund stance]). Optional candidate add-ons are purchased by candidates and charged only if a candidate chooses one and starts it; recruiters can disable candidate offers entirely.

We may change prices with at least 30 days’ notice; changes apply from your next billing period, and if you do not accept a price change you may cancel before it takes effect. Late amounts may be suspended for non-payment after notice.

These Terms apply from your first use of the Service and continue until terminated. You can stop using the free plan or cancel a paid plan at any time (paid cancellations take effect at the end of the billing period). Either party may terminate for material breach that is not cured within 30 days of notice; we may terminate immediately for breaches of Section 8 that endanger the Service, candidates or other customers.

After termination you have an 30-day window to export Customer Content (CSV and PDF export are built into the product). After the window, we delete Customer Content — including candidate data — in accordance with the DPA, within 30 days, except where law requires retention. Sections that by their nature survive (confidentiality, IP, fees owed, liability, governing law) survive termination.

Except as expressly stated in these Terms, the Service is provided “as is” and “as available”, and we disclaim all other warranties, express or implied, including merchantability, fitness for a particular purpose, non-infringement, and any warranty arising from course of dealing. We do not warrant that the Service will be uninterrupted or error-free, that Outputs will be accurate, or that the Service satisfies any law that applies to your hiring. Some jurisdictions limit warranty disclaimers; this section applies to the fullest extent the law allows.

Neither party is liable for indirect, incidental, special, consequential or punitive damages, or for lost profits, revenue, goodwill or data, even if advised of the possibility.

Each party’s total aggregate liability under these Terms is capped at the fees paid or payable to us for the Service in the 12 months before the event giving rise to liability; for free-plan customers who have paid nothing, the cap is USD 100. (Both caps are defaults — confirm.) These caps do not apply to your payment obligations, either party’s indemnity obligations, breaches of confidentiality, IP infringement, or liability that cannot be limited by law (including fraud).

By you: you will defend and indemnify us against third-party claims arising from your hiring decisions and employment practices, your Customer Content, your breach of Section 6 or 8, or your violation of law — including claims by candidates about decisions you made.

By us: we will defend and indemnify you against third-party claims that the Service, used as permitted, infringes their intellectual property — and if the Service is found (or in our view is likely to be found) infringing, we may modify it, procure the right for you to keep using it, or terminate and refund prepaid unused fees. This is your exclusive remedy for IP infringement by the Service.

The indemnified party must give prompt notice, allow the indemnifying party to control the defence, and reasonably cooperate.

These Terms are governed by [CONFIRM: governing law and exclusive venue — business decision, see LEGAL_REPORT.md], and the courts of that venue have exclusive jurisdiction, except that either party may seek injunctive relief anywhere for IP or confidentiality breaches. The United Nations Convention on Contracts for the International Sale of Goods does not apply.

We may update these Terms as the Service evolves. For material changes we give at least 30days’ notice — by email to account owners and a notice in the product — before the change takes effect. If you do not accept a material change, you may terminate before it takes effect; continued use after the effective date is acceptance. The version and dates at the top of this page identify the current Terms.

You may not assign these Terms without our consent, except to a successor in a merger or sale of substantially all assets (we may assign on the same basis, with notice). These Terms, with the documents they incorporate, are the entire agreement about the Service and supersede prior discussions; terms on a purchase order do not apply. If a provision is unenforceable, the rest stands and the provision is enforced to the maximum lawful extent. A failure to enforce is not a waiver. The parties are independent contractors. Notices to us go to legal@rubrily.com; notices to you go to your account owner’s email. You will comply with export and sanctions laws applicable to your use of the Service.