General terms and conditions

1. Agreement and scope

These General Terms and Conditions (the “Terms”) govern access to and use of the HireFlow software platform by recruitment agencies and other authorised business customers (each a “Customer”) and their authorised users.

By creating an account, accepting these Terms, or using HireFlow, the Customer agrees to these Terms. Where mandatory applicable law requires otherwise, that law prevails over conflicting contractual wording.

2. Legal operator

HireFlow is a product and brand operated by Appollo Lab, a business registered in the Netherlands.

• Legal operator: Appollo Lab
• Address: Hoornstraat 10, 5402 HP Uden, The Netherlands
• KVK: 96983299
• VAT ID: NL005241718B76
• Phone: +31 6 83428932
• General: info@hireflowjobs.com
• Legal: legal@hireflowjobs.com
• Privacy: privacy@hireflowjobs.com

3. Eligibility and business use

HireFlow is intended for business customers, typically recruitment agencies and similar organisations, and their authorised staff. The Customer represents that it acts in a professional capacity and that users are authorised to bind the Customer to these Terms.

4. Accounts and security

The Customer must keep credentials confidential, limit access to authorised staff, and notify Appollo Lab promptly of suspected compromise. The Customer is responsible for activity under its accounts except where caused by a proven platform security failure attributable to Appollo Lab.

5. The HireFlow service

HireFlow provides hosted software for job listings, applications, CV and email intake, recruiter collaboration, and related workflows within an isolated agency workspace. Features may evolve. Appollo Lab provides and maintains the platform and applies reasonable technical and organisational measures appropriate for a B2B SaaS product. Appollo Lab does not control Customer conduct, exported data, or communications outside the product.

6. Plans, trials, fees, and payment

HireFlow may be offered under trial, subscription, or other commercial plans described on the public Prices page or in a separate written agreement. Entitlements, limits, and pricing follow the applicable plan and any written commercial terms.

Trial access, where offered, is limited in time and/or scope and may convert to a paid plan only if the Customer expressly continues under a paid arrangement. Trial features do not create an uptime or support SLA.

Fees are due as stated for the selected plan or invoice. Unless otherwise agreed in writing, fees are exclusive of applicable taxes (including VAT), which the Customer must pay where due.

Online self-serve payment checkout is not yet available in the product. Until a payment provider integration is enabled and verified, paid access may be arranged through Appollo Lab’s commercial process (for example manual activation or invoicing). These Terms state the contractual cancellation and refund policy that will also apply when online payment processing becomes available; they do not claim that card checkout, customer billing portals, automated invoices, or automated dunning already operate in HireFlow.

7. Renewal

Paid subscription periods renew for successive periods of the same length unless cancelled in accordance with these Terms or a written agreement, or unless Appollo Lab ends the arrangement as permitted here. Renewal charges, when online payment is enabled, follow the then-current plan terms unless otherwise agreed.

8. Cancellation

The Customer may cancel a paid subscription so that it does not renew for the next billing period. Ordinary cancellation takes effect at the end of the already-paid billing period. Access continues through that paid period unless the service is suspended or terminated earlier for another valid reason under these Terms (for example material breach or security risk). Annual subscriptions follow the same principle. Product tooling to place a cancellation must match this policy when self-serve billing is enabled; until then, cancellations may be processed through Appollo Lab support or commercial channels.

9. Refunds

Fees already paid for an active billing period are not automatically refunded on a pro-rata basis merely because the Customer cancels during that period. Annual plans follow the same principle. Exceptions apply where required by mandatory applicable law or where Appollo Lab has expressly agreed otherwise in writing.

10. Suspension and termination

Appollo Lab may suspend or terminate access if the Customer breaches these Terms, poses a security risk, fails to pay amounts due when payment obligations apply, or uses the platform in a way that could harm candidates, other customers, or the service. Where reasonable, Appollo Lab will give notice and an opportunity to remedy. On termination, the Customer should export data it needs using available product tools before access ends, subject to applicable law and any data processing terms.

11. Customer data and candidate data

The Customer retains ownership of its uploaded materials and recruitment records, subject to the licence needed for Appollo Lab to operate HireFlow. For candidate personal data processed through HireFlow for the Customer’s recruitment purposes, the Customer typically acts as controller and Appollo Lab typically acts as processor, as further described in the Privacy Statement.

The Customer is responsible for having an appropriate lawful basis and providing required notices for personal data it places in HireFlow, for recruiter use of the platform, and for hiring and related decisions. Appollo Lab may act as controller for its own business records (for example accounts, billing, security, and operational logs).

12. Data protection and DPA

Processing of personal data is described in the Privacy Statement and in Appollo Lab’s Data Processing Agreement and public Subprocessor register. When the DPA is incorporated for the Customer (by the Main Agreement, written order, or another express acceptance mechanism), it forms part of the agreement for processor activities. Public viewing or downloading does not by itself create an executed electronic signature for a specific Customer.

13. AI-assisted functionality

HireFlow may offer optional AI-assisted features (for example structured CV field suggestions). AI output is assistive only, may contain errors or omissions, and must be reviewed by a human recruiter before reliance. HireFlow does not autonomously make final hire or reject decisions based on the current product design.

Appollo Lab does not guarantee AI accuracy, candidate suitability, the truth of candidate-provided information, or hiring outcomes. Agencies remain fully responsible for verifying information and for recruitment decisions.

14. Third-party services

HireFlow relies on third-party infrastructure and services (for example hosting, email delivery, monitoring, and optional AI providers). Appollo Lab does not guarantee the uninterrupted availability or error-free operation of those third parties. Outages or policy changes at third parties may affect features without constituting a breach by Appollo Lab where Appollo Lab acts with reasonable care. Details of subprocessors belong in the Privacy Statement, Subprocessor register, and DPA, not as a full vendor schedule in these Terms.

15. Acceptable use

Customers may use HireFlow only for legitimate recruitment operations in line with applicable law and their agreements. Users must act professionally and protect candidate dignity and privacy.

Customers must not:

• Upload malware, abusive content, or material they lack rights to use
• Process candidate data unlawfully or without an appropriate basis
• Use the platform for discriminatory, harassing, or illegal hiring practices
• Attempt to breach security, probe other tenants, or misuse credentials
• Rely on AI output as the sole basis for hire/reject decisions without meaningful human review
• Represent HireFlow as making autonomous hiring decisions on their behalf

16. Intellectual property

The platform, branding, and documentation remain the property of Appollo Lab or its licensors. Customers retain ownership of their data and uploads, subject to the operational licence required to provide the service.

17. Confidentiality

Each party must protect the other party’s non-public business information received in connection with the service with reasonable care and use it only for performing under these Terms, except where disclosure is required by law or the information is already public through no fault of the receiving party.

18. Availability and maintenance

The service is provided on an “as is” and “as available” basis. For standard HireFlow plans there is no contractual 99.x% uptime commitment, no standard service credits, and no guarantee of uninterrupted or error-free operation. Appollo Lab may perform maintenance, updates, security work, and emergency intervention, which may temporarily limit access.

Additional service-level commitments apply only if separately agreed in writing (for example an enterprise agreement).

19. Warranties and disclaimers

Except for commitments expressly stated in these Terms or a signed written agreement, and except for warranties that cannot be excluded under mandatory law, Appollo Lab disclaims implied warranties of merchantability, fitness for a particular purpose, and non-infringement to the fullest extent permitted by law. Appollo Lab does not warrant that HireFlow will meet every Customer requirement or that use will be uninterrupted or free of defects.

20. Limitation of liability

To the extent permitted by mandatory applicable law, Appollo Lab’s aggregate liability arising out of or relating to HireFlow under these Terms is limited to the total fees paid by the Customer to Appollo Lab for HireFlow in the twelve (12) months immediately preceding the event giving rise to the claim (or, if no fees were paid in that period, one hundred euro (€100)).

To the extent permitted by law, neither party is liable for indirect, incidental, special, consequential, or punitive damages, or for lost profits, lost revenue, lost data, or business interruption, even if advised of the possibility of such damages.

Nothing in these Terms limits liability that cannot be limited under Dutch or other mandatory applicable law (including liability for intentional misconduct or gross negligence where such limitation is prohibited). Customers remain responsible for recruitment decisions and their own regulatory obligations.

21. Indemnity

The Customer will defend and indemnify Appollo Lab against third-party claims, damages, and reasonable costs arising from the Customer’s content, candidate processing without an appropriate basis, or unlawful use of HireFlow, except to the extent caused by Appollo Lab’s proven breach of these Terms or mandatory law.

22. Force majeure

Neither party is liable for delay or failure caused by events outside reasonable control (for example widespread infrastructure outages, natural disasters, war, or government action), provided the affected party uses reasonable efforts to resume performance.

23. Changes to the service or Terms

Appollo Lab may add, modify, or retire features with reasonable notice where practicable. Appollo Lab may update these Terms by publishing a new version with a new version identifier and effective date. Material changes will be communicated through the product, email, or the website where reasonably practicable. Continued use after the effective date constitutes acceptance of the updated Terms, except where mandatory law requires a different mechanism.

24. Governing law and jurisdiction

These Terms are governed by the laws of the Netherlands. Disputes are subject to the jurisdiction of the courts of the Netherlands, without prejudice to mandatory applicable law that requires another forum or affords non-waivable protections. No specific court district is designated in these Terms beyond that general position.

25. Contact

For general questions: info@hireflowjobs.com. For contractual or legal notices under these Terms: legal@hireflowjobs.com. For privacy questions: privacy@hireflowjobs.com.