Terms of Service

Recruit Buddy is operated by Workflow Corporation, which trades as Radio Workflow HQ and has its place of business at 210 Emerson Pl, Suite 300, Davenport, IA 52801, USA. In this document “we”, “us” and “our” mean Workflow Corporation; “you” means the organisation using Recruit Buddy, and the people it lets into its workspace. You can reach us at support@workflowcorp.com or +1 (563) 275-6409.

These terms cover the Recruit Buddy website, the console, the careers sites it publishes for you and the API. The Acceptable Use Policy is part of this agreement. The Privacy Policy explains what happens to personal data.

You accept these terms by creating an account, joining a workspace you were invited to, or using the API with a key issued to you. If you accept on behalf of an organisation, you confirm you have authority to bind it. Console accounts are for adults acting for an employer. Candidates who apply through a careers site are not parties to this agreement; their relationship is with the employer.

Everything in Recruit Buddy belongs to a workspace, not to an individual. Each member holds one role, and the role decides what they can see:

Owner

Everything, including deleting the workspace.

Admin

Members, settings, AI policy, privacy controls and API keys, across every job.

Recruiter

Every job and its candidates, except restricted searches (such as an executive or replacement search) they are not on.

Hiring manager

Only the jobs whose hiring team they are on: reviewing decisions, moving candidates, approving and making offers.

Interviewer

Only the candidates of jobs they interview for, to submit feedback. Never sees compensation.

Viewer

Dashboards and reports only. Never an individual candidate.

Whatever their role, nobody sees their own application when they apply for a job inside the workspace, and a restricted search is seen only by the people on it and by admins and owners.

You decide who is in your workspace and with which role, and you are responsible for everything done through your members’ accounts and your API keys. Keep passwords and keys secret. API keys are stored only as hashes, so a lost key cannot be shown again: revoke it and issue another.

Candidate data is yours. You are the controller of the personal data of the people who apply to you, and we process it only to provide Recruit Buddyto you, on your instructions, and as the Privacy Policy describes. We do not sell it, use it for advertising, use it to train models, or combine it with another customer’s.

You are responsible for:

• having a lawful basis to collect and use each candidate’s data, including candidates you source, import or receive from an agency;
• telling candidates how their data is used and that AI assists the review (the careers site carries a notice you can edit, and it is shown before anyone applies);
• answering candidates’ requests to see, correct or delete their data, with the tools Recruit Buddy provides;
• setting a retention period that suits the law where you hire, and deleting what you no longer need.

Where data protection law requires a written processing agreement between us, write to support@workflowcorp.com.

Recruit Buddy’s AI reads applications against your scorecard and recommends whether to advance, hold or decline each one, with the reasons. It drafts job descriptions and scorecards, summarises interview feedback, suggests offers within your pay band and resurfaces past candidates. Each of these is a recommendation.

• Hiring decisions are yours. Recruit Buddy will not decline an application without a person. You may let the AI advance strong applications on its own; a recommended decline always waits for one of your team to accept or override it, and an override needs a reason.
• Recommendations can be wrong. The AI reads only what is written, can misread it, and knows nothing the CV does not say. Review what it recommends before you act on it.
• Compliance is yours.Laws that regulate automated employment decisions (such as New York City’s Local Law 144, the EU AI Act, Colorado’s AI Act and Illinois law) place duties on employers: notices, bias audits, opt-outs, record keeping. Recruit Buddy gives you the tools for them (a candidate notice, a human-review opt-out, a full record of every recommendation and what was done with it, and adverse-impact reporting), but using them, and any independent audit the law requires, is your responsibility. The adverse-impact report is a measurement, not a certification that your process is fair.

You must use Recruit Buddy lawfully and as the Acceptable Use Policy sets out. In short: no discrimination, no rejecting people without a human decision, no misleading job ads, and no misuse of candidates’ data. A breach of it is a breach of these terms.

Every workspace is on a plan. The plans, their prices and what each includes are published on the pricing section of our home pageand shown to a workspace’s owners and admins in Settings, Plan and billing. Prices are in USD, and the price shown is the amount charged.

• What a plan limits.How many jobs can be open at once, and how many AI screenings, AI assists and text messages are included each month. Team members are not limited on any plan. Monthly allowances reset each month and unused allowance does not carry over. When a month’s AI allowance is used, the rules engine carries on in its place and the product keeps working; when the text allowance is used, further texts are refused until it resets or the plan changes.
• The free plan. It costs nothing and has no end date.
• The trial. The first workspace a person creates starts with a 14-day trial of the Growth plan, with smaller AI and text allowances than the paid plan. No card is needed. A trial never becomes a paid plan on its own: when it ends the workspace moves to the free plan, whether or not a card is on file.
• Paying. A paid plan is bought by an owner or admin, by card, monthly or yearly. The card is given directly to our payment processor; we never receive or store the card number. Storing a card charges nothing. Choosing a paid plan charges the card at once for the first period, and the plan then renews automaticallyat the end of each period, at the price published for it on that day, until it is cancelled. We will tell a workspace’s owners and admins by email before a price that affects them changes.
• Changing plan. Moving to a dearer plan takes effect at once and charges the difference for the days left in the period; moving from monthly to yearly starts a new year at once, less the unused part of the month already paid. Moving to a cheaper plan takes effect when the period you have paid for ends. You are shown the exact amount before anything is charged.
• Cancelling. An owner or admin can cancel at any time in Settings, Plan and billing. The plan runs to the end of the period already paid for and then the workspace moves to the free plan. We do not refund the unused part of a period, except where the law requires it.
• If a payment fails. The plan keeps working while we try the card again, up to 4 attempts over 9 days, and we email the owners and admins each time. If none succeeds the workspace moves to the free plan.
• Moving to the free plan deletes nothing.Jobs, candidates and records are kept, and jobs that are already open stay open. The free plan’s limits apply from then on: another job can be opened once the number open is within the plan.

If you have a separate written agreement with us about fees, that agreement governs them and nothing in the product charges you beyond it.

We work to keep Recruit Buddy available and fast, but we do not promise uninterrupted service, and no part of these terms is a service-level commitment. Background work (AI screening, candidate email, reminders) runs on a queue and normally completes within seconds to minutes. Your careers site, applications and records are not affected by an AI provider being unavailable: the rules engine produces recommendations instead.

We improve Recruit Buddy continuously and may change, add or retire features. If we retire something you rely on, we will tell workspace owners before it goes and, where it holds your data, give you a way to export it first.

We may suspend or terminate an account or a workspace if you breach these terms or the Acceptable Use Policy, if the law requires it, or if your use threatens the security or stability of the service. For serious abuse (fraudulent job ads, collecting fees from applicants, discrimination, harvesting candidate data) we may act without notice.

You can stop at any time. An owner can delete a workspace from its settings, which removes every job, candidate, application, AI decision record and stored file in it. You can delete your own account from Settings; if you are the last owner of a workspace that still has other members, hand ownership over first. Export anything you are obliged to keep before you delete it; we are not obliged to retain a copy for you.

The service is provided “as is”. To the fullest extent permitted by law we disclaim all implied warranties, including merchantability, fitness for a particular purpose and non-infringement. Recruit Buddy is software, not legal advice: nothing it shows you, including the adverse-impact report and the default templates, tells you what the law requires of you.

Nothing in this section limits liability that cannot be limited by law, including for death or personal injury caused by negligence, or for fraud.

Subject to the paragraph above, our total liability to you arising out of or relating to these terms, in contract, in tort or on any other basis, taken together across every claim, is capped at the greater of the fees you paid us for Recruit Buddy in the twelve months before the claim arose, or USD 100. We are not liable for indirect or consequential loss, for loss of profit, revenue, business, goodwill or anticipated savings, or for loss or corruption of data, however caused.

This cap limits what we owe you. It does not limit what you owe us under the indemnity below.

You will defend and indemnify us against claims, damages and reasonable costs arising from your hiring decisions, from your collection and use of candidates’ data, from the content of your job ads and messages, or from your breach of these terms, most obviously a claim by an applicant that they were treated unlawfully. We will tell you promptly about a claim covered by this section, you will control its defence, and you will not settle it in a way that binds us without our written consent, which we will not unreasonably withhold.

For a material change we give at least 30 days’ notice, by publishing the new version here with its effective date at the top and by emailing workspace owners. The date on this page is the one that governs. A change that is not material (a clarification, a corrected cross-reference) takes effect when published. Continuing to use Recruit Buddy after the effective date means you accept the new version.

These terms are governed by the law of the State of Iowa, USA, without regard to its conflict-of-laws rules, and the state and federal courts located in Scott County, Iowa have exclusive jurisdiction over any dispute arising out of or relating to them. There is no mandatory arbitration clause and no class-action waiver.

Before either of us files anything, tell the other what is wrong: email support@workflowcorp.com with what happened and what you want. If it is not resolved within 30 days, either of us may go to court. Where local law gives you rights that cannot be contracted away, this section does not take them away.

• These terms and the Acceptable Use Policy, together with any written agreement on fees, are the whole agreement between us about Recruit Buddy.
• If a provision is unenforceable, the rest continues to apply.
• Not enforcing a term once does not waive it.
• You may not assign this agreement without our consent. We may assign it to a successor of the business.

Questions and formal notices go to support@workflowcorp.com; mark a legal notice for the attention of the legal team. Post reaches us at Workflow Corporation, 210 Emerson Pl, Suite 300, Davenport, IA 52801, USA, and the phone is +1 (563) 275-6409.