EMPFLX Terms and Conditions

1. Service Description

EMPFLX is a recruitment workflow platform for candidates, recruiters, and organization administrators. EMPFLX supports profile management, job postings, candidate search, application workflows, interview scheduling, document exchange, status updates, recruiter collaboration, subscriptions, contact requests, and related recruitment communications.

EMPFLX is a workflow and information-management tool. EMPFLX is not an employer, employment agency, legal adviser, background-check provider, payroll provider, or hiring decision maker unless a separate written agreement expressly says otherwise.

2. Accounts and Authority

You must provide accurate registration information, keep it up to date, and protect your login credentials. You are responsible for activity performed through your account.

If you create or use a recruiter or administrator account on behalf of an organization, you represent that you are authorized to bind that organization to these Terms and to use candidate information for lawful recruitment purposes.

EMPFLX may refuse, suspend, or disable access where account information is inaccurate, security is at risk, payment or contractual obligations are breached, or these Terms are violated.

3. Acceptance of Terms

Registration requires affirmative acceptance of these Terms and Conditions. EMPFLX may record the date, time, user account, IP/session metadata where available, and terms version accepted.

If these Terms materially change, users may be asked to review and accept the updated version before continuing to use EMPFLX.

4. Privacy, Data Protection, and Separate Privacy Notice

These Terms explain contractual use of EMPFLX and are not blanket consent to personal-data processing. They do not replace a privacy policy, privacy notice, data processing agreement, cookie notice, or other legally required data-protection notice. Applicable notices and processing arrangements must be provided separately by the responsible parties.

EMPFLX processes account, profile, application, workflow, uploaded-file, communication, billing, support, and technical information to provide and secure the service. Depending on deployment and customer setup, the service operator, recruiter organization, or both may act as controller, joint controller, processor, or service provider for personal data. Those roles must be confirmed in the applicable customer agreement and privacy documentation.

EMPFLX does not sell user personal data or use it for unrelated personal or commercial purposes. EMPFLX may share data as needed to provide, secure, support, bill, or improve the service and recruitment workflows; with authorized users and customer organizations; with contracted service providers under appropriate arrangements; when required by law; or through a connection expressly authorized by the account holder. These commitments describe EMPFLX's own processing. They do not determine the independent retention, training, or other processing practices of an external AI client selected by a recruiter.

EMPFLX will not use user data for personal purposes unrelated to the service. User data is used only for operating EMPFLX, supporting users, protecting the service, meeting legal or contractual obligations, and helping candidates, recruiters, and administrators complete employment and recruitment processes.

Users must not submit personal data unless they have the right to do so. Recruiters must ensure they have a lawful basis and all required notices for collecting, viewing, evaluating, retaining, exporting, or deleting candidate information, including disclosure to an external AI client. A recruiter's authorization of a client is not a candidate's consent and does not itself establish a lawful basis for processing candidate data.

Users must not upload unnecessary sensitive information, including special-category data, government identifiers, health information, financial account information, criminal-history data, or background-check information unless the organization has confirmed a lawful basis and appropriate safeguards.

5. Candidate Information

Candidates may provide profile details, contact information, career field, employment preferences, supporting documents, application materials, interview responses, offer responses, and workflow decisions. Candidates are responsible for the accuracy and lawfulness of information they submit.

Candidates must not submit false, misleading, infringing, confidential, unlawful, or malicious content. Candidates should avoid uploading information that is not relevant to recruitment or that they do not want recruiters to consider.

6. Recruiter and Administrator Responsibilities

Recruiters and recruiter organizations are responsible for their job postings, candidate searches, communications, interview requests, evaluations, workflow decisions, offer documents, rejections, hiring decisions, group access, and retention or deletion of candidate information.

Recruiters must comply with employment, labor, anti-discrimination, equal opportunity, accessibility, immigration, privacy, data-protection, consumer-reporting, recordkeeping, applicant-notice, and hiring-transparency laws that apply to their recruitment activities.

Recruiters must not use EMPFLX to discriminate, harass, retaliate, unlawfully screen out applicants, request prohibited pre-employment information, or make decisions based on protected characteristics or stereotypes.

Administrators are responsible for managing authorized users, role access, account status, organization configuration, and operational compliance for the deployment they administer.

7. AI-Assisted Features

EMPFLX may include AI-assisted features, including CV or resume parsing, candidate-position matching, profile or job comparison, summaries, skill extraction, recommendations, support triage, or assistance with composing text. These features are intended to support human review and workflow efficiency.

AI output may be incomplete, inaccurate, outdated, biased, or unsuitable for a particular role or jurisdiction. Users must independently review AI output before relying on it. AI output must not be treated as legal advice, employment advice, a background check, a verified credential assessment, or a final hiring, rejection, compensation, interview, promotion, or employment decision.

EMPFLX does not make final hiring decisions. Recruiters and recruiter organizations remain responsible for their employment decisions and AI-assisted use. EMPFLX, service operators, recruiters, and AI providers each remain responsible for obligations applicable to their own role under law, including anti-discrimination, accessibility, privacy, data-protection, applicant-notice, human-oversight, audit, recordkeeping, and automated-decision requirements.

Where EMPFLX-provided AI features are enabled, configured third-party providers, such as Google Gemini, may process information from CVs, resumes, profiles, positions, applications, and workflow context as needed to provide the requested feature. Each party must meet the contracts, data-processing terms, notices, legal bases, safeguards, and configuration obligations applicable to its role before enabling or using those features.

EMPFLX does not use CVs, resumes, profiles, applications, or user content to train general-purpose AI models or for unrelated advertising, personal, or third-party commercial use unless expressly agreed in a separate written arrangement that complies with applicable law. This commitment concerns EMPFLX's own use and is not a guarantee about independently selected external AI clients. Configured service providers must be assessed under their applicable contracts and data-processing terms.

Users must not intentionally submit sensitive, confidential, excessive, or unlawful information for AI processing. Recruiters must not use AI-assisted results to infer or decide based on protected characteristics, health information, union membership, political opinions, religious beliefs, ethnicity, sexual orientation, age, disability, or other legally protected status.

Where enabled by the deployment, recruiters can authorize ChatGPT or another compatible AI client to use scoped delegated access to EMPFLX. Approved scopes may allow reading recruiter data and performing writes, including managing positions, saving assessments, inviting candidates, and changing recruitment workflows. These actions affect the real EMPFLX portal and database and may send communications or create other workflow consequences. Authorization never gives the client more permissions than the signed-in recruiter has. Review the requested access and intended actions before approving a connection or instructing a client.

Under the standard subscription plans, external AI integration is included in Pro, Business and Enterprise and is not included in Startup. Availability also depends on account entitlements and installation settings. Candidates can authorize role-specific external AI access to their own account, profile, applications and workflow actions, including an explicitly requested application. Candidate access does not require a recruiter subscription. Uploads, password changes and account deletion continue in the EMPFLX portal. Assessments supplied by a recruiter's own AI do not consume EMPFLX AI-score credits and have no separate monthly assessment quota; other account permissions and plan limits still apply. EMPFLX-provided AI scoring remains subject to its AI-score allowance.

Recruiters choose their external AI client and must review its terms, privacy practices, data retention, training settings, and any fees. EMPFLX cannot control the client's independent processing of information it receives. Revoking an AI connection stops future authorized access through that connection; it does not erase copies already received by the client or undo completed actions, invitations, or workflow changes.

Assessments supplied by an external AI client are stored separately from EMPFLX-provided match scores and identified by their supplied source. EMPFLX does not independently verify the client's score, rationale, model, or source claims. Storage or display does not endorse the provider or assessment. Recruiters must review these assessments and their relevance before using them.

8. No Automated Hiring Decision

EMPFLX does not make final hiring, rejection, compensation, interview, promotion, or employment decisions. Any ranking, search result, match score, workflow status, notification, or automation available in EMPFLX is provided to support human review and must not be treated as a substitute for independent, lawful recruiter judgment.

If an organization configures or integrates automated decision-making, profiling, AI, scoring, background checks, or third-party assessment tools with EMPFLX, it must meet the notices, impact assessments, human oversight, bias testing, legal bases, appeals, documentation, and regulatory requirements applicable to its role and use. EMPFLX, its service operator, and other providers retain their own statutory duties, including any applicable obligations under the EU AI Act and other laws. These Terms do not transfer or exclude a party's mandatory legal responsibilities.

9. Notifications

EMPFLX may send registration, account, security, workflow, application-status, interview, offer, cancellation, subscription, support, and required-action notifications by email or inside the application. These notifications are part of the service and may be necessary to operate recruitment workflows.

Users are responsible for maintaining accurate contact information and checking messages related to their account and workflows.

10. Uploaded Files, Attachments, and Content

Users retain responsibility for files and content they upload, including CVs, resumes, application documents, offer materials, support attachments, and contact-form attachments. By uploading content, you authorize EMPFLX and relevant authorized users to store, process, parse, display, transmit, download, and use that content as needed to provide the service.

Contact-form attachments should be limited to information needed to resolve the support request. Do not attach passwords, payment card data, unnecessary identity documents, medical information, or other sensitive information unless specifically requested through an approved secure process.

You must not upload content that infringes rights, contains malware, violates confidentiality obligations, unlawfully exposes personal data, or you do not have permission to share.

EMPFLX may remove or restrict access to content that appears unlawful, harmful, security-sensitive, excessive, or inconsistent with these Terms.

11. Subscriptions, Billing, and Paid Features

Recruiter organizations may have access to free, trial, or paid subscription plans. Plan features, limits, prices, billing periods, cancellation rules, and trial terms may be shown in the application or in a separate agreement.

Paid billing may be processed through third-party payment providers, including Stripe where configured. Their payment processing terms and privacy practices also apply. Each party remains responsible for its own obligations under applicable law; using a payment provider does not exclude EMPFLX's statutory responsibilities.

Stripe subscriptions are recurring and automatically renew according to the billing period and terms shown at checkout unless cancelled. Cancellation is generally scheduled for the end of the current billing period; access and billing remain subject to the applicable trial, payment, and subscription status. Use Manage billing to review and manage the subscription. Review the checkout terms and any applicable separate agreement for pricing and commercial conditions. EMPFLX subscription fees do not include fees charged by an external AI client or its model provider.

EMPFLX does not intentionally collect or store full payment card numbers where a payment provider supplies hosted checkout, billing portal, tokenized payment, or similar payment-processing tools.

Access to paid features may be limited, suspended, downgraded, or cancelled if payment fails, a trial expires, a plan is cancelled, or usage exceeds plan limits.

12. Security

Users must not attempt to bypass security controls, access accounts or data without authorization, interfere with the service, reverse engineer restricted parts of the system, scrape data without permission, overload the service, or introduce malware or automated abuse.

EMPFLX will use commercially reasonable technical and organizational measures appropriate to the nature of the service. No system is perfectly secure, and EMPFLX does not guarantee uninterrupted, error-free, or breach-free operation.

13. Customer and User Compliance

You are responsible for complying with laws and policies that apply to your use of EMPFLX. This includes obtaining required consents, providing required notices, responding to data-subject or applicant requests, respecting retention obligations, documenting hiring decisions where required, and using the service only for authorized recruitment purposes.

EMPFLX may provide configuration options, exports, logs, workflow records, deletion tools, and audit-related information, but the availability of these tools does not transfer legal compliance obligations away from the recruiter organization or service operator.

14. Account Deletion and Data Retention

Users may request or use available self-service tools to delete their account and personal data. Account deletion may remove account details, profile data, uploaded files, application data, subscription usage records, shortlists, and other personal records where deletion is supported by the service.

Deletion may be delayed, limited, or blocked where required to protect security, prevent fraud, complete billing or contractual obligations, preserve audit records, comply with legal duties, resolve disputes, maintain backups, or preserve shared recruiter group ownership until another authorized owner is assigned.

To prevent repeat free trials, EMPFLX retains a fingerprint of the normalized email address and its record date after account deletion. The same limited record is kept for accounts with subscription history. Registering again with a recorded email remains possible but does not grant a new free trial. This record does not retain profile content or uploaded files.

Recruiter organizations and service operators remain responsible for retention and deletion rules that apply to recruitment records they control. Account deletion does not automatically delete copies held by independently selected external AI clients or authorized recipient recruiter organizations. Those parties remain subject to their own applicable retention and deletion obligations.

15. Third-Party Services

EMPFLX may link to, integrate with, or transmit information through third-party services such as email providers, file storage, identity providers, payment providers, AI providers, calendar tools, hosting providers, security providers, analytics tools, or customer infrastructure. Third-party services have their own terms and privacy practices. EMPFLX does not control independent third-party services, but remains responsible for its own acts and any duties that cannot be excluded under applicable law.

16. Intellectual Property

EMPFLX and its software, design, workflows, documentation, help content, and service materials are owned by the service operator or its licensors. Except for rights expressly granted, no intellectual-property rights are transferred to users.

Users retain ownership of their uploaded content, subject to the license needed for EMPFLX to operate the service.

17. Confidentiality

Recruiters and administrators must treat candidate data, application materials, interview notes, offer documents, internal workflow information, billing information, and AI-assisted analysis as confidential and use them only for authorized recruitment and service-management purposes.

Candidates must treat confidential employer information, offer materials, interview details, and non-public communications accessed through EMPFLX as confidential.

18. No Warranty

EMPFLX is provided on an "as is" and "as available" basis to the maximum extent permitted by law. EMPFLX disclaims implied warranties of merchantability, fitness for a particular purpose, non-infringement, accuracy, availability, and error-free operation.

EMPFLX does not guarantee interviews, offers, employment, candidate suitability, lawful hiring outcomes, AI-output accuracy, data accuracy supplied by users, or compliance by any user or organization.

19. Limitation of Liability

To the maximum extent permitted by law, EMPFLX and its operators, developers, affiliates, and service providers will not be liable for indirect, incidental, special, consequential, exemplary, punitive, or lost-profit damages, or for loss of data, business, goodwill, employment opportunity, recruitment outcome, or AI-assisted output.

To the maximum extent permitted by law, EMPFLX's total liability for claims related to the service will be limited to the amount paid for the service during the three months before the event giving rise to the claim, or EUR 100 if no fees were paid.

Nothing in these Terms excludes or limits rights, remedies, warranties, or liability that cannot lawfully be excluded or limited, including mandatory consumer and data-protection rights. The exclusions and cap above do not apply to fraud, intentional misconduct, gross negligence, death or personal injury where exclusion is unlawful, or any other non-excludable liability under applicable law. Any limitation applies only to the extent permitted by that law.

20. Indemnity

To the extent permitted by applicable law, you are responsible for lawfully recoverable losses suffered by EMPFLX that are caused by your culpable unlawful conduct or culpable breach of these Terms, including unlawful use of candidate data or infringement of third-party rights. This provision does not require you to cover losses caused by EMPFLX's own fault, impose liability without the required causal link, or restrict mandatory consumer protections or other non-excludable rights.

21. Suspension and Termination

EMPFLX may restrict, suspend, or terminate access if a user violates these Terms, creates legal or security risk, misuses personal data, uploads harmful content, abuses AI-assisted features, fails to pay required fees, or uses the service for improper purposes.

Users may stop using EMPFLX at any time. Certain records may be retained where required for security, legal compliance, audit, dispute resolution, backup, billing, or legitimate business purposes.

22. Changes to the Service

EMPFLX may change, suspend, or discontinue features as the product evolves. EMPFLX may also update documentation, workflow definitions, notifications, AI features, subscriptions, security controls, and user-interface behavior.

23. Service Operator and Contact

EMPFLX is operated by Mageo IT Ltd., General Yosif V. Gourko 62A Str., Sofia 1142, Bulgaria. Questions about these Terms and Conditions may be sent to info@empflx.com.