Version 1.0 — effective 9 July 2026 Last updated: 9 July 2026
These Terms of Service (the "Terms") govern access to and use of the RecOS platform at rec-os.ai (the "Service"), provided by RLS Global Solutions FZCO, a free zone company registered in the United Arab Emirates with registration no. 3190, whose registered office is at Desk 5-E, Maktabi Business Centre, 18th Floor, Sheikh Rashid Tower, Dubai World Trade Centre, Dubai, United Arab Emirates ("RecOS", "we", "us"). By creating an account, accepting an invitation, or using the Service, you agree to these Terms on behalf of yourself and, where applicable, the organisation you represent (the "Client", "you"). If you are accepting on behalf of an organisation, you confirm you have authority to bind it.
1.1 RecOS is an AI-powered recruitment operating system providing role qualification, candidate qualification, search generation, business development and related workflow tools on a subscription basis. The Service is intended solely for professional recruitment use by businesses; it is not offered to consumers.
1.2 We may improve, modify or add to the Service at any time. We will not materially reduce the core functionality of the Service during a paid subscription period without notice.
2.1 You are responsible for the accuracy of registration information, for maintaining the confidentiality of account credentials, and for all activity under your organisation's accounts. Seats are for named individual users within your organisation and may not be shared.
2.2 You must notify us promptly at ops@rec-os.ai of any unauthorised use of your account.
2.3 Access may be provided initially through invitation or trial codes. Trial access is provided for evaluation, may be limited in features or duration, and may be withdrawn at any time.
3.1 Paid access is sold as a monthly per-seat subscription, billed in advance through our payment provider (Stripe). Current plans and pricing are shown at the point of purchase.
3.2 Subscriptions renew automatically each billing period until cancelled. You may cancel at any time via the billing portal; cancellation takes effect at the end of the current billing period. Fees already paid are non-refundable except where required by law.
3.3 Adding seats mid-period is charged pro-rata by the payment provider. Reducing seats takes effect at the next renewal.
3.4 We may change prices with at least thirty (30) days' notice (email is sufficient); changes apply from your next renewal after the notice period. If you do not accept a price change you may cancel before it takes effect.
3.5 If payment fails and remains unpaid after reasonable notice, we may suspend or terminate access. You are responsible for all applicable taxes on your subscription other than taxes on our net income.
3.6 Billing queries must be raised within sixty (60) days of the relevant charge.
4.1 You will use the Service only for lawful recruitment purposes and in compliance with all applicable laws and regulations, including data protection and employment law in the jurisdictions where you operate.
4.2 You will not, directly or indirectly: (a) reverse engineer, decompile, or otherwise attempt to derive the source code, models, prompts or underlying structure of the Service; (b) copy, modify or create derivative works of the Service; (c) resell, sublicense, or operate the Service for the benefit of third parties (including as a service bureau); (d) use the Service to build a competing product; (e) circumvent usage limits, seat restrictions or security controls; (f) submit content you have no right to process; or (g) use automated means to extract data from the Service beyond features we provide.
4.3 You are responsible for the equipment, connectivity and third-party services you use to access the Service, and for the acts and omissions of your users.
4.4 We may suspend access we reasonably believe violates this Section, with notice where practicable.
5.1 You own your data. All CVs, job descriptions, transcripts, notes, contact details and other content you submit ("Client Data"), and the outputs generated for you from Client Data, remain yours. You grant us a licence to host and process Client Data solely to provide and support the Service.
5.2 We own the Service. RecOS and its licensors retain all rights in the Service, software, prompts, workflows, models, documentation and all improvements — nothing in these Terms transfers any of that to you.
5.3 Usage data. We may collect and analyse technical and usage data about the operation of the Service and use it to operate, secure and improve the Service. We will only disclose such data externally in aggregated or de-identified form.
5.4 On termination, we will make Client Data available for export for thirty (30) days, after which we may delete it (see the DPA for personal-data deletion obligations).
6.1 The Service uses large language models and live web search to generate content, including summaries, assessments, search strings, company suggestions and outreach drafts ("AI Output").
6.2 AI Output can be wrong. It may contain inaccuracies, omissions, or out-of-date information, and it may vary between runs on the same input. AI Output is provided to assist professional judgement, not replace it. You are responsible for reviewing and verifying AI Output before relying on it or sending it to any third party, including verifying any claims about candidates, companies, roles or individuals.
6.3 AI Output is not legal, financial or professional advice. You retain full responsibility for recruitment decisions, communications and their consequences.
6.4 You must not represent AI Output as independently verified fact where it has not been verified, and you must comply with any legal obligations that apply to automated processing in your jurisdiction (including candidate-facing transparency obligations, where applicable).
7.1 Each party may receive non-public business, technical or financial information of the other ("Confidential Information"). Client Data is your Confidential Information; the Service's non-public features and pricing are ours.
7.2 The receiving party will protect Confidential Information with reasonable care, use it only to perform under these Terms, and not disclose it to third parties except to employees, contractors and subprocessors under equivalent obligations.
7.3 These obligations last five (5) years from disclosure and do not apply to information that is public, already known, independently developed, rightfully received from a third party, or required to be disclosed by law (with notice where lawful).
8.1 For personal data contained in Client Data (for example candidates, prospects and client contacts), you are the Controller and RecOS is the Processor. You are responsible for having a lawful basis for the processing you instruct, and for complying with data protection law applicable to you.
8.2 The Data Processing Addendum in the Annex (the "DPA") forms part of these Terms and governs our processing of Client Personal Data. In the event of conflict on data protection matters, the DPA prevails.
8.3 Data protection contact: ops@rec-os.ai.
9.1 We will provide the Service with reasonable skill and care and use commercially reasonable efforts to keep it available, but the Service may be temporarily unavailable for maintenance, emergencies, third-party failures or causes beyond our reasonable control.
9.2 EXCEPT AS EXPRESSLY SET OUT IN THESE TERMS, THE SERVICE IS PROVIDED "AS IS" AND ALL WARRANTIES, EXPRESS OR IMPLIED — INCLUDING MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, NON-INFRINGEMENT, AND ANY WARRANTY AS TO THE ACCURACY OF AI OUTPUT OR THE RESULTS OBTAINED FROM THE SERVICE — ARE DISCLAIMED TO THE MAXIMUM EXTENT PERMITTED BY LAW. WE DO NOT WARRANT THAT THE SERVICE WILL BE UNINTERRUPTED OR ERROR-FREE.
10.1 NOTHING IN THESE TERMS EXCLUDES LIABILITY FOR DEATH OR PERSONAL INJURY CAUSED BY NEGLIGENCE, FRAUD, OR ANY LIABILITY THAT CANNOT LAWFULLY BE EXCLUDED.
10.2 SUBJECT TO 10.1, NEITHER PARTY IS LIABLE FOR ANY INDIRECT, INCIDENTAL, SPECIAL, EXEMPLARY OR CONSEQUENTIAL DAMAGES, OR FOR LOSS OF PROFITS, REVENUE, BUSINESS, GOODWILL OR DATA, HOWEVER ARISING.
10.3 SUBJECT TO 10.1, EACH PARTY'S TOTAL AGGREGATE LIABILITY UNDER OR IN CONNECTION WITH THESE TERMS IS CAPPED AT THE FEES PAID BY THE CLIENT TO RECOS IN THE TWELVE (12) MONTHS BEFORE THE EVENT GIVING RISE TO THE CLAIM.
10.4 For the avoidance of doubt, and subject to 10.1, RecOS is not liable for recruitment decisions, communications or other actions you take in reliance on AI Output (see Section 6).
11.1 We will defend and indemnify you against third-party claims that the Service (as provided by us, unmodified) infringes a United Kingdom copyright or trade secret, provided you notify us promptly and give us control of the defence. If the Service is held infringing we may modify it, procure rights, or terminate and refund prepaid unused fees. This does not apply to claims arising from Client Data, combinations with third-party products, or use in breach of these Terms.
11.2 You will defend and indemnify us against third-party claims arising from Client Data, your breach of Section 4 (Acceptable Use) or Section 8 (your Controller obligations), or your recruitment decisions and communications.
12.1 These Terms apply from first acceptance and continue while you have an account or active subscription.
12.2 Either party may terminate for material breach on fourteen (14) days' written notice if the breach is not cured, or immediately for non-payment after notice under 3.5.
12.3 You may stop using the Service and cancel at any time (Section 3.2). We may terminate free or trial access at any time on reasonable notice.
12.4 On termination: your access ends; export per 5.4; deletion of Client Personal Data per the DPA; and accrued payment obligations, confidentiality, disclaimers and liability limits survive.
We may update these Terms from time to time. For material changes we will give at least thirty (30) days' notice by email or in-app, and the new version will apply from your next use or renewal after the notice period. Each version is numbered and dated; your acceptance is recorded against the version you accepted. If you do not accept a material change you may cancel before it takes effect.
14.1 These Terms (including the DPA) are the entire agreement between the parties regarding the Service and supersede prior discussions. If any provision is unenforceable, it is limited to the minimum extent necessary and the remainder stands.
14.2 You may not assign these Terms without our prior written consent; we may assign to an affiliate or in connection with a merger or sale. No agency, partnership or employment is created. A person who is not a party may not enforce these Terms under the Contracts (Rights of Third Parties) Act 1999.
14.3 Notices to us: ops@rec-os.ai. Notices to you: your account email.
14.4 Governing law: these Terms are governed by the laws of England and Wales, and the courts of England and Wales have exclusive jurisdiction.
This DPA supplements the Terms and applies to RecOS's processing of Client Personal Data. "Client Personal Data" means personal data within Client Data that RecOS processes on the Client's behalf. "Data Protection Laws" means the UK GDPR, the Data Protection Act 2018, the EU GDPR where applicable, and related legislation. "Security Incident" means accidental or unlawful destruction, loss, alteration, unauthorised disclosure of, or access to Client Personal Data. "Controller", "Processor", "Data Subject" and "Process" have the meanings in the Data Protection Laws. If this DPA conflicts with the Terms on data protection matters, this DPA prevails.
RecOS will process Client Personal Data only to provide the Service, in accordance with the Terms and the Client's documented instructions given through the Service, and will inform the Client if, in its opinion, an instruction infringes Data Protection Laws. RecOS will not disclose Client Personal Data to third parties other than authorised Subprocessors, unless required by law.
The Client authorises the engagement of the following categories of Subprocessors, as needed to provide the Service:
| Subprocessor | Purpose | Location |
|---|---|---|
| Railway | Application hosting | EU/US |
| Supabase | Database hosting | EU |
| Clerk | Authentication | US |
| Perplexity | AI processing (workflow engine, live search) | US |
| OpenRouter / Anthropic | AI processing (classification/routing) | US |
| ElevenLabs | AI audio processing | US |
| Stripe | Payment processing | US/EU |
| Amazon Web Services | DNS, email delivery | EU/US |
| Sentry | Error monitoring | US/EU |
A current list is available on request. RecOS will give at least thirty (30) days' notice of new Subprocessors to Clients who subscribe to such notifications (ops@rec-os.ai), will impose data protection obligations on Subprocessors equivalent to this DPA, and remains liable for their performance. The Client may object on reasonable data-protection grounds; if no workaround is found, the Client may terminate with respect to the affected processing.
Where processing involves transfer of Client Personal Data outside the UK/EEA, the transfer will be made under an adequacy decision or an appropriate safeguard recognised by the Data Protection Laws (including the UK Addendum to the EU Standard Contractual Clauses or the ICO's International Data Transfer Agreement, as applicable).
RecOS will maintain appropriate technical and organisational measures to protect Client Personal Data, including encryption in transit, access controls limiting access to personnel who need it, tenant isolation at the application layer, credential management, and monitoring. RecOS personnel with access to Client Personal Data are bound by confidentiality obligations.
RecOS will notify the Client without undue delay after becoming aware of a Security Incident affecting Client Personal Data, will provide reasonable information and assistance for the Client's compliance obligations, and will take reasonable steps to remediate.
RecOS will (a) notify the Client of any Data Subject request it receives relating to Client Personal Data and not respond directly unless required by law, (b) provide the Client with the ability to access, correct, delete or export Client Personal Data within the Service or on request, and (c) provide reasonable assistance with data protection impact assessments and supervisory-authority consultations, taking into account the nature of the processing.
RecOS will make available information reasonably necessary to demonstrate compliance with this DPA on written request, no more than once annually except following a Security Incident.
Within ninety (90) days of termination, RecOS will (on written request) return a copy of Client Personal Data in a common electronic format, and will delete remaining copies of Client Personal Data from its systems and instruct Subprocessors to do the same, save where retention is required by law (in which case the data remains protected under this DPA and is processed for no other purpose).
Subject matter and duration: provision of the Service for the Term, subject to A9. Nature and purpose: hosting, structuring, analysis and AI-assisted generation of recruitment work product from Client Data. Categories of Data Subjects: candidates and prospective candidates; the Client's business contacts, sales prospects and clients; the Client's employees and users. Types of personal data: names; contact details (email, phone); social/professional profile identifiers; education and employment history; CVs and applications; interview and call transcripts, recordings and summaries; interview feedback and assessments; offer and process information; usage and account data of the Client's users. Special categories: not intended to be processed; the Client must not submit special-category data unless it has a lawful basis and has agreed the processing with RecOS in writing.