WorkAffina – Terms & Conditions

Last updated: December 2025

These Terms & Conditions (“Terms”) govern your access to and use of the WorkAffina platform (“WorkAffina”, “we”, “us”, “our”), operated by WorkAffina Ltd, a company registered in England & Wales.

By creating an account, accessing the platform, or using any WorkAffina services, you agree to these Terms.
If you do not agree, you must not use WorkAffina.

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1. About WorkAffina

WorkAffina is an AI-powered screening workspace for recruiters and hiring teams. WorkAffina:

• extracts and structures information from CVs,
• helps you filter and review applicants faster,
• optionally generates factual summaries and insights, and
• supports manual recruiter workflows such as shortlisting and outreach.

WorkAffina is not an Applicant Tracking System (ATS) and does not:

• automatically rank candidates,
• make hiring decisions,
• assess character or behaviour,
• identify gaps or make assumptions, or
• replace recruiter judgement.

All hiring decisions remain entirely the responsibility of the user.

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2. Eligibility

You must:

• be a business user (B2B use only),
• have full authority to enter into agreements on behalf of your organisation,
• ensure all users in your organisation comply with these Terms.

We reserve the right to refuse access to anyone.

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3. Your Account

You are responsible for:

• the accuracy of information you provide,
• maintaining the confidentiality of your login credentials,
• all activity carried out under your account.

If you believe your account is compromised, email support@workaffina.com immediately.

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4. Acceptable Use

You agree not to:

• upload malicious files, scripts, or harmful code,
• misuse the platform to extract personal data unlawfully,
• reverse-engineer or interfere with the platform,
• use WorkAffina in a manner that violates employment or discrimination laws,
• use the platform for purposes outside recruitment or screening.

We may suspend your account for any behaviour we deem abusive, harmful, or unlawful.

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5. AI Outputs

WorkAffina uses AI models to extract and summarise factual information from documents.

You acknowledge that:

• AI outputs may contain inaccuracies,
• you must verify all outputs before using them,
• WorkAffina does not guarantee correctness or completeness,
• WorkAffina does not make hiring decisions.

WorkAffina is a decision-support tool only. You remain fully responsible for all hiring decisions.

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6. Data Processing & Privacy

WorkAffina processes candidate documents strictly to:

• extract text,
• structure information,
• generate optional factual summaries,
• produce outreach templates where configured.

We do not sell personal data.
We do not use candidate data to train internal AI models.
We do not permanently store CVs unless your plan explicitly offers history retention.

Refer to the Privacy Policy for full GDPR details.

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7. Content You Upload

You retain all rights to the data and documents you upload.

By uploading content, you grant WorkAffina a limited, temporary licence to:

• process files,
• generate outputs,
• store data as required for your active subscription plan.

You are responsible for ensuring you have the legal right to upload candidate data.

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8. Subscription, Billing & Payment

WorkAffina is billed on a subscription basis.

By subscribing, you agree to:

• pay the recurring plan fees,
• ensure timely payment,
• accept that non-payment may suspend your account.

Pricing, features, and allowances may change.
We will notify users of material changes.

Fees exclude VAT unless stated.
Refunds are only provided where legally required.

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9. Fair Use

Your plan may include usage limits such as:

• maximum CV uploads per role,
• maximum active jobs,
• file size limits,
• processing rate limits.

Excessive or abusive usage may trigger throttling or suspension.

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10. Intellectual Property

All intellectual property relating to:

• the WorkAffina platform,
• algorithms and processing pipelines,
• branding and website content,
• documentation and training materials,

remains the exclusive property of WorkAffina Ltd.

You may not copy, resell, or reproduce any part of WorkAffina without written consent.

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11. Availability & Service Level

WorkAffina is provided “as is” and “as available.”

We do not guarantee:

• uninterrupted uptime,
• error-free performance,
• compatibility with all systems,
• permanent storage of your files.

Maintenance windows and outages may occur.

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12. Limitation of Liability

To the fullest extent permitted by law:

• WorkAffina is not liable for indirect or consequential damages,
• WorkAffina is not responsible for hiring decisions or losses suffered from reliance on outputs,
• WorkAffina’s total liability is capped at the amount paid by you in the previous 3 months.

Nothing limits liability where prohibited by law.

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13. Termination

We may suspend or terminate access if:

• you violate these Terms,
• payment fails or your subscription lapses,
• harmful or unlawful activity is detected.

You may cancel your subscription at any time; access remains until the end of your billing period.

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14. Changes to These Terms

We may update these Terms periodically.

Material changes will be communicated via email or platform notice.
Continued use of WorkAffina constitutes acceptance.

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15. Governing Law

These Terms are governed by the laws of England & Wales.
Disputes will be handled exclusively by the courts of England & Wales.

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16. Contact Us

WorkAffina Ltd
Email: support@workaffina.com
Website: workaffina.com

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17. Warranty Disclaimer

WorkAffina is provided on an “as is” and “as available” basis.
To the fullest extent permitted by law, WorkAffina Ltd expressly disclaims all warranties, whether express, implied, statutory, or otherwise, including but not limited to implied warranties of:

• merchantability,
• fitness for a particular purpose,
• non-infringement,
• accuracy, reliability, or completeness of outputs.

We do not warrant that:

• the platform will meet your requirements,
• the platform will operate without interruption or errors,
• AI outputs will be accurate or suitable for any hiring decision,
• uploaded files will remain accessible or retrievable.

Users rely on WorkAffina entirely at their own discretion and risk.

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18. Indemnification

You agree to indemnify, defend, and hold harmless WorkAffina Ltd, its directors, employees, contractors, and affiliates from and against all claims, damages, liabilities, losses, costs, and expenses (including legal fees) arising out of or relating to:

• your use or misuse of the platform,
• your reliance on AI outputs,
• any hiring decisions or employment actions you take,
• your violation of these Terms,
• your breach of applicable data protection laws,
• any content or data you upload to WorkAffina.

This obligation survives termination of your account.

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19. Force Majeure

WorkAffina Ltd shall not be liable for any delay, failure, or interruption in performance resulting from events beyond its reasonable control, including but not limited to:

• natural disasters,
• pandemics,
• internet or cloud provider outages,
• power failures,
• cyberattacks,
• strikes, labour disputes,
• governmental actions,
• or any other event classified as force majeure.

“Where WorkAffina processes personal data on behalf of the Customer, the WorkAffina Data Processing Agreement (‘DPA’) applies and forms an integral part of this agreement. A copy of the DPA is provided to all customers during onboarding.”

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