WorkAffina – Terms & Conditions

Last updated: May 2026

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

By creating an account, accessing the Platform, subscribing to a plan, or using any WorkAffina services, you agree to these Terms.

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If you do not agree to these Terms, you must not access or use WorkAffina.

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1. About WorkAffina

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WorkAffina is an AI-powered candidate screening workspace for recruiters, hiring teams, founders, and businesses reviewing applicants.

WorkAffina may help users:

• upload, process, and review resumes/CVs;
• extract and structure factual candidate information;
• review applicants more efficiently;
• manually shortlist candidates;
• initiate optional AI-assisted phone screening calls;
• generate structured screening reports;
• manage early-stage recruitment workflows;
• prepare candidate outreach or follow-up communications.

WorkAffina is a decision-support tool only.

WorkAffina does not:

• make hiring decisions;
• automatically reject candidates;
• automatically rank candidates;
• automatically select candidates;
• assess protected characteristics;
• assess character, personality, behaviour, or cultural suitability;
• identify “gaps” or make unsupported assumptions;
• replace recruiter, founder, or hiring manager judgement.

All recruitment decisions, including candidate progression, rejection, interview selection, offer decisions, and employment actions, remain entirely the responsibility of the customer and its authorised users.

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2. Eligibility

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WorkAffina is intended for business use only.

By using WorkAffina, you confirm that:

• you are using the Platform for business, recruitment, hiring, or candidate screening purposes;
• you have authority to enter into these Terms on behalf of your organisation;
• your organisation agrees to be bound by these Terms;
• all users within your organisation will comply with these Terms.

We reserve the right to refuse, suspend, or terminate access to WorkAffina at our discretion where we reasonably believe these Terms have been breached or the Platform is being misused.

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3. Your Account

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You are responsible for:

• providing accurate and up-to-date account information;
• maintaining the confidentiality of your login credentials;
• controlling access to your organisation’s WorkAffina account;
• all activity carried out under your account;
• ensuring that only authorised users access the Platform.

You must notify us immediately if you believe your account has been compromised or accessed without authorisation.

Contact: support@workaffina.com

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4. Customer Responsibilities

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You are responsible for your use of WorkAffina and for ensuring that your recruitment process complies with applicable laws.

You are solely responsible for:

• ensuring you have the legal right to upload candidate data;
• ensuring you have a lawful basis to process candidate personal data;
• ensuring candidates are contacted lawfully;
• providing candidates with any required notices or information;
• ensuring any phone screening activity is lawful and appropriate;
• ensuring your use of WorkAffina complies with employment, equality, anti-discrimination, privacy, electronic communications, and recruitment laws;
• reviewing all AI-generated outputs before relying on them;
• ensuring meaningful human review before making any candidate decision;
• configuring screening questions, job requirements, workflows, and criteria lawfully and fairly;
• ensuring uploaded candidate data is accurate, relevant, and not excessive;
• ensuring your users are trained and authorised to use the Platform appropriately.

You must not use WorkAffina as the sole basis for any hiring, rejection, interview, progression, salary, immigration, sponsorship, or employment decision.

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5. Acceptable Use

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You agree not to:

• upload malicious files, scripts, malware, or harmful code;
• misuse the Platform to extract, collect, or process personal data unlawfully;
• upload candidate data where you do not have the right or lawful basis to do so;
• initiate calls, messages, or outreach unlawfully;
• use WorkAffina to discriminate against candidates;
• use WorkAffina to make solely automated hiring decisions;
• reverse-engineer, copy, scrape, interfere with, or attempt to disrupt the Platform;
• bypass usage limits, billing controls, or access restrictions;
• use WorkAffina for purposes outside recruitment, hiring, candidate screening, or related business workflows;
• use the Platform in a way that may harm WorkAffina, candidates, customers, or third parties.

We may suspend or terminate your account if we reasonably believe your use is abusive, unlawful, harmful, excessive, or in breach of these Terms.

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6. AI Outputs

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WorkAffina uses AI systems and related technologies to process information and generate outputs.

AI outputs may include:

• extracted candidate information;
• factual summaries;
• structured candidate profiles;
• screening answers;
• AI phone screen summaries;
• structured screening reports;
• suggested outreach or follow-up text;
• workflow or review assistance.

You acknowledge and agree that:

• AI outputs may contain inaccuracies;
• AI outputs may be incomplete, inconsistent, outdated, or unsuitable for a particular hiring context;
• WorkAffina does not guarantee the correctness, completeness, fairness, or suitability of AI outputs;
• you must independently verify all outputs before relying on them;
• you remain responsible for all decisions made using the Platform.

WorkAffina does not make hiring decisions. WorkAffina is a decision-support tool only.

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7. AI Phone Screening

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WorkAffina may allow customers to initiate AI-assisted phone screening calls with candidates.

Where AI phone screening is used, WorkAffina may process:

• candidate name and contact details;
• job-related screening questions;
• call status;
• call duration;
• call metadata;
• candidate responses;
• transcripts, where enabled or available;
• summaries;
• structured screening answers;
• AI-generated screening reports;
• related usage and billing information.

You are solely responsible for ensuring that:

• you have the lawful right to contact each candidate;
• the candidate’s phone number was obtained lawfully;
• any required consent, notice, or lawful basis is in place;
• the call and its purpose are communicated appropriately;
• your use of the call output complies with applicable recruitment, privacy, equality, and employment laws.

WorkAffina does not guarantee that AI phone screening calls will be answered, completed, uninterrupted, error-free, available in every region, or suitable for every candidate.

You must not use AI phone screening to make solely automated hiring decisions. Any candidate progression, rejection, selection, or employment decision must involve meaningful human review.

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8. No Automated Hiring Decisions

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WorkAffina does not automatically hire, reject, rank, score, or select candidates.

Any filtering, shortlisting, progression, rejection, interview invitation, offer, or hiring decision must be made by you through meaningful human review.

You must not use WorkAffina in a way that results in candidates being subject to solely automated decisions that have legal or similarly significant effects, unless you have independently ensured that such use is lawful.

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9. Data Processing & Privacy

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WorkAffina processes customer and candidate data to provide, secure, improve, support, and bill for the Platform.

This may include processing data to:

• extract text and factual information from resumes/CVs;
• structure candidate information;
• support manual review and shortlisting workflows;
• initiate and manage AI-assisted phone screening calls where requested;
• generate call summaries, structured answers, and screening reports;
• support outreach workflows where configured;
• provide usage metering and billing;
• provide customer support;
• monitor security, reliability, and abuse prevention;
• comply with legal obligations.

WorkAffina does not sell personal data.

WorkAffina does not use customer candidate data to train its own foundation models.

Where WorkAffina processes personal data on behalf of the customer, the WorkAffina Data Processing Agreement (“DPA”) applies and forms part of the agreement between WorkAffina and the customer. A copy of the DPA is provided to customers during onboarding or upon request.

Please refer to our Privacy Policy for further details on how personal data is processed.

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10. Content You Upload

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You retain all rights to the data, documents, resumes/CVs, job descriptions, candidate information, and other content you upload to WorkAffina.

By uploading content to WorkAffina, you grant us a limited licence to process, store, transmit, analyse, and display that content solely as necessary to provide the Platform and related services.

This licence allows WorkAffina to:

• process uploaded files;
• extract and structure information;
• generate outputs;
• store active workspace data;
• provide reports and workflow functionality;
• support billing, security, audit, and service operation requirements.

You are responsible for ensuring you have all necessary rights, permissions, notices, consents, and lawful bases to upload and process candidate data through WorkAffina.

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11. Third-Party Providers

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WorkAffina may use third-party service providers and subprocessors to deliver the Platform.

These may include providers for:

• cloud hosting;
• database storage;
• authentication;
• payment processing;
• AI model processing;
• telephony and AI calling;
• email delivery;
• analytics;
• monitoring;
• security;
• customer support;
• infrastructure operations.

WorkAffina is responsible for selecting appropriate providers, but we are not responsible for outages, delays, interruptions, limitations, or failures caused by third-party services outside our reasonable control.

Your use of WorkAffina may depend on the continued availability and performance of third-party services.

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12. Subscription, Billing & Payment

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WorkAffina is provided on a subscription basis unless otherwise agreed in writing.

By subscribing to a paid plan, you agree to:

• pay the applicable recurring plan fees;
• provide accurate billing information;
• ensure timely payment;
• accept that non-payment may result in suspension or termination of access.

Plans may include limits or allowances, including but not limited to:

• AI call minutes;
• resume/CV processing limits;
• active jobs or workflows;
• seats;
• file size limits;
• processing limits;
• feature access limits.

AI call minutes may be calculated based on call duration and may be rounded up to the nearest minute.

Unused AI call minutes do not roll over unless expressly stated.

Usage allowances reset according to the billing period shown in the Platform, order form, pricing page, or subscription agreement. Annual subscriptions may be billed annually while usage allowances reset monthly unless expressly stated otherwise.

If you exceed your plan allowance, WorkAffina may:

• restrict further usage;
• pause access to usage-heavy features;
• require an upgrade;
• apply additional charges where agreed;
• move you to a custom plan;
• suspend usage until the next allowance reset.

Pricing, features, and allowances may change. We will provide notice of material changes where required.

Fees exclude VAT and applicable taxes unless stated otherwise.

Refunds are only provided where legally required or expressly agreed by WorkAffina in writing.

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13. Fair Use

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You must use WorkAffina fairly and reasonably.

Even where a plan includes generous or custom allowances, excessive, abusive, automated, unlawful, or abnormal usage may result in throttling, restriction, suspension, or termination.

Fair use restrictions may apply to:

• AI call minutes;
• resume/CV uploads;
• file processing;
• active jobs;
• candidate records;
• API or system requests;
• storage;
• call attempts;
• bulk actions;
• support requests.

We may introduce, adjust, or enforce fair use limits to protect the stability, security, cost, and reliability of the Platform.

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14. Intellectual Property

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All intellectual property rights relating to WorkAffina remain the exclusive property of WorkAffina Ltd or its licensors.

This includes:

• the Platform;
• software;
• source code;
• algorithms;
• workflows;
• processing pipelines;
• AI orchestration logic;
• branding;
• website content;
• documentation;
• training materials;
• product design;
• reports and templates generated by the Platform, excluding your underlying uploaded data.

You may not copy, resell, reproduce, modify, distribute, reverse-engineer, or create derivative works from any part of WorkAffina without our prior written consent.

Nothing in these Terms transfers ownership of WorkAffina intellectual property to you.

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15. Availability & Service Level

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WorkAffina is provided on an “as is” and “as available” basis.

We do not guarantee:

• uninterrupted availability;
• error-free performance;
• compatibility with all systems;
• permanent storage or retrieval of files;
• successful completion of every AI phone screen;
• availability of every feature in every country or region;
• uninterrupted access to third-party services.

Maintenance windows, downtime, service interruptions, provider outages, and errors may occur.

We may update, modify, suspend, or discontinue features at any time where reasonably necessary.

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16. Warranty Disclaimer

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To the fullest extent permitted by law, WorkAffina Ltd expressly disclaims all warranties, whether express, implied, statutory, or otherwise, including but not limited to warranties of:

• merchantability;
• fitness for a particular purpose;
• non-infringement;
• accuracy;
• reliability;
• completeness;
• availability;
• suitability for hiring or recruitment decisions.

We do not warrant that:

• the Platform will meet your requirements;
• the Platform will operate without interruption or errors;
• AI outputs will be accurate, complete, unbiased, or suitable for any hiring decision;
• AI phone calls will be answered, completed, or error-free;
• uploaded files will remain accessible or retrievable;
• integrations or third-party services will remain available.

You use WorkAffina at your own discretion and risk.

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17. Limitation of Liability

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To the fullest extent permitted by law:

• WorkAffina is not liable for indirect, incidental, special, punitive, or consequential damages;
• WorkAffina is not responsible for hiring decisions, employment decisions, candidate outcomes, lost profits, lost revenue, lost business, loss of goodwill, or reputational damage;
• WorkAffina is not liable for losses caused by reliance on AI outputs;
• WorkAffina is not liable for losses caused by inaccurate, incomplete, delayed, or unavailable candidate data;
• WorkAffina is not liable for failures caused by third-party providers outside our reasonable control.

WorkAffina’s total aggregate liability arising out of or relating to these Terms or your use of the Platform is capped at the amount paid by you to WorkAffina in the previous three months.

Nothing in these Terms limits liability where such limitation is prohibited by law.

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18. Indemnification

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

• your use or misuse of the Platform;
• your reliance on AI outputs;
• your hiring decisions or employment actions;
• your candidate communications;
• your use of AI phone screening;
• your violation of these Terms;
• your breach of applicable data protection, employment, equality, recruitment, or electronic communications laws;
• your failure to obtain required rights, permissions, notices, consents, or lawful bases;
• any content, data, job description, screening criteria, or candidate information you upload to WorkAffina;
• claims brought by candidates, applicants, employees, contractors, regulators, or third parties arising from your recruitment process.

This obligation survives termination of your account or subscription.

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19. Termination

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We may suspend or terminate your access to WorkAffina if:

• you breach these Terms;
• payment fails;
• your subscription expires or is cancelled;
• harmful, abusive, excessive, or unlawful activity is detected;
• continued access creates legal, security, operational, or reputational risk;
• we are required to do so by law.

You may cancel your subscription at any time. Unless otherwise stated, access will continue until the end of your current billing period.

Upon termination, we may delete or restrict access to your account data in accordance with our Privacy Policy, DPA, data retention practices, and legal obligations.

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20. Data Retention

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WorkAffina may retain customer and candidate data for as long as necessary to provide the Platform, comply with legal obligations, resolve disputes, enforce agreements, support security, and maintain billing or audit records.

Different types of data may have different retention periods, including:

• account information;
• billing records;
• uploaded resumes/CVs;
• extracted candidate information;
• call metadata;
• screening reports;
• usage events;
• support communications;
• security logs.

Some plans may include different history, storage, or retention features.

You may request deletion of certain data subject to applicable law, technical limitations, contractual obligations, and any DPA in place.

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21. Confidentiality

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Each party may receive confidential information from the other.

Confidential information includes non-public business, technical, financial, product, customer, candidate, pricing, security, or operational information.

Each party agrees to:

• protect confidential information using reasonable care;
• use confidential information only for the purpose of providing or using WorkAffina;
• not disclose confidential information except to authorised personnel, contractors, advisers, or service providers who need access and are bound by confidentiality obligations.

Confidentiality obligations do not apply to information that is public, already known, independently developed, or lawfully received from another source.

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22. Force Majeure

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WorkAffina Ltd shall not be liable for any delay, failure, or interruption in performance caused by events beyond its reasonable control.

This includes but is not limited to:

• natural disasters;
• pandemics;
• internet outages;
• cloud provider outages;
• telephony provider outages;
• AI provider outages;
• payment provider outages;
• power failures;
• cyberattacks;
• strikes or labour disputes;
• governmental actions;
• war, terrorism, civil unrest;
• changes in law or regulation;
• any other event outside our reasonable control.

23. Changes to the Platform

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We may update, improve, modify, remove, or discontinue parts of WorkAffina from time to time.

This may include changes to:

• features;
• pricing;
• usage limits;
• workflows;
• AI models;
• providers;
• integrations;
• user interface;
• reports;
• billing mechanics;
• security controls.

We will try to provide notice of material changes where reasonably practical, but we may make changes without prior notice where needed for security, compliance, reliability, or operational reasons.

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24. Changes to These Terms

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We may update these Terms periodically.

Where changes are material, we will provide notice by email, platform notice, website update, or another reasonable method.

Your continued use of WorkAffina after the updated Terms take effect constitutes acceptance of the updated Terms.

If you do not agree to the updated Terms, you must stop using WorkAffina.

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25. Governing Law

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These Terms are governed by the laws of England & Wales.

Any disputes arising out of or relating to these Terms, the Platform, or your use of WorkAffina shall be subject to the exclusive jurisdiction of the courts of England & Wales.

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26. Contact Us

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

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