Terms of Service

Effective Date: April 9, 2026

These Terms of Service (“Terms”) govern your access to and use of the Chosen HQ website, platform, mobile applications, APIs, and related services (collectively, the “Services”) provided by Chosen HQ LLC (“Chosen HQ,” “we,” “us,” or “our”).

For information about how we collect, use, share or otherwise process personal information about you, please see our Privacy Policy.

By registering for, signing in and/or otherwise using our Services, you agree to these Terms in their entirety.

We may modify these Terms from time to time at our sole discretion. In the case of any material adverse modifications, we will inform you either by sending an email or by providing a notice through an in-product notification and updating the date at the top of these Terms.

If you have any questions about these Terms or our Services, please contact us at contact@chosenhq.com

1. Eligibility and Authority

The Services are intended for business and organizational use only. You must be at least 18 years old and have the authority to bind the entity you represent. If you use the Services on behalf of an organization, you represent and warrant that you are authorized to do so.

2. Account Registration and Use

You are responsible for maintaining the confidentiality of your account credentials and for all activities that occur under your account. Accounts are for authorized users only and may not be shared between individuals.

You agree to provide accurate and complete information and to keep your account information up to date.

Chosen HQ authorized personnel may access your account for the purposes of providing customer support, troubleshooting technical issues, ensuring platform security, or investigating potential violations of these Terms. Such access is restricted to authorized personnel, logged for audit purposes, and subject to our internal security policies.

3. Services and Modifications

Chosen HQ provides software and services related to recruiting, hiring, and talent operations, including associated APIs and documentation. The Services include features for applicant tracking, candidate management, interview scheduling, email communication management, AI-powered candidate sourcing, resume analysis, candidate-job matching, and integrations with third-party calendar, email, video conferencing, and productivity tools.

Certain features of the Services use artificial intelligence and machine learning to assist with tasks such as email classification, response drafting, candidate sourcing, resume parsing, and candidate-job matching. AI-generated outputs are provided as assistance to human decision-makers and should not be relied upon as the sole basis for employment decisions.

The Services may evolve over time, and features may be added, modified, or removed. We may update, modify, suspend, or discontinue any part of the Services for business, technical, or legal reasons. Where commercially reasonable, we will provide advance notice of material changes. We are not liable for any modification, suspension, or discontinuation of the Services, provided such actions are taken in accordance with these Terms.

4. Acceptable Use

You agree to use the Services only for lawful business purposes and in compliance with these Terms and all applicable laws.

You agree not to:

• License, sublicense, sell, resell, rent, lease, or commercially exploit the Services except as expressly permitted
• Reverse engineer, decompile, disassemble, or attempt to derive source code or underlying models or algorithms
• Circumvent security features, access controls, or usage limits
• Interfere with or disrupt the integrity, availability, or performance of the Services
• Upload, transmit, or process content that is unlawful, infringing, defamatory, discriminatory, or abusive
• Use the Services to store or process highly sensitive personal data (such as government identifiers, health data, or biometric data) unless expressly agreed in writing
• Use automated means to scrape, crawl, or extract data from the Services without authorization
• Use AI-generated outputs (such as match scores, classifications, or candidate profiles) as the sole basis for employment decisions without human review
• Send unsolicited bulk commercial emails or spam through the Platform's email features
• Use the Platform's email features in violation of the CAN-SPAM Act or other applicable email marketing laws
• Use the sourcing features to collect data for purposes other than recruiting and hiring
• Use the Services in a manner that violates applicable anti-discrimination laws, including Title VII of the Civil Rights Act, the Americans with Disabilities Act, or the Age Discrimination in Employment Act
• Misrepresent AI-generated communications as human-authored where disclosure of AI involvement is required by applicable law
• Access, store, or process candidate data through the Services in violation of the Fair Credit Reporting Act (FCRA) or applicable state equivalents

We may monitor usage for security and compliance purposes and may suspend or terminate access if we reasonably believe these restrictions are violated.

5. Customer Data

You retain ownership of all data you submit to the Services (“Customer Data”). Customer Data includes, without limitation, candidate information, resumes, email communications synchronized from connected accounts, calendar data, interview feedback, AI-generated analyses and scores, sourcing results, and any other data submitted to or generated within the Platform in connection with your account.

You grant Chosen HQ a limited right to process Customer Data solely to provide, secure, and improve the Services in accordance with these Terms, our Privacy Policy, and any applicable Data Processing Agreement (DPA).

You acknowledge that certain features of the Services generate derived data (such as match scores, parsed resume data, email classifications, and sourcing profiles) from Customer Data using artificial intelligence. Such derived data is considered part of Customer Data for purposes of data ownership and portability.

You represent and warrant that you have all necessary rights and consents to provide Customer Data to Chosen HQ and to allow us to process it as described, including consent for email synchronization, calendar access, and AI-powered analysis where required by applicable law.

6. Third-Party Services and Integrations

The Services integrate with third-party products and services. When you authorize a connection to a third-party service, you grant Chosen HQ permission to access and process data from that service as described in these Terms and our Privacy Policy.

Available Integrations

• Calendar Services (e.g., Google Calendar): You authorize the Platform to read calendar event data, access free/busy availability, and create calendar events with attendees and video conferencing links on your behalf.
• Email Services (e.g., Gmail): You authorize the Platform to read, send, and manage email messages in your connected account for purposes of email synchronization, candidate communication tracking, and AI-assisted response generation. You acknowledge that connecting email services grants the Platform access to email content, including message bodies, headers, and metadata, and that this data may be processed by artificial intelligence features.
• Video Conferencing Services (e.g., Zoom): You authorize the Platform to generate meeting links for scheduled interviews through your connected account.
• Productivity Tools (e.g., Notion): You authorize bidirectional data synchronization between the Platform and your connected workspace.
• Payment Processing: Payment transactions are processed by third-party payment processors. We do not store complete payment card information.

You may revoke integration authorizations at any time through your account settings or through the third-party service's settings. Upon revocation, the Platform will cease accessing new data from the disconnected service. Previously synchronized data may be retained in accordance with our data retention policies.

Integration authorization tokens are encrypted at rest and transmitted securely. We do not store third-party account passwords.

You are responsible for reviewing and complying with the terms and privacy policies of any third-party service you connect to the Platform. Chosen HQ is not responsible for the availability, security, or practices of third-party services. If a third-party service modifies its terms, APIs, or availability in a way that affects the Platform's functionality, we will use commercially reasonable efforts to adapt but are not liable for resulting service disruptions.

7. Artificial Intelligence Features

The Services include features powered by artificial intelligence and machine learning, including but not limited to:

• Resume parsing and structured data extraction
• Candidate-job matching and relevance scoring
• Email intent classification
• AI-generated email response drafting
• Candidate sourcing from publicly available data
• Natural language search and query interpretation
• Job description generation assistance

No Guarantee of Accuracy

AI-generated outputs are probabilistic and may contain errors, omissions, or inaccuracies. You are responsible for reviewing all AI-generated content before use and for any decisions made based on AI-generated outputs.

Human Oversight Required

AI features are designed to assist, not replace, human judgment. You agree not to use AI-generated match scores, classifications, or candidate assessments as the sole basis for employment decisions. You are responsible for ensuring that your use of AI features complies with applicable employment, anti-discrimination, and privacy laws.

Email Response Generation

Where you enable AI-assisted email response features, the Platform may generate draft email responses in your name for communication with candidates. Depending on your configuration, these responses may be sent automatically or queued for your review before delivery. You are responsible for the content of all emails sent from your account, including AI-generated responses, and for ensuring compliance with applicable laws, including the CAN-SPAM Act.

Sourcing

The Platform's sourcing features use artificial intelligence to identify potential candidates based on publicly available information. Sourcing results are not consumer reports under the Fair Credit Reporting Act (FCRA), and the Platform does not act as a consumer reporting agency. You are solely responsible for ensuring your use of sourcing data complies with applicable law, including the FCRA and applicable state equivalents.

No AI Training on Customer Data

We do not use Customer Data to train generalized or public artificial intelligence models.

8. Fees, Subscriptions, and Payment

Certain features of the Services require payment. Fees, subscription plans, usage limits, billing cycles, and subscription terms will be set forth in an order form, pricing page, or other agreement between you and Chosen HQ.

Unless otherwise stated in writing:

• Fees are billed in advance and are non-refundable
• Subscriptions renew automatically for successive terms of equal length unless canceled prior to renewal
• You authorize us or our payment processors to charge your payment method for applicable fees
• You are responsible for all applicable taxes, duties, or governmental charges, excluding taxes based on our net income

Failure to pay fees when due may result in suspension or termination of access to the Services.

9. Intellectual Property

Chosen HQ and its licensors retain all rights, title, and interest in and to the Services, including all software, documentation, trademarks, and technology. These Terms grant you a limited, non-exclusive, non-transferable license to use the Services during the applicable subscription term.

Feedback you provide may be used by Chosen HQ without restriction or obligation.

10. Confidentiality

Each party may receive confidential information from the other. Confidential information must be protected and used only for purposes related to these Terms. Confidentiality obligations survive termination.

11. Privacy and Data Protection

Our collection and use of personal data are governed by our Privacy Policy. Where applicable, processing of personal data on behalf of customers is governed by a Data Processing Agreement.

You acknowledge that the Services process personal data, including email content, calendar data, candidate information, and AI-generated analytics. Your use of the Services and any connected integrations must comply with all applicable privacy and data protection laws, including the California Consumer Privacy Act (CCPA/CPRA), the Virginia Consumer Data Protection Act (VCDPA), and other applicable state privacy laws.

Where the Services process candidate data that may be subject to the Fair Credit Reporting Act (FCRA), you are solely responsible for compliance with FCRA obligations, including providing required notices and obtaining required authorizations.

You acknowledge that connecting email and calendar services involves granting the Platform access to personal data of third parties (such as candidates and other email correspondents). You represent that you have the legal basis to grant such access under applicable law.

12. Suspension and Termination

You may terminate your account or subscription in accordance with the applicable subscription terms or order form.

We may suspend or terminate your access to the Services, with or without notice, if:

• You materially breach these Terms or any applicable order form
• Fees are overdue
• Your use of the Services poses a security, legal, or operational risk
• We are required to do so by law

Upon termination or expiration:

• Your right to access and use the Services will immediately cease
• Outstanding payment obligations will become immediately due
• We may delete or return Customer Data in accordance with our agreements and applicable law

Sections that by their nature should survive termination, including intellectual property, confidentiality, disclaimers, limitation of liability, indemnification, and governing law, will survive.

13. Disclaimer of Warranties

The Services are provided “as is” and “as available.” To the maximum extent permitted by law, Chosen HQ disclaims all warranties, express or implied, including warranties of merchantability, fitness for a particular purpose, and non-infringement.

We do not guarantee that the Services will be uninterrupted or error-free.

Without limiting the foregoing, Chosen HQ does not warrant that artificial intelligence features will produce accurate, complete, or unbiased results. AI-generated outputs, including match scores, email classifications, parsed resume data, sourcing results, and generated communications, are provided for informational and assistive purposes only and are not guaranteed to be free from errors or bias.

Chosen HQ does not warrant the continued availability or functionality of any third-party integration, including calendar, email, video conferencing, and productivity tool integrations.

14. Limitation of Liability

To the maximum extent permitted by law, Chosen HQ shall not be liable for any indirect, incidental, special, consequential, or exemplary damages, including loss of profits, data, or business interruption.

Our total liability arising out of or related to the Services shall not exceed the amount paid by you to Chosen HQ in the twelve (12) months preceding the claim.

Without limiting the foregoing, Chosen HQ shall not be liable for any losses, damages, or claims arising from: (a) decisions made based on AI-generated outputs, including hiring decisions, candidate evaluations, or sourcing results; (b) the content of AI-generated email communications sent from your account; (c) interruption or unavailability of third-party integrations; or (d) your failure to comply with applicable employment, privacy, or anti-discrimination laws in connection with your use of the Services.

15. Indemnification

You agree to indemnify and hold harmless Chosen HQ from claims arising out of:

• Your use of the Services
• Your violation of these Terms
• Your Customer Data or breach of applicable law
• Your use of AI-generated outputs in employment or hiring decisions
• Emails sent from your account through the Platform, including AI-generated communications
• Your failure to comply with the FCRA, CCPA/CPRA, CAN-SPAM Act, or other applicable laws in connection with your use of the Services
• Claims by candidates or other individuals arising from your use of the sourcing, email synchronization, or AI features
• Your failure to obtain necessary consents for data processing through the Platform

16. Governing Law and Dispute Resolution

These Terms are governed by the laws of the State of Delaware, without regard to conflict of laws principles.

You agree that any dispute, claim, or controversy arising out of or relating to these Terms or the Services shall be brought exclusively in the state or federal courts located in Delaware, and you consent to personal jurisdiction and venue in such courts.

17. General Terms

These Terms, together with the Privacy Policy and any applicable order forms, constitute the entire agreement between you and Chosen HQ.

If any provision is held unenforceable, the remaining provisions will remain in effect. Failure to enforce any provision is not a waiver.

We may update these Terms from time to time. Continued use of the Services after changes become effective constitutes acceptance.

18. Contact Information

Chosen HQ LLC
Email: contact@chosenhq.com