Terms of Service

Candio is a HubSpot-native applicant tracking system. It lets recruiting teams create job openings, configure application forms and scorecards, distribute jobs to job boards, collect and review candidate applications, schedule interviews, and use AI-assisted features such as resume extraction, job-fit analysis, round summaries and candidate assessments.

A valid HubSpot account is required to install and use Candio. Some features rely on optional integrations (including Zoom, Google Workspace, Microsoft 365 and Indeed) whose availability is subject to your separate agreements with those providers.

You must be at least 18 years old and have the authority to bind the organisation you represent. You are responsible for maintaining the confidentiality of your credentials, for the actions of each user in your account, and for keeping administrator contact details up to date.

You may sign in using a one-time magic link, Google OAuth, Microsoft OAuth, or by installing Candio through the HubSpot Marketplace. Sessions are time-limited and will expire after a period of inactivity.

Plans. Candio is offered under tiered subscription plans, each with defined limits on active jobs, AI credits, and other features. Current pricing and limits are shown on our pricing page and at checkout.

Free trial. We may offer a free trial. Trials end automatically unless converted to a paid subscription. We may withdraw or modify trial terms at any time.

Billing. Paid subscriptions are billed in advance on a monthly or annual cycle by our payment processor, Stripe. Applicable taxes are calculated by Stripe Tax based on your billing address. Subscriptions auto-renew at the end of each cycle at the then-current list price unless cancelled before renewal.

Upgrades & downgrades. Plan changes take effect at the start of the next billing cycle unless otherwise stated. Usage-based charges are billed in arrears.

Refunds. Fees are non-refundable except where required by mandatory consumer law. We do not pro-rate refunds for partial periods on cancellation.

Failed payment. If a payment fails, we will retry and notify the billing contact for a reasonable grace period. If payment is not resolved, we may suspend access to paid features.

Price changes. We may adjust fees with at least 30 days’ notice, effective at your next renewal. Continued use after the effective date constitutes acceptance.

Each plan includes quotas for active jobs and AI-powered operations (“AI credits”). AI credits reset monthly and do not roll over. Exceeding your plan’s quotas may require an upgrade or incur overage charges disclosed at the point of use. We may introduce reasonable rate limits to protect the Service and all customers.

As between the parties, you retain all rights, title and interest in the data you submit to or generate through the Service (“Customer Data”), including job postings, candidate records, application responses, resume files, cover letters, scorecards and notes. You grant Candio a limited, worldwide, royalty-free licence to host, copy, transmit, display and otherwise process Customer Data solely to provide, secure and improve the Service for you.

HubSpot is the system of record. The master copy of Customer Data — including resumes, candidate records, applications, notes and pipeline data — is stored in your HubSpot portal and is subject to HubSpot’s own terms of service, data processing agreement, availability, security practices and data-centre configuration. Candio reads and writes that data on your behalf via HubSpot’s APIs; we do not maintain a canonical off-HubSpot copy of those records.

Your responsibility for HubSpot. You are solely responsible for your HubSpot portal, including its configuration, user permissions, retention rules, backups, integrations, custom workflows, and the accuracy and legality of the data stored within it. Candio is not responsible or liable for (a) the availability, security, performance or data practices of HubSpot, (b) any loss, corruption, disclosure or unauthorised access to data that occurs within HubSpot or via another HubSpot integration, (c) data that you or another third party alter, delete or export from HubSpot, or (d) changes HubSpot makes to its platform, APIs or policies.

De-identified data. Candio may use aggregated and de-identified data derived from Customer Data to operate, benchmark and improve the Service, provided the data does not identify you, your users, or any individual.

Where Candio processes personal data contained in Customer Data on your behalf, you are the Controller and Candio is the Processor. Our Privacy Policy and the Data Processing Agreement (“DPA”) incorporated into these Terms by reference govern that processing. A copy of the DPA is available on request.

You are solely responsible for: (a) having a lawful basis to collect and share candidate data with Candio and our sub-processors; (b) providing candidates with appropriate privacy notices, including notice of AI-assisted processing; (c) obtaining any consents required by law; and (d) responding to candidate rights requests. We will provide reasonable assistance as set out in the DPA.

You agree not to, and not to permit any user to:

• Use the Service to discriminate against candidates in breach of applicable employment, equality or anti-discrimination law.
• Use AI-generated insights as the sole basis for rejecting, shortlisting, ranking or otherwise making decisions that produce legal or similarly significant effects on a candidate, without meaningful human review (see Section 8).
• Upload content that is unlawful, infringing, defamatory, malicious or contains malware.
• Collect categories of personal data you do not have a lawful basis to collect, or process sensitive data beyond what is strictly necessary for recruitment and permitted by law.
• Reverse engineer, decompile, disassemble or attempt to extract the source code of the Service, except to the extent that such restrictions are prohibited by law.
• Probe, scan or test the vulnerability of the Service, except under a written coordinated-disclosure arrangement.
• Resell, sublicense, white-label or otherwise make the Service available to third parties except as expressly permitted.
• Use the Service to build a competing product, or to scrape or train third-party machine-learning models.
• Interfere with, disrupt or circumvent the operation, security or access controls of the Service.

We may investigate suspected breaches and, at our discretion, suspend or terminate access.

Candio’s AI features produce probabilistic outputs (for example extracted resume fields, job-fit analyses, round summaries and candidate assessments). Outputs may be inaccurate, incomplete or biased and must be reviewed by a competent human before they inform hiring decisions. You are solely responsible for your hiring outcomes and for compliance with Article 22 GDPR, the EU AI Act where applicable, and equivalent laws. Candio does not make hiring decisions on your behalf.

We may update, replace or retire AI models used by the Service at our discretion. Inputs and outputs of AI features are processed through the sub-processors described in our Privacy Policy and are not used to train their underlying models.

The Service integrates with third-party platforms including HubSpot, Stripe, Zoom, Google, Microsoft, Anthropic (via Amazon Bedrock), Amazon Web Services and Indeed. Your use of those services is governed by their own terms and privacy policies. Candio is not responsible or liable for the availability, performance, security, acts, omissions, policy changes, fees or pricing of any third-party service, including HubSpot, nor for any data loss, unauthorised access or other incident that occurs within or via such services. If a third-party service is suspended, modified, discontinued or becomes incompatible, we may modify or discontinue related Service functionality without liability.

We aim to keep the Service available at all times, but we do not guarantee uninterrupted operation. Planned maintenance will be announced in advance where reasonably practicable. Unplanned downtime, third-party outages (including HubSpot, AWS, Stripe and Zoom) and force-majeure events may interrupt access and are outside our reasonable control.

Support is provided via email to support@candio.io during business hours. Enterprise customers may receive enhanced support under a separate order form.

Each party may receive information from the other that is marked confidential or that a reasonable person would understand to be confidential. Each party agrees to protect the other’s confidential information using at least the same degree of care it uses to protect its own (and not less than reasonable care), and to use it only to exercise rights and perform obligations under these Terms.

The Service, including its software, user interface, designs, documentation and trademarks, is owned by Candio or its licensors and is protected by intellectual-property laws. Subject to these Terms, we grant you a limited, non-exclusive, non-transferable, non-sublicensable licence to access and use the Service during your subscription. Any feedback you provide may be used by us without restriction.

To the maximum extent permitted by law, the Service is provided “as is” and “as available”. Candio disclaims all warranties, express or implied, including merchantability, fitness for a particular purpose, non-infringement, and any warranty arising from course of dealing or usage of trade. We do not warrant that the Service will be uninterrupted, error-free, or secure against all threats, or that AI outputs will be accurate, reliable or suitable for any particular decision. We do not warrant the availability, performance or security of any third-party service, including HubSpot, on which the Service depends.

To the maximum extent permitted by law, neither party will be liable for any indirect, incidental, special, consequential, punitive or exemplary damages, or for any loss of profits, revenue, data, goodwill, reputation, hiring opportunity or business opportunity, even if advised of the possibility of such damages.

In particular, and without limitation, Candio will not be liable for: (a) hiring or employment decisions made by you or your users; (b) AI output inaccuracies; (c) data loss, corruption, unavailability or unauthorised access occurring within HubSpot or any other third-party service; (d) your failure to configure your HubSpot portal, integrations or access controls appropriately; or (e) any act or omission of your own users, candidates, or third parties.

Each party’s total aggregate liability arising out of or relating to these Terms will not exceed the fees paid or payable by you to Candio in the twelve (12) months preceding the event giving rise to liability, or EUR 100 if greater.

Nothing in these Terms limits liability for death or personal injury caused by negligence, for fraud or fraudulent misrepresentation, or for any other liability that cannot be limited under applicable law.

You agree to defend, indemnify and hold harmless Candio and its officers, directors, employees and agents from any claim, liability, damage, loss or expense (including reasonable legal fees) arising out of or relating to: (a) your Customer Data; (b) your use of the Service in breach of these Terms or applicable law; (c) your hiring, employment or recruitment decisions; (d) your failure to provide lawful notices to, or obtain appropriate permissions from, candidates; (e) your configuration of, or content within, your HubSpot portal or any integration; or (f) any claim by a candidate or other third party arising from your acts or omissions.

You may cancel your subscription at any time via the Stripe customer portal or by uninstalling Candio from your HubSpot portal. Cancellation takes effect at the end of the current billing period; fees already paid are non-refundable.

We may suspend or terminate the Service immediately if you materially breach these Terms, create a security or legal risk, fail to pay fees when due, or if required by law. Where reasonable, we will give prior notice and an opportunity to cure.

On termination: (a) your licence ends; (b) you may export Customer Data from HubSpot using HubSpot’s native tools — Candio does not export HubSpot data on your behalf; (c) operational data held by Candio may be retained as described in our Privacy Policy, and you may request deletion in accordance with that policy; (d) provisions intended to survive termination (ownership, confidentiality, disclaimers, liability limits, indemnities, governing law) will survive.

We may modify the Service to improve it, fix bugs, or comply with law. Material reductions in functionality will be communicated in advance where reasonably practicable.

We may update these Terms from time to time. Material changes will be notified by email to administrators or via an in-app notice at least 30 days before taking effect. Continued use of the Service after the effective date constitutes acceptance of the updated Terms. If you do not agree, you may terminate your subscription before the effective date.

These Terms are governed by the laws of the Republic of Slovenia, without regard to its conflict-of-law rules and excluding the UN Convention on Contracts for the International Sale of Goods. The courts of Ljubljana, Slovenia have exclusive jurisdiction over any dispute arising from or related to these Terms, save that either party may seek urgent injunctive relief in any competent court.

Nothing in this clause deprives a consumer of the protection of mandatory consumer-protection rules of the country in which they reside.

Entire agreement. These Terms, together with the Privacy Policy, DPA and any order form, constitute the entire agreement between the parties regarding the Service and supersede prior agreements on the same subject.

Assignment. You may not assign these Terms without our prior written consent, except to a successor in a merger, acquisition or sale of substantially all assets. We may assign these Terms to an affiliate or successor.

Severability. If any provision is held unenforceable, the remainder will remain in effect; the unenforceable provision will be modified to the minimum extent necessary to make it enforceable.

No waiver. A failure to enforce a provision is not a waiver of the right to do so later.

Force majeure. Neither party is liable for delays or failures caused by events beyond its reasonable control, including third-party service outages.

Notices. We may give notices to you by email to the administrator on file or by in-app notification. You must send notices to us at legal@candio.io.