Version 2026-10-09-r69.

The installation record in the Service supplies this version’s effective date.

These Terms are between HuntMandate Limited, of 71–75 Shelton Street, Covent Garden, London, WC2H 9JQ, United Kingdom ("we", "us"), and the business using HuntMandate ("Customer", "you").

1. About these Terms

1.1 HuntMandate (the "Service") helps recruitment businesses find opportunities, rediscover candidates, manage outreach and business development, and use AI assistance. It is for business use, not consumers.

1.2 Your administrator must have authority to bind your business. By affirmatively selecting "I agree to the Terms of Service", they accept these Terms for your business, confirm that authority and acknowledge the linked Privacy Notice. This may happen at sign-up or when an existing account first requires acceptance. Acceptance of the current Terms is required for workspace access.

1.3 The Privacy Notice explains personal information use. Acknowledging it is not blanket consent to processing. Accepting these Terms does not replace an individual's consent or another permission where law requires one. Statutory data rights remain available even when workspace access is unavailable.

1.4 A signed order or written plan agreement forms part of this contract and takes priority on commercial matters it expressly changes. Schedule 1 takes priority on processing we carry out for you. Neither displaces mandatory law.

2. Definitions

Authorised Users are people you permit to use your account. Customer Data is information you or your users supply, import or save through the Service, including records, know-how, communications, documents and recordings. Connected Services are third-party accounts and systems you connect. Usage Data is information about use and operation of the Service. Your Plan states the agreed price, billing period, seats, features and allowances.

Shared Figures are statistics combined across participating agencies. Prepared Examples are selected examples derived from records, know-how, decisions, outreach or practice, with identifying details removed or reduced. Prepared Examples may still be personal data; removing names does not necessarily make them anonymous.

3. Your account

3.1 You are responsible for your users' authorised use, suitable access permissions and the security of sign-in details. Notify support@huntmandate.com promptly of suspected unauthorised access. Administrators manage membership and roles.

3.2 Each seat is for one named user. You may reassign it when that person leaves, but must not share sign-in details. Keep account and billing information accurate.

4. Plans, trials and payment

4.1 Your Plan or written order states the fees and applicable tax treatment. You must pay agreed charges and applicable taxes identified in the purchase confirmation or invoice. Our payment provider handles card payments; we do not store full card details. Live billing must be connected before the Service can collect subscription payments.

4.2 A trial lasts for the period shown or agreed. When it expires without an active subscription, ordinary recruitment work, AI and background work stop. Access is limited to essential account and payment functions, reactivation and permitted data requests. Trial expiry does not itself delete data.

4.3 An active monthly or annual subscription renews for its agreed period until cancelled. Separately agreed manual billing follows its written payment terms.

4.4 If a recurring subscription payment fails, there is a seven-day grace period. If it remains unpaid, the Service is restricted for a further 21 days: new AI and background work stop, while viewing and permitted exports remain available. Full billing suspension may follow after that additional period, 28 days after the failed payment. We will notify administrators of the payment problem. Confirmation of payment restores the billing entitlement; separate lawful security restrictions still apply. Billing suspension does not itself delete Customer Data.

4.5 We will give at least 30 days' notice of a price increase. It applies at the first renewal after that period, or a later date stated in the notice. You may cancel before it applies. Current-period fees do not change retrospectively.

4.6 Fees are non-refundable except as agreed or required by law. Cancellation stops future renewal, not charges properly due for the current period.

5. AI features

5.1 AI and background work are subject to Plan allowances and operational safeguards. Work may be delayed, limited or paused. A separate AI provider account is required only where expressly agreed; that provider's charges and terms then also apply.

5.2 AI outputs may be inaccurate, incomplete, biased or out of date. A suitably qualified person must review them before relying on them. You remain responsible for recruitment decisions, fair treatment and the accuracy and legality of approved messages. Do not use the Service to make solely automated decisions with legal or similarly significant effects on people.

5.3 Recruitment outreach requires an Authorised User's approval before sending, including approval for a scheduled send. Account, billing and service alerts may be automatic. We may change the models used, subject to the data protection terms below.

6. Customer Data and connected accounts

6.1 You retain your rights in Customer Data. You give us a non-exclusive licence to host, copy, process and transmit it to provide, secure and support the Service and for the limited purposes in clause 7. This licence does not override confidentiality, data protection law or third-party rights. Schedule 1 governs processing on your instructions; the Privacy Notice explains processing for our own purposes.

6.2 You must have a lawful basis for information you provide and uses you instruct, give required notices to candidates, contacts and staff, and respect contact restrictions and electronic marketing law. Obtain the notices, consents and permissions required for recording, transcription and connected-account access in the countries concerned. An administrator's acceptance cannot provide those permissions on another person's behalf.

6.3 Avoid unnecessary sensitive information. Special category and criminal offence data require the additional conditions and safeguards applicable to them, as well as an ordinary lawful basis. Do not supply them unless needed and lawfully supported.

6.4 Connecting a service authorises access within the configured scope and permissions. You must have authority to connect it and comply with its terms. Job information may come from alert emails, licensed feeds, employer boards and careers pages. You and we must respect applicable licences and source restrictions; technical access alone does not establish permission to collect or reuse information.

7. A platform that learns from its community

7.1 HuntMandate is built as a community. What the platform learns from the results of every agency that uses it helps all of them, and the benefit grows as more agencies take part.

7.2 Service improvement, shared learning and preparation of Shared Figures and Prepared Examples are standard parts of the Service under these Terms. Any different commercial arrangement must be agreed in writing. We use this material to improve and evaluate the Service, its AI assistance, quality and recruitment knowledge. Shared Figures require minimum group sizes; availability depends on sufficient participation and publication.

7.3 Authorised platform staff may review Prepared Examples, including wording and privacy or quality review items, without separate permission to open your workspace. De-identification reduces risk but does not guarantee anonymity. Personal data remains subject to the Privacy Notice, an applicable lawful basis and individuals' rights. Other customers do not gain access to your workspace or original records through shared learning.

7.4 External commercial delivery of these examples, and exports for third-party AI training or evaluation, are currently disabled. Accepting these Terms does not authorise those external uses. Any future proposal requires its own lawful basis, safeguards, clear notice and any permissions required by law before activation.

7.5 We may retain and use lawfully created Shared Figures, improvements and Prepared Examples after the contract ends only within these purposes and safeguards. Personal data remains subject to retention limits, lawful objections, restriction and erasure. Cancellation does not automatically erase it or remove it from prepared material. Clause 18 and Schedule 1 govern return and deletion; this clause does not create an unlimited right to retain personal information or disclose confidential content.

8. Acceptable use

You must not use the Service unlawfully, send unlawful marketing, discriminate unlawfully, infringe rights, introduce malicious code, bypass access controls, or collect data from sources that prohibit it. Do not share, resell or systematically extract our software, proprietary knowledge collections or documentation, or use them to build a competing service. These restrictions do not prevent lawful use or export of your own Customer Data, or rights that cannot legally be excluded. Security testing requires our prior written permission.

9. Third-party services

Connected Services have their own terms and availability. We are not responsible for their independent conduct. If access or functionality changes, we may change or discontinue the connection, with reasonable notice where practicable. Our responsibilities for suppliers acting as our processors remain those in Schedule 1.

10. Support and staff access

10.1 Routine support access to a workspace requires an administrator's approval. It is time-limited, recorded and withdrawable. This is distinct from authorised staff review of Prepared Examples under clause 7 and from account, billing, security and operational administration.

10.2 We may process or disclose information as reasonably necessary to investigate misuse, secure the Service or comply with law, using authorised procedures and applicable safeguards. We will give notice where lawful and appropriate. This does not give staff unrestricted workspace access.

11. Availability and changes

We use reasonable care to operate the Service but do not promise uninterrupted availability. Maintenance, outages and provider failures may affect it. We will try to give notice of planned material disruption. We may improve, change or withdraw features and will notify administrators of significant changes affecting their Plan. Preview features may change or be withdrawn. A separately agreed service level takes priority.

12. Security

We will use appropriate technical and organisational measures, taking account of the risks, as described in Schedule 1. You must also manage user access, connected-account permissions and your own systems securely.

13. Intellectual property

13.1 We and our licensors retain rights in the Service, software, documentation, proprietary knowledge collections and improvements we create. Subject to your Plan and these Terms, you may use them through the Service for internal business purposes. No ownership transfers to you.

13.2 Your original records and know-how remain yours. Our rights in derived compilations, Shared Figures and improvements do not transfer ownership of underlying material, remove confidentiality or displace personal data rights. Continued use is limited by clauses 6, 7 and 18.

13.3 We may use feedback to improve our business and products without paying a fee. This does not authorise publication of your confidential information or personal data.

14. Confidentiality

Each party will protect the other's confidential information and use it only as this contract permits. Disclosure is limited to people who need it and owe appropriate confidentiality duties, or where law requires it. The duty does not cover information lawfully public, independently developed or already lawfully known. Customer Data is confidential; clause 7 permits only its expressly described uses and safeguards.

15. Warranties

We will provide the Service with reasonable skill and care. We do not guarantee particular placements, replies or revenue, or the accuracy of third-party content or AI outputs. Except for express contractual promises and rights that cannot lawfully be excluded, no further warranties are given.

16. Liability

16.1 Nothing limits liability for death or personal injury caused by negligence, fraud or fraudulent misrepresentation, or liability the law does not permit us to exclude or limit. Nothing limits an individual's rights against us under data protection law.

16.2 Subject to clause 16.1 and applicable law, we are not liable for lost profits, revenue, business opportunities, contracts, goodwill or anticipated savings, or indirect or consequential loss. We are not responsible for independent third-party conduct or your decisions except to the extent our breach causes a loss for which we are legally responsible.

16.3 Subject to clause 16.1, our aggregate liability arising from events in any 12-month period is limited to the fees paid or payable by you for the Service in the 12 months preceding the first event giving rise to that liability. Related events form one claim. Reasonable data restoration costs, where recoverable, fall within this limit; restoring a backup is not your only legal remedy.

16.4 You will reimburse our reasonable losses from a third-party claim caused by your unlawful instructions or material breach of clause 6 or 8, to the extent attributable to you. This does not cover our own breach or fault. We must notify you promptly, reasonably limit loss and let you participate in the defence; no settlement binding you may be agreed without your reasonable approval.

17. Suspension

We may restrict or suspend access for overdue fees under clause 4, a serious breach, material security risk or legal requirement. We will use a proportionate response and explain the reason by an appropriate channel unless unlawful or prejudicial to security or an investigation. Full security suspension may prevent sign-in. Contact support@huntmandate.com for review or permitted data requests; statutory rights remain. We will restore access when the relevant grounds are resolved.

18. Cancellation, return and retention

18.1 The contract begins on acceptance and continues until ended. An administrator may cancel an active subscription through available billing controls or contact support@huntmandate.com. Cancellation takes effect at the end of the current paid period unless otherwise agreed. For trials or manual billing, contact us to arrange closure under the applicable terms.

18.2 Either party may end the contract for a material breach not remedied within 30 days after written notice, or as permitted by applicable insolvency law. Clause 17 still permits immediate suspension.

18.3 Request an export when needed, including before closure. We handle permitted return or export requests after verifying identity and authority. In-app organisation exports require the applicable administrator approvals; contact support if account restrictions or lack of a second administrator prevent that route. Exports may exclude other people's protected information and our proprietary material. Statutory data rights do not require acceptance of new Terms.

18.4 The current post-cancellation retention setting is 90 days. It provides a review point for closure and reactivation; it is not an automatic deletion date or a promise of continued full workspace access. Cancellation and expiry do not automatically delete records. We manage return and deletion through deliberate authorised procedures, including earlier lawful requests, and confirm the outcome. Personal data processed for you must be returned or deleted under Schedule 1; personal data kept for our own purposes requires a continuing lawful reason and must be limited to what is necessary.

18.5 Retention decisions consider lawful instructions, unresolved rights requests, necessary security and audit evidence, accounting duties, disputes and legal claims. We may keep genuinely anonymous statistics and our non-personal improvements. Prepared Examples that remain personal data receive no automatic exemption.

18.6 Encrypted backups, including independent immutable copies, are not automatically overwritten or expired. Return or erasure must address these copies as well as live records. Where immediate deletion is impossible, copies must be protected, put beyond ordinary use and deleted when lawfully and technically possible under an appropriate retention arrangement. Restoration must not revive erased information for ordinary use. Backup design alone does not justify indefinite retention.

19. Changes to the Terms

We will give at least 30 days' notice of material changes, unless law or an urgent security need requires a shorter period. Your administrator must affirmatively accept the new version for workspace access from its effective date. Continued use alone is not acceptance. You may cancel before a change takes effect and contact support about return of data; statutory requests remain available independently of acceptance.

20. General

20.1 We may use subcontractors but retain our contractual responsibilities. We may transfer the contract to a group company or buyer of the business by notifying you, without reducing accrued rights. Other transfers require consent.

20.2 Neither party is responsible for delay beyond its reasonable control if it reasonably limits the effects. This does not waive accrued payments or mandatory data protection duties.

20.3 Notices may be sent to administrators by email or through the Service. Send notices to support@huntmandate.com. These Terms and agreed orders are the entire agreement. Invalid provisions do not invalidate the remainder; delay in enforcement does not waive a right. Except as required by law, no other person may enforce this contract under the Contracts (Rights of Third Parties) Act 1999.

21. Law and courts

The law of England and Wales governs this contract and related disputes; its courts have exclusive jurisdiction. This does not exclude mandatory protections or regulatory jurisdiction applicable to personal information.

22. Contact

HuntMandate Limited, 71–75 Shelton Street, Covent Garden, London, WC2H 9JQ, United Kingdom. Support: support@huntmandate.com. Privacy: privacy@huntmandate.com.

Schedule 1: Data Processing Terms

1. Roles and scope

Customer Personal Data means personal data in Customer Data. You are the controller and we act as processor when handling it for your recruitment operations and documented instructions. We act as a separate controller for our own purposes, including account administration, security and the improvement and prepared-example activities in clause 7 and the Privacy Notice. Roles depend on the activity; this contract does not turn our own purposes into your instructions or automatically establish a lawful basis. Each party must meet its own duties. These provisions apply under the UK GDPR and, where applicable, EU GDPR.

2. Obligations when acting as your processor

We will:

• process Customer Personal Data only on documented instructions, including these Terms, your configuration and authorised actions, unless law requires otherwise; where permitted, tell you before processing required by law;
• inform you if an instruction appears to infringe applicable data protection law;
• bind authorised personnel to confidentiality and apply appropriate security measures;
• engage sub-processors only under paragraph 4 and equivalent written data protection obligations;
• assist you, taking account of the processing and available information, with individual rights, security, breach reporting, impact assessments and regulatory consultation;
• notify you without undue delay after becoming aware of a personal data breach affecting data processed for you, providing further information as it becomes available;
• at the end of processing services, return or delete Customer Personal Data at your choice and delete existing copies unless law requires storage; apply clause 18 without treating manual operation or the 90-day setting as an exemption; and
• provide information needed to demonstrate compliance and permit audits and inspections under paragraph 5.

3. Our separate purposes

Clause 7 does not classify all derived data as anonymous. For our controller activities we must establish and document a lawful basis, provide required information and honour rights. Consent, where needed, must be obtained separately for the relevant purpose. Commercial terms do not waive candidates', contacts' or staff members' rights.

4. Sub-processors

You give general written authorisation for the sub-processors in Annex 3 for their stated functions. We will give at least 30 days' notice before adding or replacing one, allowing an objection on reasonable data protection grounds. We will seek to resolve it; if no appropriate alternative is available, you may end the affected service before the change. We remain responsible for sub-processors' performance of their processing obligations. Your Connected Services remain your providers for processing they perform for you; our separate suppliers fall under this paragraph.

5. Information and audits

We will answer reasonable compliance questions and provide available evidence. Ordinarily, on-site audits are limited to once a year on 30 days' notice during business hours, at your cost and under confidentiality protections. These arrangements do not restrict necessary audits following a suspected material breach, personal data incident or regulator's requirement. Audits must protect other customers' data and avoid unnecessary disruption.

6. International transfers

Before a restricted transfer, we must have a lawful mechanism and required assessment and supplementary safeguards. This may be adequacy regulations or appropriate contractual safeguards, such as the UK IDTA or UK Addendum, with the required data protection test. Listing a provider or accepting these Terms does not establish those safeguards. We will supply information about the applicable arrangement on request, subject to lawful redactions.

Annex 1: Processing details

Subject and duration: recruitment workspace services during the contract and lawful return, retention and deletion arrangements afterwards.

Operations and purposes: hosting, organising, searching, matching, analysing and presenting records; configured imports; drafting and sending approved outreach; authorised recording, transcription and summarising; AI assistance, reporting, support and security. Separate controller activities include shared learning, community figures and preparing and reviewing de-identified examples under clause 7.

People: candidates, prospective candidates, client and prospect contacts, people appearing in communications or documents, and your users.

Information: names and contact details; CVs, career history, skills, education, salary and availability; notes and contact permissions; selected emails and attachments; permitted audio, transcripts and summaries; outreach, replies and outcomes; work allocation, fee credit, targets and performance figures; coach conversations and practice dialogues. Voice input may be sent for transcription. Sensitive and criminal offence data are not intended inputs and require clause 6's additional protections if present.

Annex 2: Security measures

• Encrypted transport and backups, and encryption for stored credentials and recordings.
• Database separation between agencies and role-based access within them.
• Two-step sign-in for platform console staff; approved, time-limited and logged routine workspace support access.
• Access controls for prepared material and records of administrative activity.
• Controlled backup and restoration procedures, with restore checks run by the operator.
• Reviewed releases and appropriate operational measures to address security risks.

These measures do not imply automatic backup expiry, a particular certification, automated vulnerability scanning or a service level.

Annex 3: Providers

Only suppliers needed for enabled functions receive relevant data.

An external recording-storage supplier must be identified, covered by appropriate terms and added under Schedule 1 paragraph 4 before activation. Stripe handles payments under its own privacy terms and acts as an independent controller for relevant payment activities.