Kadroflow Terms of Service

These Terms form an agreement between the legal operator identified above ("Kadroflow", "we", "us") and the organisation named in an order or account ("Customer"). Kadroflow is offered for business and professional use, not personal consumer use. A person creating or administering an account confirms that they are at least 18 and authorised to bind the Customer.

Kadroflow is offered only to companies and professional organisations in the European Union. The operator's full registered legal name and form, complete official address, registration number and VAT status remain subject to verification before production publication.

"Service" means the hosted Kadroflow application and documented features. "Customer Data" means information submitted to the Service by or for Customer, including candidate and employee information. "Order" means the checkout, order form or agreed plan identifying fees and limits. The Order, these Terms and any signed data processing agreement (DPA) form the contract. A negotiated Order prevails over these Terms for a direct conflict; the DPA prevails for personal-data processing.

Kadroflow supports recruitment and HR workflows such as vacancies, candidate records, documents, interviews, transcripts, communications, workflow history, reporting and optional AI-assisted features. Features depend on the selected plan and configuration. The Service is workflow software, not legal, employment, tax, payroll, medical or professional advice.

Customer must provide accurate account information, protect credentials, use multi-factor authentication where available, and promptly remove access that is no longer required. Customer administrators control members, roles, permissions, integrations and workspace settings.

Customer is responsible for activity performed through its accounts except to the extent caused by Kadroflow's breach of the contract. Suspected compromise must be reported promptly to support@kadroflow.com.

An Order identifies the plan, billing period, price, currency and material usage limits. Customer may not evade limits by duplicating workspaces or accounts. Upgrades may apply immediately; downgrade timing and effects are shown before confirmation. If an Order conflicts with marketing copy, the Order controls.

Paid fees are charged in advance using the payment method selected at checkout. Published plan prices are displayed as VAT included; the checkout must show the total charge and applicable tax treatment before purchase. Customer must provide accurate billing and tax information and authorises the payment provider to charge amounts due.

Stripe Tax is used to calculate applicable tax at checkout. We may restrict paid functionality after reasonable notice of an overdue undisputed amount. We will give at least 14 days' advance notice of a price change affecting an existing paid subscription. The invoice issuer, VAT identifier and late-payment mechanics remain subject to final finance verification.

A paid subscription renews for successive periods matching the selected billing cycle until cancelled through the billing portal or another method stated in the Order. Cancellation normally takes effect at the end of the paid period; access remains available until then unless the account is suspended for cause.

Before purchase, the checkout must clearly show the renewal cadence, total charge and cancellation method. Customer should export needed data before the account closes or limits reduce.

A new Customer workspace currently receives a 14-day Pro trial without providing a payment card. The trial does not automatically create a paid subscription or charge the Customer; continued paid use requires the Customer to choose a paid plan. Promotional terms shown at activation form part of the Order.

Refunds are provided where required by mandatory law or expressly agreed in the Order. No guaranteed or automatic refund is offered until a complete written refund policy has been approved and published.

Customer must not use the Service to break the law, infringe rights, discriminate unlawfully, conceal monitoring, make prohibited employment decisions, upload malware, probe security, bypass access or payment controls, scrape at scale, resell unauthorised access, or interfere with availability.

Customer must not collect information irrelevant to employment, including family status, pregnancy or other protected or special-category data, unless a documented lawful basis and necessity apply.

Customer retains its rights in Customer Data. Customer grants Kadroflow a limited, non-exclusive right to host, copy, transmit, secure and otherwise process Customer Data only to provide, support and protect the Service, comply with law, and follow documented instructions.

Customer confirms that it has lawful grounds to collect, upload, disclose and instruct processing of Customer Data and has delivered all required notices. Kadroflow does not acquire ownership of candidate or employee records.

For Customer-controlled candidate, recruitment and workforce data, Customer is normally the controller and Kadroflow is its processor. For Kadroflow account administration, billing, platform security, abuse prevention and its own legal obligations, the operator is normally an independent controller.

The parties will enter into the applicable DPA before production processing. Kadroflow will not determine Customer's hiring purpose or lawful basis. See the Privacy Notice for the role split and individual-rights routes.

Customer is solely responsible for lawful recruitment criteria, equal-treatment duties, candidate transparency, retention periods, lawful sourcing, employment decisions and responses to individuals. Customer must provide a meaningful alternative where recording, consent or automated processing cannot lawfully be required and must avoid requesting data that is not directly relevant to the role.

AI features may generate summaries, comparisons, writing suggestions, scores, extracted information or draft documents. Outputs can be incomplete, inaccurate, discriminatory or unsuitable. They are decision-support material only and must be checked against source evidence by a trained person.

Customer must not use Kadroflow to reject, rank, hire, promote or otherwise significantly affect a person solely through automated output. Customer must conduct and document any required data-protection impact assessment, AI risk assessment, notices, oversight and contest process before use.

No output is a guarantee of a candidate's suitability, legality of a decision or regulatory compliance.

Customer decides whether recording or transcription is enabled and is responsible for informing participants, establishing a lawful basis, obtaining consent where required, offering any legally required non-recorded route, limiting access and deleting files on schedule. A visible product control does not by itself make recording lawful.

Customer may connect third-party email, payment, storage or other services. Third-party terms govern Customer's relationship with those providers. Kadroflow is not responsible for a third party's independent service, changes or content, but remains responsible for subprocessors to the extent required by the DPA.

A dated public subprocessor register will identify verified contracting entities, processing locations, purposes and transfer safeguards before production processing begins.

Kadroflow will maintain technical and organisational measures appropriate to the documented risk, as described in the DPA and security annex. Customer must configure access appropriately, secure endpoints, review members and report suspected incidents without undue delay.

No internet service can promise absolute security. Security descriptions are commitments only where included in the signed contract or verified public documentation; they are not certification claims.

Each party will protect the other's non-public business, technical and personal information using at least reasonable care and use it only for the contract. Disclosure is permitted to personnel and approved providers who need access and are bound by confidentiality, or where law requires disclosure after notice where legally permitted.

Kadroflow and its licensors retain rights in the software, design, documentation and marks. During the subscription, Customer receives a limited, non-exclusive, non-transferable right for authorised users to access the Service for Customer's internal business. No source-code, trademark or ownership right is transferred.

Customer may provide feedback voluntarily. Kadroflow may use feedback without restriction provided it does not identify Customer or disclose Customer Data.

Product analytics or model-improvement use of personal or Customer Data is not authorised by this clause. Any such use requires a separately documented role, lawful basis, notice, controls and—where necessary—consent. Kadroflow will document the applicable production analytics and model-improvement position before beginning any such use.

We will provide the Service with reasonable skill and care. The operational availability target is 99.8%. It is a service target, not a service-level guarantee or credit entitlement unless an Order expressly says otherwise. Maintenance, security work, internet dependencies and events outside reasonable control may interrupt the Service.

Support is available through support@kadroflow.com during 08:00–22:00 Europe/Ljubljana time, with a target initial response within 4 hours. A target is not a guaranteed resolution time. We may change features for security, law, usability or product development and will provide reasonable notice before a material reduction to a paid core feature where practicable.

We may suspend affected access where reasonably necessary to contain a security threat, prevent unlawful use, comply with law, protect people or systems, or address a material payment default. Where lawful and practicable, we will give notice, limit the suspension and restore access when the reason is resolved.

Either party may terminate for an uncured material breach after reasonable written notice, or immediately for an irremediable breach, insolvency where permitted, or unlawful use. On termination, access ends and outstanding charges remain due.

Customer must export needed data before closure. Deletion timing, backup expiry and any paid export assistance must match the DPA and retention schedule. The applicable export window and deletion periods will be stated in the Order or DPA once technically verified.

Each party warrants that it has authority to enter the contract. Kadroflow warrants that it will provide the Service with reasonable skill and care. Except for express commitments and rights that cannot lawfully be excluded, the Service is provided without implied guarantees of uninterrupted operation, fitness for a particular hiring result or error-free AI output.

Neither party excludes liability that cannot legally be limited, including liability for fraud, wilful misconduct, or death or personal injury caused by negligence where applicable. Subject to that rule, each party's aggregate liability arising from the Service, including privacy, security and confidentiality claims, is limited to the fees paid by Customer for the Service during the 12 months preceding the event giving rise to the claim.

To the extent permitted by law, neither party is liable for indirect or consequential loss, loss of profit, revenue, goodwill, anticipated savings or business opportunity. No contractual indemnity applies unless expressly included in an Order or DPA. These limitations require final review under the governing law before production publication.

Neither party is liable for delay caused by events beyond reasonable control, but payment obligations and reasonable continuity duties remain. Customer may not assign the contract without consent, except as part of a bona-fide reorganisation or sale where the assignee accepts it. Kadroflow may use subprocessors under the DPA and may assign the contract in a reorganisation or sale with appropriate notice.

If a clause is unenforceable, the rest remains effective. Failure to enforce is not a waiver. Notices may be delivered to the account email and the addresses above. Material changes will be announced in advance and, where required, presented for renewed acceptance.

These Terms are governed by Slovenian law and disputes are subject to the courts of Slovenia, subject to mandatory law. Contract notices are sent to the Customer's account email or to support@kadroflow.com. The controlling language where translations differ remains subject to final approval.