StaffInIT

Terms of Service

Effective date: 5 September 2026

These terms govern your use of the hosted Staffinit service at https://ats.staffinit.com and the website at https://staffinit.com, operated by Bespoke Soft ("we", "us"). By creating an account, or by using the service on behalf of an organisation, you agree to them. If you are agreeing on behalf of an organisation, you confirm you are authorised to bind it, and "you" means that organisation.

1. What Staffinit is

Staffinit is an applicant tracking system. It receives applications, stores candidate records and documents, runs AI-assisted screening and scoring, schedules interviews, publishes job and career pages, and β€” for staffing agencies β€” tracks the client companies a role belongs to.

Staffinit's core is open-source software under the AGPLv3 and you are free to run it yourself. These terms cover the hosted service we operate, not a copy you or anyone else self-hosts. A small set of paid, cloud-only features is licensed separately from the AGPLv3 core; the core hiring workflow does not depend on them. Self-hosting is offered on a best-effort, unsupported basis.

2. Accounts

You need an account to use the service. You are responsible for the accuracy of your account details, for keeping your credentials secure, and for everything done under your account. Tell us promptly at support@staffinit.com if you believe an account has been compromised.

An organisation's administrators control who joins it, what role each member holds, and what each role may see and do. Members of an organisation can see the organisation's data according to those permissions. If you join an organisation with an email address on its domain, its administrators may gain administrative control over your account within that organisation.

You must be at least 16, and old enough to form a binding contract where you live.

3. Plans, billing and credits

Plans. The service is sold by the number of roles you keep open, not by the number of applicants you receive or the number of people on your team. Current plans and prices are on the pricing page. A free tier is available.

Billing. Paid plans are billed monthly or annually in advance through Stripe. Subscriptions renew automatically for the same period until cancelled. You authorise us to charge your payment method for each renewal.

Changes in price. We may change prices. A change takes effect at your next renewal, and we will tell you before it does. If you do not accept it, cancel before the renewal.

Cancellation. You can cancel at any time from the billing settings. Cancellation stops the next renewal; it does not refund the period already paid for. Unless the law says otherwise, fees are non-refundable.

AI credits. Some AI features run on our model-provider accounts and consume prepaid credits. Credits are a prepayment for those runs, not a currency: they have no cash value, are not transferable outside your organisation, and are not refundable except where the law requires. A run is charged when it is performed. You can avoid credits entirely by supplying your own model-provider API key, in which case that provider bills you directly and we charge nothing for the run.

Taxes. Prices exclude VAT and other applicable taxes unless stated. You are responsible for those, except taxes on our income.

Non-payment. If a payment fails we may restrict access to paid features after notice. We will not delete your data for non-payment without telling you first and giving you a reasonable opportunity to export it.

4. Your data, and your responsibilities as controller

You own your data. Candidate records, documents, job descriptions, notes, settings and everything else you put into the service remain yours. We claim no ownership. You grant us only the licence needed to host, process, transmit, back up and display that data in order to provide the service to you, and to comply with the law.

You are the data controller for the personal data you put into Staffinit; we are your processor. That means you are responsible for:

  • having a lawful basis to collect and process candidate data, and telling candidates what you do with it β€” Staffinit lets you publish a privacy notice with your own policy URL and contact address on the public application form, and you should;
  • not collecting special-category data (health, ethnicity, religion, trade-union membership, and the rest of Article 9) through screening questions or free-text fields unless you have established a lawful basis for it;
  • answering data-subject requests from your candidates β€” access, correction, erasure, portability. The product gives you a per-candidate export and a per-candidate erasure that reaches the whole data graph, so you can answer without us;
  • setting a retention period that matches your own obligations, and reviewing it. The default is 24 months from the end of a candidate's most recent recruitment process, and automated erasure is something you switch on deliberately;
  • keeping your own processor register, including any model provider you nominate under your own API key and any endpoint you point us at.

We process that data only on your instructions and for no purpose of our own. Our Privacy Policy sets out the details, including the sub-processors we use.

Free-text fields are your responsibility. Recruiter notes and activity notes are prose we cannot reliably scrub. If an erasure or correction request reaches something written in free text, you edit it.

5. AI features, and the human in the loop

Staffinit uses large language models to extract information from CVs, summarise candidates, score them against a role, generate screening questions, analyse interview transcripts and answer questions in the assistant.

These outputs are suggestions and can be wrong. Models misread documents, miss context and produce confident nonsense. Every score is shown with the reasoning behind it precisely so you can check it, and every score can be overridden.

You must keep a human in the loop. You agree not to use a Staffinit score, ranking, or AI-generated assessment as the sole basis for a decision that produces legal or similarly significant effects on a candidate β€” rejection, shortlisting that determines an outcome, or anything equivalent. Where the law regulates automated decision-making or requires bias auditing, notice, or an opportunity for human review, meeting those obligations is yours, because you are the one making the decision.

Provider terms flow through. When you supply your own API key, your use of that model is governed by your agreement with that provider as well as by these terms. When you use platform credits, we route the run through our providers and their acceptable-use policies apply to the content you send.

We do not license your content to model providers for training.

6. Acceptable use

You may not, and may not let anyone else:

  • upload or process data you have no right to process, or use the service in a way that breaks employment, equal-opportunity, immigration, data-protection or consumer law;
  • send unsolicited bulk mail through the service's messaging features;
  • upload malware, or content that is unlawful, defamatory or infringing;
  • attempt to access another organisation's data, defeat tenant isolation, or circumvent permissions, plan limits, rate limits or metering;
  • scrape, resell, or provide the service to a third party as your own product, except as the AGPLv3 permits for the self-hosted software;
  • reverse-engineer or copy the paid cloud-only components, which are not under the AGPLv3;
  • probe, load-test or attack the service, except as our security policy permits for good-faith research reported to security@staffinit.com.

Publishing a job through Staffinit means you represent the role is genuine and that you are entitled to advertise it.

7. Third-party integrations

You can connect Staffinit to third-party services β€” a calendar, an identity provider, a model provider, a payment processor. Those services are operated by others under their own terms, and we are not responsible for what they do. Connecting one grants Staffinit the access shown on the consent screen, and no more; you can disconnect at any time from settings, and revoke access from the provider.

8. Availability, changes and support

We aim to keep the service available and we work on it continuously, which means features change, improve, and occasionally go away. We will give reasonable notice before removing a feature you depend on or making a materially adverse change to a paid plan. Beta and preview features are offered as-is and may change or be withdrawn without notice.

Support is by email at support@staffinit.com. No specific response time is promised unless a separate written agreement says otherwise. We do not commit to an uptime percentage under these terms; a service-level agreement is available on a custom contract.

9. Suspension and termination

You can stop using the service and delete your organisation at any time.

We may suspend or terminate an account that breaches these terms, that puts the service or other customers at risk, or where we are required to. Except for a security emergency or a legal requirement, we will tell you first and give you a chance to fix the problem.

On termination, we will give you a reasonable period β€” at least 30 days unless the law or a security emergency prevents it β€” to export your data, after which it is deleted in the ordinary course. Backups age out on their own rotation.

10. Intellectual property

The Staffinit name, logo and branding are ours. The open-source components are licensed under the AGPLv3 and nothing here restricts the rights that licence gives you; the paid cloud-only components are licensed separately and are not covered by it. Everything not expressly granted is reserved.

If you send us feedback or a suggestion, we may use it without obligation to you. Do not send us anything confidential as feedback.

We may process aggregated, anonymised statistics about how the service is used β€” counts, timings, error rates β€” provided they identify neither you nor any candidate.

11. Confidentiality

Each of us may learn non-public information about the other. Each will protect the other's confidential information with at least reasonable care and use it only to perform under these terms. This does not cover information that is public, independently developed, or lawfully received from someone else, and does not prevent a disclosure the law compels β€” where we will tell you first unless we are forbidden to.

12. Disclaimers

To the fullest extent the law allows, the service is provided "as is" and we disclaim all implied warranties, including merchantability, fitness for a particular purpose and non-infringement.

In particular we do not warrant that the service will be uninterrupted or error-free, that AI output will be accurate, complete or unbiased, or that using the service will make you compliant with any law that applies to your hiring.

Nothing here excludes liability that cannot lawfully be excluded β€” including for death or personal injury caused by negligence, for fraud, and any statutory rights you have as a consumer.

13. Limitation of liability

To the fullest extent the law allows, neither party is liable for indirect, incidental, special or consequential loss, or for lost profits, revenue, goodwill, or data β€” except that this does not limit your obligation to pay fees, or either party's liability for breach of confidentiality or for the indemnity below.

Each party's total liability arising out of these terms is limited to the fees you paid us in the 12 months before the event giving rise to the claim.

14. Indemnity

You will defend and indemnify us against third-party claims arising from your data, your use of the service in breach of these terms or of the law, or a hiring decision you made. We will tell you about any such claim promptly and let you control the defence, and we will not settle without your consent.

15. Changes to these terms

We may update these terms. For a material change we will give notice β€” by email or in the product β€” at least 30 days before it takes effect, unless a change is required sooner by law or to address a security risk. Continuing to use the service after a change takes effect means you accept it. If you do not, cancel before then.

16. Governing law and disputes

These terms are governed by the laws of Poland, and the courts of Warsaw, Poland have exclusive jurisdiction, without prejudice to any mandatory protection you have as a consumer in your country of residence.

17. General

These terms, with the Privacy Policy and any order form, are the whole agreement between us on this subject. You may not assign them without our consent; we may assign them to a successor of our business. If a provision is unenforceable, the rest stands. A failure to enforce a term is not a waiver of it. Nothing here creates a partnership or agency. Neither party is liable for a failure caused by something genuinely outside its control.

Questions about these terms: support@staffinit.com.

See also our Privacy Policy .