Terms of Service

1. Introduction and Parties

These Terms of Service form a legally binding agreement between you and Recruiting Rewards AB. Please read them carefully before using the platform.

1.1 About Recruiting Rewards

Recruiting Rewards AB ('Recruiting Rewards', 'we', 'us') operates a cloud-based SaaS platform available at recruitingrewards.com. The platform is a digital marketplace connecting Companies seeking candidates with Recruiters presenting qualified professionals, facilitating recruitment across the EU in compliance with applicable local laws.

1.2 Definitions

• "Service": the platform at recruitingrewards.com, including all associated features, APIs, applications, integrations and support.
• "Customer": any individual or legal entity that has registered an account and accepted these Terms.
• "Company": a Customer using the Service to source and hire candidates.
• "Recruiter": a Customer presenting candidates via the Service in exchange for a Reward.
• "Candidate": a person whose details are presented by a Recruiter through the Service.
• "Subscription": the right to access and use the Service during an agreed period, whether paid or free.
• "Placement": a binding employment agreement concluded as a direct result of a candidate presentation via the Service.
• "Fee": the amount a Company pays to Recruiting Rewards upon a successful Placement.
• "Reward": the portion of the Fee paid out to the Recruiter following a successful Placement.
• "Customer Data": all data uploaded, created or processed by a Customer via the Service.

1.3 Acceptance of Terms

By (i) creating an account, (ii) clicking 'Accept', or (iii) otherwise using the Service, you confirm that you have read, understood and agree to these Terms and our Privacy Policy. If you act on behalf of a Company, you represent that you have authority to bind that Company contractually.

1.4 Age requirement

The Service is intended for users who are at least 18 years of age. By using the Service you confirm that you meet this requirement.

2. The SaaS Service: Access and Licence

This section governs your right to use the platform and what is included in the Service.

2.1 Grant of licence

During the active Subscription period, Recruiting Rewards grants the Customer a limited, non-exclusive, non-transferable and revocable right to access and use the Service in accordance with these Terms and the applicable plan. The Service is delivered as a cloud-based solution. No software is installed at the Customer's location.

2.2 Scope and changes to the Service

• Add, modify or remove features of the Service without prior notice, provided that core functionality is not materially degraded for paying Customers.
• Carry out planned maintenance with reasonable advance notice.
• Issue updates, patches and improvements on an ongoing basis. These are included in the Service at no additional cost.

Current feature descriptions and product updates are always published on the platform. These Terms are intentionally not locked to specific features so that the product can evolve freely.

2.3 Availability

Recruiting Rewards aims for high reliability and communicates planned maintenance in advance. No formal Service Level Agreement (SLA) with guaranteed uptime is provided under standard plans. Customers requiring a formal SLA may contact us to discuss an Enterprise agreement.

Recruiting Rewards is not liable for downtime caused by:

• Third-party infrastructure outside our control (e.g. cloud providers, internet service providers).
• The Customer's own systems, integrations or network connection.
• Force majeure events (see Section 7.5).

2.4 Account security

The Customer is responsible for:

• Keeping login credentials confidential and not sharing them with unauthorised persons.
• Notifying Recruiting Rewards immediately if unauthorised access is suspected.
• All activity that occurs under the Customer's account, whether authorised or not.

2.5 API access

Where the Service provides API access, it may only be used for the Customer's own legitimate business purposes. Misuse of the API, including large-scale automated scraping, may result in immediate revocation of access.

3. Subscriptions, Pricing and Billing

This section governs the subscription model, billing terms and what happens in the event of non-payment.

3.1 Subscription plans

• Free plan: access to core functionality, free of charge, with no time limit.
• Paid plans: extended functionality and capacity in exchange for an annual subscription.

3.2 Billing and payment terms

• Billing occurs on a monthly basis during the full subscription period.
• Subscriptions renew automatically at the end of subscription period unless cancelled in accordance with Section 3.4.
• Payment is due within 14 days of the invoice date unless otherwise stated.
• Accepted payment methods are listed on the platform.

3.3 Price adjustments

Recruiting Rewards reserves the right to adjust subscription prices with at least 30 days' notice via email or platform notification. Existing subscriptions continue at the original price until the next renewal date, after which the new price applies.

3.4 Cancellation

• Cancellation is made via the platform settings or by contacting support.
• Cancellation must be made at least 14 days before the next billing period to avoid being charged for a further period.
• Upon cancellation, access to the Service continues until the end of the current period.
• No refunds are issued for the current period unless expressly agreed otherwise.

3.5 Non-payment and account suspension

• A payment reminder is sent by email.
• If payment is not received within 7 days of the due date, the account may be downgraded to the free plan or temporarily suspended.
• If payment is not received within 30 days of the due date, the account may be closed and data may be deleted in accordance with our data retention policy.
• Statutory interest on late payments applies in accordance with applicable law.

3.6 Taxes

All prices are quoted exclusive of VAT and other applicable taxes unless otherwise stated. The Customer is responsible for paying all applicable taxes in addition to the stated prices.

3.7 Placement Fee

In addition to any subscription fee, a success-based Placement Fee is charged upon each Placement. The minimum accepted Fee is SEK 45,000 per candidate. The Placement Fee is invoiced on the Candidate's agreed start date, and must be paid by the Company to Recruiting Rewards within 14 days of the invoice date. If the start date is moved, the invoice follows the new date. If the Candidate never starts the role, no Placement Fee is payable.

4. Customer Data and Intellectual Property

This section clarifies who owns what and how we handle your data.

4.1 Ownership of Customer Data

The Customer retains full ownership of all Customer Data processed through the Service. Recruiting Rewards makes no claim of ownership over Customer Data. The Customer is responsible for ensuring that Customer Data is accurate, lawful and does not infringe third-party rights.

4.2 Licence to process Customer Data

The Customer grants Recruiting Rewards a limited, non-exclusive licence to store, process and display Customer Data solely for the purpose of providing the Service. This licence is strictly limited to what is required to operate the Service and terminates when the Customer's account is closed, subject to statutory retention periods.

4.3 Aggregated and anonymised data

Recruiting Rewards reserves the right to use anonymised and aggregated data (statistics, trends, platform behaviour) to improve the Service and produce industry insights. Such data cannot be linked to any individual Customer or Candidate.

4.4 Recruiting Rewards intellectual property

Recruiting Rewards owns all intellectual property rights in the Service, including but not limited to: the platform's design and code, trademarks and logos, algorithms and business logic, and all documentation and training materials. Nothing in these Terms transfers ownership of the Service or any of its components to the Customer.

4.5 Feedback

If the Customer submits feedback, suggestions or ideas regarding the Service, the Customer assigns all rights in such feedback to Recruiting Rewards without compensation. Recruiting Rewards may freely use feedback to improve the Service.

4.6 Data portability and export

The Customer may request an export of their Customer Data at any time by contacting contact@recruitingrewards.com. Data will be provided within 30 days of the request. Upon account closure, the Customer has 30 days to request a data export before it is deleted.

4.7 Data deletion on termination

Upon account closure, Customer Data is deleted within 90 days, except for data that must be retained to comply with legal obligations (e.g. accounting records for 7 years). Deletion is confirmed upon request.

5. Terms for Companies

Specific rights and obligations for Companies using the Service to recruit.

5.1 The recruitment process

Companies post job listings on the platform and receive candidate presentations from registered Recruiters. Payment is only due upon a successful Placement.

• Job listings are reviewed by Recruiting Rewards before publication.
• The minimum accepted Placement Fee per job listing is SEK 45,000. Exceptions may be granted following individual assessment.
• The Company is responsible for ensuring listing content is accurate, complete and compliant with applicable employment and anti-discrimination law.

5.2 Payment upon Placement

• The Placement Fee is invoiced on the Candidate's agreed start date and must be paid within 14 days of the invoice date.
• The agreed start date is the one confirmed after the employment agreement is signed and recorded by Recruiting Rewards. If that date moves, the invoice moves with it. If the Candidate never starts, no Placement Fee is payable.
• Payment is made to Recruiting Rewards, which then forwards the Reward to the Recruiter.
• Statutory interest on late payments applies. Recruiting Rewards reserves the right to refer overdue amounts to a debt collection agency.
• Where a Company pays late, Recruiting Rewards bears no liability for any resulting delay in paying the Recruiter.

5.3 Duty to report a Placement

The Company must promptly inform Recruiting Rewards if a presented Candidate is hired, regardless of role. This duty applies:

• Within 6 months of the candidate presentation, and within 6 months of the date the job listing was archived.
• Even if the Candidate was initially declined but subsequently hired within the above timeframe.
• Even if the Candidate is hired into a different role from the one advertised.

Payment obligations arise even where the Company claims contact with the Candidate was initiated independently, unless documentation can be provided in accordance with Section 5.6.

5.4 Candidate information and confidentiality

• Candidate information received through the Service may only be used to recruit for the specific advertised role.
• The information must not be shared with subsidiaries or third parties without written consent from both the Recruiter and the Candidate.
• The Company commits to handling received candidate information in accordance with the GDPR.

5.5 Guarantee terms

A guarantee, whether a replacement guarantee or a refund, applies only where it has been:

• Explicitly agreed and documented in the job listing, and
• Confirmed in writing by Recruiting Rewards support, and
• The Placement Fee invoice has been paid in full and on time.

When invoking a guarantee:

• The Company must notify Recruiting Rewards within 14 days of the Candidate leaving the role.
• The right to claim under the guarantee expires 3 months from the Candidate's termination date.
• A valid guarantee entitles the Company to a replacement Candidate. If a replacement is not presented within the agreed timeframe, any refund arrangement is subject to separate written agreement.

5.6 Disputes over candidate ownership

The platform applies a first-to-submit principle. Where a Company claims a Candidate was already in their system, the Company must provide:

• Written documentation (emails, CRM logs or comparable traceable communication), and
• Evidence of active dialogue regarding the specific advertised role, and
• Proof that contact occurred within 30 days prior to the Candidate being presented via the platform.

Where sufficient documentation cannot be provided, the Candidate is deemed to have been sourced by the Recruiter and the full Placement Fee applies. Recruiting Rewards reserves the right to make the final determination in candidate ownership disputes.

6. Terms for Recruiters

Specific rights and obligations for Recruiters presenting candidates via the Service.

6.1 Recruiter status

The Recruiter acts as an independent party and is not an employee, agent or representative of Recruiting Rewards. The Recruiter is responsible for complying with all applicable laws in the jurisdiction where they operate, including any rules governing recruitment and employment mediation.

6.2 Candidate qualification

Before presenting a Candidate, the Recruiter must have:

• Conducted an interview and assessed the Candidate's suitability for the specific role.
• Ensured the Candidate is fully informed as to which Company and which role they are being presented for.
• Obtained the Candidate's explicit consent to be presented (see Section 6.3).

6.3 Candidate consent and GDPR

The Recruiter bears full data controller responsibility for their handling of candidate personal data. This means the Recruiter must:

• Obtain the Candidate's explicit consent before sharing their data via the platform.
• Inform the Candidate of the purpose of processing and who will receive their data.
• Ensure that the data is accurate, relevant and up to date.
• Process data in accordance with the GDPR and applicable national data protection law.

Recruiting Rewards bears no responsibility for the Recruiter's handling of candidate data. Any liability arising from unlawful or improper data sharing rests entirely with the Recruiter.

6.4 Reward and payment

• The Reward is based on the reward share percentage applicable to your active plan, applied to the Placement Fee paid by the Company.
• Payout occurs within 30 days of Recruiting Rewards receiving full payment from the Company, provided the Recruiter has invoiced correctly.
• The Reward is paid out of the Placement Fee actually received. Where no Placement Fee falls due, which includes a Candidate who never starts the role, or where the Company does not pay, no Reward is payable and Recruiting Rewards carries no obligation to pay one from its own funds.
• The Recruiter invoices Recruiting Rewards, not the Company directly.
• Disputes regarding missing or incorrect payouts must be reported in writing within 60 days of the date the payout was due. Recruiting Rewards will respond within 14 business days.

6.5 Replacement candidates under guarantee

• Where a Company activates a guarantee, the Recruiter must present qualified replacement candidates within 30 days of the Company's reactivation request.
• Where a replacement Placement is made successfully, the Recruiter retains the original Reward.
• Where the Recruiter fails to present an approved replacement candidate within 30 days, the Recruiter is liable to repay 100% of the original Reward. Partial repayment is not applicable.

6.6 Creator Profile

• Recruiters on a qualifying subscription plan may activate a Creator Profile visible to Companies on the platform.
• The Recruiter decides what information is published. Nothing is made visible without an active choice.
• The profile must not contain contact details outside the platform or external links intended to drive traffic away from the Service.
• The Recruiter bears full responsibility for ensuring profile information is accurate and up to date.
• Recruiting Rewards accepts no liability for decisions Companies make based on Creator Profile content.
• The profile is automatically hidden if the qualifying subscription ends and deleted within 30 days.

6.7 Code of conduct

• Recruiters must not approach Companies registered on the platform to offer competing recruitment services outside the Service.
• Recruiters must not knowingly present Candidates who do not meet the role requirements.
• Recruiters must not present the same Candidate for the same role via multiple accounts.
• Violations result in a warning. Repeated or serious breaches may lead to immediate account suspension without refund of subscription fees.

7. General SaaS Terms

Standard terms applying to all users of the cloud service.

7.1 Workspace and collaboration

• The platform enables shared workspaces for Companies and Recruiters.
• All information within a workspace is visible to all participants in that workspace.
• Each participant is responsible for the information they publish within the workspace.
• Only the Owner of the workspace may register billing details and submit an invoice per Placement.

7.2 Acceptable use policy (AUP)

The Service may only be used for legitimate recruitment purposes. Prohibited use includes:

• Publishing false, misleading, discriminatory or unlawful information.
• Systematic scraping of the Service without written authorisation.
• Attempting to bypass security features or disrupt the operation of the Service.
• Using the Service for money laundering, fraud or any other unlawful activity.
• Sharing login credentials with unauthorised third parties.
• Reverse engineering, decompiling or otherwise attempting to extract the Service's source code.

Breach of the AUP may result in immediate account suspension without refund of subscription fees.

7.3 Third-party services and integrations

The Service may integrate with or link to third-party services (e.g. calendar tools, payment providers). Recruiting Rewards is not responsible for the availability, security or terms of third-party services.

7.4 Data protection and GDPR

• Each party is independently responsible for its processing of personal data and for complying with the GDPR.
• Recruiting Rewards acts as data controller for the platform's own processing activities.
• Where processing is carried out on the Customer's behalf, Recruiting Rewards may act as data processor, and a Data Processing Agreement (DPA) is available upon request.
• Candidates may contact Recruiting Rewards at any time to exercise their GDPR rights, including the right to erasure.
• Full details are set out in the Privacy Policy on the platform.

7.5 Force majeure

Recruiting Rewards is not liable for delays or failures in the Service caused by circumstances beyond its reasonable control, including but not limited to: power outages, cyberattacks, natural disasters, pandemic, war, legislative changes or regulatory decisions. In such events, Recruiting Rewards will notify affected Customers as soon as reasonably possible and take reasonable steps to minimise the impact.

7.6 Limitation of liability

• Recruiting Rewards is not liable for indirect, consequential or special damages, loss of profit, loss of business opportunity or loss of data.
• Recruiting Rewards is not liable for the acts or omissions of Companies, Recruiters or Candidates.

These limitations do not apply in cases of gross negligence, wilful misconduct, personal injury or liability that cannot be limited under mandatory law.

7.7 Indemnification

The Customer agrees to indemnify and hold harmless Recruiting Rewards, its directors, employees and partners from and against any claims, damages, losses and costs, including reasonable legal fees, arising from: (a) breach of these Terms; (b) unlawful handling of personal data; (c) infringement of third-party rights; or (d) use of the Service in breach of applicable law.

7.8 Disclaimer of warranties

The Service is provided "as is" and "as available" without warranties of any kind, whether express or implied, to the fullest extent permitted by applicable law. Recruiting Rewards makes no warranty that the Service will meet the Customer's specific requirements or that it will be uninterrupted, error-free or secure.

7.9 Changes to these Terms

• Recruiting Rewards may update these Terms at any time.
• Material changes will be communicated via email or platform notification with at least 14 days' notice.
• Continued use of the Service after changes take effect constitutes acceptance of the updated Terms.
• Deviations from these Terms are only valid if confirmed in a signed written agreement through Recruiting Rewards' official contracting process. Emails, chat messages or verbal commitments do not constitute valid deviations.

7.10 Account suspension and termination

Recruiting Rewards reserves the right to:

• Temporarily restrict or permanently suspend accounts that breach these Terms.
• Immediately suspend accounts for serious breaches without prior notice.

Upon termination, for any reason:

• The Customer's right to use the Service ceases immediately.
• The Customer has 30 days to export Customer Data.
• Customer Data is deleted within 90 days, subject to statutory retention obligations.
• Provisions that by their nature survive termination, including confidentiality, limitation of liability and indemnification, remain in force.

8. Legal Provisions

8.1 Governing law

These Terms are governed by and construed in accordance with the laws of Sweden, without regard to conflict of law rules that might lead to the application of another jurisdiction's law.

8.2 Dispute resolution

The parties shall first attempt to resolve disputes through good-faith negotiation. If no resolution is reached within 30 days:

• Disputes are referred to the Swedish courts, with Stockholm District Court as the court of first instance.
• For disputes with Customers based in another EU member state, local dispute resolution may apply in accordance with Regulation (EC) No 593/2008 (Rome I).
• Consumers have the right to bring a complaint before the Swedish National Board for Consumer Disputes (ARN) or the equivalent body in their country of residence.

8.3 Severability

If any provision of these Terms is found to be invalid or unenforceable by a competent court, the remaining provisions continue in full force. The invalid provision shall be replaced with a valid provision that, as far as possible, achieves the same purpose.

8.4 Entire agreement

These Terms, together with the Privacy Policy and Cookie Policy and any separate written agreements, constitute the entire agreement between the parties regarding the Service and supersede all prior agreements, written or oral, on the same subject matter.

8.5 Assignment

The Customer may not assign their rights or obligations under these Terms without Recruiting Rewards' prior written consent. Recruiting Rewards may assign its rights and obligations in connection with a merger, acquisition or sale of material assets, with reasonable advance notice to affected Customers.

8.6 Notices

Official notices to Recruiting Rewards must be sent by email to contact@recruitingrewards.com. Notices to Customers are sent to the email address registered on the account. Customers are responsible for keeping their contact details up to date.

8.7 Confidentiality

The parties agree to treat confidential information received via the Service with appropriate care and not to disclose it to third parties without the disclosing party's written consent. This obligation applies during the agreement period and for 3 years after its termination. It does not apply to information that is publicly known without breach of these Terms, was already known to the recipient, was lawfully received from a third party, or must be disclosed by law or court order.

9. Consent and Contact

9.1 Your consent

By creating an account or using the Service, you confirm that you accept these Terms. If you do not accept the Terms, you must not use the Service.

9.2 Closing your account

You may close your account at any time via the platform settings or by contacting support. See Section 3.4 for the terms governing cancellation of a paid subscription.