Terms of Service

Roobiks is an EU-hosted one-way (asynchronous) video interview platform. A customer creates an Interview for a role, attaches an ordered Playlist of Prompts, and invites candidates. A candidate records video answers in their browser within the time limits set for each Prompt; the completed set of answers is a Submission. Reviewers at the customer then watch the Submission alongside AI-generated transcripts, per-answer summaries and competency Signals, and can rate it, comment on it, move it through a pipeline status, and share it by a revocable link.

Roobiks is a tool used by an employer to run its own hiring process. We are not an employment agency, we are not a party to any employment relationship, and we do not make hiring decisions.

We may add, change, or remove features, and may set usage limits or suspend features for maintenance and other operational reasons. We will not make a change that materially degrades a paid customer’s Services without reasonable notice.

You must be at least 18 years old, or the age of majority where you live, and able to enter a binding contract. If you use the Services on behalf of an organisation, you confirm you are authorised to bind that organisation to these Terms, and “you” means that organisation.

These Terms cover two very different kinds of user, and different obligations attach to each.

If you are a candidate

• You use the recorder by invitation. No account or payment is required of you, and you owe us no fee.
• You confirm that the answers you record are your own, given by you, and not impersonated, pre-recorded by someone else, or generated to misrepresent your ability.
• Before your camera is switched on you are asked for explicit consent to being recorded. You may withdraw that consent at any time, as described in the Privacy Policy.
• Your relationship about the job itself — the role, the process, and the decision — is with the company that invited you, not with us.

If you are a customer

• You are responsible for your own hiring decisions and for running a lawful, non-discriminatory process under applicable employment, equal-treatment and data-protection law.
• For the candidate data you collect through Roobiks you act as the data controller and we act as your processor. A data processing agreement applies: [TO BE COMPLETED: DPA reference, execution route, and where customers obtain it].
• You will invite only candidates who are genuinely in a process with you, tell them what Roobiks is used for, and honour their data rights promptly when we forward a request.
• You will keep your account credentials secure, manage your own users and permissions, and are responsible for activity under your account.
• You will set an appropriate retention period and revoke share links when they are no longer needed.
• You will pay the fees agreed in your order form or subscription plan. Commercial terms — price, currency, billing frequency, term and notice — are set out there and prevail over these Terms where they conflict: [TO BE COMPLETED: standard commercial terms: pricing, currency, billing cycle, payment period, renewal and cancellation mechanics].

You must not:

• Use the Services for any unlawful, fraudulent, harassing, or discriminatory purpose, or to screen candidates on a protected characteristic.
• Use a Submission, or any AI output about it, for a purpose the candidate was not told about — for example advertising, training a model, or resale.
• Attempt facial recognition, voiceprinting, emotion detection, or any other biometric or inferential analysis on candidate recordings, whether inside or outside the platform.
• Submit content that is false, misleading, infringing, defamatory, malicious, or that you lack the rights to submit.
• Access accounts, data, or systems you are not authorised to reach; probe, scan, or test our security without written permission; or circumvent rate limits, share-link expiry, or signed-URL expiry.
• Scrape, crawl, reverse-engineer, decompile, or copy the Services, or use them to build or benchmark a competing product.
• Upload malware, or otherwise interfere with or disrupt the Services or other users.
• Resell, sublicense, or provide the Services to a third party without our written consent.

We may investigate suspected breaches and take proportionate action, including removing content and suspending or terminating access.

Ours

The Services — the software, interfaces, design, documentation, the Roobiks name and marks, and everything we create in operating the platform — belong to Kula Staffing & Consulting B.V. or its licensors. We grant you a limited, non-exclusive, non-transferable, revocable right to use the Services in accordance with these Terms. Nothing else is granted by implication.

Candidate recordings

A candidate retains all rights in their own video and audio recordings. Recording an answer does not transfer ownership of it to Roobiks or to the inviting company. By recording a Submission, a candidate grants:

• to Roobiks, a limited, non-exclusive, royalty-free licence to host, store, transmit, transcode, transcribe, summarise and evaluate the recording strictly for the purpose of operating the Services and delivering the Submission to the inviting company; and
• to the inviting company, a limited, non-exclusive, royalty-free licence to view, share internally, and evaluate the recording strictly for the purpose of assessing the candidate for the role they applied for.

Both licences are limited to those purposes, last only as long as the applicable retention period, and end when the recording is deleted or consent is withdrawn. Neither licence permits marketing use, public publication, sale, or use as training data for AI models.

Customer content

Customers retain rights in the Prompts, branding and other material they upload, and grant us a licence to host and display it as needed to run the Services.

Aggregated statistics

We may use aggregated, de-identified usage statistics that cannot reasonably be linked back to any individual or customer to operate and improve the Services. This never includes recordings, transcripts, or Signals about an identifiable person.

Roobiks generates transcripts, summaries and Signals using third-party AI models. Signals score competencies from 0 to 3 with cited evidence, and may return “insufficient evidence”. This output is decision support only.

• AI-assisted, human-decided. The platform does not make, and must not be configured or used to make, an automated hiring decision. No candidate is advanced or rejected by the AI.
• Signals are indicative, not determinative. They are a prompt for a reviewer to look closer, not a verdict, a qualification, or a prediction of job performance.
• AI output can be wrong. Transcripts may misrecognise words, accents and names; summaries may omit nuance; Signals may under- or over-read evidence. Reviewers must check the cited evidence against the recording before relying on it.
• A customer who uses Roobiks output as if it were a decision, or who rejects candidates on the basis of a Signal without human review, breaches these Terms and is solely responsible for the consequences.
• Candidates may request human review of, and contest, any evaluation that affected them, as described in the Privacy Policy.

Our handling of personal data is described in the Privacy Policy, which forms part of these Terms. Where we process candidate data on a customer’s instructions, the data processing agreement between us governs that processing and prevails over these Terms in the event of a conflict about data protection.

The Services depend on third-party providers, including our EU infrastructure, AI routing, email and hosting sub-processors named in the Privacy Policy. We are responsible for them as our sub-processors for data protection purposes, but we do not control their own products, and any separate service you choose to integrate is governed by its own terms.

The Services are provided “as is” and “as available”. To the maximum extent permitted by law we exclude all warranties, conditions and representations not expressly stated in these Terms, including implied warranties of merchantability, fitness for a particular purpose, and non-infringement.

We do not warrant that the Services will be uninterrupted or error-free, that recording will succeed on every device, browser or network, or that any AI output will be accurate, complete, unbiased, or suitable for any particular decision. Unless a separate service level agreement is agreed in writing, no uptime commitment applies: [TO BE COMPLETED: service level commitment and support response times, if offered].

Nothing here excludes a warranty or right that cannot be excluded under Dutch or other mandatory applicable law, including the rights of consumers.

To the maximum extent permitted by law, we are not liable for indirect, incidental, special, consequential or punitive damages, nor for loss of profits, revenue, business, goodwill, or data, arising out of or relating to the Services.

Our total aggregate liability arising out of or relating to these Terms in any twelve-month period is capped at the amount you paid us for the Services in the twelve months before the event giving rise to the claim. The agreed monetary cap where no fees have been paid: [TO BE COMPLETED: liability cap for non-paying users, and any per-claim or annual cap agreed with counsel].

Nothing in these Terms limits or excludes liability that cannot be limited or excluded under applicable law, including liability for intent, wilful recklessness, death or personal injury, or mandatory consumer rights.

If you are a customer, you will indemnify us against third-party claims, damages and reasonable costs arising from your use of the Services, your content, your hiring decisions, or your breach of these Terms or applicable law. This section does not apply to candidates using the recorder.

You may stop using the Services at any time. A customer may terminate in accordance with its order form. We may suspend or terminate access where you materially breach these Terms, where required by law, or where continued access poses a security risk — giving notice and an opportunity to remedy where it is reasonable to do so.

On termination, a customer may export its data for a reasonable period before deletion, after which we delete or anonymise it in line with the Privacy Policy. Candidates’ rights over their own recordings, and their right to erasure, survive termination of any customer relationship. Sections 5, 6, 9, 10, 11 and 13, and any provision that by its nature should survive, survive termination.

We may update these Terms. We will revise the “Last updated” date and, for material changes affecting customers, give reasonable advance notice. Continued use after a change takes effect means you accept it. If you do not accept a change, stop using the Services and, if you are a customer, contact us about ending your subscription.

These Terms and any non-contractual obligations arising from them are governed by the laws of the Netherlands, without regard to its conflict-of-laws rules. The competent court of [TO BE COMPLETED: agreed Dutch court of competent jurisdiction, e.g. Rechtbank Amsterdam] has exclusive jurisdiction over disputes arising out of or relating to these Terms.

This does not deprive a consumer of the protection of mandatory law in their country of residence, or of the right to bring proceedings there where the law gives them that right. It also does not affect a data subject’s right to lodge a complaint with a supervisory authority or to seek a remedy under the GDPR.

If a provision is found unenforceable, the rest remains in force and the provision is read down to the minimum extent necessary. Our failure to enforce a provision is not a waiver of it. You may not assign these Terms without our consent; we may assign them to a successor in a merger, acquisition, or reorganisation. Together with the Privacy Policy, any data processing agreement, and any order form, these Terms are the entire agreement between us about the Services.

Questions about these Terms? Email legal@roobiks.com. Privacy questions go to privacy@roobiks.com.

Kula Staffing & Consulting B.V., [TO BE COMPLETED: registered address], the Netherlands.