Platform Terms of Service

For Authorized Users administering hiring on behalf of an employer

Plain language summary

This summary is here to be read. It is not part of the agreement, and where it differs from the numbered sections below, those sections govern.

These Terms cover using HyreMynd as part of your job: posting roles, inviting candidates, reviewing results, scheduling interviews, and connecting your work calendar or mailbox. They apply to you personally as a user. Your employer's Customer Agreement with HyreMynd covers fees, service levels, and everything else about the account itself.

Connecting Google or Microsoft is optional. HyreMynd reads only when you are busy, never what your existing events say. When you schedule an interview with a candidate who can be reached by email, and you have acknowledged our current disclosure, Google or Microsoft receives the guest addresses and a short meeting description and sends the invitations; otherwise HyreMynd emails a calendar attachment. Sending offers and reference requests from your own mailbox needs a separate, send-only permission.

HyreMynd never starts a recording or a transcription. If someone in the meeting turns transcription on in Google Meet or Microsoft Teams, we may retrieve the transcript that already exists and use it to pre-fill an interview note for a human to review. Most interviews produce no transcript at all, because nobody switched it on.

You are responsible for telling candidates what they need to be told, and for getting whatever consent the law where you and they are located requires. HyreMynd gives you the tools and the notices; it cannot know your jurisdiction's rules or your organization's policy.

Everything HyreMynd produces is decision support. No score, ranking, or AI-generated summary is a hiring decision, and you may not treat one as the sole basis for a decision about a person. A human being decides.

1. Agreement and parties

These Platform Terms of Service (the "Terms") are a binding agreement between you and HyreMynd AI Inc. ("HyreMynd", "we", "us"), an Ontario corporation with its registered office at 559 Sammon Ave, East York, Ontario, M4C 2E1, Canada.

You are entering into these Terms as an "Authorized User": an individual granted access to the HyreMynd platform (the "Platform") by an organization that has contracted with HyreMynd (your "Employer"), in order to use the Platform in a work capacity. If you are using the Platform to take an assessment about yourself rather than to administer hiring, a different agreement governs that activity — see Section 2.3.

You accept these Terms by clicking to accept them, or by accessing or using the Platform after they take effect. If you do not accept them, do not use the Platform.

You represent that you are at least the age of majority where you live, that you are authorized by your Employer to use the Platform on its behalf, and that your acceptance binds you personally to these Terms.

2. Scope, and how these Terms relate to your Employer's agreement

2.1 What these Terms cover

These Terms govern your individual use of the Platform in a work capacity. That includes creating and configuring roles, inviting and corresponding with candidates, reviewing assessment and analysis output, connecting a third-party calendar or meeting account, scheduling and rescheduling interviews, and accessing interview transcripts and the material derived from them.

2.2 Relationship to your Employer's agreement

Your Employer subscribes to HyreMynd under an order form, online subscription terms or signed agreement (the "Customer Agreement") covering subscription scope, fees, service levels, support, and the treatment of the data your Employer controls. That agreement governs the commercial relationship between HyreMynd and your Employer; these Terms govern your conduct as an individual using the Platform. Where the two genuinely conflict on a matter of your Employer's commercial rights, the Customer Agreement governs as between HyreMynd and your Employer. Nothing in the Customer Agreement relieves you of the obligations in Sections 4, 5, 6, and 7 of these Terms.

2.3 Other documents that apply to you

The HyreMynd Privacy Policy is incorporated into these Terms by reference and describes what personal data the Platform collects and why. If you are also invited to complete the Workplace Fit Assessment as a member of a hiring team, the Internal Team Terms of Use govern that activity separately, and you accept them at the point you begin the assessment rather than here. Candidates accept the Candidate Terms of Use. The Responsible AI Statement describes how the Platform uses rules and AI, and the limits of that use.

2.4 Who controls the data

Your Employer controls the hiring records it directs: applications, contact records, the assessments of candidates and team members it invites, interview content, references, correspondence, notes and sourcing results. HyreMynd processes those records for your Employer under its documented, lawful instructions and the Data Processing Addendum. Hiring, rejecting or archiving a candidate, or the end of someone's employment, does not change who controls a record. HyreMynd controls account administration, security, and an applicant's independent account and self-service assessment; when an applicant's self-service sitting is used in an application to your Employer, that use is your Employer's.

3. Your account

Your access to the Platform exists because your Employer granted it and continues while your Employer maintains it. Your Employer may add, restrict, or remove your access at any time, including access to particular roles, candidates, or features.

You are responsible for your account credentials and for everything done through your account. Do not share your credentials, do not let another person use your account, and tell us at support@hyremynd.com promptly if you believe your account has been accessed by someone else. Where your organization has enabled multi-factor authentication or single sign-on, you may not attempt to bypass it.

Your Employer may be able to see records of your activity in the Platform, including which candidate records you opened, what you exported, and what changes you made. That visibility is a function of your Employer's administrative rights, not a HyreMynd editorial decision.

4. Acceptable use

The Platform handles information about people who are applying for work. The rules below exist because the cost of misuse falls on them, not on you.

You may not:

• use the Platform to discriminate against any person on a basis prohibited by applicable law, or to screen candidates by any characteristic you could not lawfully ask about directly;
• treat any score, ranking, bucket, verdict, or AI-generated summary produced by the Platform as the sole basis for a decision to interview, advance, reject, or hire a person;
• upload or enter personal data about any person without the authority to do so, or upload material you are not permitted to disclose to a processor;
• export, copy, or transmit candidate results, assessment output, or interview transcripts outside the systems your Employer has authorized for that purpose;
• share your access, or provide Platform output to any person your Employer has not authorized to receive it;
• probe, scan, or test the vulnerability of the Platform, or breach or circumvent any authentication, rate limiting, or access control;
• reverse engineer, decompile, or attempt to derive the source code, models, prompts, or derivation rules of the Platform, except to the extent applicable law expressly permits it despite this restriction;
• access the Platform by any automated means, including scraping or crawling, other than through an interface HyreMynd has documented for that purpose;
• use a Team Participant's assessment results for anything other than team calibration and candidate evaluation, including as the basis for performance evaluation, compensation, discipline, demotion, promotion, or termination;
• use Platform output as a consumer report under the U.S. Fair Credit Reporting Act;
• use the Platform to build or train a competing product or service, or publish a benchmark or evaluation of it, without our prior written consent;
• interfere with the Platform's operation or with any other user's use of it, or use it in any way that violates applicable law.

We may investigate suspected breaches of this section and may suspend your access while we do. Where a breach affects candidate data, we will inform your Employer, which is the controller of that data. Suspension of an individual account is not a suspension of your Employer's service unless its agreement says otherwise.

5. Integrations and connected accounts

5.1 What you authorize when you connect an account

Connecting a Google or Microsoft account is optional, is performed by you individually, and grants HyreMynd a specific and limited set of permissions on that account:

• to read free/busy availability for you and for colleagues whose availability the provider exposes to you — that is, whether a block of time is taken, and nothing else about it;
• to create, update, and cancel calendar events and online meetings that HyreMynd itself creates for interviews you schedule, including, once you have acknowledged HyreMynd's current disclosure for that provider, a guest list of the candidate's and interviewers' email addresses and a short meeting description with a transcription notice, so that the provider sends the invitations itself;
• to retrieve the transcript of an interview meeting HyreMynd created, where a participant enabled transcription and, for Microsoft, transcript access was separately granted, with your organization administrator's approval where Microsoft requires it;
• to store an encrypted access credential, and where the provider issues one, an encrypted refresh credential, so that scheduling continues to work without asking you to sign in again;
• to read the email address of the connected account, so the Platform can tell you which account is connected and can address provider operations to the right calendar.

Sending email from your mailbox is a separate, optional permission (Google gmail.send or Microsoft Mail.Send) that you grant through its own consent step. It lets HyreMynd send the offers, reference requests, and requests for referees you confirm, giving the provider each recipient's address and the confirmed message.

5.2 What connecting an account does not authorize

Connecting an account does not let HyreMynd:

• read the titles, descriptions, locations, organizers or attendees of your existing events, or any event HyreMynd did not create;
• read, list, search, or store any message in your mailbox, including under the send-only permission;
• send email from your mailbox unless you separately granted the send-only permission, and then only messages you confirm;
• start a recording or a transcription of any meeting;
• add a guest list to an event until you have acknowledged HyreMynd's current disclosure for that provider; without it, the event carries no guests and HyreMynd emails the invitation with a calendar attachment;
• use data obtained from the provider for advertising.

5.3 Your organization's rules come first

You are responsible for confirming that connecting your work account to HyreMynd is permitted by your Employer's policies. Some organizations restrict third-party access to corporate accounts, and some require an administrator to approve it before it can be granted at all. Connecting an account you are not permitted to connect is a breach of these Terms, and HyreMynd has no way to detect it.

5.4 Revoking access

You may disconnect an account at any time. Disconnecting, switching to another provider account, or the erasure of your account retires the connection through one departure process: HyreMynd finishes or settles the work bound to that connection and then deletes the stored credentials. Non-secret connection records and operation evidence can remain, and disconnecting does not erase provider events or hiring records. HyreMynd then asks Google to revoke its grant, which can fail; Microsoft offers this integration no way to revoke a grant. Remove HyreMynd's access in your Microsoft account or organization settings, and in your Google account settings whenever the Platform reports that revocation failed. Withdrawing the send-only permission in the Platform stops further sends but does not remove it at the provider or recall a message already handed over. Disconnecting cannot guarantee that every external event is cancelled or that delivered content is recalled.

5.5 Provider terms

Your use of Google and Microsoft services remains governed by your agreements with those providers. HyreMynd's use of information received from Google APIs adheres to the Google API Services User Data Policy, including the Limited Use requirements. The Privacy Policy sets out that commitment in full.

6. Interview scheduling and transcripts

6.1 Scheduling

Where you have connected an account, the Platform can propose times against the availability it can see, create the interview event and its online meeting, and update or cancel them when you reschedule. Availability that HyreMynd cannot see — a calendar nobody connected, a provider outage, an event marked private — is availability it cannot account for, and a conflict-free proposal is not a guarantee that a time is genuinely free.

6.2 HyreMynd does not start transcription

HyreMynd never initiates recording or transcription of an interview. Transcription is started by a person in the meeting, using the controls Google Meet or Microsoft Teams provides, and is governed by that provider's own notices to the participants. Where transcription was started and the provider makes a transcript available, HyreMynd may retrieve it once for a meeting it created, within a bounded window after the meeting ends.

In ordinary use most interviews produce no transcript, because nobody turned transcription on. The absence of a transcript is a normal outcome and not an error.

6.3 Notice and consent are your responsibility

You, and through you your Employer, are responsible for giving candidates and panelists whatever notice the law requires before an interview is recorded or transcribed, and for obtaining whatever consent it requires. HyreMynd provides a notice in the interview invitation and on the candidate's application record, but it cannot determine which rules apply to a given interview, and providing those notices does not discharge your obligation.

The applicable rules vary and can be strict. Several jurisdictions require the consent of every party to a recorded conversation rather than only one, and several impose specific obligations where artificial intelligence is used to evaluate a video or audio interview. Determine what applies before you enable transcription for an interview, not afterwards.

6.4 How a transcript is used

Where a transcript is ingested, the Platform may use it to produce a draft interview note for the interviewer to review and edit. That draft is a pre-fill and nothing more: it is advisory, it is replaced rather than accumulated when regenerated, and it does not become part of a candidate's record as a finding until a human confirms it. It is subject to Section 7 in full.

7. AI decision support and human review

7.1 Decision support only

The Workplace Fit Assessment does not use AI to score answers: working-style positions, comparisons with the role, the manager and the team, and their outcome categories are computed by fixed rules, and an AI model may only write an explanation of them. AI models also read résumés against a role's posted requirements and propose a reading of each requirement and a qualification category, read pages found by open-web sourcing, draft assistant replies and correspondence, and draft interview notes from an existing transcript. Generated text can be incomplete or wrong, and rule-based results depend on limited inputs and design choices. None of these outputs is a diagnosis, a scientifically validated measure of personality or ability, or a hiring decision.

7.2 A human decides

You may not use Platform output as the sole basis for a decision to interview, advance, reject, or hire a person. A qualified human must review the underlying material and make the decision. This is a term of these Terms and not merely a recommendation, and it applies regardless of what your workflow, your applicant tracking system, or your internal policy permits.

7.3 Your compliance obligations

Where the law that applies to a hiring process imposes obligations on the use of automated employment decision tools — notice to candidates, bias auditing, disclosure of the characteristics assessed, a right to an alternative process, or a right to explanation — those obligations fall on the employer conducting the hiring. HyreMynd supports them with documentation, configuration, and the Responsible AI Statement, and does not assume them.

7.4 Provenance is recorded

The Platform records how a conclusion came to be on a candidate's record, and distinguishes a human judgment from a human's agreement with an automated one. Do not attempt to defeat, alter, or misrepresent that record. It exists so that the account of how a decision was made can be reconstructed accurately, including by the person the decision was about.

8. Data and privacy

The HyreMynd Privacy Policy describes what personal data the Platform collects, why, how long it is kept, and the rights available to the people it describes. It is incorporated into these Terms.

HyreMynd uses third-party service providers to operate the Platform, including for hosting, storage, communications, and artificial intelligence processing. The current list, with the legal entity, purpose, data categories and processing location of each, is published and maintained on our sub-processors page.

Section 2.4 states who controls each record. A candidate's request about the hiring records your Employer directs is decided by your Employer as controller, in the Platform's request queue, and HyreMynd carries out that decision under the Data Processing Addendum. A request about an applicant's own account, security, or independent self-service assessment is decided by HyreMynd as controller.

Assessment output, interview transcripts, candidate records, and the structure and content of the Platform's methodology are confidential. Use them only for the hiring process they belong to, and do not disclose them to anyone outside the people your Employer has authorized to receive them.

9. Intellectual property and feedback

The Platform, including its software, models, prompts, derivation methodology, question banks, interfaces, and documentation, and all intellectual property rights in them, are and remain the property of HyreMynd and its licensors. These Terms grant no rights in them other than the limited right to use the Platform described here.

Subject to these Terms and to your Employer's agreement remaining in effect, HyreMynd grants you a personal, non-exclusive, non-transferable, revocable right to access and use the Platform for your Employer's internal hiring purposes.

Your Employer retains all rights in the content it and its Authorized Users submit to the Platform, including job descriptions, candidate records, and interview notes. HyreMynd processes that content to provide the Platform, as described in the Privacy Policy and the Data Processing Addendum.

If you send us suggestions, feature requests, or comments about the Platform, we may use them without restriction and without any obligation to you. Do not send us anything in feedback that you are not free to disclose, and do not include personal data about a candidate in it.

10. Disclaimer of warranties

The Platform is provided "as is" and "as available". To the fullest extent permitted by law, HyreMynd disclaims all warranties, express, implied, or statutory, including any implied warranties of merchantability, fitness for a particular purpose, non-infringement, and any warranty arising from a course of dealing or usage of trade. HyreMynd does not warrant that the Platform will be uninterrupted or error-free, that its output will be accurate, or that using it will produce any particular hiring outcome.

Features that depend on a third-party provider — calendar availability, meeting creation, transcript retrieval — depend on that provider's service, its permissions model, and its administrators. HyreMynd is not responsible for a provider's outage, change of terms, revocation of access, or decision not to make a transcript available.

Some jurisdictions do not allow the exclusion of certain warranties. Where that is the case, the exclusions above apply to the fullest extent that law permits, and nothing here limits a warranty that cannot lawfully be excluded.

11. Limitation of liability

To the fullest extent permitted by law, HyreMynd will not be liable to you for any indirect, incidental, special, consequential, exemplary, or punitive damages, or for any loss of profits, revenue, data, goodwill, or business opportunity, arising out of or relating to your use of the Platform, on any theory of liability, even if we were advised of the possibility. HyreMynd's total aggregate liability to you personally arising out of or relating to these Terms will not exceed one hundred Canadian dollars (CAD $100). Claims of your Employer are governed by your Employer's agreement, not by this section.

Nothing in these Terms excludes or limits liability for fraud, fraudulent misrepresentation, death or personal injury caused by negligence, or any other liability that cannot lawfully be excluded or limited. Where a jurisdiction does not permit a limitation set out above, that limitation applies to the fullest extent that jurisdiction permits.

12. Term, suspension, and termination

These Terms take effect when you accept them and continue while you have access to the Platform.

HyreMynd may suspend or terminate your individual access immediately where you breach these Terms, where your Employer instructs us to, where your Employer's agreement ends, or where continued access presents a security or legal risk. Where circumstances permit, we will give notice.

On termination, your right to access the Platform ends. Content belonging to your Employer remains subject to your Employer's agreement and to the Data Processing Addendum; ending your individual access does not delete your Employer's data. Where you had connected a provider account, disconnect it or revoke HyreMynd's access at the provider if you want the grant removed, and note that account erasure deletes the stored credentials through the departure process in Section 5.4, while revocation at the provider works as that Section describes.

Sections 4 (acceptable use), 7 (AI decision support), 8 (data and privacy), 9 (intellectual property and feedback), 10 (disclaimer of warranties), 11 (limitation of liability), 14 (dispute resolution), and this sentence survive termination.

13. Changes to these Terms

We may update these Terms. Where a change is material, we will publish the updated Terms with a new version number and effective date, and ask you to accept them before you continue using the Platform. Every version we have published remains available in the version history linked from the legal index, so you can see what you accepted and when. Continuing to use the Platform after a non-material change means you accept it.

14. Dispute resolution

14.1 Talk to us first

If you have a dispute with HyreMynd arising out of these Terms, write to legal@hyremynd.com describing the dispute and the resolution you are seeking. Both of us agree to attempt to resolve it informally for sixty (60) days before starting a formal proceeding. This does not prevent either of us from seeking injunctive relief where it is genuinely needed to prevent immediate harm.

14.2 Governing law and forum

These Terms are governed by the laws of the Province of Ontario and the federal laws of Canada applicable there, without regard to conflict of laws rules. The courts of Ontario have exclusive jurisdiction, and both of us submit to their jurisdiction. Where the mandatory law of your place of residence gives you the right to bring proceedings in your local courts or under your local law, these Terms do not take that right away.

14.3 Disputes with your Employer are not covered

This section governs disputes between you and HyreMynd. It does not apply to any dispute between you and your Employer, including any dispute about a hiring decision, your employment, or your Employer's use of the Platform, and nothing in these Terms restricts any right or remedy you have against your Employer.

15. General provisions

15.1 Entire agreement

These Terms, together with the Privacy Policy and the other documents named in Section 2.3, are the entire agreement between you and HyreMynd about your individual use of the Platform, and replace any prior understanding on that subject. They do not replace, and are not replaced by, your Employer's Customer Agreement with HyreMynd.

15.2 Severability, waiver, and assignment

If any provision of these Terms is held unenforceable, it will be limited or severed to the minimum extent necessary and the remaining provisions stay in force.

A failure to enforce a provision is not a waiver of it, and a waiver on one occasion is not a waiver on any other.

You may not assign or transfer these Terms or any rights under them. HyreMynd may assign them to an affiliate or in connection with a merger, acquisition, or sale of assets.

15.3 Language

For Authorized Users in Quebec, these Terms are drawn up in French and English under the Charter of the French Language. Where you have expressly asked to be bound by the English version, the English version governs.

Les présentes conditions sont rédigées en français et en anglais conformément à la Charte de la langue française.

16. Contact information

Organization: HYREMYND AI INC.

Registered Office: 559 Sammon Ave, East York, Ontario, M4C 2E1, Canada

Support: support@hyremynd.com

Privacy: privacy@hyremynd.com

Legal and Dispute Notices: legal@hyremynd.com

Platform Terms of Service | Confidential and Proprietary