Asperadi Customer Terms of Service

Effective date: October 21, 2026

1. The agreement

1.1 Parties. These Terms are an agreement between Asperadi Solutions Inc., a Saskatchewan corporation in Saskatoon ("Asperadi", "we"), and the organization that opens an account ("Customer", "you"). Candidates are not party to these Terms.

1.2 Business customers only. The Service is for organizations, not consumers. It is offered to organizations in Canada, outside Québec, for roles in Canada. Do not open an account from Québec, or publish or screen a Posting for a position located in Québec. A public body subject to public-sector privacy legislation may use the Service only under an Order that addresses it. The person who accepts these Terms confirms they have authority to bind you.

1.3 Order of documents. If these documents conflict, the earlier one in this list wins: the Data Processing Addendum in Schedule A (the "DPA") on personal information; your Order (the plan, seats and prices confirmed at checkout or signed with us); these Terms; the other Schedules.

1.4 Acceptance. You accept these Terms when the person opening the account clicks to accept them at sign-up or checkout. They bind you from that moment.

2. Definitions

• "Assessment" means the AI-generated evaluation of a Submission's redacted text against the criteria of a Posting, for your team to review before any Decision.
• "Candidate" means an individual whose resume is a Submission. "Candidate Data" means everything the Service holds about a Candidate, including the file, extracted and redacted text, contact details, Assessments, Decisions, Stages and notes. Candidate Data is personal information in every form, including redacted text.
• "Credits" means prepaid usage units (section 5.2).
• "Customer Data" means Candidate Data plus your Postings, criteria, Decisions, notes and account records. It does not include our own billing, credit and account-deletion records.
• "Decision" means a User's recorded decision on an Assessment, or on a Submission that has no Assessment to rank (section 3.4), with a note.
• "Legal hold" means a hold we place on a record when an access request, a complaint, an erasure request under review, or a lawyer's instruction requires us to keep it. Except for original intake emails (section 8.8), a record under a legal hold is not deleted until the hold is released.
• "Order" means the plan, Seats, prices and special terms confirmed at checkout or in a signed document.
• "Posting" means a job posting you create in the Service, with its criteria.
• "Provider Emergency" means an event described in section 10.4(a).
• "Seat" means a purchased slot that one User occupies. A Seat is occupied once a User has joined it or while an invitation to it is pending; a paid Seat with neither is not occupied. "Users" are the people you allow to use your account (your team).
• "Service" means the Asperadi resume-screening service, including email intake where enabled.
• "Stage" means a hiring-process label for a Candidate. Every Candidate shows the Stage "Pending Review" until a User records another.
• "Sub-processor" means a third party we use to process Customer Data (Schedule B).
• "Submission" means one resume uploaded, received through email intake, or sent through an apply page (typed or attached).
• "Suspension" means a restriction we place on your account under section 12.

3. The Service

3.1 What the Service does. For each Submission, the Service extracts the resume text and a few fields (name, email address, phone number, general location, skills and years of experience). Extraction, redaction and Assessment use the first 20,000 characters of the resume text; text after them is not assessed. A language model reads that text, including the name and contact details, to extract the fields. Our own code then removes the Candidate's direct identifiers (name, email address, phone number and postal address) from the text, and flags the Submission where our checks cannot confirm the removal (section 3.4). A language model, in a separate session without those identifiers, assesses the redacted text against your Posting's criteria and suggests follow-up questions. Your team can read the Assessment before recording a Decision. A resume that cannot be read stays visible to your team. The Service reads PDF, DOCX and TXT files only, identified by their contents. It refuses other files on upload and on apply pages, and does not process them from email.

3.2 What the Service is not. The Service does not make hiring decisions. It produces an Assessment. A Decision, and any Stage other than the default "Pending Review", is recorded only when a User records it (sections 3.6 and 7.1).

3.3 Scores and ordering. The model returns bands, not numbers. The Service calculates a score from the bands and any weights you set, shows it to your team, and may order lists best to worst by it. Ordering removes no one from a list. A Submission with no evidence for any criterion is listed in its own section, where your team can read it and record a Decision like any other. A Submission with no Assessment to rank is listed as section 3.4 describes. On a Candidate's page, the Service can also list your other open Postings in order of how closely the redacted resume's words match each Posting's title and criteria. That list uses no model and assesses no one. It is worked out each time the page opens, and the list and its order are not saved.

3.4 Limits of redaction; flags. Redaction is automated and can miss an identifier in a format our code does not recognize. Where our checks cannot confirm the removal, the Service still assesses the Submission and flags it for review, and it stays in the Posting's review list. A Submission with no Assessment to rank, because the screen in section 7.5 withheld every criterion or the model refused, timed out or returned output our code could not validate (Schedule D.4), is listed on the Posting's flagged list instead, where your team can read it and record a Decision. The Service has no field for, and does not extract, any demographic or protected-ground characteristic, date of birth or graduation year.

3.5 Redaction is not anonymization. Redacted text is still personal information under the Personal Information Protection and Electronic Documents Act (PIPEDA). Section 7.11 covers how the Service may be described.

3.6 Candidate profiles and Stages. Every Candidate starts at the Stage "Pending Review". Your team can record other Stages and notes. The Service changes a Stage only when a User records it.

3.7 Messages to Candidates. A User who sends a follow-up message drafted with the Service sends it from their own email, and you are responsible for it.

3.8 Provider Risk Statement. Schedule D describes the model's known limits. Make it available to the Users who record Decisions.

3.9 Availability. We aim for continuous availability but offer no uptime commitment unless your Order states one. We aim to respond to support email within 24 hours.

3.10 Descriptions and commitments. Section 3 describes the Service, which we may change under section 10. Section 14.1 says which parts of it we warrant.

3.11 Apply pages. You may publish an apply page for a Posting, hosted by us at apply.asperadi.com. The following terms apply to it:

• Content. We draft the page's text from your Posting. You may edit it, you decide when to publish it, and you must link your privacy notice. We add fixed statements that name your organization, state that AI helps screen applications and does not make hiring decisions, and state that data is stored in Canada and may be processed in the United States.
• Bot check. An invisible check runs on the page. If it fails, a visible check is shown. If that check also fails, the resume is not sent or stored, and the page directs the candidate to contact support or to apply to you directly.
• Closing a Posting. Closing a Posting disables its page. For one week the page states that the Posting is closed; after that, its link returns no page. You may enable the page again once you reopen the Posting. A resume the page accepted that is not yet processed when the Posting closes is not processed, even if you reopen the Posting, and is deleted 30 days after it arrived (section 5.3).
• Pauses. Before billing is set up, while processing is stopped for billing, or while your account is suspended or frozen for deletion, you cannot publish or enable a page. In each of these cases, and while a Seat is held or your storage is full, published pages pause.
• Maximum resumes. When a Posting reaches its maximum number of resumes (500 by default, adjustable from 1 to 10,000), its page stops showing the application form and states that the Posting is no longer accepting applicants. If you turn off taking the page offline at the maximum, the form stays and the page refuses each send past the maximum, storing nothing.
• Refusals. The page refuses a resume, and stores nothing, when the file is not a PDF, DOCX or TXT file of up to 2.5 MB, when you are out of Credits or storage, or when a Seat hold or rate limit applies (sections 5.5, 6.2 and 11).
• Rate limits. To protect apply pages from abuse, a page refuses a resume, and stores nothing, once one IP address or browser has sent the Posting an application in the last minute, 3 in the last hour or 5 in the last day. Each page accepts up to 50 applications an hour and 500 a day, and one IP address up to 30 an hour and 100 a day across all apply pages. Applications are accepted again once the relevant period has passed.
• Waiting resumes. A resume the page has accepted that your account cannot yet process waits until it can be processed, and is deleted if it is still waiting after 30 days.
• Deletion. A Posting and its page are deleted 365 days after the Posting closes, once its last resume has been purged and no legal hold or intake address tied to it remains.
• Candidate details. Candidates attach a resume (a PDF, DOCX or TXT file of up to 2.5 MB) or type one (at least 250 words and 1,000 characters, and up to 20,000 characters), and may add a name, email address and phone number. A typed email address or phone number is shown in place of the one in the resume, and a typed name is shown only when the resume has none. The name, email address and phone number typed into these fields are not sent to the AI model. The resume itself is processed like any other Submission (section 3.1).
• Credits. Resumes sent through an apply page are Submissions you collect, as with email intake, and use Credits as described in section 5.3.

4. Accounts, Seats and Users

4.1 One account, one organization. Your account's data is isolated from every other customer's. Inside your account, every User can see Candidate records, Stages and notes. Postings and their Assessments belong to the workspace of the Seat that created them, and other Users see them according to their role and your settings.

4.2 Roles. The roles are Owner (one per account), Administrator, Manager and Recruiter. Only the Owner may export all data or delete the account.

4.3 Seats. When you remove a User, their sign-in is deleted. The work done in that Seat stays with your organization.

4.4 Users and credentials. You are responsible for everyone you give access to. Users must keep credentials private and must not share a sign-in.

4.5 Owner transfer. There is no in-app transfer of the Owner role. If the Owner is unavailable, write to support@asperadi.com with documentation of your authority to act for the organization.

5. Plans and Credits

5.1 Plans and prices. Our pricing page, or our sales team where the page asks you to contact us, sets out current prices. Prices exclude taxes, and your Order confirms what you buy.

• Seats. Each Seat has a price for each billing period, in US dollars or in Canadian dollars from a fixed price list, and includes the Credits shown on the pricing page.
• How to buy. Plans are purchased through checkout or by contacting us.
• Extra Credits. Credits beyond those your Seats include are bought separately. Each purchase is at least US$5 or CA$5 and at most US$5,000 or CA$7,150. A purchase in Canadian dollars gives the Credits of its value in US dollars, at our fixed exchange rate. We may change these limits.

5.2 Credits. Every extraction and Assessment is paid from Credits. Each Seat comes with an amount of Credits for each billing period, added in full when that period's invoice is paid with a charge above zero, and you may buy more. Credits are deducted as model usage occurs, at rates that vary with the work, so any resume count we publish is an estimate. A scoring call whose output fails our checks is billed in Credits at no more than our provider's cost, for the model usage it consumed. A call that fails because of an error on our side or our provider's, or that exceeds our time limit, is not billed. An extraction whose output fails our checks is billed in Credits at no more than our provider's cost, for the model usage it consumed. An extraction that fails because of an error on our side or our provider's, or that exceeds our time limit, is not billed. Extraction, and each Assessment, is retried automatically at most once (section 5.3 and Schedule D.4). Credits do not expire while your account is open. They cannot be redeemed for cash. They are not refunded (section 6.8).

5.3 What uses Credits. Each Submission takes one extraction and one Assessment per Posting it is assessed against. An updated resume is assessed as a new Submission. An identical file received again for a Posting that already has it is not assessed against that Posting again. One uploaded to that Posting, sent through its apply page or emailed to its own intake address is not extracted either, and uses no Credits. One uploaded without a Posting, or emailed to an address shared by several Postings or tied to none, is extracted, but is not assessed against a Posting that already has it. A copy that arrives while the earlier one is still uploading waits, and is processed only if the earlier one never finishes. A resume emailed or sent through an apply page whose Postings are all closed when it is processed is not extracted and uses no Credits. It is deleted 30 days after it arrived, and reopening the Posting does not process it. A resume that fails to be read or extracted, for a reason a retry could change, is tried once more automatically, no sooner than 12 hours later. A retry that reaches extraction uses Credits for it. Nobody can retry a resume by hand.

5.4 Seats. The Owner or an Administrator can change your Seats in billing settings, from 1 to 50, while your subscription is active, is not set to end and has no payment pending. You may add Seats mid-period, billed pro rata for the rest of the billing period, with Credits in the same proportion once that charge is paid; an added Seat renews with your other Seats. Users and pending invitations together cannot exceed the Seats you pay for; an invitation holds a Seat until it is accepted or withdrawn, or expires after 3 days. You can also add Seats from your next renewal instead: nothing is charged before then, and they come with the full period's Credits. Seats are removed only at renewal, not mid-period, and nothing is refunded; until then, every Seat you have paid for stays usable. If more people hold Seats at renewal than your new number, we remove the extra ones at renewal: pending invitations first, then Recruiters, Managers and Administrators, newest first within each, and not the Owner. Each removed member loses access and is emailed, a removed invitation is withdrawn, and the Owner and Administrators are emailed and notified; the work done in those Seats stays with your organization. To choose who goes, remove someone from your team before renewal. One change can be pending at a time, and you can cancel it before renewal. The new number keeps your plan's price, including any annual discount.

5.5 Storage and open Postings. Each Seat includes an amount of file storage and of open Postings, added together across your Seats; closed Postings do not count. Our pricing page shows both amounts. Storage above the limit is billed at US$0.20 per GB per month if you turn on storage overage. Otherwise new uploads and intake stop at the limit until you add Seats or turn it on. Existing records stay. Emailed resumes that cannot yet be processed wait up to 30 days from receipt and are then deleted with their email (section 8.8).

6. Fees and billing

6.1 Fees. You pay plan and Seat fees in advance for each billing period, and you buy Credits in advance. Your subscription renews automatically for the same billing period, at the prices then in effect under section 6.7, until you cancel under section 6.10.

6.2 When Credits run out. New processing stops when your balance reaches zero, or, if a call already running took it below zero, when it is more than 50 Credits per occupied Seat below zero (counting 1 to 50 Seats, and no more than the Seats you pay for). If your balance goes below zero more than three times in 30 days, processing stops whenever it is below zero. While processing is stopped, existing records stay: your team can sign in, review records and record Decisions, the Owner can export (section 8.9), and you can buy Credits. Uploads and apply-page sends are refused and not stored. Emailed resumes, and apply-page resumes accepted before processing stopped, wait until Credits are added. An emailed resume waits up to 30 days from receipt, then is deleted with its email (section 8.8).

6.3 Larger negative balances. If your balance is negative by more than US$100 (5,000 Credits), we may pause the whole account while we review the billing matter with you. That pause is a Suspension for non-payment under section 12.

6.4 How you pay. By card through our payment processor. Invoice billing is available only under a signed custom agreement.

6.5 Taxes. We add GST/HST, PST and other applicable taxes where required.

6.6 Late payment. Unpaid amounts follow section 12.1(c). We charge no interest on late amounts.

6.7 Price changes. We may change Seat prices, Credit pack prices or the Credits included with a Seat on at least 31 days' written notice, effective from your next billing period. A change does not apply to a period you have already paid for. The Credits a piece of work uses vary with the work and the model (section 5.2) and are not a price. We give the same notice before raising the Credits charged for the same model usage. You may cancel before a change takes effect. An enterprise Order sets and changes its own prices.

6.8 Refunds and reversals. Fees are not refundable, with these exceptions. We refund the unused share of the seat fee for the paid period if we terminate for convenience (section 13.3), if you terminate for our uncured material breach (section 13.2), a material change (section 18) or an objection (section 8.6 or 10.4), or where section 15.2 applies. The seat fee is the plan and Seat fees you paid for the period. From the refund we deduct the value of the included Credits used in that period (at the pricing-page amount when the period began, in the currency you paid), and the refund is not below zero. Credits, included or purchased, are not refunded, except that we refund unused purchased Credits at the price paid if we terminate for convenience or you terminate under section 13.2. If a payment is refunded, reversed or charged back, we deduct the Credits it bought or included, which can take your balance below zero.

6.9 Promotions. We may change or end any promotion at any time, and may correct obvious pricing errors. A rate locked into an Order for a committed term continues for that term. Promotions cannot be combined, transferred or redeemed for cash, and we do not honour one obtained through abuse or a technical fault.

6.10 Cancellation. The Owner may cancel the whole account at any time, effective at the end of the current billing period. Seats are reduced under section 5.4. Cancelling the whole account also cancels any pending Seat change. If your account is suspended, cancel by writing to support@asperadi.com from the Owner's sign-in address. Closing the account starts deletion of your data under section 8.12.

7. Acceptable use

7.1 A person decides. A person at your organization, or at the employer you recruit for, makes every hiring decision. You will not use a band, score or Stage alone, inside or outside the Service, to decline or advance a Candidate. Before a Candidate is declined or advanced on the basis of an Assessment, a User opens it and records a Decision with a note. Section 14.4 says who is responsible for what your team enters and does.

7.2 Scores and ordering. Ordering, and the sorting and filtering tools in the Service, arrange what your team sees. They do not decide. Filters never select by band or score. A long list is split into pages, and every row stays reachable. You will not use Assessments, in the Service or exported from it, to build an automatic cut-off, meaning any rule or process that declines or advances Candidates by band or score without a person's Decision on each.

7.3 The Decision record. The Service records who made each Decision, the note, and, where there is an Assessment, that it was opened first. Assessments are kept as a history and are not rewritten. You will not bypass or falsify this record.

7.4 Resumes you may submit. Submit a resume only where you have a lawful basis to assess it for work: the Candidate applied, authorized someone to apply for them, or otherwise agreed to be considered. Do not submit resumes that were scraped, purchased or collected without the Candidate's knowledge. With the Candidate's agreement, you may assess them against other Postings, keep them on file, or consider them for other clients. A Submission is assessed against several Postings only because your team set that up, for example by choosing another Posting or using one intake address for several Postings. That is your action, not ours. Listing your other open Postings by match (section 3.3) is not an Assessment. You remain the organization that collects each application, including emailed ones, and section 7.6 applies to them.

7.5 Lawful criteria. Your Postings and criteria must comply with human-rights and employment law where the work is performed. Do not enter criteria that name a protected ground. The Service checks a Posting's title and criteria when they are saved and refuses one it detects naming a protected ground. At Assessment it checks again and withholds any criterion it then detects, for every Candidate on that Posting. The screen does not replace your judgment. It also refuses criteria that require Canadian experience, being a native speaker, or a native language, native tongue, first language or mother tongue. Other laws may restrict other criteria, and following them is your responsibility.

7.6 Your candidate notice. You collect each Candidate's resume, so the privacy notice is yours to give. You are responsible for using the Service lawfully wherever you, the Candidates or the data are, including any notice, consent or disclosure the law requires. In every case, tell Candidates that an AI-assisted tool is used in screening; the wording in Schedule C does this. The law may also require telling Candidates that you use a service provider and an AI-assisted tool and that a person makes the decision; that their information may be processed outside Canada, including in the United States, where it may be accessible to the courts, law enforcement and national security authorities of that country; and how long you keep it and whom to ask. Any decision is made by a person on your team, or at the employer you recruit for, who may override the Assessment.

You need not name Asperadi unless the law requires it. Schedule C has wording you can adapt. We do not review or approve your notice or your compliance. By submitting a resume you confirm the Candidate received any notice this section or the law requires. For an apply page, you confirm instead that your linked privacy notice gives that notice. We are responsible for the fixed statements we add to the page (section 3.11). Questions about how the Service handles data: legal@asperadi.com.

7.7 Ontario job postings. Ontario's Employment Standards Act, 2000 (section 8.4) requires an employer with 25 or more employees to state in a publicly advertised job posting for work in Ontario that artificial intelligence is used to screen, assess or select applicants. It covers postings a recruiting agency advertises for the employer, but not general recruitment campaigns, general help-wanted signs or postings open only to existing employees. If you advertise a covered posting and screen its applicants with the Service, for yourself or a client, include that statement. For employers in Ontario, the law also requires keeping each publicly advertised posting and its application form for three years after it is taken down. The Service's retention (section 8.8) is shorter, so keep your own copy when you take a posting down. Your record-keeping duties are yours.

7.8 Other jurisdictions. The Service is not offered for roles outside Canada (section 1.2). We record no demographic fields about Candidates and cannot supply selection-rate statistics for a bias audit.

7.9 Prohibited data. Do not upload documents you know contain government identity numbers, health or financial account information, or photographs, beyond what a resume ordinarily contains.

7.10 Technical restrictions. Do not reverse-engineer or copy the Service, use it to build a competing product, test its security without our written consent, access it other than through documented interfaces, interfere with it, or use it to send unsolicited messages. Report vulnerabilities to support@asperadi.com.

7.11 Describing the Service. Do not say or imply that the Service is bias-free, that it makes decisions, that Candidate Data is anonymized, or that Candidate Data is processed only in Canada. You may say you have had a bias audit done on your own use of the Service and state its results, but not that it covers the Service or applies to other customers of Asperadi.

7.12 Using Assessments. Follow sections 7.1, 7.6 and 7.7.

7.13 Your clients. You may share an Assessment with the employer you recruit for, provided your candidate notice covers it and that employer also keeps to section 7.1.

7.14 Rights in the Service. We own the Service and all rights in it. During the term we grant you a non-exclusive, non-transferable right for your team to use the Service in your recruiting work, for your own organization or for clients you recruit for, under these Terms. You may not resell the Service or provide it to others as a service. You grant us the rights in Customer Data we need to provide the Service under section 8. We may use feedback you give us without obligation.

7.15 Input and output. The resumes you submit (the input) and each Assessment with the model's rationale (the output) are Customer Data, which you own (section 8.1). We take no ownership of either. Our safeguards support your review, but you are responsible for the resumes you submit and for every Decision or action you take using an Assessment, as section 14.4 describes.

8. Customer Data and Candidate Data

8.1 Ownership. You own Customer Data.

8.2 Roles. Under PIPEDA you are the organization that collects Candidate Data and is accountable for it. We are your service provider and process it on your behalf.

8.3 The DPA. Schedule A is part of this agreement and governs on any question about personal information.

8.4 Purpose limitation. We process Candidate Data only to provide the Service to you. That includes operating, securing (including limiting how many applications one IP address can send across all apply pages), billing, supporting, troubleshooting, and monitoring the Service's reliability and accuracy using error records and counts that do not include Candidate content. We do not use Candidate Data for marketing. We may publish aggregate figures about the Service, such as how many resumes it has processed, that identify no customer, User or Candidate and contain no Candidate content. We do not sell Candidate Data or share it with other customers. We disclose it only to our Sub-processors, to you and your team, to a Candidate as section 8.10 provides, to a successor under section 21, or where the law requires.

8.5 Where Candidate Data is processed.

• The Service's database and file storage, which hold Candidate Data, are in Canada. Mail and sent notices are held as this section and Schedule B list.
• Our model host reads each Submission's text to extract its fields, including name and contact details, and again on the one automatic retry. Each Assessment then reads only the redacted text. The file is not sent. The host processes the text only to provide its service to us, or as the law requires. Under our model host's terms, the model's developer does not receive the text we send, and we keep no copy in model-call logs.
• Model processing may take place in Canada or the United States. While information is in the United States, it may be accessible to the courts, law enforcement and national security authorities of that country. Redaction does not change this (section 3.5). Adding a processing country follows section 8.6, or section 10.4 in a Provider Emergency.
• Mail to or from our mailboxes (support@, sales@ and legal@asperadi.com) is held by our mailbox provider in Switzerland, Germany and Norway (Schedule B), with zero-access encryption. Authorities in those countries can order the provider to disclose senders, subject lines and later mail. Candidate requests go to legal@asperadi.com, so a message may contain Candidate personal information.

8.6 Sub-processors. Schedule B lists the categories of Sub-processors we use. We give customers the current named list, with countries, on request.

• Notice. Before we add or replace a Sub-processor that handles Candidate Data, we give you written notice: at least 7 days if its category and countries are already named in section 8.5 or Schedule B and your Candidate notice need not change, and at least 14 days otherwise. If a provider forces a faster change, we give as much notice as we receive. Section 10.4 applies in a Provider Emergency.
• Sub-processors' own providers. A Sub-processor may change its own providers on its own terms, and those changes follow its own notice period. When we learn of a change that affects Candidate Data, we tell you promptly, and that is the notice for an objection.
• Objection. You may object on reasonable data-protection grounds within 30 days after the notice. If we cannot resolve it, you may terminate and receive the refund in section 6.8.

8.7 No training on Candidate Data. We do not use Candidate Data to train models. Our contracts with the database host and the model host limit their use of it to providing their service to us.

8.8 Retention.

A process that runs at least daily deletes records that reach their date. These periods do not meet your own record-keeping duties (section 7.7).

A Manager, Administrator or Owner can delete a Candidate's record sooner, unless it is under a legal hold or the account is suspended or frozen. That deletes the Submission and everything derived from it at once, including Decisions and Stages in every Posting, and cancels your organization's ready or pending exports, since they may hold a copy. We keep only an audit record of the deletion and its date. The original email is deleted too if it held only that Candidate's documents. Otherwise it follows its 30-day clock.

Some copies stay with our Sub-processors for a short time after our deletion:

8.9 Export. The Owner can export the organization's data from the application, or request a copy by writing to support@asperadi.com from the Owner's sign-in address. The following terms apply:

• Contents. An export includes Postings and criteria; Submissions with original files; extracted and redacted text; the full Assessment and Decision history; Stages and their history; links between an updated resume and the earlier one; review flags; Seat records; and the audit trail of account actions. It also includes your organization's name and settings and the access between workspaces; criteria weights and evidence tests; override reasons; published apply pages and the applications they received; intake addresses and the documents they received; your Credit purchases, grants and use; the Candidate erasure requests that restricted a record, and their outcomes; your follow-up email settings; and each workspace's own wording. Each category is in its own file, grouped into folders with a README.
• Exclusions. An export leaves out sign-in and organization identifiers, hashes, storage keys and payment-processor references. It also leaves out records due for deletion within 14 days of the request and records an erasure request restricted, and states how many of each it left out.
• Timing. An export, including one we prepare with you, is ready within 30 days of the request. It is prepared in the background, and the Owner is emailed when it is ready.
• One export at a time. Only one export can be in preparation at a time, and up to 2 can be requested an hour and 5 a day. Starting a new export makes the previous one unavailable at once and deletes its files within about an hour, so your organization holds at most one.
• Expiry. An export is deleted 24 hours after its first download starts, or 14 days after it is ready if no download has started, whichever comes first.
• Size limit. An export larger than 100 GB, or than 25 GB for each paid Seat, does not start; the Owner is asked to contact us, and we prepare it with them. If an export grows past that limit while it is being prepared, it stops, its partial copy is deleted, and the same applies.
• Deletions. If we delete a Candidate's record on their request, it is also removed from any export that is ready. A deletion your team makes cancels exports (section 8.8).
• Suspension. Export stays available during a Suspension and until deletion.

8.10 Candidate requests. Candidates may ask what personal information is held about them, and ask for corrections. You answer them, and we help. If a Candidate writes to us, we forward the request to you, normally within 5 business days. If you do not respond in time, or your account is suspended or closed, and the Candidate cannot get their information another way, you authorize us to give them what we still hold once we have verified who they are, and we will tell you. This is access only: complaints and corrections go to you to decide. If a Candidate asks us to delete their record and you do not act on it in time, or your account is suspended or closed, you authorize us to delete it once we have verified who they are, and we will tell you. Where a Decision was recorded on it in the last year, we delete it a year after that Decision instead. A record under a legal hold is not deleted. A record is deleted on the schedule in section 8.8, with the account (section 8.12), when you delete it, or on a Candidate's request as this section provides, and its Decisions go with it. When you delete a record with a Decision, you confirm that the Candidate asked you to or that you are otherwise entitled to, and any duty to keep that Decision is yours.

8.11 Government requests. If an authority demands Customer Data from us, we notify you unless the law prohibits it, direct the authority to you where we lawfully can, and disclose only what we must. If we learn of such a demand served on a Sub-processor, we tell you unless the law prohibits it.

8.12 Deleting your account. Only the Owner may request deletion. The account is then frozen for a recovery window: for an Owner request, 14 days or until the paid billing period ends, whichever is later; after cancellation, 60 days from the end of the paid period. During the window the Owner may export data and reverse the request; after cancellation, the Owner reverses it by resubscribing, until shortly before the window ends. Then we permanently delete the organization's files, records and sign-in identities. We keep the final Credit balance for 24 months, in case of a billing dispute; a deletion record, which holds our payment processor's customer reference and no Candidate Data, with no fixed end date; and billing and credit ledgers for 6 years after the end of the tax year they relate to. Deletion pauses during a legal hold, a pending Candidate access request, or an export being prepared or available. Original emails and the copies in section 8.8 follow that section. Your record-keeping duties continue. On request, we confirm in writing when deletion is complete. Deleting one Candidate's record (section 8.8) does not freeze the account.

9. Security

9.1 Our controls. We maintain safeguards appropriate to the sensitivity of Candidate Data, including encryption in transit and at rest, tenant isolation enforced in the database, two-factor authentication, Assessments stored as an append-only history, logs designed to hold counts and field names rather than resume content or Candidate details, and an audit trail of account actions that your Owner and Administrators can read. On request we provide a fuller description of our controls.

9.2 Incident notice. A security incident means unauthorized access to, or loss or disclosure of, your Customer Data. If we become aware of one, we notify you without undue delay and update you as we confirm the facts. The notice says, as far as known, what happened and when, the categories of Customer Data and number of Candidates affected, what we have done, and a contact. We keep a record of each incident for at least 24 months and give you what you need for your own breach records. You decide whether to report to a privacy commissioner or to Candidates, and we will help.

9.3 Your responsibilities. Enable two-factor authentication, remove Users promptly when they leave, and tell support@asperadi.com as soon as you suspect a compromised account.

9.4 Testing. Penetration testing is covered by section 7.10.

10. Changes to the Service

10.1 Improvements. We may change the Service, including adding features. During a paid billing period we will not withdraw what section 3.1 describes or what your Order includes.

10.2 Model and provider changes. We may change the model, provider or processing region we use, and we test a change before releasing it. A change that adds a Sub-processor or a processing country follows section 8.6, except in a Provider Emergency (section 10.4).

10.3 Preview features. Preview or beta features, if offered, are labelled and optional.

10.4 Provider emergencies.

• (a) What this covers. A Provider Emergency is when a Sub-processor or other third party we rely on to run the Service: (i) ceases business or becomes insolvent; (ii) suspends, restricts or ends our access, or says it will, with less notice than section 8.6 requires; (iii) is unavailable to us for a sustained period; (iv) suffers a security incident affecting Customer Data, or fails its data protection obligations to us; or (v) must, by law, no longer be used. It does not include our own failure to pay, our own wilful breach of a provider's terms, or a change we choose for cost or convenience.
• (b) What we may do. We may immediately pause the affected part of the Service, and replace or add a Sub-processor or processing country without the advance notice in sections 8.6 and 10.2. The replacement is bound to terms at least as protective of Candidate Data as section 8 and Schedule A. A replacement for a Sub-processor that handles Candidate Data processes it in Canada or the United States; any other country needs notice under section 8.6. We remain responsible for the replacement (Schedule A.4). Section 8.5 is read as updated by the notice in (c).
• (c) Notice after the switch. Within 7 days after the replacement takes effect, we tell you by every channel still available, including the application and asperadi.com: what failed, in general terms, the replacement's category and processing countries, when it took effect, and whether Customer Data was moved.
• (d) Your objection. Section 8.6's objection right applies, within 30 days after that notice.
• (e) A pause under this section is not a Suspension. We restore the Service as soon as reasonably practicable and tell your team in the application. Where we can, your team keeps access to existing records and the Owner keeps the export in section 8.9.
• (f) What stays. This section does not limit section 8.7, section 9, Schedule A or the exceptions in section 16.3.

11. Automatic protective limits

11.1 Rate and usage limits. The Service limits how fast each User can start work, and may limit an organization's usage to what its plan allows. A refused request says why.

11.2 Per-Seat hold. If one Seat's extraction requests are refused 100 times within an hour, the Service may pause that Seat's extraction and scoring until a person at Asperadi releases it.

11.3 What a limit does. A limit or hold refuses or pauses new work. Uploads it refuses are not stored. Existing records stay. Emailed resumes that arrive meanwhile wait as section 6.2 describes.

11.4 What limits and safeguards do. A limit, hold or automated safeguard refuses or pauses new work; leaves an extracted field blank where a check could not validate it; flags a Submission for a person's attention, or lists a Submission with no Assessment to rank on its Posting's flagged list (section 3.4); or reports an error where scoring cannot run because of a failure on our side or our provider's (Schedule D.4). If you believe a safeguard has misfired, tell us and we will look into it.

11.5 Email intake. Each email is processed for one resume; its other attachments are not processed. An email sent to more than one intake address is processed only for the first. Each intake address accepts up to 50 resumes an hour and 500 a day. Mail over that is held and processed when the limit resets. Mail for Postings that are all closed is not processed (section 5.3). When the hourly or daily limit is reached, the address's creator and your Managers and above get an in-app notice. Each Posting also has a maximum number of resumes, 500 unless you change it (from 1 to 10,000), counting every channel. Emailed resumes over it are held as section 6.2 describes and processed once you raise the maximum; resumes your team uploads are still accepted. Each address also accepts up to 50 unreadable, oversized, malformed or virus-flagged files a day. Over that, new mail to the address is held until the next day, as section 6.2 describes, and an in-app notice is sent. Anyone who has an intake address can send resumes to it, and each is billed to you, so keep it private. You can disable and enable an address. Mail to an address that is not active (disabled, deleted, mistyped or never created) is refused, so the sender gets a bounce; nothing is stored or charged. A disabled address is deleted 180 days after it was disabled, unless it is enabled again. That removes only the address and its links to Postings; emails and resumes already received follow section 8.8. Your organization may have up to 50 active addresses for each paid Seat. Owners and Administrators can see, disable and enable every address; others see the addresses they created.

12. Suspension

12.1 When we may suspend.

• (a) Immediately, where we reasonably believe a credential is compromised, the account is the source or target of an attack, continued operation is harming Candidates or other customers, or the law requires it. We give you the reasons without undue delay, unless the law prohibits it.
• (b) After notice and a cure period, for any other material breach. We give written notice and at least 30 days to cure.
• (c) For non-payment, where a first payment does not clear, where an invoice under a signed custom agreement remains unpaid 7 days after a written reminder, or under section 6.3. If a renewal payment fails, we retry it for up to 7 days and the Service keeps working; if it has still not cleared, processing stops until it is paid. Payment in full lifts the Suspension. This also applies where your subscription ends or is paused other than by the Owner cancelling it, for example a trial that ends without a payment method; resuming a paused subscription lifts it. For an ended subscription, the Owner can resubscribe from the account, and the hold lifts once payment clears. The Owner's own cancellation follows section 8.12.

12.2 What a Suspension is. A Suspension stops uploading and scoring, and limits access to what section 12.3 lists. A Suspension does not delete your existing records. The pause in section 6.2 is not a Suspension.

12.3 What continues. During a Suspension, your team can still sign in and recover their accounts, the Owner can export your data under section 8.9, the Owner or an Administrator can pay an unpaid subscription invoice in the application, Candidate requests are still answered, and the retention schedule keeps running. Emailed resumes that arrive wait as section 6.2 describes.

12.4 Notice. Your team sees the Suspension and the support address when they sign in.

12.5 Appeal. Write to support@asperadi.com from your sign-in address. A person reviews each appeal, and we aim to reply in writing within 5 business days. If we uphold the Suspension, we tell you what must change for it to be lifted.

12.6 Reinstatement. When a Suspension is lifted, access returns without re-onboarding.

12.7 Fees. Fees continue during a Suspension. If our review concludes a Suspension under section 12.1(a) should not have been placed, we credit the fees for those days.

13. Term and termination

13.1 Term. These Terms start when you accept them and continue for each billing period, or for the commitment term in your Order, until terminated.

13.2 By you. You may terminate at any time under section 6.10. You may also terminate on written notice if we materially breach these Terms and do not cure within 30 days. In that case we give the refund in section 6.8.

13.3 By us. We may terminate if you materially breach these Terms and do not cure within the period in section 12.1(b). We may also terminate for convenience on 60 days' written notice, with the refund in section 6.8.

13.4 Effect. Access ends on the termination date, except the Owner's export during the window in section 8.12, and your account follows section 8.12. Amounts owed remain payable.

13.5 Survival. Sections 6 (amounts owed), 7.11, 8.4 to 8.12, 9.1, 9.2, 13.4, 14 to 17, 19 and 21 survive termination.

14. Warranties and disclaimers

14.1 Our commitments. We warrant that:

• (a) the Service will perform materially as section 3 describes, as updated by changes made under section 10;
• (b) the Service does not decline, reject or advance a Candidate on a band, score or Assessment, and an apply page refuses a send, before anything is stored, only as section 3.11 describes; the Service records a Decision, or a Stage other than the default "Pending Review", on a Candidate only when a User records it; it does not cut, filter or truncate a review list by band or score, or otherwise take a Submission out of your team's reach; it orders lists only as section 3.3 describes; and it lists a Submission on a flagged list in place of the ranked review list only as section 3.4 describes, so that a User can read and decide on it;
• (c) the Service is designed to remove name, email, phone and postal address from resume text in our code before any scoring call, and to flag a Submission for your review where our checks cannot confirm the removal. We use commercially reasonable efforts to keep this working across resume formats, but no automated redaction is perfect;
• (d) we process Customer Data only as section 8 and the DPA allow.

If we plan to change (b) or (c), we will give notice under section 18 first.

14.2 What Assessments are. Assessments are review support produced by a language model. They may be incomplete or wrong. A band reflects what the resume showed against your criteria, not the Candidate's ability. Assessments are not legal, employment or human-resources advice. We do not warrant that they are free of error or of bias in the underlying model, and we do not represent that human review satisfies any particular legal requirement.

14.3 Your warranties. You warrant that you have a lawful basis to submit each resume (section 7.4), that you gave the notices in sections 7.6 and 7.7 where they apply, that your Postings and criteria are lawful, and that you will comply with section 7.

14.4 Your inputs and actions. You are responsible for the inputs you and your team provide (Postings, criteria, weights, notes, overrides and any other instruction), for evaluating what the Service returns before you act on it, and for every Decision and action you or your team take. Our safeguards support your review and do not make us responsible for those inputs, Decisions or actions, except to the extent a claim arises from our breach of these Terms, our gross negligence or our wilful misconduct. This section does not limit section 14.1, section 15.2, our duties under sections 8 and 9 and the DPA, or any right a Candidate, privacy commissioner or human rights body has under law.

14.5 Disclaimer. Except as stated in this section, the Service is provided without any other warranty or condition, express or implied, including merchantability, fitness for a particular purpose and non-infringement, to the fullest extent the law permits. We do not warrant uninterrupted or error-free operation.

15. Indemnities

15.1 By you. You will defend and indemnify us against third-party claims, including claims, complaints, investigations and proceedings by Candidates, by employers you recruit for, by privacy commissioners and by human rights bodies, arising from your hiring decisions, your Postings and criteria, Candidate Data you submitted without the basis or notice these Terms require, your breach of section 7, or your team's misuse of the Service. This does not apply to the extent a claim arises from our breach of section 8, section 9, section 14.1 or the DPA. It does not cover a fine or penalty imposed on us for our own contravention of law, or a claim arising from the fixed statements we add to an apply page (section 3.11).

15.2 By us. We will defend and indemnify you against third-party claims that the Service, used as permitted, infringes a Canadian or U.S. patent, copyright or trademark. Our liability under this section is not additional to the cap: it counts toward the cap in section 16.1 together with all our other liability (section 16.3). If the Service is found to infringe, we may modify it, replace it, or terminate with the refund in section 6.8.

15.3 Procedure. The indemnified party gives prompt notice, lets the other party control the defence and settlement, and cooperates at the other party's cost. No settlement may impose an admission or non-monetary obligation on the indemnified party without its consent.

16. Limitation of liability

16.1 Cap. For all claims arising in any twelve-month period, each party's total liability is capped at whichever is higher: the plan, Seat and Credit amounts you paid us in the twelve months before the event that caused the claim, or US$1,000.

16.2 Excluded losses. Neither party is liable for indirect, consequential, special or punitive damages, or for lost profits, revenue or goodwill.

16.3 Exceptions. The cap and exclusions do not apply to:

• amounts owed under section 6;
• your indemnity obligations under section 15.1;
• a party's fraud, wilful misconduct or gross negligence;
• your breach of sections 7.1, 7.2, 7.4, 7.5 or 7.10;
• a breach of section 17 that does not involve Customer Data.

Our indemnity under section 15.2 is not an exception: it stays under the cap in section 16.1. A breach involving Customer Data also stays under the cap, unless it results from our gross negligence or wilful misconduct.

17. Confidentiality

Each party will keep the other's confidential information confidential, use it only for this agreement, and protect it with reasonable care. For you this includes Customer Data. For us it includes non-public information about the Service, its security and the named Sub-processor list. You may disclose the named Sub-processor list to a Candidate or regulator who asks. We use your name or logo publicly only with your written consent.

18. Changes to these Terms

We may change these Terms and the Schedules at any time. We post every change with its date and show it in the application. A change is material if it:

• changes the country where Candidate Data is stored or processed, other than as sections 8.6 and 10.4 provide;
• removes a feature or service that section 3.1 described, or your Order included, when you last accepted these Terms;
• reduces the protections for Candidate Data in section 8 or Schedule A;
• changes a commitment in section 14.1(b) or (c); or
• changes section 6.8, 15, 16 or 19.

Any other change takes effect 15 days after we post it. For a material change we give at least 15 days' written notice, by email to your Owner and Administrators or in the application, saying what changed. If you object, you may terminate before it takes effect, with the refund in section 6.8. A change required by law or to protect the security of the Service may take effect sooner; we notify you as soon as we can, and within 7 days. Your continued use after we notify you of a change is acceptance.

19. Governing law and disputes

These Terms are governed by the laws of the Province of Saskatchewan and the federal laws of Canada that apply there. The courts of Saskatchewan, sitting in Saskatoon, have exclusive jurisdiction. Before starting proceedings, the parties' representatives will meet within 15 business days of a written dispute notice to try to resolve it. Either party may seek urgent injunctive relief at any time. Nothing here limits anyone's right to complain to a privacy commissioner.

20. Notices and contacts

20.1 To us. Asperadi Solutions Inc., Saskatoon, Saskatchewan. Legal notices and Candidate data requests: legal@asperadi.com. Support, export-copy requests, appeals and security reports: support@asperadi.com. Sales: sales@asperadi.com. Write from your sign-in address. Our Privacy Policy gives the contact for our Privacy Officer.

20.2 To you. By email to your Owner and Administrators at their sign-in addresses, or by notice in the application. We do not ask for your password or a sign-in code by email.

21. General

• Assignment. You may not assign this agreement without our written consent, which we will not unreasonably withhold. We may assign it to a successor to our business, which is bound by section 8.
• Force majeure. Neither party is liable for delay caused by events beyond its reasonable control, except payment obligations.
• Entire agreement. These Terms and the documents in section 1.3 are the whole agreement. Terms on your purchase orders do not apply.
• Severability and waiver. If a provision is unenforceable, the rest stands. A failure to enforce is not a waiver.
• Independent parties. We are independent contractors. We are not your agent, an employer, an employment agency or a consumer reporting agency.
• Language. These Terms are in English.
• Interpretation. "Including" means "including without limitation".

Schedule A: Data Processing Addendum

A.1 Roles. You are the organization that collects Candidate personal information and is accountable for it under PIPEDA. Asperadi is your service provider, and this DPA is the contractual means of protection that PIPEDA Schedule 1, clause 4.1.3 calls for.

A.2 Instructions. We process personal information only on your instructions, and for the apply-page abuse limits in section 8.4 of the Terms, and only as that section allows. We will tell you if we believe an instruction breaks the law.

A.3 Categories. Candidate Data, and User account data (names or aliases, work email addresses, authentication and session records, and follow-up email wording). Also IP addresses, keyed hashes of IP addresses and apply-page device ids, and billing contacts. We do not seek special categories of information (section 7.9 of the Terms).

A.4 Sub-processors and cross-border processing. Sections 8.5 and 8.6 of the Terms and Schedule B apply. We remain responsible for the processing each Sub-processor does on our behalf. Where Schedule B says a provider also uses data for its own purposes, that use is the provider's responsibility under its own policies. It involves no resumes or Assessments, though usage data such as an apply-page visitor's IP address may be part of it. On request we give you the information about our protection measures and processing countries that your impact assessment needs.

A.5 Security and incidents. Sections 9.1 and 9.2 of the Terms apply.

A.6 Individuals' requests. Section 8.10 of the Terms applies.

A.7 Retention, return and destruction. Sections 8.8, 8.9 and 8.12 of the Terms apply.

A.8 Verification. You may verify our compliance with the confidentiality and security requirements of this DPA. We provide on request a description of our controls, and we answer reasonable written questions.

A.9 Term. This DPA lasts as long as we hold your personal information, and it prevails over the Terms on personal information.

Schedule B: Sub-processor categories

Named entities are given to customers on request (section 8.6).

Schedule C: Candidate notice wording you can adapt

This Schedule is a starting point, not legal advice. Adapt it and have your own advisor check it.

C.1 Plain-language description of the Service. Use this where the law where you operate requires you to name the Service or describe how it works: "We use a resume-screening service provided by Asperadi Solutions Inc. An AI step reads the resume, including the name, to extract details. The provider's software then removes the applicant's name, email, phone and postal address, and flags a resume where it cannot confirm the removal. A language model then assesses the rest of the resume's first 20,000 characters against the job's criteria, and the service may list applications from best to worst. It records no demographic fields and does not reject or advance anyone on its assessment. AI helps screen applications. It does not make hiring decisions."

C.2 Notice wording you can adapt.

• "We use a screening service provider and an artificial intelligence (AI) tool to help screen and assess applications. The AI tool does not make hiring decisions."
• "An AI step first reads the resume, including the name, to extract details. Before the AI tool assesses a resume, the provider's software removes the applicant's name, email, phone and postal address from it, and flags a resume where it cannot confirm the removal. The AI tool assesses the rest of the resume's first 20,000 characters. Text after that is not assessed."
• "Our screening service provider stores your information in Canada. Some processing, including the AI steps, may take place in the United States, and requests may pass through its hosting provider's region nearest you. While your information is in the United States, it may be accessible to the courts, law enforcement and national security authorities of that country."
• "We keep applications for [period]. To ask what we hold about you, to ask for a correction, or to raise a concern, contact [privacy contact]. To ask about our use of service providers outside Canada, or to get our policies on them, contact [name or title, contact]."
• If it applies: "We may consider your application for other roles we are recruiting for, and share it with the employer we are recruiting for."
• If you accept applications by email: "Applications sent by email are received by our screening service provider on our behalf."

For Ontario postings covered by section 7.7, add the AI-use sentence to the posting itself.

Schedule D: Provider Risk Statement

D.1 What produces the Assessment. A language model reads the redacted resume text and your criteria and returns a band and a short rationale per criterion, and up to ten follow-up questions about the resume, one per criterion, in a fixed structure that our code validates before storing it.

D.2 What it can and cannot know. It reads only what the resume says. It cannot verify claims, see documents you did not upload, or infer intent. Section 3.4 states the limits of identifier removal. Each call is a separate session, with no memory between Candidates.

D.3 What a band means. A band reflects how clearly the resume evidences a criterion, and may rest on a reasonable inference from what it says. Not evidenced means the resume did not show evidence for the criterion and the model could not reasonably infer it. It does not mean the Candidate lacks it, and it is different from weak. Section 3.3 covers the score and ordering.

D.4 Known failure modes.

• A scanned image with no text layer cannot be read, and unusual layouts may extract poorly.
• Identifiers can survive redaction. Where our checks detect this, the Submission is flagged (section 3.4).
• The model can refuse, exceed our time limit or return output our code cannot validate. Scoring then ends for that Submission and Posting, and it is listed on the flagged list (section 3.4). If scoring fails because of an error on our side or our provider's, the Service tries once more, at least 12 hours later. If that also fails, the Submission stays unscored and your team sees "An error occurred while screening this resume."
• A resume with little detail can understate a Candidate, and a person decides.
• Supported resume languages are English, French and other Latin-script languages. A resume written wholly in another script is outside that scope. The Service still assesses and lists it like any other Submission, and its Assessment may be less accurate. Assessments and follow-up questions are written in English.

D.5 Bias. We record no demographic fields and do not run selection-rate audits. We test redaction on synthetic resumes. We do not describe the Service as bias-free.