Terms of Service

These Terms of Service ("Terms") govern your access to and use of Shortli, a recruiting SaaS platform operated by Medicalware S.r.l., with registered office at Via della Ricerca Scientifica, Rome, Italy, VAT number IT12651051000 ("we", "us", "our"). By accessing or using the Service, you agree to be bound by these Terms. If you do not agree to these Terms, you must not use the Service.

"Service": the Shortli web application and all related APIs and services. "User": any individual or legal entity who registers for and uses the Service. "Organization": a workspace created within Shortli by a User to manage recruiting activities. "Candidate Data": personal data of job candidates uploaded or processed through the Service by Users. "Subscription": a paid plan granting access to Service features according to the selected tier. "Pseudonymised Versions": the copies of a CV that the Service generates automatically for sharing with external recipients, with contact details, photo and the branding of the original source removed and, at the higher level, the candidate's name replaced by the Candidate Code. "Candidate Code": the identifier (in the form SL-XXXXXX) assigned to each CV within an Organization and used in place of the candidate's name in Pseudonymised Versions.

To use the Service, you must sign in via Google OAuth. By authenticating, you authorize Shortli to access your basic profile information (name, email, profile picture) and, if granted, email sending capabilities through your account. You are responsible for maintaining the security of your authentication credentials and for all activities that occur under your account.

Shortli provides a recruiting platform that enables Users to: - Upload and manage candidate CVs and resumes - Analyze CVs using artificial intelligence (Anthropic Claude) for metadata extraction and skill identification - Create and manage job descriptions - Generate AI-powered shortlists ranking candidates against job requirements - Send personalized emails to candidates via connected email accounts - Manage clients, talent pools, and candidate pipelines - Share candidate shortlists with external recipients via expiring links - Manage team members within Organizations - Automatically generate Pseudonymised Versions of each uploaded CV at two levels: without contact details, photo and source branding, or additionally with the candidate's name replaced by the Candidate Code - Choose, for each shortlist, which level is disclosed to external recipients (email, PDF report, shared page and downloads)

For every CV uploaded, the Service automatically produces Pseudonymised Versions intended for sharing with your clients and other external recipients. These versions are rebuilt from the original CV by artificial intelligence (Anthropic Claude) combined with deterministic detection rules: email addresses, phone numbers, postal addresses, date and place of birth, social profile links, identification numbers (such as tax codes or IBANs), the photo, document metadata and the branding of the original source are removed. At the higher level, the candidate's name is also replaced by the Candidate Code. AI-written texts shown to external recipients (summaries, strengths, rankings) are subject to the same rules. Pseudonymisation, not anonymisation. Since you retain the link between the Candidate Code and the candidate's identity, Pseudonymised Versions remain personal data under the GDPR. The term "anonymised" used in the Service interface refers to these Pseudonymised Versions. Best-effort process. Detection and rebuilding are automated and may fail or be incomplete, in particular on poorly structured, scanned, multi-column or protected PDFs. Shortli does not guarantee that every identifying element is removed, nor that a Pseudonymised Version reproduces the original CV in full. You must review each Pseudonymised Version before sharing it, and you remain solely responsible for choosing the sharing level, for the lawful basis of the disclosure to each recipient and for the content shared. External recipients act as independent data controllers for their own processing of what they receive. Pseudonymised Versions are stored together with the CV, regenerated when the candidate's name or contact details are edited, and deleted together with the CV. If an external recipient uploads shared documents to third-party tools, including AI services, such use is outside the scope of the Service and of these Terms.

The Service offers a 30-day free trial on the Solo plan (200 CVs, 50 uploads/month, 8 AI searches/month) that requires no credit card. Users who receive a personal invitation code from us may instead run the trial on the Starter plan (350 CVs, 100 uploads/month, 15 AI searches/month), for 30 days from the redemption of the code; invitation codes are single-use, non-transferable and have no cash value. Only one trial is available per User. After the trial, continued use requires a paid Subscription. If the trial ends without a Subscription, the organisation's data is deleted 90 days later, as described in Section 10 of the Privacy Policy. Available plans: - Solo: €9/month (or €108/year, no discount) - Starter: €19/month (or €15/month billed yearly) - Professional: €49/month (or €39/month billed yearly) - Business: €79/month (or €69/month billed yearly) Payments are processed securely through Stripe. Subscriptions automatically renew at the end of each billing period unless cancelled. Prices may change with 30 days' prior notice.

Cancelling your Subscription stops its renewal; your access continues until the end of the period already paid. No refunds are made for the unused part of the period, except where required by law. For questions about a charge, contact us at hello@shortli.ai.

You agree to use the Service only for lawful recruiting purposes. You must not: - Send unsolicited bulk emails (spam) to candidates - Upload candidate data without a lawful basis under applicable data protection laws - Use the Service for discriminatory hiring practices - Attempt to circumvent usage limits, access controls, or security measures - Share your account credentials or allow unauthorized access - Use the Service to store or process data unrelated to recruiting activities Violation of these rules may result in immediate suspension or termination of your account.

With respect to Candidate Data uploaded by Users, the User acts as the Data Controller and Shortli acts as the Data Processor under GDPR. Users are responsible for ensuring they have a lawful basis to collect and process Candidate Data, including obtaining any necessary consent. Shortli processes Candidate Data solely on behalf of and according to the instructions of the User. The same roles apply to Pseudonymised Versions: Shortli generates them on the User's instruction, and the User decides whether, at which level and to whom they are disclosed. Recipients of shared shortlists process the data they receive as independent Data Controllers. For User account data, Shortli acts as the Data Controller. See our Privacy Policy for full details on data processing.

The Service integrates with the following third-party providers to deliver its functionality: - Anthropic (Claude AI): CV analysis, candidate ranking, natural language processing, and rebuilding of CVs into Pseudonymised Versions (structured extraction and detection of contact details) - Google Cloud Storage: secure storage of uploaded CV files - Google OAuth & Gmail API: authentication and email sending - Stripe: payment processing and subscription management - Resend: system transactional emails Each third-party service is governed by its own terms and privacy policies. Shortli is not responsible for the practices of third-party providers.

The Service, including its design, features, code, and documentation, is the exclusive property of Medicalware S.r.l. and is protected by applicable intellectual property laws. Users retain full ownership of their data, including uploaded CVs and created content. The use of the Service does not grant Users any rights over the platform's intellectual property beyond the limited license to use the Service as intended.

To the maximum extent permitted by applicable law, Shortli shall not be liable for: - Indirect, incidental, or consequential damages arising from use of the Service - Loss of data due to circumstances beyond our reasonable control - Inaccuracies in AI-generated analyses, rankings, or suggestions - Actions taken by Users based on AI-generated content - Identifying information that remains in, or original content that is missing from, a Pseudonymised Version - Disclosure of Candidate Data to third parties made by Users through the Service, including the choice of sharing level - Failures or interruptions of third-party services - Unauthorized access to your account due to your failure to secure credentials Our total liability for any claim shall not exceed the amount paid by you for the Service in the 12 months preceding the claim.

You may cancel your Subscription at any time from your account settings; your access continues until the end of the current billing period. You may delete your account from Settings → Account: the deletion takes place 7 days after the request and can be cancelled until then. Only the billing records the law requires us to keep are retained. The Subscription ends without a refund of the period already paid. We may suspend or terminate your account if you violate these Terms, fail to pay, or if required by law. In case of termination for violation, no refund is owed for the remaining period.

These Terms are governed by and construed in accordance with the laws of Italy. Any dispute arising from or in connection with these Terms shall be subject to the exclusive jurisdiction of the Court of Rome, Italy.

We reserve the right to modify these Terms at any time. Material changes will be communicated via email or through a notice within the Service at least 30 days before taking effect. Continued use of the Service after changes take effect constitutes acceptance of the updated Terms.

For questions about these Terms, contact us at: Medicalware S.r.l. Via della Ricerca Scientifica, Rome, Italy VAT: IT12651051000 Email: hello@shortli.ai