easyOnboard

Terms of Service

The agreement between us and the businesses that use easyOnboard.

Effective [DATE]

1. About these terms

1.1 easyOnboard is a service run by [YOUR LEGAL NAME], of [YOUR ADDRESS], Isle of Man ("we", "us", "our"). You can reach us at support@easyonboard.uk.

1.2 These terms are a legal agreement between us and the business that opens an account ("you", "the customer"). By creating an account or using the service you agree to them. If you do not agree, do not use the service.

1.3 The service is for businesses and other organisations. It is not offered to consumers. By agreeing, you confirm that you are using it for your business, trade or profession. We rely on that confirmation. If you are a consumer, you must not use the service.

1.4 If you open an account for a company or other organisation, you confirm that you have authority to bind it to these terms. If you do not have that authority, you are personally bound by them.

1.5 Our Privacy Policy explains how we handle personal information. It forms part of these terms.

2. Your account

2.1 The person who registers a business account must be at least 18. Team members invited to an existing business account must be at least 16. The business is responsible for authorising any team member under 18 and for supervising their use of the service.

2.2 You must give accurate information when you sign up and keep it up to date.

2.3 You are responsible for everything done through your account, including by team members you invite. Each team member must follow sections 5, 6 and 7, and you must make sure they do.

2.4 You sign in with Google, Microsoft or a one-time code sent to your email, and you can add two-step sign-in with an authenticator app. Keep your sign-in methods secure. Tell us straight away at support@easyonboard.uk if you think someone has accessed your account without permission.

2.5 Each person must sign in as themselves. Do not share a sign-in between people.

2.6 Each business may have one free account. We treat accounts as belonging to the same business if they share things such as a payment method, email domain, company registration, address, network or pattern of use. We may merge, limit or close duplicate accounts opened to get around plan limits, including accounts set up under different trading names or for linked companies.

2.7 An account opened for a business belongs to that business, not to the individual who opened it. If there is a dispute about who controls an account, or someone asks us to change its owner, we may ask for proof of authority. We will decide in good faith who controls the account, and may suspend it until the dispute is settled. We are not liable for acting on evidence that reasonably appeared genuine.

2.8 To protect an account, our support staff may sign a person, or everyone in a business account, out of every device, and may reset a person's two-step sign-in so that they must set it up again the next time they sign in. We do this when you or the person asks us to and we have checked who is asking, or when we reasonably believe an account is at risk. We record every such action.

3. The service

3.1 easyOnboard lets you store letter and contract templates for the roles you hire for, keep details of people applying for those roles, send documents to them, record interview notes, and collect signatures. It is provided for hiring and onboarding your own organisation's staff, and for nothing else.

3.2 We may change, add or remove features. If a change materially reduces what a paid plan does, we will give you at least 30 days' notice, and you may cancel before the change takes effect. If you do, we will refund fees paid in advance for the period after you cancel. That refund is your only remedy for the change.

3.3 We aim to keep the service available at all times but we do not guarantee it. The service may be unavailable for maintenance, or for reasons outside our control.

3.4 Features marked as beta or preview are provided for testing. They may change or be withdrawn without notice.

3.5 We may set reasonable limits on use, such as file sizes, the number of emails sent, or the number of active roles on a plan.

4. Plans, fees and payment

4.1 We offer a free plan and paid plans. The current plans, limits and prices are shown on our website.

4.2 Paid plans are billed monthly in advance through our payment provider. You authorise us to charge your payment method for each billing period until you cancel.

4.3 Prices exclude any taxes that apply, unless we say otherwise. You are responsible for those taxes.

4.4 We may change our prices. We will give you at least 30 days' notice by email before a new price applies to you. If you do not accept it, you may cancel before it takes effect. If you keep your plan after that date, you accept the new price.

4.5 If a payment fails, we will tell you and may try again. If payment is still outstanding 14 days after we tell you, we may move your account to the free plan or suspend it. While any payment is outstanding we may limit paid features, including sending.

4.6 Fees already paid are not refundable, except where the law requires a refund or these terms say otherwise.

4.7 We may change or withdraw the free plan. We will give at least 30 days' notice before doing so.

4.8 If you dispute a charge with your bank or card provider without raising it with us first, we may suspend your account while the dispute is open. If the dispute is decided in our favour, you will repay any fee the bank or card provider charged us, plus a reasonable administration charge covering our cost of handling the dispute.

4.9 If your account moves to a lower plan, anything above that plan's limits is kept but becomes read-only. You cannot add to it or send from it until you are back within the limits or you upgrade. Retention periods and deletion continue to apply.

4.10 A move to a higher plan takes effect straight away. We charge your payment method for the difference for the rest of the current billing period, then the full new price from the next one. A move to a lower plan takes effect at the end of the current billing period.

4.11 We may, at our discretion, give an account a free renewal of its current plan or a free move to a higher plan, for a fixed period or with no end date (a "complimentary plan"). A complimentary plan has no cash value and cannot be transferred. When a fixed period ends, the account returns to the plan it had before, and section 4.9 applies if that plan is lower. We may end a complimentary plan that has no end date by giving at least 30 days' notice. Asking for one does not mean you will get one.

5. Your content and your responsibilities

5.1 "Your content" means everything you or your candidates put into the service: templates, letters, contracts, candidate details, CVs, cover letters, notes and signatures.

5.2 You keep all rights in your content. You give us permission to host, copy, process and transmit it only as needed to run the service for you, to keep it secure, and to meet our legal obligations.

5.3 You are responsible for your content and for how you use the service. In particular, you are responsible for:

  • the wording and legal effect of every letter, offer and contract you send;
  • your hiring decisions, and for complying with employment, equality and immigration law;
  • having a lawful reason to collect and use each candidate's information, and telling candidates how you use it;
  • checking a document before it is sent. The service fills in details automatically, and you must make sure the result is correct.

5.4 We do not give legal or HR advice. Any template, example or sample wording we provide is a starting point only. It is not a legally reviewed document and may not suit your circumstances or your country. Take your own advice before relying on it. We are not a law firm or an HR consultancy. We do not review your documents, and using our templates or features does not create any advisory relationship. Whether a document is lawful and suitable remains your responsibility, including if it is challenged in a tribunal or court.

5.5 The service lets a person sign a document by typing their name, and records when and how they did so. You are responsible for deciding whether that kind of signature is suitable for the document and valid where you operate.

5.6 You confirm that you have the right to upload your content and that it does not break any law or anyone else's rights.

6. Acceptable use

6.1 You must not use the service to:

  • send marketing, bulk or unsolicited messages, or anything unrelated to hiring and onboarding;
  • contact anyone who has not applied to you or given you their details for a role with you;
  • advertise roles that do not exist, or ask candidates for money or bank details as a condition of applying;
  • store files or send documents that have nothing to do with hiring or onboarding your own staff;
  • break the law, or discriminate unlawfully against any person;
  • harass, mislead or defraud anyone, or pretend to be someone else;
  • upload malware or anything designed to damage systems or data;
  • collect information about people who do not know you hold it.

6.2 You must not:

  • try to access another customer's data or any part of the service you are not authorised to use;
  • probe, scan or test the security of the service without our written permission;
  • copy, resell or sublicense the service, or reverse engineer it, except where the law allows this and it cannot be excluded;
  • use the service to hire on behalf of other organisations, unless we have agreed this in writing;
  • use the service, or what you learn from it, to build a competing product;
  • use automated tools to extract data from the service, other than your own content through features we provide;
  • get around plan limits or other technical restrictions.

6.3 If you find a security weakness, tell us at support@easyonboard.uk and give us reasonable time to fix it before telling anyone else. Do not access, copy or keep anyone else's data to demonstrate it, and do not make your report conditional on payment.

7. Email and messages

7.1 Messages you send through the service go out from our sending domain, with your address as the reply address. You must not use the service to make messages look as though they come from someone else.

7.2 We cannot guarantee that a message will be delivered, or that it will not be treated as spam by the recipient's email provider.

7.3 Rejection messages are held for up to one hour before sending so that you can cancel them. All other messages are sent when you ask. Once a message has been sent it cannot be recalled.

7.4 We may delay, limit or block messages that we reasonably believe break section 6 or put our ability to deliver email at risk. This includes pausing sending from an account straight away, without notice, if its bounce or spam complaint rates rise above what email providers accept. As a guide, that means more than about 5% of messages bouncing, or more than 0.1% being reported as spam. We will tell you why, and what to do to restore sending.

8. Candidate data and data protection

8.1 For personal information about your candidates and staff, you are the controller and we are your processor. You decide what is collected and why. We handle it on your behalf.

8.2 We will:

  • process that information only on your documented instructions, unless the law requires otherwise. Your instructions are these terms and the choices you make using the service's features. We may decline, or charge for, any other instruction;
  • make sure everyone who can access it is bound by a duty of confidentiality;
  • let our staff see your account only as needed to give support, keep the service secure, manage plans and meet legal obligations. Our support tools show account details such as team members' names and email addresses, roles, plan and the number of candidates, but not candidates' details. Staff access needs two-step sign-in, every action is logged, and we review who has access regularly;
  • keep appropriate technical and organisational security measures in place;
  • use other processors only as listed in our Privacy Policy, under written terms that protect the information to the same standard, and give you at least 14 days' notice of any change, by email or on that page. If we must change a supplier urgently to protect security or keep the service running, we may do so straight away and will tell you promptly afterwards. If you object on reasonable data protection grounds and we cannot resolve it, your only remedy is to cancel, with a refund of fees paid in advance for the period after you cancel;
  • help you respond to requests from individuals exercising their rights, through the export and delete tools in the service. We may charge a reasonable fee for help beyond those tools;
  • tell you without undue delay if we become aware of a personal data breach affecting your content, and give you the information we have about it. As controller, you are responsible for telling the regulator and the people affected;
  • delete or return your content when the agreement ends, as described in section 11, unless the law requires us to keep it;
  • give you the written information reasonably needed to show that we meet these obligations, no more than once a year. An on-site inspection takes place only where a regulator requires it, on reasonable notice and at your cost.

8.3 You will:

  • make sure you have a lawful basis for the information you put into the service, and that you have told candidates what you do with it;
  • set a retention period that suits your obligations. The default is 6 months for candidates who are not hired;
  • not ask candidates for, or upload, health records, criminal record checks, identity documents or similar sensitive records, unless we have agreed to this in writing. This does not apply to details a candidate chooses to include in their own CV or cover letter. If you upload such records without our agreement, you do so at your own risk and, as far as the law allows, we are not liable for loss connected with them.

8.4 If a candidate contacts us directly about their information, we will pass the request to you and will not respond for you, unless the law requires us to. If you do not deal with a deletion request within 30 days of us passing it on and reminding you once, or your account is closed or inactive for that period, you instruct us to delete that candidate's information. This does not apply if you have told us you must keep it for a legal reason.

8.5 If you need a separate signed data processing agreement, contact us at privacy@easyonboard.uk and we will provide one. Where there is one, it takes priority over this section.

9. Our rights in the service

9.1 We own the service, including its software, design, name and logo. These terms give you a right to use the service while your account is open. They do not transfer any ownership to you.

9.2 If you send us suggestions or feedback, we may use them freely and without payment.

9.3 We may use information about how the service is used, in a form that does not identify you or any candidate, to run and improve the service.

10. Confidentiality

10.1 Each of us will keep the other's confidential information private, and use it only for the purposes of this agreement. Your content is your confidential information.

10.2 This does not apply to information that is already public, that the receiving party already knew or developed independently, or that is disclosed under section 12.

11. Suspension and termination

11.1 You may cancel at any time from your account settings or by emailing support@easyonboard.uk. A paid plan then runs to the end of the period already paid for.

11.2 We may end this agreement for any reason by giving you at least 30 days' notice by email. If we do, we will refund any fees you have paid in advance for the period after the end date.

11.3 We may suspend or close your account immediately, without notice, if:

  • you seriously or repeatedly break these terms, including section 6;
  • we reasonably believe your account is being used for anything unlawful, fraudulent or harmful to others;
  • your use puts the security or operation of the service, or other customers, at risk;
  • a payment is still outstanding 14 days after we told you about it;
  • the law, a court or a regulator requires us to;
  • you become insolvent, enter administration or liquidation, or stop trading.

11.4 Where we can, we will tell you why we have suspended or closed your account and give you a chance to put it right. We do not have to do this if it would be unlawful or would risk harm to others.

11.5 We may close a free account that has not been signed into for 12 months. We will email you at least 30 days before we do.

11.6 When the agreement ends:

  • your right to use the service stops;
  • you may export your content for 30 days after the end date. If we closed the account under 11.3, we may block normal access and provide the export on request instead, unless the law prevents us;
  • after those 30 days we delete your content from our live systems. Copies in backups are overwritten within a further 35 days;
  • we may keep information we are legally required to keep, such as billing records, and anything preserved under 12.6;
  • any fees you owe remain payable.

11.7 Sections that by their nature should continue after the agreement ends will do so. These include sections 5.3, 8, 9, 10, 11.6, 12, 13, 14, 15 and 17.

11.8 If we close your account under 11.3, you must not open another account without our written permission.

11.9 While an account is closed, nobody in it can sign in to it, every current sign-in is ended, and nothing is sent from it, including messages already waiting to go. Until its content is deleted under 11.6, we can reopen the account if you ask us to, or if we closed it by mistake. Once its content is deleted it cannot be reopened.

11.10 Erasing everything now. You can ask us at support@easyonboard.uk to erase your account and all its content straight away rather than waiting for 11.6. We will check that the request comes from someone with authority over the account, and a second member of our staff must approve it. Erasure deletes the business account, its content and files, and the sign-ins of team members who do not belong to another business account. It cannot be undone, so export anything you need first. We keep a record that the erasure happened, without your content, and anything 11.6 lets us keep.

12. Disclosure to authorities

12.1 We may disclose information about you, your account or your content to a court, law enforcement body, regulator or other public authority where we are legally required to do so. This includes responding to a court order, warrant or other binding legal demand.

12.2 Before disclosing, we will check that the demand appears valid, and we will disclose only what it requires.

12.3 We will tell you about the demand before we disclose, unless the law or the demand itself forbids it, or telling you would risk harm to a person or prejudice an investigation.

12.4 We may also disclose information without a legal demand where we reasonably believe it is necessary to:

  • prevent death or serious harm to any person;
  • prevent, detect or investigate fraud, security incidents or other serious unlawful activity involving the service;
  • establish, exercise or defend our legal rights.

12.5 We may report content or activity that we believe to be unlawful to the appropriate authorities.

12.6 Where the law requires us to preserve information, or we receive a legal demand to preserve it, we may keep a copy until that requirement ends. This applies even if you delete the information or close your account in the meantime.

13. What we do not promise

13.1 We provide the service with reasonable care and skill. Beyond that, and as far as the law allows, the service is provided "as is" and we give no other warranties or guarantees.

13.2 In particular, we do not promise that:

  • the service will be uninterrupted or free of errors;
  • any message will be delivered or read;
  • any document produced through the service is legally valid, enforceable or suitable for your purpose;
  • using the service will lead to any particular hiring outcome.

13.3 You are responsible for keeping your own copies of documents you need to keep. Deletion is permanent. We keep backups to recover from our own failures, and we are not obliged to restore individual items that you or your team deleted.

14. Limits on our liability

14.1 Nothing in these terms limits or excludes liability for death or personal injury caused by negligence, for fraud or fraudulent misrepresentation, or for anything else that cannot be limited or excluded by law.

14.2 Subject to 14.1, we are not liable for:

  • loss of profit, revenue, business, goodwill or anticipated savings;
  • any indirect or consequential loss;
  • loss arising from your content, your hiring decisions, or a dispute between you and a candidate or employee;
  • loss caused by events outside our reasonable control, including failures of the internet, of email providers or of our suppliers.

14.3 Subject to 14.1, our total liability to you for all claims connected with the service in any 12-month period is limited to the greater of the fees you paid us in that period and £100.

14.4 You must tell us about any claim within 12 months of becoming aware of it.

15. Your indemnity to us

15.1 You will cover our reasonable losses and costs, including legal costs, arising from any claim made against us by a third party because of:

  • your content;
  • your breach of these terms or of any law;
  • your failure to comply with data protection law, including any claim by a candidate about how you collected or used their information;
  • anything done through your account by someone using sign-in details that you or your team failed to keep secure;
  • a dispute between you and a candidate, employee or former employee.

15.2 We will tell you promptly about any such claim and will not settle it without talking to you first.

16. Changes to these terms

16.1 We may update these terms. For a material change we will give you at least 30 days' notice by email or in the service.

16.2 If you keep using the service after the change takes effect, you accept the new terms. If a material change is to your disadvantage and you do not accept it, you may cancel before that date, and we will refund fees paid in advance for the period after you cancel.

17. General

17.1 Governing law. These terms are governed by the law of the Isle of Man. The courts of the Isle of Man have exclusive jurisdiction over any dispute, except that we may bring a claim for unpaid fees, or to stop misuse of the service, in the courts where you are based.

17.2 Entire agreement. These terms and the Privacy Policy are the whole agreement between us about the service. They replace anything said or written before.

17.3 Transfer. You may not transfer your rights under these terms without our written consent. We may transfer ours to a business that takes over the service, and will tell you if we do.

17.4 If part is invalid. If a court finds any part of these terms unenforceable, the rest still applies.

17.5 No waiver. If we do not enforce a right straight away, we can still enforce it later.

17.6 Third parties. Nobody other than you and us has any right to enforce these terms.

17.7 Events outside our control. Neither of us is liable for a delay or failure caused by events beyond reasonable control. This does not excuse payment of fees.

17.8 Notices. We will contact you using the email address on your account. A notice is treated as received 24 hours after we send it to that address, so keep it up to date. Send legal notices to us at support@easyonboard.uk and [YOUR ADDRESS], Isle of Man.

18. Contact

Questions about these terms: support@easyonboard.uk.