Terms of Service

1. Acceptance of Terms

By creating an account, accessing, or using AROMA, you confirm that you have read, understood, and agree to be bound by these Terms and our Privacy Policy. If you are entering into these Terms on behalf of an organisation, you represent that you have authority to bind that organisation.

If you do not agree to these Terms, you must not use the platform.

2. The Service

AROMA is a cloud-based, GenAI-powered recruitment automation platform that provides:

• AI-assisted resume parsing, scoring, and candidate shortlisting
• Automated first-round interview capabilities powered by Amazon Bedrock
• Job description management and JD-to-CV semantic matching
• Candidate pipeline tracking and hiring workflow management
• Generation of third-party meeting links (e.g., video conferencing links such as Google Meet) for interview schedulin
• Analytics and reporting dashboards for recruitment teams

Google Meet Integration: AROMA generates Google Meet links programmatically to facilitate interviews. These links are shared via email. AROMA does not require users to "Sign in with Google," does not access user Google Calendars, and does not store or process private data from users' personal Google accounts. Our use of Google APIs is limited strictly to the programmatic generation of meeting URLs for the Customer’s convenience.

We reserve the right to modify, enhance, or discontinue features of the Service at any time, with reasonable notice to active subscribers. We will endeavour to provide at least 30 days' advance notice of any material changes that reduce core functionality.

3. Accounts & Access

Registration

To use AROMA, you must register for an account with a valid business email address and provide accurate, complete information. You are responsible for maintaining the accuracy of your account details.

Security

You are responsible for maintaining the confidentiality of your login credentials and for all activity that occurs under your account. You must promptly notify us at aroma@bizacuity.com if you suspect any unauthorised access or security breach.

User Seats

Your subscription plan specifies the number of authorised users ("seats"). You may not share credentials across multiple individuals. Additional seats can be purchased through your account settings or by contacting our sales team.

Eligibility

The platform is intended for business use only. You must be at least 18 years old and authorised to enter into a binding contract to use the Service.

4. Acceptable Use

You agree to use AROMA only for its intended purpose of legitimate recruitment and talent acquisition activities. You must not:

• Use the platform to collect, process, or store data for any purpose other than lawful recruitment
• Upload or process data of individuals without appropriate legal basis or consent where required
• Attempt to reverse-engineer, decompile, or extract the underlying AI models or algorithms
• Scrape, crawl, or systematically extract data from the platform using automated means
• Circumvent authentication, access controls, or security mechanisms
• Introduce viruses, malware, or any malicious code
• Use the Service to discriminate against candidates based on protected characteristics under applicable law (including age, gender, religion, caste, nationality, or disability)
• Resell, sublicense, or make the Service available to third parties without our written consent
• Use AI-generated interview transcripts or assessments as the sole basis for hiring decisions without human review

5. Candidate Data & Responsibilities

When you upload candidate resumes, conduct AI interviews, or process candidate information through AROMA, you act as the data controller (or equivalent under applicable law), and BizAcuity acts as your data processor.

You are solely responsible for:

• Obtaining all necessary consents and providing required notices to candidates before processing their personal data through the platform
• Ensuring your use of candidate data complies with the Digital Personal Data Protection Act, 2023 (DPDPA) and any other applicable privacy laws
• Responding to candidate data subject requests (access, correction, deletion) within required timeframes
• Ensuring candidate data uploaded is accurate and obtained lawfully

Our handling of candidate data on your behalf is governed by our Privacy Policy and, for enterprise customers, a Data Processing Agreement (DPA) available upon request.

Third-Party Services: While AROMA facilitates the creation of Google Meet links, it acts as a standalone platform. AROMA stores the email addresses of participants strictly to facilitate the delivery of meeting links. No other data from third-party user accounts (such as contacts or calendars) is accessed or stored. AROMA’s use and transfer of information received from Google APIs to any other app will adhere to the Google API Services User Data Policy, including the Limited Use requirements.

6. Intellectual Property

Our Property

AROMA, including its software, AI models, algorithms, user interface designs, documentation, and branding, is owned by or licensed to BizAcuity. Nothing in these Terms transfers any ownership of our intellectual property to you.

Your Data

You retain full ownership of all data you upload to AROMA (including job descriptions, candidate data, and company information). You grant BizAcuity a limited, non-exclusive licence to process that data solely to provide the Service.

Feedback

If you provide feedback, suggestions, or feature requests, you grant BizAcuity a royalty-free, perpetual licence to use such feedback to improve the platform, without any obligation to compensate you.

Aggregated Data

We may use anonymised, aggregated data derived from platform usage to improve platform performance. This does not include any data from third-party user accounts. AROMA does not access or use data from any third-party user accounts for analytics, AI training, or any secondary purposes.

7. Payment & Billing

Subscription Fees

AROMA is offered on a subscription basis. Current pricing is available at aroma.bizacuity.ai/#pricing. Fees are payable in advance, monthly or annually depending on your selected plan.

Payment Terms

Invoices are due within 15 days of issuance unless otherwise agreed in writing. Late payments may attract interest at 1.5% per month on outstanding amounts. All fees are exclusive of applicable taxes (including GST).

Refunds

Monthly subscriptions are non-refundable once a billing cycle has commenced. Annual subscriptions may be refunded on a pro-rata basis within 30 days of the annual payment date, less any applicable processing fees, if you have not materially used the platform during that period.

Price Changes

We may revise subscription fees with 60 days' written notice. Price changes will not take effect until your next renewal date after the notice period expires.

8. Confidentiality

Each party agrees to keep confidential any non-public information disclosed by the other party ("Confidential Information"), and to use it only for the purpose of performing obligations under these Terms. Confidential Information does not include information that:

• Is or becomes publicly available through no breach of these Terms
• Was already known to the receiving party before disclosure
• Is independently developed by the receiving party without reference to Confidential Information
• Is required to be disclosed by law or regulatory authority

This confidentiality obligation survives termination of the agreement for a period of 3 years.

This includes any data shared in connection with third-party services such as meeting links, without accessing or interacting with user accounts.

9. Disclaimers

We do not warrant that:

• The Service will be uninterrupted, error-free, or completely secure
• AI-generated shortlists, scores, or interview assessments will be free from errors or bias
• Results produced by the platform will meet your specific hiring requirements

Our target platform availability is 99.5% uptime (excluding scheduled maintenance), which we communicate in advance. For enterprise SLAs, please contact our sales team.

Third-party services referenced by the platform (such as third-party meeting links) are dependent on external systems, and we do not guarantee their uninterrupted availability.

10. Limitation of Liability

TO THE MAXIMUM EXTENT PERMITTED BY APPLICABLE LAW, BIZACUITY'S TOTAL AGGREGATE LIABILITY FOR ANY CLAIMS ARISING FROM OR RELATED TO THESE TERMS OR THE SERVICE SHALL NOT EXCEED THE GREATER OF:

• The total fees paid by you in the 12 months preceding the event giving rise to the claim, or
• INR 50,000 (Indian Rupees fifty thousand)

IN NO EVENT SHALL BIZACUITY BE LIABLE FOR ANY INDIRECT, INCIDENTAL, SPECIAL, CONSEQUENTIAL, OR PUNITIVE DAMAGES, INCLUDING LOSS OF PROFITS, DATA, GOODWILL, OR BUSINESS OPPORTUNITY, EVEN IF ADVISED OF THE POSSIBILITY OF SUCH DAMAGES.

These limitations reflect a fair allocation of risk. Some jurisdictions do not allow certain limitation of liability provisions, in which case these limitations apply to the maximum extent permitted.

11. Indemnification

You agree to indemnify, defend, and hold harmless BizAcuity, its officers, directors, employees, and agents from and against any claims, liabilities, damages, losses, and expenses (including reasonable legal fees) arising from:

• Your use of the Service in violation of these Terms
• Your processing of candidate data in breach of applicable privacy laws
• Your violation of any third-party rights, including intellectual property rights
• Any discriminatory or unlawful hiring decisions made based on outputs from the platform

12. Termination

By You

You may cancel your subscription at any time through your account settings or by contacting aroma@bizacuity.com. Cancellation takes effect at the end of the current billing period.

By Us

We may suspend or terminate your access with 14 days' notice for any reason, or immediately if you:

• Materially breach these Terms and fail to remedy the breach within 7 days of notice
• Use the Service in a manner that violates applicable law
• Fail to make payment when due after a 15-day grace period
• Engage in conduct that threatens the security or integrity of the platform

Effect of Termination

Upon termination of your account, your right to access and use the Platform will cease immediately. We will provide a 30-day grace period during which you may request a manual export of your data. Following this 30-day period, or immediately upon a specific request for deletion, all Customer Data will be securely deleted.

AROMA does not store private credentials or profile data from third-party accounts; however, participant email addresses used for meeting distribution are retained as part of the recruitment record until deleted in accordance with our retention policy.

13. Governing Law & Disputes

These Terms are governed by the laws of India. Any disputes arising from or in connection with these Terms shall be subject to the exclusive jurisdiction of the courts of Hyderabad, Telangana.

Before initiating legal proceedings, both parties agree to attempt to resolve disputes through good-faith negotiation for a period of 30 days from written notice of the dispute.

14. Changes to Terms

We may update these Terms from time to time. When we make material changes, we will notify you via email and display a notice within the platform at least 30 days before the changes take effect. Your continued use of the Service after the effective date of revised Terms constitutes your acceptance of the changes.

If you do not agree to updated Terms, you must stop using the Service and cancel your subscription before the changes take effect.

15. Contact

For questions about these Terms of Service, please contact: