Terms of Service

These terms are an agreement between Business Made Safe Holdings (Pty) Ltd, trading as Recruix (“Recruix”, “we”) and the company that signs up for Recruix (“you”). They apply to the Recruix web application at recruix.online, its client shortlist links, careers pages and embeddable careers widget, and the documents and emails it produces (together, “the service”). The person who accepts these terms confirms that they are authorised to do so for the company.

2.1 You are responsible for everyone you invite to your account and for what they do in it. Keep sign-in details private, and tell us at support@recruix.online if you think an account has been misused.

2.2 Admins can invite team members up to the number of users in your plan, change their roles and deactivate them.

2.3 You must give accurate company details. We may email your admins about the service, billing and security.

You may use the service only for lawful recruitment and HR purposes. You must not:

1. (a)add personal information you have no lawful reason to process;
2. (b)use the service to discriminate unfairly against candidates on any ground prohibited by the Employment Equity Act 55 of 1998 or the Constitution, beyond what the law allows (for example appointments under an employment equity plan);
3. (c)send unsolicited direct marketing through the service;
4. (d)upload malware, try to get around security or usage limits, scrape the service, or try to access another customer’s data;
5. (e)resell the service or provide it to others without our written agreement.

4.1 For the personal information of candidates, clients and contacts that you add to the service or that reaches you through it (“customer personal information”), you are the responsible party and Recruix is your operator, as those terms are used in the Protection of Personal Information Act 4 of 2013 (“POPIA”).

4.2 As your operator we will:

1. (a)process customer personal information only to provide the service, on your instructions given through the service and these terms, unless the law requires otherwise;
2. (b)treat it as confidential;
3. (c)keep appropriate, reasonable technical and organisational security measures in place, as section 19 of POPIA requires;
4. (d)tell you without undue delay if we have reasonable grounds to believe it has been accessed or acquired by an unauthorised person, so that you can meet your duties under section 22;
5. (e)use only the service providers listed in our Privacy Policy, under written terms that protect the information at least as well as these terms, and tell you of changes to that list;
6. (f)help you respond to requests from data subjects and the Information Regulator, as far as the service allows; and
7. (g)let you export it and then delete it when your subscription ends, as set out in clause 10.

4.3 Customer personal information is stored and processed outside South Africa by our service providers, as listed in the Privacy Policy. We transfer it only to providers bound by terms that give it an adequate level of protection, as section 72 of POPIA requires.

4.4 You are responsible for having a lawful reason to process customer personal information, for telling candidates and contacts how it will be used (the service helps with candidate notification emails and the careers-page privacy notice), for the accuracy of what you add, and for deciding what you share with your clients.

4.5 South African identity numbers are removed from CV text before it is sent for AI processing. Do not add special personal information (such as health, religious or biometric information) or children’s information unless the law allows you to process it.

5.1 The service uses artificial intelligence, provided by Anthropic, to read CVs, fill in candidate details, score candidates against job specifications, and draft letters, summaries and job adverts. Our AI provider does not use this data to train its models.

5.2 AI output can be incomplete or wrong. Scores and drafts support your judgement and are not decisions. A person at your company must review AI output before relying on it, and no decision about a candidate may be made by the service alone.

5.3 You are responsible for what you send to clients and candidates, including AI drafts you choose to send.

6.1 Fees for each plan are as shown on our pricing page or agreed with you in writing. Fees are in South African rand. Where VAT applies, it is shown on your invoice.

6.2 Subscriptions are billed monthly in advance through PayFast. If a payment fails, we will email your admins. If it is still unpaid 14 days later, we may make the account read-only until it is paid.

6.3 AI features are subject to the fair-use limits of your plan. If your account goes over its daily limit, we may pause AI features until the next day and will tell you when this happens.

6.4 We may change fees by giving at least 30 days’ notice by email. The change applies from your first billing period after the notice ends.

7.1 We aim to keep the service available at all times but do not promise uninterrupted availability. We plan maintenance outside South African business hours where we can.

7.2 We may improve and change the service. If a change materially reduces what your plan includes, we will tell you at least 30 days in advance, and you may cancel before it applies.

8.1 You keep all rights in your data, including CVs, job specifications, letters and documents created from your data.

8.2 We keep all rights in the service, its software, templates and design. While you subscribe, you may use the service and the documents it produces in your recruitment business.

8.3 You allow us to use your data only as needed to provide, secure and support the service, and to produce aggregated, anonymised statistics that identify neither you, your clients nor any person.

8.4 We may use feedback you give us about the service without any obligation to you.

Each of us will keep the other’s confidential information confidential and use it only for this agreement, except information that is already public, that was developed independently, or that the law requires to be disclosed.

10.1 Your subscription runs month to month until cancelled. An admin can cancel at any time by emailing support@recruix.online. Cancellation takes effect at the end of the current billing period. Fees already paid are not refunded, except where the law requires.

10.2 We may suspend or end your account immediately if you seriously breach these terms, including clause 3, or end it on 30 days’ notice for any other reason, in which case we refund fees paid for any period after it ends.

10.3 For 30 days after your account ends, you can ask us to export your data. After that we delete customer personal information from the live service, and from backups as they expire, unless the law requires us to keep it. We keep records of POPIA requests and erasures as the law requires.

11.1 We will provide the service with reasonable skill and care. Apart from that, and to the extent the law allows, the service is provided as it is, without other warranties.

11.2 To the extent the law allows, neither of us is liable to the other for indirect or consequential loss, or for loss of profit, revenue or goodwill.

11.3 To the extent the law allows, our total liability under or in connection with these terms in any 12-month period is limited to the fees you paid us in that period. This limit does not apply to liability that the law does not allow to be limited, including for gross negligence or wilful misconduct.

11.4 Nothing in these terms limits rights you have under the Consumer Protection Act 68 of 2008 where it applies to you.

You indemnify us against claims by others that arise from personal information you processed through the service without a lawful reason, from content you sent to clients or candidates, or from a breach of clause 3.

We may update these terms. We will email your admins at least 30 days before a material change takes effect, and you may cancel before it applies if you don’t agree. We record which version your company accepted and when.

14.1 These terms, the Privacy Policy and any written order or quote form the whole agreement. If they conflict, a signed written agreement takes precedence, then these terms.

14.2 South African law applies. Disputes go first to good-faith discussion between senior representatives for 20 business days, and then to the courts of South Africa that have jurisdiction.

14.3 We send notices to your admins’ email addresses. Send notices to us at support@recruix.online.

14.4 If a clause can’t be enforced, the rest stay in force. A delay in enforcing a right does not waive it.

14.5 You may not transfer this agreement without our consent. We may transfer it to whoever takes over the business, after telling you.