Organization Agreement

ShortlistMe provides AI-generated practice interviews and CV feedback. An interviewer asks questions, responds to answers, and produces written feedback and indicative scores across technical depth, communication, confidence and seniority.

It is practice and coaching software. It is not an assessment instrument, a psychometric test, a proctored examination, or a measure of a person’s ability, character or suitability for employment or admission.

You must not use ShortlistMe scores, feedback, transcripts or readiness bands as an input to any decision about hiring, promotion, termination, admission, enrolment, grading, ranking, shortlisting, or the allocation of any opportunity or benefit.

You must not present outputs to a third party (including a client, employer or funding body) as an evaluation of a person’s ability, nor combine them with other tools to achieve the same effect.

This clause is fundamental. Breaching it entitles us to suspend or terminate your access immediately. It exists because tools used to make employment decisions attract obligations — including under the EU AI Act and laws such as New York City Local Law 144 — that this product is not designed or audited for, and because using a practice tool to judge people is unfair to them.

You are responsible for everything done under your organization’s account, including by your administrators. You must only invite people who have a genuine relationship with you as candidate, student or staff member, and you must have a lawful basis for giving us their email address.

Each member draws from your pooled credits up to the per-person allowance you set. A member’s personal ShortlistMe account, and any practice they do outside your organization, remain theirs and are not visible to you.

Credits are purchased in packs or per student, are pooled across your members, and are valid for the period shown at purchase (currently 365 days). Credits are non-refundable, have no cash value, do not roll over after expiry, and cannot be transferred between organizations.

Card payments are taken at checkout. Invoiced purchases are due within 14 days, and credits are granted when payment clears, not when the invoice is issued. Prices are in US dollars and exclusive of any taxes that apply to you.

Aggregate figures for your organization — cohort averages, band counts, completion rates — are available to your administrators at all times.

Named individual results are shown only where that person has consented. For training programmes, sharing results with the trainer is part of joining and is explained on the join page before acceptance. Anyone who has not consented is counted in aggregates only. You must not attempt to identify individuals from aggregate data, or pressure anyone into consenting.

The person always sees exactly what you see about them. We will not build a view for you that is hidden from them.

For personal information about your members, you determine why it is collected and we process it to provide the service. Each of us complies with applicable data protection law, including the Australian Privacy Act 1988 and the Australian Privacy Principles, and where relevant the GDPR and US state privacy laws.

We do not retain audio or video of any person. Spoken answers are transcribed in memory and the audio is discarded; only the text transcript is stored, and the person can download it. We do not create voiceprints or faceprints, and we do not perform facial or emotion analysis.

We use sub-processors to deliver the service, including cloud hosting, database, authentication, payment, email and AI model providers. Some are located outside Australia, principally in the United States. Our current list is available on request and we will give reasonable notice of material changes. We do not permit these providers to train their models on your members’ content.

We will notify you without undue delay of any data breach affecting your members, and will assist you in responding to access, correction and deletion requests.

Your members’ CVs, answers and transcripts remain theirs. Your name, logo and programme configuration remain yours; you grant us permission to display them to your own members for the purpose of running your programme.

The platform, its interviewer design, scoring approach, prompts and software remain ours. You may not copy, resell, reverse engineer or use the service to build a competing product, and you may not use automated means to extract content at scale.

We aim to keep the service available and will use commercially reasonable efforts to do so, but we do not offer a service level agreement or an uptime guarantee at this time. Maintenance, vendor outages and interruptions will occur. Where an outage prevents your members from using credits for a sustained period, contact us and we will extend the validity of affected credits.

To the extent permitted by law, neither party is liable for indirect, incidental or consequential loss, or for loss of profits, revenue, data or goodwill. Our total liability arising out of or in connection with this agreement is limited to the fees you paid us in the twelve months before the event giving rise to the claim.

Nothing in this agreement excludes, restricts or modifies any guarantee, right or remedy under the Australian Consumer Law or any other law that cannot lawfully be excluded. Nothing limits liability for fraud, or for death or personal injury caused by negligence.

You indemnify us against claims arising from your breach of clause 2 (use restriction) or clause 3 (your people).

This agreement runs while you hold an active organization account. Either party may terminate on 30 days’ written notice. We may suspend access immediately for breach of clause 2, non-payment, or use that risks harm to other users or the service.

On termination, unused credits expire and are not refunded, except where we terminate without cause — in which case we refund the unused portion pro rata. Your members keep their personal accounts and their own history.

We may update this agreement. Material changes take effect for you when an authorised representative accepts the new version in your console; we record which version you accepted and when. If you do not accept a new version, your existing credits remain usable and this version continues to apply to them.

This agreement is governed by the laws of New South Wales, Australia, and both parties submit to the non-exclusive jurisdiction of its courts. If any clause is unenforceable, the rest continues to apply. Neither party may assign this agreement without the other’s consent, except to a successor of its business.

Questions: info@shortlistme.ai.