Terms and Conditions
These Terms and Conditions constitute the agreement between you and our organisation regarding use of this site and related services.
RubiRecruit is an AI‑assisted CV and Cover letter evaluation tool. It does not provide hiring advice, recommendations, or decisions, and it does not automate employment decisions. You must review all outputs and make your own independent decisions.
Last Updated on September, 24, 2025
Who we are and how these terms work
1.1. These Terms & Conditions (Terms) govern access to and use of RubiRecruit (the Service), an AI‑assisted candidate evaluation support tool delivered as a Google Sheets add‑on and related web resources.
1.2. By installing, accessing, or using the Service (including via the Google Workspace Marketplace), you agree to these Terms. If you do not agree, do not use the Service.
1.3. If you purchase through the Google Workspace Marketplace, billing and certain commercial formalities are handled by a third party platform and are also subject to Google’s applicable Marketplace terms. Google is not responsible for third‑party products like ours; you must review and accept a developer’s terms (like these) when using such products.
What RubiRecruit does (and does not do)
2.1. Support tool; no recommendations or decisions. RubiRecruit generates structured rubrics and scores to help you evaluate candidates. It does not (a) recommend any candidate, (b) predict job performance, or (c) make, automate, or determine hiring, rejection, promotion, or other employment outcomes. All employment decisions are exclusively yours.
2.2. Human‑in‑the‑loop required. You must review all outputs and exercise independent judgment. Do not rely on outputs as a substitute for professional advice, background checks, or legally required assessments. You must not treat any score, rubric, or ranking as determinative.
2.3. Compliance is your responsibility. You are responsible for ensuring your recruitment practices, prompts, rubrics and usage of the Service comply with applicable law, including anti‑discrimination, equal opportunity, privacy and employment laws in your jurisdiction.
Eligibility, accounts and access
3.1. The Service is intended for business and professional use.
3.2. You must have a valid Google account and maintain all necessary permissions to operate within your organisation’s Google Workspace environment.
Subscriptions, usage limits and refunds
4.1. Plans & limits. Plans may include trials, one‑off licences and monthly subscriptions with associated usage caps (e.g., number of rubrics/positions/CV evaluations per day or month). We enforce limits server‑side and will hard‑block usage once a limit is reached, with clear upgrade prompts.
4.2. Billing. For direct purchases, payments are processed by Stripe as our payment service provider, and you agree to Stripe’s applicable terms.
4.3. Refunds. Unless required by law, no refunds are provided after more than 10 CVs have been processed on a given subscription or purchase. This threshold is measured by our server‑side counters.
4.4. Taxes. Prices may be displayed exclusive of GST and applicable taxes will be added at checkout where required.
Data handling, privacy and security
5.1. Your environment; no central storage. RubiRecruit operates within your Google Workspace context. All source documents and results remain in your Google Drive; RubiRecruit does not maintain a central database of your candidate data.
5.2. No model training use. Data you process with RubiRecruit is not used for AI model training. We use enterprise‑grade LLM APIs that provide contractual protections against training on your data.
5.3. Privacy compliance. We handle personal information in accordance with our Privacy Policy and applicable laws, including the Australian Privacy Principles under the Privacy Act 1988 (Cth) and relevant New Zealand privacy legislation. Some privacy rights cannot be excluded and may include access and correction rights.
5.4. Security. We follow platform‑native security controls and Google OAuth authentication. We maintain PII‑aware activity logs. You are responsible for your Google Workspace security settings and end‑user access controls.
Customer responsibilities & acceptable use
6.1. Lawful, non‑discriminatory use. You must not configure or use RubiRecruit to directly or indirectly discriminate on the basis of protected attributes (e.g., age, disability, race, sex, religion), and you must follow all applicable hiring and workplace laws.
6.2. Data accuracy; rights to use. You warrant that you have the right to process the materials you upload and that your inputs are accurate and lawful.
6.3. No misuse. Do not reverse engineer, interfere with, or overload the Service, or use it to process unlawful, harmful, or infringing content.
6.4. Third‑party platforms. Your use of Google services remains subject to Google’s applicable terms and acceptable use policies.
6.5. No sole reliance. You agree not to take any adverse action (including rejection or disqualification) based solely on RubiRecruit outputs without human review and consideration of additional, lawful, job‑relevant information.
Outputs, evaluation math and explainability
7.1. Outputs are probabilistic. AI‑assisted outputs may be inaccurate, incomplete, or require human correction.
7.2. Scoring is configurable. Your scoring configuration and weighting drive results; you control setup and should lock configuration before large‑scale processing.
7.3. Duplicate detection, matching and confidence. The Service may employ file‑ID tracking, multi‑signal matching, and confidence scoring to reduce duplicates and pair documents; targets and heuristics are not guarantees.
7.4. Explainability and limitations. Scores reflect your chosen criteria and weightings applied to your materials. Outputs may be incomplete or require correction; they are inputs to—not substitutes for—human judgment.
Service support
8.1. Support. Support scope varies by plan and channel. See your plan details and our support pages for current entitlements.
Intellectual property
9.1. Our IP. We (and our licensors) own all rights in the Service, software, and documentation. These Terms do not transfer ownership.
9.2. Your IP. You retain all rights in your data and documents. You grant us a limited licence to process your data solely to provide the Service and support.
9.3. Feedback. You grant us a royalty‑free, irrevocable licence to use feedback to improve the Service, without using your personal or confidential information beyond what is necessary to implement such feedback.
Marketplace, third‑party services and changes
10.1. Marketplace terms. Your Marketplace purchases are additionally governed by Google’s Marketplace terms. Google is not responsible for third‑party products and generally does not issue refunds for such products.
10.2. Third‑party APIs. The Service will call external LLM APIs strictly for processing; we select enterprise APIs with data‑use protections (no training).
10.3. Changes. We may modify features, plans, or these Terms to reflect product, legal, or security updates. If changes are material, we will provide notice (e.g., in‑product or by email). Continued use constitutes acceptance.
Warranties and disclaimers
11.1. As‑is, as‑available. To the maximum extent permitted by law, the Service is provided “as is” and “as available.” We disclaim all warranties not expressly set out in these Terms.
11.2. Consumer guarantees (Australia). Nothing in these Terms excludes, restricts or modifies any non‑excludable rights under the Australian Consumer Law (ACL). If you acquire services as a consumer under the ACL and the services are not of a kind ordinarily acquired for personal, domestic or household use, then to the extent permitted we limit our liability at our option to resupplying the services or paying the cost of having the services resupplied.
11.3. Consumer guarantees (New Zealand). To the extent permitted by law, where the Service is supplied for business purposes, the parties agree the New Zealand Consumer Guarantees Act 1993 does not apply. Any contracting‑out must be fair and reasonable and should be recorded at the point of sale.
11.4. No professional advice. Outputs are informational and do not constitute legal, HR, industrial relations, psychological, or professional advice. You are responsible for obtaining professional advice where appropriate.
Limitation of liability
12.1. No consequential loss. To the maximum extent permitted by law, neither party is liable for indirect, special, incidental, punitive or consequential losses, loss of profit, or loss of opportunity.
12.2. Cap. Except for your payment obligations, data misuse, IP infringement, or your indemnities, each party’s aggregate liability under these Terms is capped at the greater of (a) the amounts paid by you for the Service in the 12 months before the event giving rise to liability, and (b) AUD $1,000 (or NZD $1,000 for NZ customers).
12.3. Mandatory rights preserved. This clause does not limit non‑excludable rights under the ACL (Australia) or any non‑excludable rights in New Zealand.
Indemnities
13.1. Your indemnity to us. You indemnify us against third‑party claims and costs arising from your inputs, your use of the Service in breach of these Terms or law, or your employment decisions made using or informed by the Service.
13.2. Our indemnity to you. We indemnify you for third‑party IP claims alleging that the Service (as provided by us) infringes a third party’s IP right, subject to exclusions for modifications, combinations, or misuse.
Term, suspension and termination
14.1. These Terms commence when you first use the Service and continue until terminated.
14.2. Suspension. We may suspend access for non‑payment, suspected misuse, security risk, or to comply with law.
14.3. Termination. Either party may terminate for material breach not cured within 14 days’ written notice. You may also terminate by uninstalling the add‑on and ceasing use.
14.4. Effect of termination. Your access stops; your documents and results remain in your Google Drive (we do not host your data).
Confidentiality
15.1. Each party must protect the other’s non‑public information with reasonable care and use it only to perform under these Terms.
Data processing agreements (enterprise)
16.1. For enterprise customers that require a Data Processing Agreement or local addendum, we will provide one aligned to platform architecture (no central storage, user‑controlled data, enterprise LLM API protections).
Export, sanctions and anti‑corruption
17.1. You represent that you are not on any sanctioned‑party list and will not use the Service in violation of export control, sanctions, or anti‑bribery laws.
Force majeure
18.1. Neither party is liable for failure or delay caused by events beyond reasonable control.
Governing law and disputes
19.1. Australia & others: These Terms are governed by the laws of Victoria, Australia.
19.2. New Zealand‑only customers: If your contracting entity is in New Zealand and you purchase solely in New Zealand dollars for NZ use, these Terms are governed by New Zealand law.
19.3. Courts with jurisdiction are those in the governing location above.
Notices and contact
20.1. Legal notices must be sent to the contact listed on our website. Product notices may be delivered in‑product or to your Google account email.
Entire agreement; order of precedence
21.1. These Terms (and any plan‑specific order page or Marketplace purchase flow) are the entire agreement between us for the Service and supersede prior discussions.
21.2. To the extent of any conflict, (1) a signed enterprise agreement or DPA (if any) prevails; then (2) these Terms; then (3) plan descriptions on our website.
Contact Us
If you have any questions or concerns about our Terms and Conditions, please contact us at andy@rubirecruit.ai