Welcome to Asterfield. These Terms of Service (the "Terms") govern your access to and use of the Asterfield platform, including related websites, applications, and services provided by ASTERFIELD LTD (Company No. 789146), an Irish company, via www.asterfield.com and any associated subdomains or agency-specific workspaces (the "Platform").

By accessing or using the Platform in any manner (including accessing a workspace as a recruiter, hiring manager, administrator or other user), you agree to be bound by these Terms. If you do not agree, you must not use the Platform.

• Business Use: The Platform is designed for professional and business use by recruitment agencies, in-house talent teams, and hiring managers. By using the Platform, you confirm that you are acting in a business or professional capacity.
• Age Requirement: You must be at least 18 years of age (or the age of majority in your jurisdiction, if higher) to create an account or use the Platform.
• Authority to Act: If you access the Platform on behalf of a company, agency, or other organisation (a "Workspace"), you represent and warrant that you have authority to bind that organisation to these Terms.
• Compliance with Laws: You may use the Platform only in compliance with applicable laws, including employment, data protection, and anti-discrimination laws in the jurisdictions where you and your candidates or clients operate.

• Account Setup: To use most features, you must create a user account and be associated with a Workspace. You agree to provide accurate, current, and complete information during registration and to keep this information up to date.
• Authentication: Asterfield may use passwordless login (e.g. magic links), standard credentials, or other authentication methods. You are responsible for safeguarding access to your email inbox, devices, and any login credentials used to access the Platform.
• Responsibility for Activity: You are responsible for all activity that occurs under your account. If you suspect unauthorised access or compromise, you must notify us promptly.
• Account Suspension and Termination: ASTERFIELD LTD reserves the right to suspend or terminate user accounts or Workspace access, in whole or in part, where:
  • There is a suspected or actual breach of these Terms;
  • We detect abuse, misuse, or security risk (including attempted unauthorised access);
  • Required by law, regulatory request, or court order; or
  • An account or Workspace remains inactive for an extended period.

  If your access is suspended or terminated, you may lose access to content and data associated with your account, subject to applicable law and our data retention practices.

• User-Generated Content: The Platform enables you to upload, submit, or otherwise process information such as candidate profiles, CVs, feedback, comments, job descriptions, interview notes, and communications (collectively, "User Content"). You are responsible for ensuring that:
  • You have the necessary rights and lawful basis (e.g. candidate consent, legitimate interest) to upload and process the User Content; and
  • The User Content does not infringe any rights (including privacy, confidentiality, or intellectual property rights) of candidates, clients, or third parties.
• Data Protection and Confidentiality: You agree not to use the Platform to upload or share sensitive personal data unless strictly necessary (e.g. health information) and, where required, you will obtain explicit consent. You are responsible for maintaining the confidentiality of any candidate and client data you input into the Platform.
• Prohibited Use: You agree not to use the Platform to store or transmit content that is unlawful, discriminatory, defamatory, harassing, hateful, or otherwise inappropriate; or to perform or facilitate unlawful recruitment practices, including discriminatory hiring decisions contrary to applicable employment or equality laws.
• Platform Integrity: You must not attempt to reverse engineer, circumvent security controls, overload the system, or access data or Workspaces you are not authorised to access.
• ASTERFIELD LTD reserves the right (but has no obligation) to review, restrict, or remove User Content that we reasonably believe violates these Terms, applicable law, or the rights of others.

• Workspace Owner: Each Workspace is controlled by an owner or administrator (typically a recruitment agency or employer). The Workspace owner manages user invitations, roles, permissions, and subscription settings.
• Paid Plans: Some features of the Platform may require a paid subscription. Pricing, plan features, and billing cycles will be communicated at the time of sign-up or upgrade. Unless otherwise specified, subscriptions renew automatically at the end of each billing period.
• Free Trials: We may offer trial access to certain features or plans. Trials are provided at our discretion and may be modified or withdrawn at any time. At the end of a trial, continued use of paid features may require upgrading to a paid plan.
• Fees and Taxes: All fees are exclusive of applicable taxes unless stated otherwise. Workspace owners are responsible for paying all charges and applicable taxes associated with their subscription.
• No Refunds: Except where required by law or explicitly stated in writing, subscription payments are non-refundable, including in cases of cancellation or early termination.

• Ownership: As between you and ASTERFIELD LTD, you retain ownership of your User Content. These Terms do not transfer ownership of your underlying candidate or client data to us.
• Licence to Operate the Service: You grant ASTERFIELD LTD a non-exclusive, worldwide, royalty-free licence to host, store, process, reproduce, display, and use your User Content solely as necessary to operate, maintain, secure, and improve the Platform and to provide services to your Workspace.
• Anonymous and Aggregated Data: We may use anonymised and aggregated data derived from your use of the Platform (for example, usage metrics, response times, and feature adoption) to improve our services, develop new features, and for benchmarking, provided such data does not identify you, your candidates, or your clients.
• Feedback: If you provide product feedback, suggestions, or ideas, you grant ASTERFIELD LTD a perpetual, irrevocable, worldwide, royalty-free licence to use that feedback without obligation or compensation.

• AI-Powered Features: The Platform may use artificial intelligence and machine learning (including third-party providers such as OpenAI or Clarifai) to generate insights, summaries, suggested prompts, nudges, or other automated outputs based on your data and configuration.
• Human Responsibility: AI outputs are suggestions only. You remain fully responsible for reviewing, validating, and approving any AI-generated content, including communications sent to candidates or clients and hiring-related decisions.
• Data Handling: We take steps to ensure that AI providers process input data in line with our data protection commitments. We do not permit these providers to use your data for training their models in a way that would identify you, your Workspace, candidates, or clients.
• No Guarantee of Results: AI features may not always be accurate or complete and should not be considered legal, HR, or professional advice.

• "As Is" Basis: The Platform is provided on an "as is" and "as available" basis. To the maximum extent permitted by law, ASTERFIELD LTD disclaims all warranties, whether express, implied, statutory, or otherwise, including any implied warranties of fitness for a particular purpose, merchantability, and non-infringement.
• No Guarantee of Hiring Outcomes: We do not guarantee any hiring results, candidate quality, response rates, or time-to-hire metrics arising from use of the Platform.
• Limitation of Liability: To the fullest extent permitted by law, ASTERFIELD LTD will not be liable for any indirect, incidental, consequential, special, punitive, or exemplary damages, or for lost profits, lost revenue, lost data, or business interruption, arising out of or in connection with your use of the Platform.
• Overall Cap: To the extent we are found liable, our total aggregate liability arising out of or relating to these Terms and your use of the Platform will be limited to the greater of (a) the amounts you have paid to ASTERFIELD LTD for the Platform in the twelve (12) months preceding the event giving rise to the claim, or (b) one hundred euro (€100).

You agree to indemnify, defend, and hold harmless ASTERFIELD LTD and its directors, employees, and agents from and against any and all claims, liabilities, damages, losses, and expenses (including reasonable legal fees) arising out of or related to:

• Your use of the Platform in violation of these Terms;
• Your breach of any applicable law, regulation, or third-party rights (including data protection and employment laws); or
• User Content you submit, upload, or process through the Platform.

You may stop using the Platform at any time and, where applicable, Workspace owners may cancel their subscription in accordance with the plan terms.

ASTERFIELD LTD may suspend or terminate your access to the Platform or any part of it, with or without notice, if we reasonably believe that:

• You have violated these Terms or our policies;
• Your use creates risk or possible legal exposure to us; or
• We discontinue the Platform in whole or in part.

Upon termination, your right to access the Platform will cease. Certain obligations (including confidentiality, payment of fees, limitations of liability, and indemnities) will continue to apply after termination.

• Governing Law: These Terms, and any dispute or claim arising out of or in connection with them, are governed by the laws of Ireland, without regard to conflict-of-laws principles.
• Jurisdiction: The courts of Ireland will have exclusive jurisdiction over any dispute arising out of or relating to these Terms or your use of the Platform, subject to any mandatory consumer protection rules that apply.
• Informal Resolution: Before commencing formal proceedings, you agree to first contact us and attempt to resolve the dispute informally. Most issues can be resolved quickly through our support channels.
• No Class Actions: To the fullest extent permitted by law, you agree that any disputes will be resolved on an individual basis and not as part of a class, consolidated, or representative action.

We may update or modify these Terms from time to time, for example to reflect changes in our services, legal requirements, or business practices. When we do, we will update the "Last updated" date at the top of this page and, where appropriate, provide additional notice (such as via email or in-app notification).

Your continued use of the Platform after changes become effective constitutes your acceptance of the updated Terms. If you do not agree to the updated Terms, you must stop using the Platform.

• Entire Agreement: These Terms, together with our Privacy Policy, Cookie Policy, Data Processing terms (where applicable), and any Workspace-specific order forms or subscription terms, constitute the entire agreement between you and ASTERFIELD LTD regarding the Platform.
• Severability: If any provision of these Terms is found to be invalid or unenforceable, the remaining provisions will remain in full force and effect.
• Assignment: You may not assign or transfer your rights or obligations under these Terms without our prior written consent. We may assign these Terms in connection with a merger, acquisition, or sale of assets, or by operation of law.
• No Waiver: Our failure to enforce any provision of these Terms does not constitute a waiver of that provision or any other provision.

ASTERFIELD LTD – Company No. 789146
Registered in Ireland