Terms of Service

Welcome to Fhait Solutions (“we”, “us”, “the Company”). These Terms of Service (“Terms”) govern your access to and use of our AI-powered recruitment platform, websites, applications, and related services (collectively, the “Services”). By accessing or using our Services, you agree to be bound by these Terms. If you do not agree, please do not use our Services.

1. Definitions

• “User” refers to any individual or entity that accesses or uses the Services, including job seekers, employers, recruiters, and administrators.
• “Personal Data” means information relating to an identifiable individual as defined under applicable data protection laws.
• “Sensitive Data” means data requiring heightened protection due to its nature, including but not limited to passwords, authentication keys, financial records, and proprietary algorithms.
• “Content” means any data, text, files, CVs, job listings, profile information, or other materials you submit, post, or transmit through the Services.
• “AI Screening” refers to our automated CV parsing, scoring, and matching features powered by artificial intelligence.

2. Eligibility & Account Registration

2.1 Eligibility

You must be at least 16 years of age and legally capable of entering into a binding agreement in your jurisdiction to use the Services. By registering, you represent and warrant that you meet these requirements.

2.2 Account Security

• You are responsible for maintaining the confidentiality of your account credentials.
• You must use strong password protection and enable multi-factor authentication (MFA) where available.
• You must immediately notify us of any unauthorised access to your account.
• Shared or generic accounts are not permitted. Each User must have a unique, named account.

3. Acceptable Use

You agree to use the Services only for lawful purposes and in accordance with these Terms. Specifically, you shall not:

• Submit false, misleading, or fraudulent information in your profile or job listings.
• Attempt to gain unauthorised access to any part of the Services, other accounts, computer systems, or networks.
• Use the Services to harvest, scrape, or collect personal data of other Users without consent.
• Upload malicious software, viruses, or any code designed to disrupt, damage, or limit the functionality of the Services.
• Circumvent, disable, or interfere with security-related features of the Services.
• Use the platform to discriminate against candidates on the basis of race, gender, religion, disability, age, or any other protected characteristic.
• Upload confidential data to personal cloud storage (e.g., personal Google Drive, iCloud, Dropbox) or to personal email or messaging accounts.
• Use unauthorised applications, tools, or browser extensions to interact with the Services.

4. User Content & Data Ownership

4.1 Your Content

You retain ownership of the Content you submit to the Services. By submitting Content, you grant Fhait Solutions a non-exclusive, worldwide, royalty-free licence to use, process, store, and display your Content solely for the purpose of providing and improving the Services.

4.2 Data Classification

All data processed through the platform is classified according to our internal Data Classification & Handling Policy:

• Public Data: Information that can be shared openly.
• Internal Data: Information restricted to authorised employees and partners.
• Confidential Data: Sensitive operational, business, or personal data.
• Highly Confidential Data: Includes sensitive personal data, passwords, authentication keys, financial records, and proprietary algorithms.

Each classification determines the handling, storage, and access controls applied to that data.

4.3 Data Accuracy

You are responsible for ensuring that all Content you submit is accurate, complete, and up to date. Data must be used only for authorised purposes.

5. AI Screening & Automated Processing

5.1 How AI Screening Works

Our Services include AI-powered features that parse CVs, score candidate profiles, and match them against job requirements. These automated processes are designed to assist — not replace — human recruitment decisions.

5.2 Fairness & Bias Mitigation

We are committed to ensuring our AI systems operate fairly. We conduct regular bias audits and red-team evaluations. However, AI outputs are advisory in nature, and employers retain full responsibility for final hiring decisions.

5.3 Your Rights Regarding Automated Decisions

You have the right to request human review of any automated decision that significantly affects you, to express your point of view, and to contest the decision. Requests may be submitted via the contact details below.

6. Data Protection & Security

6.1 Security Measures

We implement comprehensive technical and organisational measures to protect your data, including but not limited to:

• Encryption of data in transit and at rest
• Multi-factor authentication (MFA) for sensitive systems
• Role-based access controls and the principle of least privilege
• Regular vulnerability scans and security audits
• Logging, monitoring, and intrusion detection
• Backup and disaster recovery procedures
• Secure coding practices and code reviews

6.2 Access Control

Access to User data is granted based on the principle of least privilege. All access requests require approval from the relevant Data Owner, and access reviews are conducted every six months. Unauthorised access is strictly prohibited.

6.3 Incident Response

In the event of a security incident or data breach, we follow a structured response process:

1. Contain and isolate the threat
2. Report immediately to the Information Security Team
3. Investigate root cause
4. Notify affected parties and regulators when required
5. Apply fixes and document the incident

6.4 No Guarantee

Despite strong safeguards, no system is 100% secure. We cannot guarantee absolute security of your data.

7. Data Retention & Disposal

We retain your data only for as long as necessary to fulfil the purposes for which it was collected:

• Service delivery and contractual obligations
• Legal and regulatory compliance
• Legitimate business interests (e.g., analytics and improvement)

When retention periods expire, data is permanently deleted or anonymised using secure disposal methods in accordance with our Data Retention & Disposal Policy.

8. Your Rights as a Data Subject

Depending on your jurisdiction and in accordance with our Data Subject Rights Management Policy, you have the right to:

• Access: Request a copy of the personal data we hold about you.
• Rectification: Request correction of inaccurate or incomplete data.
• Erasure: Request deletion of your personal data (“right to be forgotten”).
• Restriction: Request that we limit the processing of your data.
• Portability: Receive your data in a structured, commonly used, machine-readable format.
• Objection: Object to processing based on legitimate interests or direct marketing.
• Withdraw Consent: Withdraw previously given consent at any time without affecting prior lawful processing.

We will respond to verified requests within 30 days. Requests may be submitted using the contact information below.

9. Third-Party Services & Data Processing

9.1 Vendor Standards

All third-party vendors and service providers who process data on our behalf are required to:

• Sign a Data Processing Agreement (DPA) and Non-Disclosure Agreement (NDA)
• Demonstrate adequate technical and organisational security measures, including encryption, access controls, and MFA
• Comply with the Data Protection Act (2012), GDPR (where applicable), and other jurisdictional privacy laws
• Process data only on documented instructions from us
• Notify us of any data breach within 24 hours of detection

9.2 Sub-processors

Vendors may only engage sub-processors with our prior written approval. Sub-processors must meet equivalent security and privacy standards, and the primary vendor remains fully accountable.

9.3 International Transfers

If data is transferred outside your country, we and our vendors use approved mechanisms such as Standard Contractual Clauses (SCCs), adequacy decisions, and encrypted secure transfer protocols.

10. Intellectual Property

All intellectual property rights in the Services — including but not limited to the platform's design, code, AI models, algorithms, branding, and documentation — are owned by or licensed to Fhait Solutions. You may not copy, modify, reverse engineer, or create derivative works of any part of the Services without our prior written consent.

11. Communications & Notifications

By using the Services, you consent to receiving communications from us via your preferred communication channel (email, SMS, or WhatsApp), including but not limited to application acknowledgements, status updates, security alerts, and service announcements. You may update your communication preferences at any time through your profile settings.

12. Payment Terms

Certain features of the Services may require payment. All payment information is processed by secure third-party payment processors. We do not store your credit card or direct payment credentials on our servers. Applicable fees, billing cycles, and refund policies will be presented to you at the point of purchase.

13. Disclaimers & Limitation of Liability

13.1 “As Is” Provision

The Services are provided on an “as is” and “as available” basis. We make no warranties, express or implied, regarding the accuracy, reliability, availability, or fitness of the Services for any particular purpose.

13.2 AI Screening Disclaimer

AI Screening results are advisory and are not a guarantee of suitability, employability, or hiring outcomes. Fhait Solutions shall not be held liable for employment decisions made by employers or recruitment outcomes experienced by job seekers.

13.3 Limitation of Liability

To the maximum extent permitted by applicable law, Fhait Solutions and its directors, employees, agents, and affiliates shall not be liable for any indirect, incidental, special, consequential, or punitive damages arising out of or related to your use of the Services.

14. Indemnification

You agree to indemnify, defend, and hold harmless Fhait Solutions and its directors, employees, agents, and affiliates from and against any claims, liabilities, damages, losses, costs, or expenses (including reasonable legal fees) arising from: (a) your use of the Services; (b) your violation of these Terms; (c) your violation of any third-party rights; or (d) any Content you submit through the Services.

15. Termination

We may suspend or terminate your access to the Services at any time, with or without notice, for conduct that we believe:

• Violates these Terms or any applicable law
• Is harmful to other Users, the Company, or third parties
• Involves fraudulent, abusive, or unlawful activity

Upon termination, your right to use the Services will immediately cease. Provisions relating to intellectual property, limitation of liability, indemnification, and governing law shall survive termination.

16. Policy Violations & Enforcement

Failure to comply with these Terms or any associated policies may result in:

• Written warnings or corrective actions
• Restricted or suspended access to the Services
• Permanent account termination
• Legal consequences as permitted by applicable law

17. Governing Law & Dispute Resolution

These Terms shall be governed by and construed in accordance with the laws of the Republic of Ghana, including the Data Protection Act, 2012 (Act 843). Any disputes arising under or in connection with these Terms shall be subject to the exclusive jurisdiction of the courts of Ghana. We encourage Users to contact us first to resolve any issues informally.

18. Changes to These Terms

We reserve the right to modify these Terms at any time. Material changes will be communicated through the platform or via your registered contact method. Your continued use of the Services after changes take effect constitutes acceptance of the revised Terms.

19. Privacy Policy

Your use of the Services is also governed by our Privacy Policy, which details how we collect, use, share, and protect your personal information.

20. Contact Us

If you have questions, concerns, or requests regarding these Terms: