Terms of Service

Last Updated: 25.11.17

Version: 1.0

1. Introduction 

1.1 Parties. These TeamFill Customer Terms of Service (“Agreement”) constitute a legally binding agreement between TeamFill, UAB, a private limited liability company incorporated in the Republic of Lithuania, having its registered office at Partizanų g. 61-806, Kaunas and registered number reg.no.304522511  (“TeamFill”), and the legal entity that accepts these Terms by electronic means (“Client”).
1.2. B2B context. This Agreement is entered into solely in the course of their business or professional activities. Nothing in this Agreement shall be construed to establish consumer rights under Directive 2011/83/EU, the Lithuanian Law on Consumer Protection, or equivalent legislation in other jurisdictions.

1.3 Authority. The individual accepting these Terms confirms that they are duly authorised to act on behalf of the Client, and to legally bind the Client to this Agreement in accordance with Lithuanian Civil Code. If the individual lacks such authority, this Agreement shall be null and void.

1.4 Acceptance Declarations. By accepting this Agreement you hereby:

  1. confirms that you are at least eighteen (18) years old and possess full legal capacity;

  2. represents and warrants that you have authority to bind the Client to this Agreement; and

  3. accepts and agrees to be legally bound by this Agreement, the Privacy Policy, and the Data Processing Agreement (“DPA”), each of which is incorporated by reference.

1.5 Legal Form. Pursuant to Article 9 of Directive 2000/31/EC and Article 6.181 of the Lithuanian Civil Code this Agreement is deemed to be concluded in writing as of the moment of electronic acceptance.

1.6 Language. The English version of this Agreement shall prevail over any localisation or translation, except where mandatory Lithuanian legislation requires otherwise. Any Lithuanian-language version is provided for convenience and compliance only.

1.7. Changes. The TeamFill may update this Agreement to reflect legal, technical, or business changes. Material changes will be notified to the Client at least thirty (30) calendar days in advance by email or via the Platform. If the Client objects, it may terminate the Agreement by giving written notice no later than five (5) days before the changes take effect. Continued use of the Platform after the effective date constitutes acceptance of the new Terms.

1.8. Contact Information. If you have any questions, please contact us at info@teamfill.net


2. Definitions

Except for the terms defined elsewhere in this Agreement, the following capitalised terms shall have the meanings set out below:
2.1. Account - the Platform account established by the Client for access to the Platform.

2.2. Applicant - a natural person who applies for a position and whose Personal Data are processed via the Platform.

2.3. AI Evaluation - automated analytical processing of Applicant responses with suggestive outputs for human review. The AI Evaluation module is not available for processing Applicants located in the EEA/UK or for EU-hosted Client tenants.

2.4. Billing Cycle - the recurring period for which fees are calculated and invoiced (monthly unless the Order Form states otherwise).

2.5. Client Content  -  Any data, text, audio, video, or other material uploaded to the Platform by or on behalf of the Client, or generated as result of the use of the Platform.

2.6. Confidential Information  -  Information that is proprietary or confidential and is either clearly labelled as such or would reasonably be understood to be confidential given its nature and the circumstances of disclosure.

2.7. Data Protection Laws  - the GDPR, the Law on Legal Protection of Personal Data of the Republic of Lithuania, the CCPA/CPRA, and any other applicable data-protection legislation

2.8 Fees - all amounts payable by the Client for the Service Plan it selects, including (i) the recurring subscription price for the chosen tier, (ii) metered or usage-based charges (e.g. additional interview minutes, extra seats, or storage overages), and (iii) any one-off setup, implementation, or professional-services charges shown in an Order Form or the TeamFill checkout flow. Fees exclude all Taxes (see §7.4) and are denominated in the currency stated on the Price List or Order Form.

2.9. Order Form - written document order executed between TeamFill and Client, specifically referring to this Agreement, and determining service plan, Billing Cycle and other provisions.

2.10. Platform - The cloud-based interview and recruitment solution operated by TeamFill and made available at https://teamfill.net/, including all associated dashboards, APIs and underlying infrastructure.

2.11. Service(s) - The functionality of the Platform, including video-interview capture, storage, transcription, analytics, and data export.

2.12. User - Any natural person authorised by the Client to use the Platform under the Client’s Account (e.g., administrators, recruiters, hiring managers).

2.13 Subscription Term - the period stated in the Order Form (or, for self-serve tiers, the period selected in the checkout flow) beginning on the subscription start date and ending on the last day of the applicable Billing Cycle.

2.14. AI Reviews - automated analytical processing of Applicant’s interview transcript (and related metadata) that produces advisory outputs (e.g. extracts Applicant’s interview citations) to assist human review. AI Reviews are not determinative of outcomes and do not constitute automated decision-making.


3. Description of Services

3.1 Scope of Services. Subject to timely payment of all Fees and continuous compliance with this Agreement, TeamFill shall provide the software-as-a-service platform located at https://app.teamfill.net/ or https://app-eu.teamfill.net/ and associated APIs, SDKs and plug-ins (collectively, the “Platform”) that enable the Client to:

  1. create, schedule and administer asynchronous and live video-interview sessions;

  2. capture, transcribe, store, stream and review Applicant audio-visual responses;

  3. generate, where not restricted by TeamFill, AI Evaluations;

  4. export Applicant data;

  5. integrate the Platform with third-party tools (e.g., Zoom, Microsoft Teams, ATS/CRM systems) through standard interfaces; 

  6. manage end-to-end recruitment workflows via a secure, browser-based interface; and

  7. Access TeamFill resume database.

3.2 Service Plans. The functional limits, quotas, service levels and Fees for each plan tier are described on the TeamFill Website or in the applicable Order Form (the “Price List”). By selecting a plan, the Client accepts the corresponding limits and Fees, which are hereby incorporated by reference.

3.3 Service Availability. TeamFill shall use commercially reasonable efforts to make the Platform available 24 × 7 × 365 with a monthly uptime of at least 99,0%, excluding:

  1. scheduled maintenance announced at least 48 hours in advance;

  2. emergency maintenance required to address critical vulnerabilities; and

  3. downtime attributable to Force Majeure, the Client’s systems, or third-party systems.

TeamFill will schedule maintenance windows outside of 09:00-18:00 EET where practicable.

3.4 Exclusions. The Client acknowledges that TeamFill does not:

  1. guarantee that any Applicant will be hired, shortlisted or interviewed by a human recruiter;

  2. participate in, or assume responsibility for, final hiring decisions;

  3. verify or warrant the legality, accuracy or completeness of any Client Content;

  4. provide legal, HR, or compliance advice; or

  5. Warrant that AI Evaluations are error-free or bias-free. Where enabled, AI Evaluations are advisory only and must be validated by a competent human reviewer before use in employment decisions.

3.5 Beta Features. TeamFill may label certain functionality as “Beta,” “Preview,” or “Early Access.” Such features are provided “as-is,” may be modified or withdrawn at any time, and are excluded from any SLA or warranty.

3.6 Modifications to Services. TeamFill reserves the right to enhance or otherwise modify the Platform, provided that no such modification materially degrades the core functionality purchased by the Client. Material regressions shall be handled in accordance with Section 1.7 (Changes to Terms). For the avoidance of doubt, disabling or restricting the AI Evaluation module in specific jurisdictions to comply with law or regulatory guidance shall not constitute a material degradation.

3.7 Support. Standard e-mail support is included in all paid plans during business hours (09:00-18:00 EET, Monday-Friday, excluding Lithuanian public holidays) and can be accessed by sending ticket to support@teamfill.net. 

3.8 Third-Party Integrations. Use of third-party services (e.g., Zoom or Microsoft Teams) is governed solely by the terms of those providers. TeamFill assumes no liability arising from the Client’s use of such services or any resulting data transfers.


4. Account Creation, Users & Security

4.1 Account Registration. The Client shall create an administrative Account by providing complete and accurate corporate information, including legal name, registered address, VAT number (if applicable) and billing contact. An Account may only be accessed by Users. The Client designates at least one User as account administrator, who shall: (a) manage invitations and permissions; (b) maintain up-to-date contact details; and (c) act as TeamFill’s primary point of contact for operational or security matters.

4.2 Client Responsibility. The Client is responsible for all activities occurring under its Account, including activities of Users and Applicants and its personnel Service instructions, unless it proves that such activities were unauthorised and directly result from TeamFill’s wilful misconduct or gross negligence. The Client shall:

  1. keep all credentials confidential and use industry-standard password hygiene;

  2. enable multi-factor authentication for all Users no later than 30 days after Account creation;

  3. promptly notify TeamFill of any suspected unauthorised access or data breach; and

  4. cooperate with any reasonable forensic or remediation efforts.

4.3 Suspension for Cause. TeamFill may suspend the Client’s access to the Platform, in whole or in part, immediately upon written notice if: 

  1. Fees are overdue;

  2. the Client materially breaches this Agreement; or

  3. suspension is necessary to prevent imminent harm to the Platform or any data subject. TeamFill will lift the suspension once the underlying issue is resolved.


5. Licence, Intellectual Property & Aggregate Data

5.1 Licence. Upon full payment of all Fees and subject to continuous compliance with this Agreement, TeamFill grants the Client a limited, revocable, non-exclusive, non-transferable, subscription licence to access and use the Platform for its own internal recruitment purposes during the Term.

5.2 Restrictions. Except as expressly permitted by mandatory law, the Client shall not:

  1. copy, frame, scrape, modify, translate, adapt, decompile, reverse engineer or attempt to discover the source code or underlying algorithms of the Platform;

  2. circumvent plan limitations, quotas or technical safeguards;

  3. use the Platform to develop, train or benchmark a competing product or machine-learning model;

  4. sublicense, lease, sell, or otherwise transfer any right in the Platform to a third party without TeamFill’s prior written consent.

5.3 Client Content Licence. The Client retains all intellectual-property rights in content it uploads or generates through the Platform, including Client Content. The Client hereby grants TeamFill a non-exclusive, worldwide, royalty-free licence to host, reproduce, process, transmit and display Client Content solely for the purpose of providing and improving the Services in accordance with the DPA.

5.4 Feedback. The Client may submit suggestions, bug reports or enhancement requests (“Feedback”). The Client grants TeamFill a perpetual, irrevocable, worldwide, royalty-free right to use and incorporate Feedback into its products without attribution or compensation.

5.5 Aggregate data. Notwithstanding anything to the contrary, TeamFill may collect and use Aggregate Data (as defined below) generated by or derived from the Client’s use of the Platform for: (i) operating, maintaining and improving the Services; (ii) developing and training AI models; (iii) internal analytics and benchmarking; and (iv) producing industry-level statistics. “Aggregate Data” means data that has been irreversibly anonymised that it does not identify any Applicant. Aggregate Data is not Client Content or Personal Data once anonymised. TeamFill shall implement reasonable technical and organisational measures to ensure that Aggregate Data cannot be re-identified. TeamFill will not use Applicant audio, video, transcripts, or outputs for model training, except as irreversibly anonymised Aggregate Data; for Applicants processed in the EEA/UK, such data will not be used for model training due to local legislation implications.

5.6 IP Ownership. All intellectual-property rights in and to the Platform, Services and underlying software code are, and shall remain, the exclusive property of TeamFill and its licensors. No rights are granted except as expressly stated in this Agreement.


6. Obligations & Compliance

6.1 Compliance with Employment & Advertising Laws. The Client warrants that all job postings, assessments and hiring workflows conducted via the Platform shall comply with, if applicable:

  1. Directive 2000/78/EC (equal treatment in employment) and Directive 2019/1152/EU (transparent and predictable working conditions);

  2. all applicable U.S. federal, state and local anti-discrimination, pay-equity and salary-transparency laws; and

  3. any other mandatory employment, data protection or advertising legislation in the jurisdictions where Applicants are targeted.

6.2 Prohibited Conduct. Without limitation, the Client shall not:

  1. post job adverts or use the Platform for Applicants in adverts that are discriminatory, misleading, or violate minimum-wage or pay-transparency statutes;

  2. misrepresent the nature, duties, location or remuneration of any role;

  3. solicit or process with the use of Platform special-category data (e.g., health, ethnicity) without a lawful basis and explicit Applicant consent; or

  4. upload or transmit any content that infringes third-party IP rights or is otherwise unlawful.

6.3 Data-Protection Obligations. The Client shall:

  1. process Applicant Personal Data exclusively for recruitment purposes and strictly in accordance with the DPA and applicable Data-Protection Laws;

  2. provide Applicants with a clear privacy notice, including information on AI Evaluations (if used), and obtain all required consents before Applicants data being processed by TeamFill; 

  3. respond to Applicant data-subject requests (access, erasure, objection, etc.) within statutory deadlines;

  4. not retain Applicant data longer than permitted under the laws governing the recruitment process in the relevant jurisdiction; and

  5. maintain records of processing activities as required by Article 30 GDPR.


6.4. Biometric-Consent Restricted States. The Platform is not intended for use with Applicants who reside in any jurisdiction that requires affirmative, opt-in consent for the capture or processing of biometric identifiers or information. Сurrently those including, the U.S. States of Illinois, Texas, Washington and New York City (“Restricted Jurisdictions”). If the Client targets, invites or otherwise processes Applicant data from a Restricted Jurisdiction, the Client is solely responsible for (i) obtaining all legally required opt-in consents and notices before any recording or data transfer occurs and (ii) configuring the Platform to disable video capture if such consent cannot be obtained. The Client shall indemnify TeamFill against any Claim arising from a breach of this clause. The Client shall not enable or route any AI Evaluation for Applicants located in Restricted Jurisdictions or European Economic Area.


7. Fees and Billing

7.1 Fees Obligation. Client shall pay all Fees for the Subscription Term as per Pricing, in the currency and according to the Billing Cycle specified in Order Form or checkout page.

7.2 Payment Methods. The Client may pay Charges by either of the following methods:

  1. Platform Payment - credit/debit card or any other electronic method offered inside the Platform; debited automatically on the first day of each Billing Cycle and, if applicable, when additional usage is recorded.

  2. Invoice Payment - electronic PDF invoice issued in EUR; payable by SEPA/Swift transfer to the bank account specified on the invoice.

7.3 Invoicing. TeamFill will issue an electronic receipt for Platform payments or an electronic invoice for Invoice Payments at the start of each Billing Cycle. The Client agrees to receive all billing documents electronically.

7.4 Taxes. All Charges are exclusive of VAT, sales tax, or similar levies. Where Lithuanian or EU VAT applies, it will be added unless the reverse-charge mechanism is available and the Client supplies a valid VAT number. The Client is responsible for all taxes other than taxes on TeamFill’s net income or payroll.

7.5 Late Payment. Amounts unpaid by the Due Date accrue interest at 0.05 % per day (or the maximum rate permitted by Lithuanian Civil Code Art. 6.210, if lower). If any invoice remains unpaid five (5) days after the Due Date, TeamFill may, on five (5) days’ prior written notice, (i) suspend access to the Services or (ii) restrict the Account to read-only mode until full payment (including interest) is received.

7.6 Changes to Fees. TeamFill may revise its Pricing or introduce new fees by giving the Client thirty (30) days’ prior written notice. If the Client objects, it may terminate the Agreement; continued use of the Services after the effective date constitutes acceptance of the revised Charges.


8. Data Processing

8.1 Roles. The Parties’ obligations regarding processing of Personal Data are set out in the Data Processing Agreement (DPA) incorporated by reference here.

8.2. Legal Basis & Instructions. The Client warrants that, when collecting personal data of EEA based data subjects, it has established a valid legal basis for all Personal Data processed via the Platform and will provide documented processing instructions consistent with Article 28 GDPR. TeamFill shall process Personal Data only on such instructions.

8.3. Retention & Deletion. TeamFill will delete or return Applicant Personal Data in accordance with the retention periods in the DPA, within 30 days after the earlier of (i) the end of the recruitment process or (ii) termination of the Agreement, unless EU or Lithuanian law requires longer retention.

8.4. Sub-processor List. An up-to-date list of authorised Sub-processors is maintained at Data Processing Agreement's Annex III.


9. Confidentiality

9.1 Obligations. Each Party shall: (a) protect the other Party’s Confidential Information using at least the same degree of care it uses to protect its own confidential information (and no less than reasonable care); (b) use such information solely to perform its obligations under the Agreement; and (c) disclose it only to personnel or advisers bound by confidentiality obligations no less protective.

9.2 Compelled Disclosure. A Party may disclose Confidential Information where required by law, court order or competent authority, provided that, unless legally prohibited, it gives prior notice to the disclosing Party and cooperates in any effort to seek protective measures.


10. Warranties & Disclaimers

10.1 Limited Performance Warranty. TeamFill warrants that, during the Subscription Term, it will provide the Services in a manner consistent with generally accepted industry standards and will employ commercially reasonable efforts to remedy any reproducible material non-conformity discovered or reported by the Client.

10.2 Broad Disclaimer. Except for the express warranty in Clause 16.1, the Platform, the Services, all AI-Generated Outputs, beta features, documentation and support are provided “as is” and “as available” without any representation or warranty of any kind, whether express, implied, statutory, or otherwise. To the maximum extent permitted by law TeamFill expressly disclaims all implied warranties, including but not limited to merchantability, fitness for a particular purpose, satisfactory quality, quiet enjoyment, title, and non-infringement.

10.3 AI & Decision-Making. The Client acknowledges that:

  1. AI Evaluation is produced using probabilistic algorithms and may contain inaccuracies or bias;

  2. The AI Evaluation module is not available for processing Applicants located in the EEA, UK or for EU-hosted Client tenants; the Client shall not circumvent, enable, or rely on AI Evaluation in those regions;

  3. AI Evaluation is intended only as advisory aids; and

  4. The Client remains solely responsible for all employment decisions and compliance with labour, anti-discrimination, and data-protection laws.

10.4 No Guarantee of Results. TeamFill makes no warranty that the Services will meet the Client’s performance requirements, produce any particular hiring outcome, operate uninterrupted or error-free, or be free of malicious code. The Client assumes all risk arising from use of any data, reports, or recommendations generated through the Platform.

10.5 Third-Party Services. TeamFill disclaims all liability for the acts, omissions, or performance of any Third-Party Services or integrations (e.g., Zoom, Microsoft Teams, payment processors).


11. Indemnities

11.1 Indemnification by TeamFill. TeamFill shall defend the Client against any third-party claim alleging that the unaltered Platform infringes a patent, copyright, or trade-mark valid in the European Economic Area or United States, and shall pay all damages finally awarded (or agreed in settlement) provided that the Client:

  1. promptly notifies TeamFill in writing;

  2. allows TeamFill sole control of the defence and settlement; and 

  3. gives TeamFill, at TeamFill’s expense, all information and assistance reasonably requested.

11.2. Remedies. If the Platform is held to infringe, TeamFill may, at its option and cost, (i) procure a licence, (ii) modify the Platform to be non-infringing, or (iii) terminate the Agreement and refund prepaid, unused Fees. 

11.3 Indemnification by Client. The Client shall indemnify, defend and hold harmless TeamFill, its affiliates, officers, directors, and employees from and against all Claims (defined below) to the extent arising out of or relating to:

  1. Client’s breach of this Agreement or applicable law;

  2. unlawful, discriminatory, misleading, or non-compliant recruitment practices;

  3. Client Content or Applicant’s data (including infringement of third-party rights or data-protection obligations); or

  4. Client’s misuse, misconfiguration, or circumvention of geo-restrictions for the AI Evaluation module, or misinterpretation of any AI-generated outputs

11.4 Indemnification Procedure. Each indemnified Party shall (i) give prompt written notice of the Claim, (ii) allow the indemnifying Party sole control of defence and settlement (provided any settlement releases the indemnified Party unconditionally), and (iii) provide reasonable cooperation at the indemnifying Party’s expense.


12. Limitation of Liability

12.1 Aggregate Cap. To the maximum extent permitted by law, each Party’s aggregate liability arising out of or in connection with the Agreement, whether in contract, tort (including negligence), strict liability or otherwise, shall not exceed the greater of EUR 100 or the total Fees paid by the Client to TeamFill in the twelve (12) months preceding the event giving rise to liability.

12.2 Carve-outs. The cap in Clause 12.1 does not apply to liability for: (i) death or personal injury caused by a Party’s negligence; (ii) fraud or wilful misconduct; (iii) gross negligence (didelis neatsargumas); (iv) breach of Clause 9 (Confidentiality) or the DPA; (v) indemnification obligations under Clause 11; or (vi) any liability that cannot lawfully be limited.

12.3 Excluded Damages. Neither Party shall be liable for indirect, incidental, special, punitive, or consequential damages, or for loss of profits, revenue, data, goodwill, or business interruption, even if advised of the possibility.

12.4 Multiple Claims. All claims and causes of action are aggregated for purposes of the liability cap and limitation periods.

12.5 Risk Allocation. The Fees reflect the allocation of risk and limitations of liability set forth herein. The Client acknowledges that, absent these limitations, the economic terms of the Agreement would be different.


13. Term, Suspension & Termination

13.1 Commencement & Duration. The Agreement takes effect on the date the Client first accepts it and continues for the Subscription Term specified in the Price List, unless earlier terminated under this Clause 13.

13.2 Auto-Renewal & Cancellation. This Agreement renews automatically for successive Subscription Term. Either Party may give written notice of non-renewal at least thirty (30) days before the current Billing Cycle ends. Amounts already paid are non-refundable, and no credits are provided for partial periods.

13.3 Termination for Convenience. Either Party may terminate the Agreement for any reason on thirty (30) days’ written notice to the other Party. Prepaid Fees are non-refundable except where expressly stated. Client may additionally cancel its subscription and terminate this Agreement at the end of current Subscription Term via Account functionality.

13.4 Termination for Cause. Either Party may terminate immediately by written notice if the other Party:

  1. materially breaches the Agreement and fails to cure within 10 days of written notice;

  2. becomes insolvent, enters administration, bankruptcy, or equivalent proceedings; 

  3. is finally adjudicated by a competent authority to have violated data-protection, anti-discrimination, or employment law in a manner materially affecting the Agreement. 


14. Governing Law & Dispute Resolution

14.1 Governing Law. This Agreement and any non-contractual obligations arising out of it are governed by the laws of the Republic of Lithuania, excluding conflict-of-laws rules.

14.2 Jurisdiction. The Parties submit to the exclusive jurisdiction of the Lithuania courts.


15. Miscellaneous

15.1 Entire Agreement & Precedence. This Agreement, the DPA, the Price List and any executed Order Form constitute the entire agreement and supersede all prior understandings. In case of conflict: (i) an Order Form prevails over these Terms; (ii) these Terms prevail over referenced policies.

15.2 Severability. If any provision is held invalid, the remainder of the Agreement continues in full force. The Parties shall replace the invalid provision with a valid one that most closely reflects the original intent.

15.3 Force Majeure. Neither Party is liable for delay or failure caused by events beyond its reasonable control (including natural disaster, war, terrorism, civil unrest, pandemic, acts of government, power or internet failure). The affected Party shall notify the other within five (5) days of becoming aware and use reasonable efforts to mitigate the impact.

15.4 Assignment. Neither Party may assign or transfer its rights or obligations without the prior written consent of the other Party, except that either Party may assign the Agreement in its entirety, upon written notice, to (i) a successor in connection with a merger, acquisition, or sale of all or substantially all assets, or (ii) an affiliate able to perform all obligations.

15.5 Relationship of Parties. The Parties are independent contractors. Nothing in the Agreement creates a partnership, joint venture, agency, or fiduciary relationship.

15.6 No Third-Party Beneficiaries. Except as expressly provided, no person other than the Parties has any right to enforce any term of this Agreement.

15.7 Waiver. A failure or delay to exercise any right does not constitute a waiver. A waiver is effective only if in writing and signed by an authorised representative.

15.8 Publicity. Unless the Client opts out in writing, TeamFill may include the Client’s name and logo in its public customer list and marketing materials, provided it complies with the Client’s brand guidelines.

15.9 Amendment. Except as expressly permitted in Clause 11, any amendment or modification to this Agreement must be in writing and signed by authorised representatives of both Parties.

15.10 Headings & Interpretation. Headings are for convenience only and do not affect interpretation. “Including” means “including without limitation.”