Acceptable Use Policy

Novatree is built to make hiring and people decisions better and fairer. This policy sets out what it may not be used for.

1. Purpose

This policy forms part of the Terms of Service and applies to every customer and every User. “You” means the customer and the people it authorizes.

2. Fair hiring

You may not use the Service to:

• discriminate unlawfully against anyone on the basis of a protected characteristic — such as race, colour, ethnicity, national origin, religion, sex, gender identity, sexual orientation, age, disability, pregnancy or veteran status — including by screening, ranking or filtering on it or on a proxy for it;
• advertise roles that do not exist, or collect applications for a purpose other than genuine recruitment;
• ask candidates for information the law prohibits employers from requesting in your jurisdiction, such as salary history where it is banned;
• run background, credit or criminal-record checks through the Service other than as the law permits and with the candidate’s required consent.

3. Using AI responsibly

• Do not make a hiring, rejection, termination, promotion or pay decision solely on an AI output. A person at your organization must review the relevant information and make the decision.
• Do not record, transcribe or AI-analyse an interview without giving the notices and obtaining the consents your jurisdiction requires. Do not disable or work around the Service’s candidate consent and disclosure steps.
• Do not use AI features to infer a person’s emotions, health, or any protected characteristic from their voice, face, writing or other data.
• Do not attempt to make the AI features produce unlawful, deceptive or harmful content, or extract their underlying instructions.

4. Personal data

• Only upload personal data you are entitled to process for recruitment or workforce management, and only what you need.
• Do not use the Service for covert surveillance of employees or candidates, or to collect their personal social-media content without a lawful basis.
• Do not export candidate or employee data from the Service to sell it, share it with data brokers, or build profiles for unrelated purposes.
• Respect the roles and permissions your organization sets: do not share an account, or use another person’s access to see what yours does not allow.

5. Messages to candidates

• Do not send spam, unsolicited bulk marketing, or messages that misrepresent who you are or the role you are offering.
• Do not send malware, phishing links, or content that is harassing, threatening, defamatory or obscene.
• Honour a candidate’s request to stop receiving messages where the law requires it.

6. The platform itself

• Do not attempt to access another customer’s workspace, or any data or system you are not authorized to.
• Do not probe, scan or load-test the Service, or try to bypass its security or rate limits, except as our vulnerability and incident response process allows.
• Do not upload malicious files, or use the Service to store or distribute content you have no right to.
• Do not use the API or automation in a way that degrades the Service for others.

7. Enforcement

If we reasonably believe this policy has been breached, we may remove the content concerned or suspend the accounts involved, limited to what is needed to stop the harm. Unless the risk is urgent or the law prevents it, we will contact you first and give you a chance to fix the issue. Serious or repeated breaches may lead to termination under the Terms.

8. Reporting misuse

If you believe someone is misusing Novatree — including if you are a candidate who has been treated in a way this policy prohibits — email legal@novatree.ai. Security issues go to security@novatree.ai. If your concern is about how a specific employer handled your application, you can also contact that employer directly: it controls your data.

Other documents

• Terms of ServiceThe agreement for using Novatree: accounts, acceptable use, fees, data, liability.
• Privacy PolicyWhat we collect, why, and the rights you have — as controller and as processor.
• Data Processing AgreementGDPR Article 28 terms for the personal data customers process in Novatree.
• Sub-processorsEvery third party that processes customer data, what for, and where.
• Security & TrustHow customer data is isolated, encrypted, backed up and monitored.
• Cookie PolicyThe few strictly necessary cookies we set, and why there is no banner.

This page is provided for general information and to support customer due diligence. It is not legal advice. Novatree.ai should have this document reviewed by qualified privacy counsel before it is relied upon, particularly regarding GDPR/UK GDPR, CCPA/CPRA, and jurisdiction-specific employment-data obligations.