1. Introduction

These Terms of Service ("Terms") govern your access to and use of Vitae, a CV automation platform operated by ENGINUITY BV (VAT BE 1008.136.638), with registered office at Kauwstraat 102A, 9550 Herzele, Belgium, trading as Vitae ("Vitae", "we", "us", or "our"). By creating an account or using the Service, you agree to be bound by these Terms.

If you do not agree to these Terms, you may not access or use the Service.

2. Description of Service

Vitae is a software-as-a-service (SaaS) platform that helps recruitment agencies and HR professionals create, manage, and render professional CVs. The Service includes:

Candidate profile management and CV data extraction
AI-assisted CV data structuring (using OpenAI)
LaTeX-based CV rendering to PDF
Template management and customisation
Multi-user organisation management
API access for programmatic integration

3. Account Registration

To use the Service, you must create an account by providing accurate and complete information. You are responsible for maintaining the confidentiality of your account credentials and for all activities that occur under your account.

You must be at least 18 years old and have the legal capacity to enter into these Terms. If you are using the Service on behalf of an organisation, you represent that you have authority to bind that organisation.

4. Acceptable Use

You agree not to:

Use the Service for any unlawful purpose or in violation of any applicable laws
Upload malicious content, viruses, or harmful code
Attempt to gain unauthorised access to the Service or its systems
Use the Service to process personal data without a lawful basis under GDPR
Reverse-engineer, decompile, or disassemble the Service
Resell or redistribute the Service without prior written consent
Use automated means to access the Service beyond the provided API

5. Intellectual Property

Your data: You retain all rights to the content you upload to the Service, including candidate data, CV content, and uploaded files. We claim no ownership over your data.

Our platform: The Service, including its software, design, templates, and documentation, is owned by ENGINUITY BV and protected by intellectual property laws. Standard templates provided with the Service are licensed for your use within the platform only.

Generated CVs: PDF documents generated by the Service using your data are yours to use without restriction, except that free-tier outputs may include a Vitae watermark.

6. Payment and Billing

Paid subscriptions are billed through Stripe. By subscribing to a paid plan, you authorise us to charge the applicable fees to your payment method. Subscription fees are billed in advance on a monthly or annual basis.

You may cancel your subscription at any time. Cancellation takes effect at the end of the current billing period. We do not provide refunds for partial billing periods unless required by applicable law.

We reserve the right to change our pricing with 30 days' notice. Price changes will not affect your current billing period.

7. Data Processing

When you use the Service to process candidate CVs, you act as the data controller for that personal data, and ENGINUITY BV acts as the data processor. Our processing of your data is governed by our Privacy Policy.

You are responsible for ensuring you have a lawful basis (such as consent or legitimate interest) to process candidate personal data through the Service.

8. AI-Assisted Features and Automated Processing

The Service uses artificial intelligence to assist with CV data processing and candidate–job matching. This section describes these features and your obligations when using them, in compliance with the EU AI Act (Regulation 2024/1689).

8.1 AI-Assisted Features

The Service includes the following AI-assisted capabilities:

Automated extraction of structured data from uploaded CV documents
Generation of text embeddings for candidate similarity search
Automated parsing of job descriptions to extract requirements
AI-powered scoring and ranking of candidates against job requirements

These features are powered by OpenAI's language models. Details about which models are used and what data is shared are described in our Privacy Policy (Section 5).

8.2 Advisory Nature of AI Outputs

All AI-generated outputs — including extracted CV fields, similarity scores, match rankings, and reasoning text — are advisory only. They are provided to assist human decision-making, not to replace it. You acknowledge that:

AI outputs may contain errors, omissions, or inaccuracies
You are responsible for reviewing and verifying AI outputs before acting on them
AI match scores must not be used as the sole basis for hiring or rejection decisions
Final recruitment decisions remain your responsibility as the human user

8.3 Human Oversight

In accordance with EU AI Act Article 14, Vitae is designed with human-in-the-loop controls. All AI-extracted data passes through a review interface where you can accept, modify, or reject individual fields. Match results are presented with explanatory reasoning to support informed human decisions.

8.4 Transparency and Decision Logs

We maintain logs of all AI-assisted decisions made within the Service, including which model was used, the type of operation, and timestamps. These logs are available to you through the GDPR data export feature (Settings → Export Data) and are retained for 2 years.

8.5 Right to Contest

If you believe an AI-assisted output is incorrect, biased, or unfair, you may override it directly within the platform. You may also contact us at legal@ongroup.be for further review. We will investigate and respond within 30 days.

9. Service Availability

We strive to maintain high availability of the Service but do not guarantee uninterrupted access. We may perform scheduled maintenance with reasonable advance notice. We are not liable for any downtime or service interruptions.

10. Account Termination

You may delete your account at any time through the Settings page. Upon deletion, your account is deactivated and your data is retained for 30 days to allow recovery. After 30 days, all personal data is permanently purged.

We may suspend or terminate your account if you violate these Terms or if your use of the Service poses a risk to other users or our systems.

11. Limitation of Liability

To the maximum extent permitted by applicable law, ENGINUITY BV shall not be liable for any indirect, incidental, special, consequential, or punitive damages arising from your use of the Service.

Our total liability for any claims arising from these Terms or the Service shall not exceed the amount you paid us in the 12 months preceding the claim.

12. Governing Law

These Terms are governed by the laws of Belgium. Any disputes arising from these Terms shall be subject to the exclusive jurisdiction of the courts of Belgium.

13. Changes to These Terms

We may update these Terms from time to time. When we make material changes, we will notify you by email or through the Service. Your continued use of the Service after notification constitutes acceptance of the updated Terms.

14. Contact

If you have questions about these Terms, please contact us at: legal@ongroup.be