Terms & Conditions

Candaply is a recruitment CV formatting, candidate document management and compliance tracking platform operated by Candaply Limited.

The platform is designed to help recruitment agencies, employers and compliance teams manage candidate CVs, onboarding documents, compliance records, professional registration details and related workflow information.

Access to Candaply may be provided under a paid subscription, trial, pilot arrangement or other commercial agreement agreed with Candaply Limited.

The subscribing organisation is responsible for ensuring that all users invited to its account are authorised to access candidate information and use the platform on its behalf.

Subscription limits, including candidate volumes, CV formatting allowances, agency user limits and other usage restrictions, may apply according to the selected plan or agreement.

Users must keep login credentials secure and must not share account access with unauthorised individuals.

The Client is responsible for managing its users, disabling access when users leave the organisation or no longer require access, and ensuring that account permissions remain appropriate.

Candaply may suspend or restrict access where it reasonably believes an account has been compromised, misused or used in breach of these terms.

Customers are responsible for their candidate data, compliance decisions, user access and any legal basis required to process personal information.

Customers are responsible for checking the accuracy of formatted CVs, extracted candidate information, compliance records and any AI-assisted outputs before relying on them.

Candaply provides workflow and document management tools, but does not make hiring, employment, professional registration, right to work or compliance approval decisions on behalf of the Client.

The Client remains responsible for ensuring that candidate information is collected, uploaded, stored and used lawfully.

Where candidates are invited to upload information directly, the Client remains responsible for its relationship with the candidate and for any notices, consents or lawful basis required for processing.

Candaply does not sell candidate information.

Candaply may use automated processing and AI-assisted tools to extract, structure, summarise or format information from uploaded CVs and related documents.

AI-assisted outputs may contain errors, omissions or formatting issues. Users must review outputs before approval, publication, sharing or reliance.

The Client is responsible for ensuring that formatted CVs and summaries are accurate, fair, lawful and suitable for their intended use.

Candaply processes personal data in accordance with applicable UK data protection legislation, including UK GDPR.

In most circumstances, the Client acts as Data Controller and Candaply acts as Data Processor.

Further information is available in Candaply's Privacy Policy, Data Processing Agreement, Trust, Security & GDPR statement and Data Retention & Deletion Policy.

Candaply aims to provide a reliable and secure service, but does not guarantee uninterrupted or error-free availability.

Maintenance, updates, security patches, hosting issues, third-party service interruptions or events outside Candaply's reasonable control may affect availability from time to time.

Candaply may update, improve, replace or remove features where reasonably required for security, compliance, performance, usability or commercial reasons.

Fees, billing periods, included allowances and plan limits are set out in the relevant subscription plan, order form or commercial agreement.

Where usage exceeds the applicable allowance, the Client may be required to upgrade plan, purchase additional usage or reduce usage.

Candaply may update pricing or plan features on notice, subject to any specific agreement in place with the Client.

Candaply Limited owns or licenses the software, platform design, workflows, branding, documentation and other intellectual property used to provide the service.

The Client and its candidates retain ownership of candidate data and documents uploaded to the platform.

No rights are granted except those necessary to access and use the platform in accordance with these terms.

Each party shall take reasonable steps to protect confidential information received from the other party.

Confidential information must not be disclosed except where required to provide the service, comply with law, support authorised users or fulfil an agreed contractual obligation.

Candaply may use trusted third-party providers for hosting, storage, email, analytics, AI processing, support, payment or other operational services.

Candaply conducts appropriate due diligence on providers that process or store personal information.

Candaply may suspend or terminate access where an account is unpaid, inactive, compromised, used unlawfully or used in material breach of these terms.

The Client may request account closure, data export or deletion in accordance with the applicable agreement and Candaply's data retention procedures.

Following termination, certain records may be retained where required for legal, accounting, audit, security or legitimate business purposes.

Candaply provides tools to support recruitment, CV formatting and compliance workflows, but the Client remains responsible for its own employment, recruitment, compliance and data protection decisions.

To the maximum extent permitted by law, Candaply shall not be liable for indirect loss, loss of profit, loss of business, loss of opportunity or decisions made using unreviewed or inaccurate information.

Nothing in these terms excludes or limits liability where it would be unlawful to do so.

These terms are governed by the laws of England and Wales.

The courts of England and Wales shall have jurisdiction unless otherwise agreed in writing.

Questions about these Terms & Conditions can be sent to privacy@candaply.com.