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Terms of Service

Last updated July 1, 2026

These Terms of Service (the “Terms”) form a binding agreement between you and Come Back Agency, LLC (“Come Back Agency,” “HireGrin,” “we,” “us,” or “our”) and govern your access to and use of the HireGrin website, applications, and services (collectively, the “Service”). Please read them carefully. By accessing or using the Service, you agree to be bound by these Terms.

1. Acceptance of the Terms

By creating an account, clicking “I agree,” accessing, or otherwise using the Service, you acknowledge that you have read, understood, and agree to be bound by these Terms and by our Privacy Policy, which is incorporated herein by reference. If you are entering into these Terms on behalf of a company, organization, or other legal entity (a “Customer”), you represent and warrant that you have the authority to bind that entity, and “you” and “your” will refer to that entity. If you do not agree with these Terms, you must not access or use the Service.

We may require you to accept a separate written order form, master subscription agreement, or data processing addendum for certain paid or enterprise plans. Where such a signed agreement exists and conflicts with these Terms, the signed agreement controls with respect to the subject matter of the conflict.

2. Definitions

For the purposes of these Terms, the following definitions apply:

  • “Authorized User” means an individual (such as a recruiter, hiring manager, or interviewer) whom you invite or permit to use the Service under your account.
  • “Candidate” means any job applicant, interviewee, or other individual whose information is submitted to or processed through the Service.
  • “Customer Data” means all data, recordings, transcripts, résumés, role descriptions, rubrics, notes, scores, and other content that you or your Authorized Users submit to, or generate within, the Service, including data relating to Candidates.
  • “Output” means the transcripts, suggested follow-up questions, summaries, scorecards, signals, and other results produced by the Service, including by its automated and artificial intelligence features.

3. Eligibility and Accounts

You must be at least eighteen (18) years old and capable of forming a binding contract to use the Service. The Service is intended for business and professional hiring use only and is not directed to consumers or personal use.

To use most features, you must register for an account and provide accurate, current, and complete information. You are responsible for maintaining the confidentiality of your login credentials and for all activity that occurs under your account, whether or not authorized by you. You agree to notify us promptly of any unauthorized use of your account or any other breach of security. We are not liable for any loss or damage arising from your failure to safeguard your credentials.

4. Description of the Service

HireGrin is an interview assistant that assists recruiters and hiring managers by, among other things, listening to and transcribing interviews in real time, suggesting follow-up questions, scoring signals against a rubric, flagging potential gaps or inconsistencies, and generating structured summaries and scorecards to support hiring decisions.

The Service is a tool designed to assist human decision-makers. It does not make hiring decisions for you, and it is not a substitute for independent human judgment, professional advice, or your own compliance program. We may add, modify, or remove features from time to time at our discretion.

5. Subscriptions, Fees, and Billing

Certain features of the Service are provided on a paid subscription basis. By selecting a paid plan, you agree to pay the fees described at the time of purchase or in your order form. Unless otherwise stated:

  • Fees are quoted in U.S. dollars and are exclusive of taxes, which you are responsible for paying.
  • Subscriptions renew automatically for successive periods of the same length unless cancelled before the end of the then-current term.
  • Fees are non-refundable except where required by law or expressly stated in these Terms.
  • We may change our fees on renewal by providing reasonable prior notice; the change will take effect on your next renewal.

If a payment is not successfully settled due to expiration, insufficient funds, or otherwise, we may suspend or terminate your access to paid features. You authorize us and our payment processors to charge your designated payment method for all amounts due.

6. Free Trials, Beta, and Evaluation Features

We may offer free trials, previews, or beta features. Such offerings are provided “as is,” may be modified or discontinued at any time, and may be subject to additional terms. Beta features are not guaranteed to be reliable and should not be relied upon in production hiring workflows.

7. Interview Recording and Candidate Consent

You are solely responsible for ensuring that your use of the Service is lawful. Recording, transcribing, and analyzing interviews may be subject to notice and consent requirements under applicable federal, state, and local laws, including wiretap, two-party consent, biometric, employment, and data-protection laws. Before recording or processing any interview, you agree to:

  • Provide all legally required disclosures to Candidates and other participants and obtain any consents required in your jurisdiction;
  • Establish a valid legal basis for collecting and processing Candidate information through the Service;
  • Honor Candidate requests and rights as required by applicable law; and
  • Comply with all anti-discrimination, equal-opportunity, and fair hiring laws that apply to your recruiting activities.

As between you and us, you are the controller of Candidate Data and we process it on your behalf as described in our Privacy Policy and any applicable data processing addendum.

8. Acceptable Use

You agree that you will not, and will not permit any Authorized User or third party to:

  • Use the Service in violation of any applicable law, regulation, or third-party right;
  • Upload or process any Candidate Data without the necessary rights, notices, and consents;
  • Use the Service to make legally significant decisions about individuals based solely on automated processing without meaningful human review;
  • Reverse engineer, decompile, scrape, or attempt to derive the source code or underlying models of the Service, except to the extent such restriction is prohibited by law;
  • Interfere with, disrupt, or place an unreasonable load on the Service or its infrastructure, or attempt to gain unauthorized access to it;
  • Resell, sublicense, or provide the Service to third parties as a service bureau, or use it to build a competing product;
  • Introduce malware, or upload content that is unlawful, defamatory, harassing, or infringing.

We may investigate suspected violations and may suspend or terminate access for conduct we reasonably believe violates these Terms or harms the Service, other users, or third parties.

9. Artificial Intelligence Features and Output

The Service uses automated systems and machine-learning models to generate Output such as transcripts, suggested questions, summaries, and scores. Automated systems can make mistakes. Output may be incomplete, inaccurate, or not suitable for your particular purpose, and speaker attribution and scoring are probabilistic.

You acknowledge and agree that Output is provided for informational and decision-support purposes only, that you are responsible for reviewing and validating Output before relying on it, and that you will not treat Output as the sole basis for any employment decision. We make no warranty that Output is free from bias or error, and you remain solely responsible for your hiring decisions and their consequences.

10. Intellectual Property

The Service, including its software, design, text, graphics, logos, and the trademarks “HireGrin” and “Come Back Agency,” and all related intellectual property, are and remain the exclusive property of Come Back Agency, LLC and its licensors. Subject to your compliance with these Terms, we grant you a limited, non-exclusive, non-transferable, revocable license to access and use the Service for your internal business purposes during your subscription term. No rights are granted to you except as expressly set out in these Terms.

11. Customer Data and License to Us

As between the parties, you own and retain all rights in your Customer Data. You grant us a worldwide, non-exclusive, royalty-free license to host, copy, process, transmit, and display Customer Data solely as necessary to provide, maintain, secure, and improve the Service, to prevent or address technical or security issues, and as otherwise instructed by you or permitted by these Terms and our Privacy Policy.

Where we use data to develop or improve our models, we will do so in a manner consistent with our Privacy Policy and applicable law, and we will use aggregated or de-identified data that does not identify you or any Candidate for such purposes unless you have separately agreed otherwise. You represent and warrant that you have all rights, consents, and permissions necessary to provide the Customer Data and to grant the license above.

12. Feedback

If you provide us with suggestions, ideas, or other feedback about the Service, you grant us a perpetual, irrevocable, worldwide, royalty-free license to use and incorporate that feedback into our products and services without any obligation or compensation to you.

13. Third-Party Services and Integrations

The Service may interoperate with third-party products such as video conferencing tools, calendars, applicant tracking systems, and authentication providers. Your use of those third-party services is governed by their own terms and privacy policies. We are not responsible for third-party services and do not warrant their availability, security, or accuracy. Enabling an integration may authorize the exchange of data between the Service and the third party at your direction.

14. Confidentiality

Each party may have access to the other party’s non-public information (“Confidential Information”). The receiving party will use the disclosing party’s Confidential Information only to perform under these Terms and will protect it using at least reasonable care. This obligation does not apply to information that is or becomes public through no fault of the receiving party, was already known without a duty of confidentiality, or is independently developed. A party may disclose Confidential Information as required by law, provided it gives reasonable notice where legally permitted.

15. Privacy

Our collection and use of personal information in connection with the Service is described in our Privacy Policy. By using the Service, you acknowledge that you have reviewed the Privacy Policy.

16. Disclaimers

The Service and all Output are provided on an “as is” and “as available” basis, without warranties of any kind, whether express, implied, or statutory. To the maximum extent permitted by law, we disclaim all warranties, including implied warranties of merchantability, fitness for a particular purpose, title, and non-infringement, and any warranties arising from course of dealing or usage of trade. We do not warrant that the Service will be uninterrupted, secure, error-free, or that Output will be accurate or reliable.

17. Limitation of Liability

To the maximum extent permitted by law, in no event will Come Back Agency, LLC or its affiliates, officers, employees, or suppliers be liable for any indirect, incidental, special, consequential, exemplary, or punitive damages, or for any loss of profits, revenue, data, goodwill, or business opportunity, arising out of or related to the Service or these Terms, even if advised of the possibility of such damages.

Our total aggregate liability arising out of or related to the Service or these Terms will not exceed the greater of (a) the amounts you paid to us for the Service in the twelve (12) months immediately preceding the event giving rise to the claim, or (b) one hundred U.S. dollars (US$100). These limitations form an essential basis of the bargain between us.

18. Indemnification

You agree to defend, indemnify, and hold harmless Come Back Agency, LLC and its affiliates and their respective officers, directors, employees, and agents from and against any claims, liabilities, damages, losses, and expenses, including reasonable legal fees, arising out of or related to (a) your Customer Data; (b) your use of the Service in violation of these Terms or applicable law; (c) your failure to obtain required Candidate notices or consents; or (d) your hiring or employment decisions.

19. Term, Suspension, and Termination

These Terms remain in effect while you use the Service. You may stop using the Service and close your account at any time. We may suspend or terminate your access, with or without notice, if you breach these Terms, if required by law, or to protect the Service or others. Upon termination, your right to use the Service ceases immediately. Provisions that by their nature should survive termination — including ownership, confidentiality, disclaimers, limitations of liability, and indemnification — will survive.

Following termination, we will make Customer Data available for export for a limited period as described in our Privacy Policy or your order form, after which we may delete it in the ordinary course, subject to legal retention requirements.

20. Changes to the Service and to These Terms

We may modify these Terms from time to time. If we make material changes, we will provide notice by posting the updated Terms with a new “Last updated” date and, where appropriate, by other means. Changes take effect when posted unless otherwise stated. Your continued use of the Service after the effective date constitutes acceptance of the revised Terms. If you do not agree to the changes, you must stop using the Service.

21. Governing Law and Dispute Resolution

These Terms are governed by the laws of the State of Kansas and the applicable laws of the United States, without regard to conflict-of-laws principles. Subject to any mandatory consumer protections, you agree that any dispute arising out of or relating to these Terms or the Service will be resolved exclusively in the state or federal courts located in Kansas, and you consent to the personal jurisdiction of those courts. Each party waives any right to a jury trial to the extent permitted by law. Any claim must be brought within one (1) year after it arises, or it is permanently barred.

22. Miscellaneous

These Terms, together with any order form and our Privacy Policy, constitute the entire agreement between you and us regarding the Service and supersede all prior agreements on that subject. If any provision is found unenforceable, the remaining provisions will remain in full force. Our failure to enforce a provision is not a waiver. You may not assign these Terms without our prior written consent; we may assign them in connection with a merger, acquisition, or sale of assets. Neither party is liable for delays or failures caused by events beyond its reasonable control. Notices to you may be provided through the Service or by email.

23. Contact

If you have questions about these Terms, please contact us at [email protected].

Come Back Agency, LLC
United States