Terms of Service

By using Shortlists, you agree to these terms. Please read them carefully. If you have questions, contact us at hi@shortlists.io.

These terms replace our earlier website and app terms. If you were a customer before 14 October 2026, the previous versions continue to apply to you until 13 November 2026: the previous website terms and the previous app terms.

1. About Shortlists

Shortlists is a cloud-based recruitment platform that combines an applicant tracking system (ATS), a candidate relationship manager (CRM) and AI-powered workflow tools, built for solo recruiters and small recruitment teams.

These Terms of Service ("Terms") apply to the Shortlists website at shortlists.io, the web application at app.shortlists.io, and any associated tools such as the Shortlists Chrome Extension (together, the "Platform"), all provided by Shortlists ApS, Sortedam Dossering 55, 2100 Copenhagen, Denmark (CVR 46023765).

By using the Platform you enter into a legally binding agreement with Shortlists ApS.

2. Definitions

• "Agreement": these Terms together with any Order Form and our Privacy Policy, which together form the complete agreement between you and Shortlists.
• "AI Feature": any feature of the Platform that uses artificial intelligence or machine learning to generate, classify, draft, suggest or transform content, including AI-generated candidate reports, outreach drafts, job descriptions and matching suggestions.
• "Client Data": all data, content and materials you upload to or create within the Platform, including candidate records, company and contact information, job details, notes and documents.
• "End User": any individual you authorise to access the Platform under your account.
• "Order Form": an ordering document, online checkout or subscription confirmation specifying your plan, number of seats, fees and subscription term.
• "Output": any content generated by an AI Feature in response to your inputs, including drafts, summaries, suggestions or analysis.
• "Platform": the Shortlists web application, website, Chrome Extension and any other tools provided by Shortlists ApS under this Agreement.
• "Services": all functionality and features made available through the Platform.
• "Subscription": your paid or trial access to the Platform under a chosen plan.
• "You" / "Customer": the individual or legal entity that creates an account and uses the Platform, and any End Users acting under their authority.

3. Acceptance of these Terms

By creating an account, starting a free trial or using the Platform in any way, you confirm that:

• You have read and understood these Terms and agree to be bound by them.
• You are at least 18 years old and legally capable of entering into a binding agreement.
• If you are accepting on behalf of an organisation, you have authority to bind that organisation.
• You are using the Platform for professional or business purposes, not as a consumer.

If you do not agree to these Terms, you must not use the Platform. These Terms also apply to free trials and proof-of-concept access.

4. Access and subscriptions

4.1 Your account

To access the Platform you must create an account using a valid email address or an authorised third-party login (such as Google or Microsoft). You are responsible for keeping your login details confidential and for all activity under your account. Tell us straight away at hi@shortlists.io if you suspect unauthorised access.

4.2 Plans

The Platform is available on the following plans (current pricing; your Order Form shows the fees for your account):

• Shortlists All Access (1 to 9 seats): £79 / $99 / €89 per seat per month, or £804 / $1,008 / €900 per seat per year
• Enterprise (10 or more seats): custom pricing; contact us

Each seat is personal to one individual, and account sharing is not permitted. You may add seats at any time; additional seats are charged pro rata until your next renewal date.

4.3 Free trial

A new subscription starts with a 7-day free trial. A payment card is required to start it, and nothing is charged during the trial. We email you a reminder before the first payment. Cancel any time during the 7 days and you won't be charged.

If you do not cancel, your Subscription starts when the trial ends, and the first payment for your chosen plan, billing period and number of seats is taken on that day. Trials are one per customer. Some accounts have a free trial set up by us without a card; it ends on the date shown in the app, and access then stops unless you choose a paid plan. We may end trial access at any time.

4.4 Licence

Subject to your compliance with these Terms and payment of the applicable fees, Shortlists grants you a limited, non-exclusive, non-transferable, non-sublicensable right to access and use the Platform during your Subscription, solely for your internal business purposes and up to the number of End Users on your plan.

4.5 Changes to the Platform

We are continuously developing the Platform and may add, change or remove features at any time. Where a change materially reduces core functionality, we will give reasonable notice in advance.

4.6 Availability

We aim for 99.9% uptime and communicate planned maintenance in advance. We are not liable for losses caused by the Platform being unavailable, though we will always work to resolve issues quickly.

5. Acceptable use

You agree to use the Platform only lawfully and in line with these Terms. You must not, and must make sure your End Users do not:

• Use the Platform for any illegal or unauthorised purpose, including breaching data protection, employment or anti-discrimination laws.
• Send unsolicited bulk communications in breach of applicable law.
• Upload, share or store content that is unlawful, defamatory or discriminatory, or that infringes anyone's rights.
• Attempt to gain unauthorised access to the Platform or related systems, access other customers' data, or run penetration tests without our prior written consent.
• Interfere with or disrupt the integrity or performance of the Platform.
• Use automated tools (bots, scrapers, spiders) to harvest data from the Platform.
• Reverse engineer, decompile or attempt to extract the Platform's source code.
• Resell, sublicense or otherwise make the Platform available to third parties outside your organisation.
• Use any AI Feature to make decisions with significant legal or similar effects on individuals without appropriate human oversight and review.
• Put any data into the Platform that you do not have the right to process or share.

We may suspend or terminate any account that we reasonably believe is in breach of this section.

6. AI features

6.1 What AI Features do

The Platform includes AI-powered tools that help you draft candidate reports, outreach messages and job descriptions, suggest candidate matches, summarise profiles and carry out other workflow tasks. They are designed to assist you, not to replace your professional judgement.

6.2 Your responsibility for Output

AI-generated Output is probabilistic: the same input may produce different results at different times. Always review Output before relying on it or sharing it with candidates or clients. Shortlists makes no warranty that Output is accurate, complete or fit for any particular purpose.

6.3 Your data and AI

Shortlists does not use your Client Data, including any anonymised or aggregated form of it, to train or fine-tune AI models. The Platform uses third-party AI providers through their standard APIs. Those providers operate under their own terms, and Shortlists makes no representations about their data practices beyond what they publicly disclose.

6.4 Human oversight

AI Features are productivity tools. You remain solely responsible for any decision made on the basis of Output, and should not treat Output as legally, factually or professionally authoritative without checking it independently.

7. Integrations and third parties

The Platform integrates with third-party services, including Google Workspace, Microsoft 365, LinkedIn and others. By enabling an integration, you authorise Shortlists to connect to that service on your behalf.

Shortlists is not responsible for the availability, security, performance or content of any third-party service. Your use of those services is governed by your terms with them, which we recommend reviewing before enabling an integration.

The Shortlists Chrome Extension is installed separately. Its use is subject to these Terms and any additional terms shown when you install it.

8. SMS messaging

Shortlists includes an optional SMS feature. Recruiters send one-to-one text messages to candidates and client contacts from a phone number belonging to their agency, about roles, interviews, availability and scheduling. Recipients reply directly to the recruiter. Message frequency varies. Message and data rates may apply.

Messages are only sent to people who have given the recruiter their mobile number during a recruitment process, or who texted the recruiter's number first; Shortlists records that consent and will not send without it. Recipients can stop messages at any time by replying STOP, UNSUBSCRIBE, CANCEL, END or QUIT; replying START or YES resumes them; replying HELP returns information about the messages and how to stop them. Carriers may also apply their own filtering, and we cannot guarantee delivery of any individual message.

For help with messages you have received, contact the recruiter who sent them, or email hi@shortlists.io.

9. Your data

9.1 Ownership

You own your Client Data and all intellectual property rights in it. You grant Shortlists a limited, non-exclusive, worldwide, royalty-free licence to host, process and use your Client Data only as far as needed to provide the Platform and Services to you.

9.2 Your responsibilities

You are solely responsible for:

• Having the legal right to upload and process all Client Data in the Platform, including any consents needed from candidates and contacts under data protection law.
• The accuracy, completeness and lawfulness of all Client Data.
• Making sure your use of the Platform complies with employment and recruitment law, including the rules on collecting, storing and using candidate information.

9.3 Exporting your data

You can export your Client Data at any time during your Subscription. After your Subscription ends, your Client Data stays available for export for 30 days, after which we may delete it in line with our Privacy Policy.

10. Data protection

Personal data processed through the Platform is governed by our Privacy Policy. Shortlists processes personal data in line with Regulation (EU) 2016/679 (GDPR) and Danish data protection law. Client Data is hosted within the European Economic Area.

11. Confidentiality

Each party will keep the other's confidential information strictly confidential and use it only to perform this Agreement. Confidential information includes technical specifications, pricing, business plans and Client Data.

This does not apply to information that: (a) the receiving party already knew lawfully and without restriction; (b) is or becomes public other than through a breach of this Agreement; (c) is developed independently without using the confidential information; or (d) must be disclosed by law or a competent authority, in which case the disclosing party will give notice first where permitted.

12. Fees and payment

12.1 Fees

Fees are as set out in your Order Form or at checkout, in the currency shown there (pounds sterling, US dollars or euros). All fees exclude VAT and other applicable taxes, which you are responsible for.

12.2 Billing

Subscriptions are billed monthly or annually, as chosen at checkout, in advance, through our payment provider. By providing payment details, you authorise us to charge the applicable fees on each billing date. If a payment fails, your access may be suspended until it is paid. We may charge interest on overdue amounts at 2% per month.

12.3 Price changes

We may change our fees with at least 30 days' notice. If you do not agree, you may cancel before the change takes effect; continuing to use the Platform after that date means you accept the new fees.

12.4 Refunds

Fees are non-refundable except where mandatory law requires otherwise. No refunds for part periods: if you cancel mid-term, you keep access until the end of the period you've paid for.

13. Term and termination

13.1 Subscription term

Your Subscription starts when your account is activated, or when your free trial ends, and continues for the period chosen at checkout (monthly or annual). Unless cancelled, it renews automatically for the same period at the then-current price.

13.2 Cancelling

Cancel any time, from your account settings. You keep access until the end of the period you've paid for. No refunds for part periods. During a free trial, cancelling means you won't be charged at all.

13.3 Termination by Shortlists

We may suspend or terminate your access with immediate effect if you:

• Materially breach these Terms and do not remedy the breach within 14 days of written notice.
• Do not pay fees when due and do not remedy this within 14 days of notice.
• Become insolvent or bankrupt, or enter administration or a comparable process.
• Use the Platform in a way that poses a legal or reputational risk to Shortlists or other users.

13.4 Effect of termination

When your Subscription ends: (a) your licence to use the Platform ends; (b) you must stop using the Platform; and (c) your Client Data stays available for export for 30 days, after which we may delete it. Rights and obligations already accrued are not affected, and sections 9, 10, 11, 14, 15, 16 and 18 continue to apply.

14. Intellectual property

All intellectual property rights in the Platform, including its software, design, AI models, algorithms, trademarks and documentation, belong to Shortlists ApS or its licensors. Apart from the licence in these Terms, nothing gives you any rights in the Platform itself.

We may use feedback and suggestions you give us about the Platform freely to improve our products, with no obligation to you.

You keep all rights to your Client Data and to any Output you generate. We do not claim ownership of Output.

15. Disclaimer

The Platform is provided "as is" and "as available". To the fullest extent permitted by law, Shortlists gives no warranties, express or implied, including any implied warranties of merchantability, fitness for a particular purpose or non-infringement.

We do not warrant that the Platform will be uninterrupted, error-free or free of harmful components, or that AI-generated Output will be accurate, complete or right for your use.

The Platform is a tool to support your work. It is not legal, HR, tax or regulatory advice, and you remain solely responsible for your recruitment decisions and for complying with the law.

16. Limitation of liability

To the fullest extent permitted by law:

• Shortlists is not liable for any indirect, incidental, special, consequential or punitive damages, including loss of profits, data, business or goodwill, even if we were told such damages were possible.
• Our total liability to you for all claims arising under or in connection with this Agreement will not exceed the fees you paid Shortlists in the 12 months before the event giving rise to the claim.

These limits do not apply to liability for death or personal injury caused by our negligence, fraud or fraudulent misrepresentation, or any other liability that cannot be excluded or limited under Danish law.

17. Changes to these Terms

We may update these Terms from time to time. For material changes, we will tell you by email or in the app at least 30 days before they take effect, and post the updated Terms here with a new "Last updated" date. If you do not agree, you may cancel before the changes take effect; continuing to use the Platform after that date means you accept the updated Terms.

18. Governing law and disputes

These Terms and any dispute or claim arising out of or in connection with them are governed by the laws of Denmark, excluding its conflict of law rules. Any dispute that cannot be resolved amicably is subject to the exclusive jurisdiction of the courts of Copenhagen, Denmark. Before starting formal proceedings, please contact us at hi@shortlists.io so we can try to resolve the matter informally.

19. Contact

Questions about these Terms: hi@shortlists.io. Shortlists ApS, Sortedam Dossering 55, 2100 Copenhagen, Denmark.