Terms of Service

Shortlio lets Customers create roles and screening questions, invite candidates to submit video, audio, written or file answers, receive transcripts and AI-assisted evidence summaries, review and annotate candidates, and collaborate with authorised team members and reviewers.

We may improve or change the service. We will provide reasonable notice if a material change substantially reduces paid functionality.

You must provide accurate account information and keep it current. You are responsible for protecting credentials, activity through your account, giving each team member an individual authorised account, removing access when no longer required, and notifying us of suspected unauthorised access.

You must not share passwords, circumvent account limits or allow an unauthorised third party to use your account.

You control the roles, criteria, questions and hiring workflow. You are responsible for:

• the lawfulness, relevance and fairness of screening questions and criteria;
• providing notices, consent choices and accommodations required by law;
• reviewing source material and verifying AI-assisted outputs;
• making all hiring, rejection, progression and employment decisions; and
• complying with employment, privacy, anti-discrimination and record-keeping laws.

Shortlio is a workflow and evidence-assistance tool. It is not an employment agency and does not make hiring decisions.

Shortlio may use automated services to transcribe answers, identify passages relevant to criteria you configure and suggest follow-up matters. Outputs may be incomplete, inaccurate or lack context. You must review the underlying answers and exercise independent human judgment.

Shortlio does not intentionally analyse faces, appearance, emotions, accents, body language or personality and does not automatically accept, reject or rank candidates.

You must not use Shortlio to:

• break any law or infringe another person’s rights;
• ask unlawful, discriminatory, deceptive or irrelevant screening questions;
• make decisions solely through automated processing without meaningful human review;
• infer protected, biometric or highly sensitive characteristics unless expressly supported and lawfully agreed;
• upload malware or content you have no right to use;
• harass, intimidate or mislead candidates;
• access another Customer’s account, disrupt or probe the service;
• resell the service without written agreement; or
• use candidate information outside the disclosed recruitment purpose.

As between Shortlio and the Customer, the Customer determines the recruitment purpose, content, reviewers and decisions. You must accurately identify yourself, restrict access to authorised people, use candidate information only for the disclosed purpose, respond to privacy requests, and avoid retaining candidate information beyond the disclosed period without a lawful basis and any required notice.

Our handling of personal information is described in the Shortlio Privacy Policy.

You select a retention period between 30 and 365 days. It is shown to the candidate before consent and recorded for that application. Shortlio automatically deletes the candidate’s contact details, answers, recordings, résumé and uploaded files when the disclosed period expires. You may delete an application sooner.

Changing your retention setting applies to future applications and does not alter the period already disclosed for an existing application. Started but unsubmitted applications are deleted seven days after the candidate’s last activity. Manual deletion is irreversible.

You and your candidates retain ownership of content submitted to Shortlio as between you and us. You grant us a limited, non-exclusive licence to host, copy, transmit, process and display that content only as reasonably necessary to provide, secure and support the service or meet legal obligations.

You warrant that you have the required rights and authority. We do not use candidate recordings, answers or résumés to train general-purpose AI models.

Eligible new Customers may receive a seven-day trial without a payment card, allowing up to three completed candidate applications and subject to displayed limits. It does not automatically become paid. After expiry, submissions or paid features may pause until you select a plan.

We may refuse or withdraw a trial where we reasonably believe it is being abused.

Current plan limits and fees are shown on the website or at checkout. Unless stated otherwise, all prices are in United States dollars (USD), subscriptions are billed monthly in advance, applicable taxes may be added, and plan allowances reset each billing period without rolling over.

You authorise our payment provider to charge the selected plan fee and taxes. If a limit is reached, affected roles or submissions may pause until the next period or a plan change. We do not impose unapproved usage charges merely because a limit is reached.

Paid subscriptions automatically renew monthly until cancelled. You may cancel through the billing portal at any time; cancellation takes effect at the end of the current paid period and access continues until then unless suspended for breach or security reasons.

We do not provide prorated refunds or credits for unused time, limits or inactivity except where required by law or expressly agreed. Cancellation does not immediately delete the account or candidate information, which remains subject to its disclosed retention period unless deleted sooner.

You may change plans through the billing portal, with timing disclosed there. We may change features or prices with reasonable advance notice. A price change will not apply before the first renewal after its stated effective date. You may cancel before a change takes effect.

Shortlio depends on third parties for hosting, database, storage, authentication, email, payments, transcription and AI assistance. We select and configure them with reasonable care but do not control every interruption or change. Separately provided third-party services may have their own terms.

Each party must protect the other’s confidential information using reasonable care and use it only to perform or receive the service, exercise rights or meet legal obligations. We maintain reasonable safeguards, but no online service is completely secure. You must use available controls and promptly report suspected incidents.

Shortlio and its licensors own the service, software, branding, documentation and related intellectual property, excluding Customer and candidate content. Subject to these Terms and payment, we grant you a limited, non-exclusive, non-transferable right to use Shortlio for internal recruitment activities during your account term.

If you provide feedback, you permit us to use it without restriction or payment, provided we do not identify you publicly without permission.

We may suspend access where reasonably necessary to address a security threat, prevent unlawful or harmful activity, respond to a material breach, comply with law, or address overdue amounts after reasonable notice. Where practical, we will notify you and allow an opportunity to resolve the issue.

Either party may terminate for an unremedied material breach. On termination, use rights end, while provisions intended to survive—including payment, confidentiality, intellectual property, liability and disputes—continue.

We provide the service with reasonable care and skill. Internet services, third-party systems, media processing and AI features may experience interruptions or errors.

To the maximum extent permitted by law, we do not warrant uninterrupted or error-free operation, suitability for every recruitment process, or complete accuracy of transcripts and AI outputs. Nothing excludes a right that cannot lawfully be excluded, including applicable Australian Consumer Law rights.

Nothing excludes or limits liability that cannot lawfully be excluded or limited. To the maximum extent permitted by law, neither party is liable for indirect, incidental, special or consequential loss, or lost profit, revenue, opportunity, goodwill or anticipated savings.

Subject to that, each party’s total aggregate liability is limited to fees paid or payable during the 12 months before the event giving rise to the claim. The cap does not apply to fraud, wilful misconduct, intellectual-property infringement, confidentiality breaches, or liability that cannot lawfully be limited.

To the extent permitted by law, you indemnify Shortlio against third-party claims, losses and reasonable costs arising from:

• unlawful or infringing Customer content;
• your screening questions, hiring process or employment decisions;
• use or disclosure of candidate information contrary to law, notice or these Terms; or
• a material acceptable-use breach.

The indemnity is reduced to the extent Shortlio caused or contributed to the loss.

These Terms are governed by New South Wales law. The parties submit to New South Wales courts and appeal courts. Before court proceedings, a party must give written notice and allow at least 30 days to attempt good-faith resolution. This does not prevent urgent interlocutory relief or restrict rights that cannot lawfully be restricted.

We may update these Terms for changes to the service, law, security requirements or business practices. We will give reasonable notice of material changes. Continued use after the effective date constitutes acceptance where permitted by law. You may cancel before a materially disadvantageous change takes effect.

You may not assign these Terms without consent except in a genuine corporate reorganisation or sale of substantially all relevant assets. We may assign them as part of a reorganisation or sale if this does not materially reduce your rights.

Neither party is liable for delay beyond its reasonable control, except payment obligations. If a provision is unenforceable, it is modified to the minimum necessary and the rest continues. A delay enforcing a right is not a waiver. These Terms, the Privacy Policy and written order or plan terms form the agreement concerning Shortlio.