Terms of Service

HireTrackPro is an applicant tracking system (ATS) that enables businesses and staffing agencies to post job listings, collect and manage candidate applications, and collaborate with hiring teams. We offer Starter (free), Pro, and Business subscription plans as described on our pricing page.

To use the Service you must:

• Provide accurate, current, and complete registration information
• Keep your account credentials confidential and not share them with others
• Notify us immediately at security@hiretrackpro.com if you suspect unauthorised access to your account
• Be at least 18 years of age (or the age of majority in your jurisdiction)

You are responsible for all activities that occur under your account. We reserve the right to suspend or terminate accounts that provide false information or violate these Terms.

You agree not to use the Service to:

• Post job listings that are fraudulent, misleading, or have no genuine intent to hire (“ghost jobs”), including listings created solely to harvest candidate data
• Screen, reject, favour, or otherwise discriminate against candidates based on any characteristic protected under applicable employment law, including but not limited to race, colour, religion, sex, gender identity, sexual orientation, national origin, age, disability, pregnancy, or veteran status
• Use candidate personal data for any purpose other than evaluating applications for legitimate employment opportunities with your organisation
• Sell, transfer, rent, or share candidate data with third parties outside of your normal hiring process, or use it for marketing, profiling, or any other non-recruitment purpose
• Impersonate another company, organisation, recruiter, or individual, or create fictitious employer profiles
• Share account credentials, or allow more concurrent users to access the Service than permitted under your subscription plan
• Collect candidate data without a lawful basis or without informing applicants how their data will be used
• Reverse engineer, decompile, or attempt to extract the source code of the Service
• Introduce viruses, malware, or other harmful code
• Scrape or systematically extract data from the Service using automated tools without our written permission
• Use the Service to send unsolicited commercial communications (spam)
• Harass, threaten, or engage in abusive communications toward candidates, team members, or HireTrackPro staff
• Violate any applicable law or regulation, including employment, anti-discrimination, and data protection laws

We reserve the right to remove any content and suspend or permanently terminate any account that we determine, in our sole discretion, violates these Terms. In cases of serious or repeated violations, we may report conduct to relevant authorities and pursue legal remedies.

If you believe another user is misusing the Service — including posting fraudulent job listings, misusing candidate data, or engaging in discriminatory hiring practices — please report it to us at trust@hiretrackpro.com. We take all reports seriously and will investigate promptly. We will not retaliate against anyone who makes a good-faith report of suspected misuse.

Paid plans (Pro and Business) are billed on a monthly or annual basis, as selected at checkout. All prices are shown in US dollars and exclusive of applicable taxes unless stated otherwise.

• Free trial: Paid plans include a 14-day free trial. No credit card is required during the trial period. You will be billed at the end of the trial unless you cancel.
• Annual billing: Annual plans are billed upfront for 12 months at a discounted rate (currently 20% off the monthly price). Annual subscriptions are non-refundable except as required by law.
• Upgrades and downgrades: You may change your plan at any time. Upgrades take effect immediately and you will be charged a prorated amount. Downgrades take effect at the start of your next billing period.
• Cancellation: You may cancel at any time. Your access continues until the end of the current billing period. We do not offer partial-month refunds.
• Failed payments: If a payment fails, we will attempt to re-charge over a grace period. If payment is not received, your account may be downgraded to the Starter (free) plan.

When you use HireTrackPro to collect and manage applicant data, you are the data controller and we are the data processor. You are solely responsible for:

• Ensuring you have a lawful basis to collect and process candidate personal data
• Informing candidates about how their data will be used
• Complying with applicable employment and data protection laws in your jurisdiction (including GDPR, UK GDPR, CCPA, and similar legislation)
• Responding to data subject requests from candidates regarding their data

We process candidate data only on your instructions. We do not use candidate data for our own marketing or share it with third parties for their own purposes. See our Privacy Policy for full details.

The Service and all underlying technology, design, and content are owned by HireTrackPro and are protected by intellectual property laws. We grant you a limited, non-exclusive, non-transferable licence to use the Service for its intended purpose during your subscription.

You retain ownership of all content you create in the Service (job postings, templates, notes). By uploading content, you grant us a limited licence to host, display, and transmit it as necessary to provide the Service.

The Service is provided “as is” and “as available” without warranties of any kind, express or implied. We do not warrant that the Service will be uninterrupted, error-free, or free of harmful components. We are not responsible for the accuracy or legality of content created by users.

To the maximum extent permitted by law, HireTrackPro’s total liability to you for any claims arising under or in connection with these Terms shall not exceed the greater of (a) the amount you paid us in the 12 months prior to the claim, or (b) £100 / $100.

We are not liable for any indirect, incidental, special, consequential, or punitive damages, including loss of profits, data, or goodwill, even if we have been advised of the possibility of such damages.

We may suspend or terminate your access to the Service immediately and without notice if you materially breach these Terms, engage in fraudulent or illegal activity, or if we discontinue the Service. Upon termination, your right to use the Service ceases. You may export your data before termination; after termination, we will delete your data within 30 days except where retention is required by law.

We may update these Terms from time to time. We will notify you of material changes by email or by posting a notice in the Service at least 14 days before they take effect. Continued use of the Service after the effective date constitutes acceptance of the updated Terms.

These Terms are governed by the laws of the State of Washington, United States, without regard to its conflict of law provisions. Any disputes shall be subject to the exclusive jurisdiction of the state and federal courts located in Thurston County, Washington, unless you are a consumer in a jurisdiction whose mandatory local consumer protection laws provide otherwise.

If you have any questions about these Terms, please contact us: