Terms of Service

Document Version: v1.0.0

TeamSyncAI Terms of Service & Privacy Agreement

Effective Date: 1-July-025

Company: Datastruk Software Solutions
Location: Halifax, Nova Scotia, Canada
Contact: [support@teamsyncai.com]

Table of Contents

  1. Agreement Overview
  2. Service Description
  3. User Accounts & Responsibilities
  4. Video Recording & AI Analysis
  5. Privacy & Data Protection
  6. Payment & Billing
  7. Data Processing & Sub-Processors
  8. Intellectual Property
  9. Service Availability & Support
  10. Limitation of Liability
  11. Termination
  12. Legal & Compliance

1. Agreement Overview

1.1 Acceptance of Terms

By creating an account, using TeamSyncAI, or clicking "I Accept," you agree to all terms in this document. If you disagree with any part, do not use our Service.

1.2 Who This Applies To

  • You/Customer: The organization subscribing to TeamSyncAI
  • Candidates: Individuals taking video assessments
  • Users: Anyone accessing our platform
  • We/Us: Datastruk Software Solutions

1.3 Changes to Terms

We may update these Terms with 30 days notice via email or in-app notification. Continued use means you accept the changes.

2. Service Description

2.1 What TeamSyncAI Does

TeamSyncAI is an AI-powered platform that:

  • Records and analyzes video interviews
  • Assesses team fit compatibility
  • Provides hiring insights and recommendations
  • Generates reports on candidate suitability

2.2 Service Plans

Team Assessment Starter: $199 CAD/month or $1,990 CAD/year

  • Up to 5 team members
  • Basic AI analysis
  • Standard reporting

Team Assessment Pro: $499 CAD/month or $4,990 CAD/year

  • Up to 15 team members
  • Advanced AI analysis
  • Interactive reporting
  • ATS integrations

2.3 What We Don't Do

  • We don't make final hiring decisions
  • We don't guarantee specific hiring outcomes
  • We don't provide legal or HR compliance advice
  • We don't store video recordings longer than 90 days

3. User Accounts & Responsibilities

3.1 Account Creation

  • You must provide accurate, complete information
  • You must be at least 18 years old
  • One person per account (no sharing credentials)
  • You're responsible for all account activity

3.2 Acceptable Use

You May:

  • Conduct legitimate hiring assessments
  • Analyze team compatibility for business purposes
  • Export data for your internal use

You May NOT:

  • Use the service for unlawful purposes
  • Discriminate based on protected characteristics
  • Share account credentials
  • Attempt to hack or reverse engineer our systems
  • Upload malicious content or viruses

3.3 Your Data Responsibilities

As the hiring organization, you must:

  • Have legal authority to collect candidate data
  • Inform candidates about the assessment process
  • Comply with employment and privacy laws in your jurisdiction
  • Obtain necessary consents from candidates

4. Video Recording & AI Analysis

4.1 Video Recording Consent

IMPORTANT: By proceeding with video assessment, candidates explicitly consent to:

What We Record:

  • Video and audio of interview responses
  • Screen interactions during assessment
  • Timestamp and session metadata

How We Use Recordings:

  • AI analysis of communication patterns
  • Team fit compatibility assessment
  • Generating hiring insights for the employer
  • Algorithm improvement (anonymized data only)

Recording Rights:

  • Candidates may stop recording at any time
  • Withdrawal of consent ends the session immediately
  • Previously recorded content deleted within 7 days if consent withdrawn

4.2 AI Analysis Process

Our AI analyzes:

  • Communication style and clarity
  • Professional presentation
  • Response quality and relevance
  • Team compatibility indicators
  • Behavioral patterns

Human Review:

  • Quality assurance of AI results
  • Technical support and troubleshooting
  • Algorithm training (anonymized data only)

4.3 Analysis Accuracy

  • AI analysis is a tool to assist hiring decisions
  • Results should be considered alongside other factors
  • We don't guarantee 100% accuracy
  • Final hiring decisions remain with the employer

5. Privacy & Data Protection

5.1 Information We Collect

Account Information:

  • Name, email, company details
  • Job title and role information
  • Billing and payment information

Interview Data:

  • Video and audio recordings (up to 90 days)
  • Candidate responses and assessments
  • AI analysis results and scores
  • Session metadata and timestamps

Usage Information:

  • Platform usage and analytics
  • Feature interaction data
  • Technical logs and diagnostics

5.2 How We Use Your Information

Service Delivery:

  • Providing AI analysis and team fit assessments
  • Generating reports and recommendations
  • Managing your account and subscription
  • Processing payments and billing

Service Improvement:

  • Analyzing usage patterns (anonymized)
  • Developing new features
  • Improving AI algorithms
  • Conducting security monitoring

Communication:

  • Service-related notifications
  • Customer support responses
  • Product updates (with consent)

5.3 Data Sharing & Disclosure

We DO NOT:

  • Sell your personal information to third parties
  • Share candidate data between different customers
  • Use your data for advertising purposes

We MAY Share Data:

  • With service providers (see Section 7)
  • When required by law or legal process
  • To protect our rights and safety
  • In case of business transfer (with notice)

5.4 Your Privacy Rights (PIPEDA & GDPR)

You Have the Right To:

  • Access your personal information
  • Correct inaccurate information
  • Request deletion of your data
  • Withdraw consent (where applicable)
  • Data portability (structured data export)
  • Object to certain processing

To Exercise Rights: Email [privacy@teamsyncai.com]

5.5 Data Security

We implement:

  • Encryption in transit (TLS 1.3) and at rest (AES-256)
  • Multi-factor authentication and access controls
  • Regular security monitoring and audits
  • Secure data centers with physical safeguards
  • Employee training on data protection

5.6 Data Retention

Video Recordings: Deleted within 90 days of analysis completion Analysis Results: Retained for 24 months or until account deletion Account Data: Retained during service plus 12 months Billing Records: 7 years (legal requirement) Anonymized Insights: May be retained indefinitely

6. Payment & Billing

6.1 Pricing & Billing

  • All prices in Canadian Dollars (CAD)
  • Monthly plans billed monthly, annual plans billed annually
  • First bill may be prorated based on signup date
  • Automatic renewal unless cancelled

6.2 Payment Methods

  • Credit/debit cards (Visa, Mastercard, Amex)
  • PayPal (where available)
  • Bank transfer (annual plans over $1,000)

6.3 Taxes

  • Prices exclude applicable taxes (HST/GST/PST)
  • Tax rates determined by billing address
  • You're responsible for any local taxes

6.4 Failed Payments

  1. Day 1: Payment fails, email notification
  2. Day 4: Second attempt, final notice
  3. Day 7: Third attempt, account suspended if failed
  4. Day 14: Account terminated if unresolved

6.5 Refund Policy

Monthly Plans: No refunds for partial months Annual Plans:

  • Full refund within 30 days of initial purchase
  • Prorated refunds after 30 days
  • No refunds for Terms violations

Free Trial: No charges if cancelled before trial ends

6.6 Price Changes

  • 30 days advance notice for price increases
  • Existing annual subscriptions honored until renewal
  • Monthly subscribers get 2 billing cycles at current price

7. Data Processing & Sub-Processors

7.1 Our Role

  • You are the Data Controller (determine purposes of processing)
  • We are the Data Processor (process data on your behalf)
  • You're responsible for having legal basis to collect candidate data
  • We're responsible for secure processing according to your instructions

7.2 Authorized Sub-Processors

Infrastructure:

  • Amazon Web Services (cloud hosting)
  • DigitalOcean (application hosting)
  • Google Cloud Platform (AI/ML services)

AI/ML Processing:

  • OpenAI (language processing)
  • Anthropic (AI analysis)
  • Google Gemini (natural language processing)

Payment Processing:

  • Stripe (payment processing)
  • Paddle (subscription management)

Support & Communication:

  • Intercom (customer support)
  • SendGrid (email delivery)

Analytics & Monitoring:

  • Google Analytics (anonymized website analytics)
  • Sentry (error monitoring)

7.3 Sub-Processor Safeguards

All sub-processors must:

  • Provide adequate data protection guarantees
  • Be bound by data processing agreements
  • Implement appropriate security measures
  • Allow audits and compliance verification

7.4 International Data Transfers

Data may be processed outside Canada (US, EU) with appropriate safeguards:

  • Standard Contractual Clauses (SCCs)
  • Adequacy decisions where available
  • Additional contractual protections

8. Intellectual Property

8.1 Our Intellectual Property

TeamSyncAI platform, AI algorithms, analysis methods, and all related technology are owned by Datastruk Software Solutions and protected by intellectual property laws.

8.2 Your Content

  • You retain ownership of data you upload
  • You grant us license to process it for service delivery
  • We may use anonymized, aggregated data for service improvement
  • You can export your data at any time

8.3 AI-Generated Content

Analysis reports and insights generated by our AI are provided under this license for your business use.

9. Service Availability & Support

9.1 Service Level

  • Target 99.5% uptime (not guaranteed)
  • Scheduled maintenance with advance notice when possible
  • 24/7 system monitoring

9.2 Support

  • Email support: [support@teamsyncai.com]
  • Response time: 24-48 hours during business days
  • Documentation and help resources available online

9.3 Service Modifications

We may modify or discontinue features with 30 days notice. Core functionality changes require 60 days notice.

10. Limitation of Liability

10.1 Service Disclaimer

THE SERVICE IS PROVIDED "AS IS" WITHOUT WARRANTIES OF ANY KIND. WE DISCLAIM ALL WARRANTIES, EXPRESS OR IMPLIED, INCLUDING MERCHANTABILITY AND FITNESS FOR A PARTICULAR PURPOSE.

10.2 Liability Limits

TO THE MAXIMUM EXTENT PERMITTED BY LAW:

  • Our total liability is limited to amounts paid by you in the 12 months preceding the claim
  • We're not liable for indirect, incidental, or consequential damages
  • We're not liable for business losses, lost profits, or lost data

10.3 Your Responsibility

You're responsible for:

  • Your use of analysis results in hiring decisions
  • Compliance with employment and privacy laws
  • Data backup and security on your end

11. Termination

11.1 Termination by You

  • Cancel subscription anytime through account settings
  • Cancellation takes effect at end of current billing period
  • Data export available for 30 days after cancellation

11.2 Termination by Us

We may terminate your account for:

  • Violation of these Terms
  • Non-payment after grace period
  • Illegal or harmful use of the service

11.3 Effect of Termination

  • Access to service ends immediately
  • Data deletion within 30 days (except legal requirements)
  • No refunds except as specified in Section 6.5

12. Legal & Compliance

12.1 PIPEDA Compliance (Canada)

Privacy Officer: [Your Name], CEO
Contact: [privacy@teamsyncai.com]

We comply with Canada's Personal Information Protection and Electronic Documents Act (PIPEDA) including:

  • Accountability for personal information protection
  • Obtaining meaningful consent for data collection
  • Limiting collection to necessary purposes
  • Implementing appropriate safeguards
  • Providing access to personal information
  • Responding to privacy complaints

12.2 Data Breach Notification

If a breach poses real risk of significant harm:

  • We'll notify you within 72 hours when possible
  • We'll report to Privacy Commissioner as required
  • We'll assist with breach assessment and response

12.3 Governing Law

These Terms are governed by the laws of Nova Scotia, Canada, and applicable federal laws.

12.4 Dispute Resolution

  1. Good faith negotiations (30 days)
  2. Mediation through ADR Institute of Canada
  3. Binding arbitration in Halifax, Nova Scotia

12.5 Severability

If any provision is unenforceable, the remaining provisions remain in full effect.

12.6 Entire Agreement

This document constitutes the entire agreement between parties and supersedes all prior agreements.

Contact Information

Datastruk Software Solutions
Halifax, Nova Scotia, Canada

General: [contact@teamsyncai.com]
Privacy: [privacy@teamsyncai.com]
Support: [support@teamsyncai.com]
Billing: [billing@teamsyncai.com]

Business Registration: [Your NS Registration Number]

Document Version: v1.0.0
Last Updated: 30-June-2025

Acceptance Confirmation

For Customer Organizations: By using TeamSyncAI, you confirm that you have read, understood, and agree to be bound by these Terms of Service & Privacy Agreement.

For Interview Candidates:
By proceeding with the video assessment, you confirm that you:

  • Have read and understood this agreement
  • Consent to video recording and AI analysis
  • Understand your rights regarding your personal data
  • Are at least 18 years of age

Legal Basis for Processing:

  • Contract performance (service delivery)
  • Legitimate interests (service improvement)
  • Consent (video recording and marketing communications)
  • Legal obligations (compliance and record keeping)