Terms of Service
Last updated: 21 April 2026
These Terms of Service govern your access to and use of Vocalinn, including our website, platform, AI-assisted voice interview tools, and related services.
By creating an account, subscribing to a plan, or using Vocalinn, you agree to these Terms.
If you do not agree to these Terms, you must not use Vocalinn.
1. About Vocalinn
Vocalinn is an AI voice interview platform designed for hotels and hospitality businesses.
The platform helps customers create job openings, invite candidates, conduct AI-assisted voice interviews, generate transcripts and summaries, and review candidate scores or rankings.
Vocalinn provides technology to support recruitment workflows. Vocalinn does not act as an employer, recruiter, staffing agency, employment agency or hiring decision-maker.
2. Who may use Vocalinn
Vocalinn is intended for business use by hotels, hospitality businesses, employers, recruiters and authorised business users.
By using Vocalinn, you confirm that:
you are using the platform for business or professional purposes;
you have authority to act on behalf of the hotel or business you represent;
the information you provide is accurate and up to date;
you will use the platform in compliance with applicable laws.
You must not use Vocalinn for personal, unlawful, discriminatory or abusive purposes.
3. Customer account
To use certain features of Vocalinn, you may need to create an account.
You are responsible for:
keeping your login credentials secure;
ensuring only authorised users access your account;
all activity that occurs under your account;
keeping your account information accurate and updated.
You must notify us immediately if you believe your account has been accessed without authorisation.
We may suspend or restrict access to your account if we believe it has been compromised, misused or used in breach of these Terms.
4. Subscription plans and billing
Vocalinn may offer paid subscription plans.
Plan details, pricing, interview limits and included features are shown on our website, checkout page or within the platform.
Unless stated otherwise:
subscriptions are billed in advance;
payments are processed through a third-party payment provider;
prices may exclude applicable taxes;
you are responsible for providing accurate billing details;
access to paid features may depend on successful payment.
We may change our pricing or plan features from time to time. If changes affect an active paid subscription, we will provide reasonable notice where required.
5. Interview limits and extra interview packages
Subscription plans may include a monthly number of AI interviews.
An “AI interview” means a candidate interview conducted through Vocalinn using our voice interview and/or AI-assisted processing features.
If you exceed the number of interviews included in your plan, you may need to purchase extra interview packages or upgrade your plan.
Unused interviews may not roll over to future billing periods unless expressly stated in your plan.
We may apply fair usage limits to protect platform stability and prevent abuse.
Unused interviews are not refundable, except where a refund is approved under Section 6.
6. Cancellation and refunds
You may cancel your subscription at any time through your account settings or by contacting us at:
hello@vocalinn.com
Unless stated otherwise, cancellation will take effect at the end of your current billing period.
After cancellation:
- you may continue to access paid features until the end of the paid billing period;
- your subscription will not renew;
- your access to certain features may be limited or disabled;
- candidate data may be retained for a limited period according to our privacy and retention policies.
Subscription fees are billed in advance.
You may request a refund within 7 days of your first payment if you have not used any AI interviews during that period.
For this policy, an AI interview is considered used when a candidate interview is started, processed, transcribed, analysed or submitted through Vocalinn.
Creating job openings, configuring screening criteria or inviting candidates does not by itself prevent a refund, unless an AI interview has been started, processed or completed.
After the 7-day period, or once an AI interview has been used, subscription fees are non-refundable.
Vocalinn does not provide refunds or credits for unused time, unused interviews, unused features, partial months, customer inactivity, candidates not completing interviews, hiring outcomes, or the customer’s decision to stop using the platform.
Refunds may also be issued where required by law or where Vocalinn confirms a billing error.
7. Candidate data and recruitment responsibilities
When you use Vocalinn to invite candidates or review interviews, you are responsible for your recruitment process.
You are responsible for:
having a lawful basis to collect and process candidate data;
informing candidates about your recruitment process;
using candidate data only for legitimate recruitment purposes;
ensuring your job criteria are lawful, fair and non-discriminatory;
reviewing AI-generated outputs before making decisions;
making final hiring decisions through human review;
responding to candidate privacy requests where required;
complying with employment, equality, data protection and anti-discrimination laws.
Vocalinn acts mainly as a technology provider. Vocalinn does not decide whether a candidate is contacted, rejected, shortlisted, interviewed further or hired.
8. AI-assisted outputs
Vocalinn may generate AI-assisted outputs, including:
interview transcripts;
candidate summaries;
skill or experience highlights;
scores;
rankings;
recommendations;
screening notes.
AI outputs are provided for informational and workflow-support purposes only.
You understand and agree that AI outputs may be incomplete, inaccurate, inconsistent or unsuitable for a particular hiring decision.
You must review AI outputs before relying on them.
You must not make hiring decisions based solely on AI-generated outputs.
The final hiring decision must always be made by a human reviewer.
9. No guarantee of hiring results
Vocalinn does not guarantee that:
you will receive suitable candidates;
candidates will complete interviews;
AI rankings will identify the best candidate;
your hiring process will improve;
you will fill a vacancy;
candidates will be truthful or accurate in their answers;
the platform will detect all relevant issues in a candidate’s application.
Vocalinn is a tool to support recruitment workflows, not a replacement for human judgement.
10. Acceptable use
You agree not to use Vocalinn to:
violate any law or regulation;
discriminate against candidates;
process candidate data without a lawful basis;
collect unnecessary or excessive personal data;
ask unlawful, offensive or inappropriate interview questions;
upload harmful, illegal, misleading or abusive content;
interfere with the security or operation of the platform;
attempt to access another customer’s account or data;
reverse engineer, copy or misuse the platform;
use the platform to build a competing product;
overload, scrape, crawl or abuse our systems;
use Vocalinn for spam, fraud or harassment.
We may suspend or terminate access if we believe the platform is being misused.
11. Customer content
You may provide content to Vocalinn, including job descriptions, screening criteria, interview questions, candidate information, company information and other materials.
You retain ownership of your content.
You grant Vocalinn the right to process, host, store, transmit and display your content as necessary to provide the service.
You are responsible for ensuring that your content is lawful, accurate and does not infringe third-party rights.
12. Candidate communications
Vocalinn may allow you to invite candidates to interviews by email, link or other communication methods.
You are responsible for ensuring that candidates are contacted lawfully and appropriately.
You must not use Vocalinn to send spam or unauthorised communications.
Where Vocalinn sends candidate communications on your behalf, you remain responsible for the recruitment context and candidate relationship.
13. Data retention
Candidate interview data is generally retained for up to 6 months after the interview, unless deleted earlier or retained longer where legally required.
After cancellation of your account, candidate data may remain available for a limited period according to our retention policy.
We may delete or anonymise candidate data after the applicable retention period.
You are responsible for exporting or saving any data you need before your access ends, where export functionality is available.
14. Data protection
Our handling of personal data is described in our Privacy Policies.
For candidate data, the hiring hotel or business is usually the data controller, and Vocalinn acts mainly as a data processor.
Where required, our Data Processing Agreement forms part of these Terms.
By using Vocalinn, you agree to comply with applicable data protection laws and to provide any required notices or lawful basis for processing candidate data.
15. Third-party services
Vocalinn may rely on third-party service providers for hosting, AI processing, voice calls, transcription, payments, analytics, email delivery, security and other platform functions.
These providers may process data as necessary to provide their services.
We are not responsible for third-party services that are outside our control.
Your use of certain third-party services may be subject to their own terms and policies.
16. Service availability
We aim to keep Vocalinn available and reliable, but we do not guarantee uninterrupted or error-free service.
The platform may be unavailable due to:
maintenance;
technical issues;
third-party provider outages;
security events;
updates;
circumstances beyond our control.
We may modify, suspend or discontinue parts of the service at any time.
Where reasonable, we will try to provide notice of material changes that affect active customers.
17. Interview failures, AI errors and service interruptions
Vocalinn relies on internet connectivity, voice infrastructure, AI providers, transcription providers, hosting providers and other third-party services.
You understand that interviews, transcripts, summaries, scores, rankings or platform features may occasionally fail, be delayed, be incomplete or contain errors.
Vocalinn is not responsible for:
candidate internet connection issues;
customer internet connection issues;
browser, device or microphone problems;
failed, interrupted or incomplete interviews;
delays in transcription or AI analysis;
inaccurate or incomplete transcripts;
inaccurate, incomplete or inconsistent AI-generated outputs;
outages or failures caused by third-party providers;
loss of hiring opportunity caused by platform downtime or technical issues.
Where technically possible, Vocalinn may allow interviews to be repeated or reprocessed, but we do not guarantee that failed interviews, recordings, transcripts or AI outputs can always be recovered.
Service interruptions do not automatically entitle customers to refunds, credits or compensation.
18. Support
We may provide customer support by email or through the platform.
You can contact us at:
hello@vocalinn.com
Support availability, response times and scope may depend on your subscription plan.
Unless expressly agreed, we do not guarantee specific support response times.
19. Intellectual property
Vocalinn, including its software, design, branding, workflows, interface, technology, models, prompts, templates and documentation, is owned by Vocalinn or its licensors.
These Terms do not transfer ownership of Vocalinn’s intellectual property to you.
You may not copy, reproduce, modify, distribute, sell, lease, reverse engineer or create derivative works from Vocalinn unless expressly permitted by us.
You may use Vocalinn only as allowed under these Terms.
20. Feedback
If you provide feedback, suggestions, ideas or recommendations about Vocalinn, you allow us to use them without restriction or compensation.
We may use feedback to improve, modify or develop our services.
21. Confidentiality
During your use of Vocalinn, you may access non-public information about the platform, pricing, features, roadmap, candidates or recruitment processes.
You agree to keep confidential information secure and not disclose it except where necessary for your lawful use of the platform or where required by law.
Vocalinn will also take reasonable steps to protect your confidential business information.
22. Suspension and termination
We may suspend or terminate your access to Vocalinn if:
you breach these Terms;
payment fails;
you misuse the platform;
your use creates legal, security or operational risk;
we are required to do so by law;
your account is inactive for an extended period;
we discontinue the service.
You may stop using Vocalinn at any time.
Termination does not affect obligations that should reasonably continue, including payment obligations, confidentiality, intellectual property, data protection, disclaimers and limitations of liability.
23. Disclaimers
Vocalinn is provided on an “as is” and “as available” basis.
To the maximum extent permitted by law, we disclaim all warranties, whether express, implied or statutory, including warranties of merchantability, fitness for a particular purpose, accuracy, availability, non-infringement and error-free operation.
We do not guarantee that Vocalinn will meet your specific recruitment needs or produce any particular hiring outcome.
24. Limitation of liability
To the maximum extent permitted by law, Vocalinn will not be liable for:
loss of profits;
loss of revenue;
loss of business opportunity;
loss of goodwill;
loss of data;
recruitment decisions made by you;
candidate claims arising from your hiring process;
indirect, incidental, special, consequential or punitive damages;
issues caused by third-party services outside our control.
To the maximum extent permitted by law, Vocalinn’s total liability for any claim relating to the service will not exceed the amount paid by you to Vocalinn in the three months before the event giving rise to the claim.
Nothing in these Terms limits liability that cannot legally be limited.
25. Indemnity
You agree to indemnify and hold Vocalinn harmless from claims, damages, liabilities, losses and expenses arising from:
your use of Vocalinn;
your recruitment decisions;
your breach of these Terms;
your breach of data protection, employment or anti-discrimination laws;
your content or interview criteria;
candidate claims related to your recruitment process;
your unlawful or unauthorised processing of personal data.
