Scout

Terms of Service

Effective April 28, 2026

These Terms of Service (the "Terms") govern your access to and use of Scout, a service operated by Vantum Works LLC ("Vantum", "we", "us"). By creating an account, signing in, or using Scout, you agree to these Terms. If you are using Scout on behalf of an organization, you represent that you have authority to bind that organization, and "you" refers to both you and that organization.

1. The service

Scout assists recruiters during candidate intake conversations by capturing audio of the conversation, generating a transcript, and producing structured outputs (such as a candidate profile, role-fit assessment, and summary) for the recruiter's use. The service is delivered through a web application; we may add, change, or remove features from time to time.

2. Eligibility and accounts

You must be at least 18 years old and able to enter into a binding contract to use Scout. You are responsible for maintaining the confidentiality of your sign-in credentials and for all activity that occurs under your account. Notify us promptly at support@vantumworks.io if you suspect unauthorized use.

3. Plans, trials, and billing

  • Trial. New recruiters may receive a limited-use trial (currently 5 screenings or 30 days, whichever comes first). Trials are not renewable and we may modify or discontinue trials at any time.
  • Subscriptions. Paid plans are billed in advance on a recurring basis at the price and interval shown when you sign up. You authorize us (and our payment processor) to charge your payment method for each billing cycle until you cancel.
  • Cancellation. You can cancel at any time. Cancellation stops future renewals; the current paid period continues until its end. We do not provide refunds for partial periods except where required by law.
  • Fair-use limits. Plans marketed as unlimited are subject to a reasonable fair-use cap (currently 300 screenings per seat per month). If your usage materially exceeds typical recruiter workloads or appears automated, we may contact you to discuss an appropriate plan.
  • Taxes. Listed prices do not include taxes. You are responsible for any applicable sales, use, VAT, or similar taxes.

4. Recording consent — your responsibility

Scout records the audio of conversations the recruiter chooses to record. You are solely responsible for complying with all laws that apply to recording your conversations, including applicable wiretap, eavesdropping, and electronic communications laws. In some U.S. states and many countries, all parties to a conversation must consent to being recorded. Before starting a screening, you must:

  • Disclose to the candidate that the conversation is being recorded.
  • Obtain the candidate's consent to recording, in the manner required by applicable law.
  • Honor any candidate request to stop recording or to delete the recording afterward.

We provide tools to help you operate the service; we do not give legal advice and we cannot determine which laws apply to a given conversation. If you are unsure, consult qualified counsel.

5. Acceptable use

You agree not to:

  • Use Scout to record any conversation in violation of applicable law.
  • Use Scout to make hiring decisions in a manner that violates anti-discrimination, equal-employment, or other applicable laws. The outputs Scout produces are aids to a human recruiter's judgment, not a substitute for it.
  • Attempt to reverse engineer, decompile, scrape, probe, or interfere with the service or its underlying systems, except to the extent these restrictions are prohibited by law.
  • Resell, sublicense, or grant non-employees of your organization access to your account.
  • Upload content you do not have the right to upload, including content that infringes intellectual property rights or violates privacy rights.
  • Use Scout to send spam, malware, or harmful content, or to harass any person.

6. Your content; our content

You retain ownership of the job descriptions, notes, recordings, transcripts, candidate-related information, and other content you provide to or generate with Scout ("Customer Content"). You grant us a worldwide, non-exclusive license to host, process, transmit, and display Customer Content solely as needed to provide and support the service to you, and to enforce these Terms.

We do not use Customer Content to train general-purpose AI models. Aggregated and de-identified usage statistics that cannot reasonably be linked back to you or any candidate may be used to operate and improve the service.

We retain all rights in Scout itself, including the software, design, models, documentation, and trademarks. Nothing in these Terms transfers any of those rights to you.

7. Privacy

Our handling of personal information is described in the Privacy Policy, which is incorporated into these Terms.

8. Third-party services

Scout uses third-party service providers to deliver functionality such as hosting, storage, transcription, AI model inference, payments, and email. We select providers with reasonable care, but we are not responsible for outages, errors, or other issues caused by third-party services beyond our control.

9. Suspension and termination

We may suspend or terminate your access to Scout if you breach these Terms, if your use creates legal or security risk for us or other users, or if required by law. You may stop using Scout and close your account at any time. On termination, we will delete or return Customer Content as described in the Privacy Policy, subject to limited retention required for legal, accounting, or security purposes.

10. Disclaimers

Scout is provided on an "as is" and "as available" basis. To the maximum extent permitted by law, we disclaim all warranties, express or implied, including merchantability, fitness for a particular purpose, non-infringement, and any warranty arising out of course of dealing or usage of trade. We do not warrant that Scout will be uninterrupted, error-free, or that any output produced by the service will be accurate, complete, or suitable for any particular purpose. Scout's outputs are machine-generated assistance for a human recruiter and must be reviewed by you before being relied on.

11. Limitation of liability

To the maximum extent permitted by law, neither party will be liable for any indirect, incidental, special, consequential, exemplary, or punitive damages, or for any loss of profits, revenues, data, or business opportunities, arising out of or relating to these Terms or the service, even if advised of the possibility of such damages. Our total cumulative liability arising out of or relating to these Terms or the service will not exceed the greater of (a) the amounts you paid us for the service in the twelve months preceding the event giving rise to the claim or (b) one hundred U.S. dollars ($100).

12. Indemnification

You will defend, indemnify, and hold harmless Vantum and its officers, employees, and agents from and against any third-party claims, damages, liabilities, costs, and expenses (including reasonable attorneys' fees) arising out of or related to (a) your Customer Content, (b) your use of the service, (c) your violation of these Terms or applicable law, or (d) your failure to obtain consent or otherwise comply with recording-consent obligations described in Section 4.

13. Governing law and disputes

These Terms are governed by the laws of the State of California without regard to its conflict-of-laws principles. Any dispute arising out of or relating to these Terms or the service will be brought exclusively in the state or federal courts located in Los Angeles County, California, and you consent to the personal jurisdiction of those courts. Either party may seek injunctive relief in any court of competent jurisdiction to protect its intellectual property or confidential information.

14. Changes to these Terms

We may update these Terms from time to time. When we do, we will revise the Effective Date above and, for material changes, take reasonable steps to notify you. Your continued use of Scout after changes take effect constitutes acceptance of the updated Terms.

15. Miscellaneous

These Terms (together with the Privacy Policy and any order forms) are the entire agreement between you and us regarding Scout and supersede any prior agreements on the same subject. If any provision is held unenforceable, the remaining provisions will remain in effect. Our failure to enforce any right is not a waiver of that right. You may not assign these Terms without our prior written consent; we may assign them in connection with a merger, acquisition, financing, or sale of assets.

Contact

Vantum Works LLC
Covina, California, USA
Email: support@vantumworks.io