Terms of Service

Scout assists recruiters during candidate intake conversations by capturing audio, generating a transcript, and producing structured outputs — a candidate profile, factual coverage of which role topics were discussed, and a summary — for the recruiter’s use.

The service is delivered through a web application. We may add, change, or remove features over time as the product evolves.

You must be at least 18 years old and able to enter into a binding contract to use Scout. You are responsible for the confidentiality of your sign-in credentials and for all activity that occurs under your account.

If you suspect unauthorized use, notify us promptly at support@vantumworks.io.

• Trial. New recruiters may receive a limited-use trial — currently 5 recruiter-led intake calls plus a Rosa sampling allowance (3 autonomous intake conversations and 30 resume analyses), expiring at the earlier of 30 days or any individual cap. Phone verification is required before the first autonomous intake conversation. Trials are not renewable, and we may modify or discontinue them at any time.
• Subscriptions. Scout is billed in advance on a recurring monthly basis at $149 per month for up to 100 recruiter-led intake calls. Rosa, when hired, is an additional recurring monthly charge of $349 per Rosa, each Rosa providing capacity for 20 autonomous intake conversations and 200 resume analyses per month. Volume pricing on Rosa applies automatically at 3+ and 6+ Rosas. You authorize us (and our payment processor) to charge your payment method each cycle until you cancel.
• Monthly capacity caps. All published capacities are hard caps. When a cap is reached, new units of that type cannot be created until the next billing cycle. Caps reset monthly with your billing cycle. We do not market any subscription as “unlimited.”
• Cancellation. Cancel any time. Cancellation stops future renewals; the current paid period continues until its end. We don’t refund partial periods except where required by law. Rosa quantity reductions take effect at the next billing cycle; the removed Rosa’s capacity remains available for the current period.
• Fair-use clause. Beyond the published capacity caps, we reserve the right to investigate and restrict usage that materially exceeds typical recruiter workloads, appears automated or scripted, originates from bulk resume submissions that exceed our published cap by orders of magnitude, or otherwise indicates abuse. We may also throttle public intake pages to prevent abuse.
• Taxes. Listed prices don’t include taxes. You’re responsible for any applicable sales, use, VAT, or similar taxes.

Scout records audio of the conversations the recruiter chooses to record.

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.

We provide tools to help you operate the service. We don’t give legal advice, and we can’t determine which laws apply to a given conversation. If you’re unsure, consult qualified counsel.

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. Scout’s outputs are aids to a human recruiter’s judgment — not a substitute for it.
• 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 don’t have the right to upload, including content that infringes intellectual property or privacy rights.
• Use Scout to send spam, malware, or harmful content, or to harass anyone.

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 as needed to provide and support the service to you, and to enforce these Terms.

We don’t use Customer Content to train general-purpose AI models. Aggregated and de-identified usage statistics that can’t 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 — the software, design, models, documentation, and trademarks. Nothing in these Terms transfers any of those rights to you.

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

Scout uses third-party providers for hosting, storage, transcription, AI model inference, payments, and email. We choose these providers with reasonable care but aren’t responsible for outages, errors, or other issues caused by third-party services beyond our control.

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.

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 don’t warrant that Scout will be uninterrupted or error-free, or that any output will be accurate, complete, or suitable for any particular purpose.

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).

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:

• your Customer Content,
• your use of the service,
• your violation of these Terms or applicable law, or
• your failure to obtain consent or otherwise comply with the recording-consent obligations in Section 4.

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.

We may update these Terms from time to time. When we do, we’ll 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.

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.