Gaia Terms & Conditions

1. Introduction

1.1 Agreement Scope
These Terms and Conditions (T&Cs) govern the use of Socially Recruited Ltd, trading as Gaia (“Gaia”), an AI-powered recruitment technology provider, including its products GaiaAttract, GaiaPages, and GaiaChat. By using Gaia’s services, customers agree to these terms.

1.2 Definitions

  • GaiaAttract: AI-driven advertising and audience targeting (no candidate data processing by Gaia).
  • GaiaPages & GaiaChat: Candidate applications processed and stored, with data pushed into the customer’s ATS where integrated.
  • Customer: The entity that has agreed to these terms by using Gaia’s services.
  • Subprocessors: Third-party entities used by Gaia for advertising, hosting and other services.

1.3 Platform Use & Licensing

‍Gaia grants customers a non-exclusive, non-transferable licence to access and use its SaaS platform for recruitment purposes only. Customers may not copy, modify, or sublicense the platform under any circumstances.

2. Data Protection & Compliance

2.1 Compliance with UK, EU, and US Data Laws

‍Gaia complies with:

  • UK GDPR & Data Protection Act 2018
  • EU GDPR (2016/679)
  • US CCPA (where applicable)

2.2 Data Processing & Subprocessors

  • GaiaAttract: Gaia is NOT a data processor, as all targeting occurs within third-party platforms (Meta, LinkedIn, etc.).
  • GaiaPages & GaiaChat: Gaia acts as a Data Processor, processing candidate applications on behalf of customers.
  • Subprocessors: A list of subprocessors (AWS, Okta, Meta, Google, etc.) is maintained and regularly updated at [www.iamgaia.com/subprocessors]. Customers will be notified of any material changes.

2.3 International Data Transfers

  • UK & EU customers: Gaia uses the latest Standard Contractual Clauses (SCCs, 2021) and UK IDTA for data transfers.
  • US customers: No SCCs needed, but data protection measures are in place to ensure security and compliance.

2.4 Security Measures

‍Gaia implements ISO 27001-level security standards, including:

  • Encryption (at rest and in transit)
  • Role-based access controls
  • Regular security audits & penetration testing
  • 72-hour breach notification policy (per GDPR requirements)

3. AI Compliance & Liability

3.1 Responsible AI Use & Bias Mitigation

‍Gaia follows AI fairness guidelines to prevent bias in advertising and candidate targeting:

  • AI-generated content does not optimise based on protected characteristics (race, gender, etc.).
  • Bias audits are conducted quarterly.
  • AI recommendations are subject to customer review before deployment. Some advertising decisions may be made automatically by the AI, which can be viewed and potentially reversed by the customer, though not in all cases. If an AI decision relates to a known candidate, human approval will be required before it is applied.

3.2 Liability for AI Decisions

  • Gaia is not responsible for how customers use AI-generated job ads.
  • Customers must ensure AI-powered recommendations comply with employment laws.
  • Third-party platforms (Meta, Google, LinkedIn, etc.) process data independently and are responsible for their own compliance.

4. Financial Terms

4.1 Billing & Payment

  • Payments are due within 30 days of the invoice date, unless otherwise agreed in writing.
  • Late Fees: Overdue payments are subject to a 1.5% per month interest charge or the highest rate permitted by law, whichever is lower.
  • If payment is not received within the agreed timeframe, Gaia reserves the right to suspend or terminate services.

4.2 Fair Use Policy

  • Customers using Gaia’s services must adhere to fair usage guidelines to prevent excessive or abusive use.
  • Gaia reserves the right to review and limit usage that exceeds reasonable levels in comparison to similar users.
  • Abuse of the platform, including unauthorised use of automation or excessive campaign requests, may result in service suspension or termination.

4.3 Renewal & Termination

  • Subscriptions auto-renew at the end of the current term unless the customer provides written notice of cancellation at least 60 days before renewal.
  • Prices may be subject to annual increases, which will be communicated to the customer in advance.

5. Termination & Liability

5.1 Termination Rights

  • Either party may terminate for breach with a 30-day cure period.
  • Customers may cancel services per existing contract terms.

5.2 Limitation of Liability

  • Gaia’s liability is capped at the total fees paid in the last 12 months.
  • Gaia is not liable for indirect losses, including lost revenue, goodwill, or reputational damage.

6. Service Levels

6.1 Platform Uptime Commitment

  • Gaia guarantees 99.5% uptime, excluding scheduled maintenance.

6.2 Support Response Times

  • Critical issues: Response within 4 hours
  • Standard support: Response within 1 business day

7. Governing Law & Disputes

  • These Terms and Conditions shall be governed by and construed in accordance with English law.
  • Disputes will be resolved through binding arbitration under the rules of the London Court of International Arbitration (LCIA). The seat of arbitration shall be London, England, and proceedings shall be conducted in English.

8. Updates & Notifications

  • Gaia reserves the right to update these T&Cs.
  • Customers will be notified of significant changes at least 30 days in advance.

By using Gaia’s services, customers acknowledge and agree to these Terms & Conditions.

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