Terms of Service

1. Provider, scope and B2B use

1.1 These Terms of Service (“Terms”) govern access to and use of the CVtoBrand web application at app.cvtobrand.com and related services (the “Service”), provided by cvtobrand.com (“CVtoBrand”, “we”, “us”). In these Terms, the DPA and the Privacy Policy, “CVtoBrand” means the person or legal entity that operates the Service under the name CVtoBrand from the domain cvtobrand.com. CVtoBrand is the Customer’s contracting party, the processor under the DPA and the controller for the processing described in the Privacy Policy. On request, CVtoBrand discloses its full legal identity (legal name, registration number and address) to a Customer, prospective Customer or data subject without undue delay; if a prospective Customer asks for it before ordering, before the agreement is concluded; and in any case wherever the law requires it. Requests can be sent to [email protected].

1.2 The Service is intended exclusively for businesses and professional organisations, in particular recruitment and secondment agencies (each a “Customer”). It is not offered to consumers. By accepting these Terms, the person accepting confirms that he or she is authorised to bind the Customer.

1.3 The Customer’s own terms and conditions do not apply.

2. Definitions

• Customer Data: all data that the Customer or its Users upload, enter or generate in the Service, including CVs, personal data of candidates, logos, colours, fonts and other branding.
• Input: CVs and other files uploaded to the Service (PDF, DOCX or plain text).
• Output: CVs and other results generated by the Service from Input, including exported PDFs.
• User: a natural person whom the Customer gives access to its workspace, as an admin or recruiter.
• Workspace: the Customer’s separate environment (tenant) in the Service.
• DPA: the CVtoBrand Data Processing Agreement, which forms part of these Terms.

3. Agreement and documents

3.1 The agreement is concluded when the Customer creates a Workspace or accepts an order, and accepts these Terms. The DPA and the Privacy Policy are made available at the same time.

3.2 In case of conflict, the following order applies: (a) a specific written order or agreement, (b) the DPA as regards the processing of personal data, (c) these Terms, (d) other documentation.

4. The Service

4.1 The Service lets the Customer upload CVs (PDF, DOCX or plain text, up to 20 at a time), have them rebuilt using automated processing, including artificial intelligence, in the Customer’s house style (logo, colours, fonts), choose an output language (Dutch, German, French, English or Spanish), choose a version with a photo or an anonymised version (first name only), check the result and export it as a PDF. The Service supports admin and recruiter roles. The anonymised version removes the surname, photo and contact details from the template; it does not make the CV anonymous within the meaning of the GDPR, and the Output generally remains personal data.

4.2 Output is generated automatically and may contain errors, omissions, inaccurate translations or wrongly anonymised content. The Customer must check every Output before using or sharing it. CVtoBrand does not check Input or Output and does not guarantee that Output is complete, correct, suitable for any purpose or compliant with any law.

4.3 CVtoBrand may change, improve or discontinue features, provided that the core functionality of the Service is not materially reduced during a paid period without notice.

5. Customer’s responsibility for data and compliance

5.1 CVtoBrand is a helper tool. The Customer determines the purposes and means of processing of all personal data in Customer Data and is the controller within the meaning of the GDPR and comparable laws. CVtoBrand acts only as processor on the Customer’s behalf, as set out in the DPA.

5.2 The Customer is solely and fully responsible for complying with all laws and regulations of its own country, and of any other country that applies, that relate to Customer Data and to its use of the Service and the Output, including in particular rules on: having a lawful basis and, where required, consent; informing candidates; storage and retention periods; anonymisation and pseudonymisation; special categories of personal data; sharing CVs with clients and other third parties; international transfers; employment, recruitment, anti-discrimination and secondment law; and the rights of data subjects.

5.3 The Customer guarantees that it is entitled to upload and process all Input and other Customer Data in the Service, that doing so does not infringe the rights of any third party (including candidates and owners of logos and fonts), and that the Customer holds any licence needed to use uploaded fonts.

5.4 CVtoBrand does not provide legal, privacy, employment or compliance advice. Features such as anonymisation are technical aids only; whether they are sufficient in a given case is for the Customer to decide.

6. Accounts and Users

6.1 The Customer is responsible for its Users, for the roles it assigns and for all activity in its Workspace. Login credentials must be kept confidential.

6.2 The Customer informs CVtoBrand without delay of any suspected unauthorised access to its Workspace.

7. Acceptable use

The Customer and its Users may not: use the Service in breach of any law or third-party right; upload malware or content they are not entitled to use; attempt to access other Workspaces or to disrupt, overload, scan or reverse-engineer the Service (except as mandatory law permits); resell the Service without written permission; use the Service to build a competing product; or use the Service or Output to automatically evaluate, score, rank, filter or select candidates, or to take decisions about candidates based solely on automated processing. The Service is intended only for reformatting, translating and pseudonymising CVs; it is not intended for recruitment or selection decisions within the meaning of Annex III, point 4, of Regulation (EU) 2024/1689 (AI Act). CVtoBrand may suspend access in case of (suspected) breach, security risk or unlawful use.

8. Customer Data and Output

8.1 The Customer retains all rights to Customer Data and Output. The Customer grants CVtoBrand a limited, non-exclusive right to host, process, copy and display Customer Data solely to provide, secure and support the Service and to comply with law.

8.2 CVtoBrand processes personal data in Customer Data only on the Customer’s documented instructions as set out in the DPA.

8.3 The Customer is responsible for keeping its own copies of Output it needs. The Service is not an archive or record-keeping system.

9. Fees and payment

9.1 Fees, plans, limits and billing terms are those shown in the Service or in the order at the time of ordering. All fees are exclusive of VAT and other taxes. CVtoBrand may change its fees with effect from the next renewal period by giving at least 30 days’ notice; if the Customer does not accept the change, it may cancel before the new period starts.

9.2 Unless agreed otherwise, invoices are payable within 14 days. In case of late payment, CVtoBrand may suspend access after a reminder. Fees already paid are non-refundable, except where mandatory law or an express written commitment provides otherwise.

10. Availability and support

CVtoBrand makes reasonable efforts to keep the Service available, but provides it “as is” and “as available”, without any service level, unless agreed otherwise in writing. Maintenance, incidents, third-party outages and force majeure may cause interruptions.

11. Intellectual property

All rights in the Service, the software, the CVtoBrand brand, the character Pagi, the templates and documentation remain with CVtoBrand or its licensors. Nothing in these Terms transfers any such rights to the Customer.

12. Warranties

To the extent permitted by mandatory law, CVtoBrand gives no express or implied warranties, including no warranty that the Service or the Output will be uninterrupted, error-free, accurate, complete, lawful in any particular jurisdiction or fit for a particular purpose.

13. Exclusion and limitation of liability

13.1 CVtoBrand is a helper tool. CVtoBrand is not liable for damage resulting from: (a) the content of Input or Output, including errors, translations or anonymisation in Output that the Customer did not check or correct; (b) the Customer’s use, sharing or retention of CVs and personal data, and the Customer’s non-compliance with any law or regulation; (c) fines, orders or claims of supervisory authorities, candidates, clients or other third parties, to the extent resulting from (a) or (b); and (d) indirect or consequential damage, including lost profit, lost revenue, lost placements, reputational damage, business interruption and loss of data that the Customer could have restored from its own copies.

13.2 Any other liability of CVtoBrand, on whatever ground (including under the DPA), is limited per event and in total per contract year to the fees paid by the Customer for the Service in the twelve (12) months before the event giving rise to the liability. A series of related events counts as one event.

13.3 The exclusions and limitations in this Article do not apply in case of intent or deliberate recklessness of CVtoBrand’s executive management, or to the extent that liability cannot be excluded or limited under mandatory law. Nothing in these Terms limits the rights of data subjects under Article 82 GDPR.

13.4 Any claim against CVtoBrand lapses if it is not notified in writing within twelve (12) months after the Customer became or should reasonably have become aware of the facts on which it is based. Liability only arises if the Customer gives CVtoBrand prompt written notice of default, granting a reasonable period to remedy the failure, and CVtoBrand still fails to perform after that period, unless performance has become permanently impossible.

14. Indemnity

The Customer indemnifies and holds CVtoBrand harmless against all claims, fines, damages and costs (including reasonable legal costs) of third parties, including candidates, clients and supervisory authorities, arising from Customer Data, the Customer’s use of the Service or the Output, or the Customer’s breach of these Terms, the DPA or any law or regulation. This indemnity does not apply to the extent that the claim, fine or damage is caused by CVtoBrand’s breach of the DPA or of obligations of the GDPR specifically directed to processors, or by CVtoBrand acting outside or contrary to the Customer’s lawful instructions. CVtoBrand notifies the Customer of any such claim without undue delay and gives the Customer the opportunity to conduct the defence.

15. Term, termination and data after the end

15.1 The agreement runs for the period shown in the order or the Service and, unless stated otherwise, renews automatically for the same period until cancelled before the end of the current period.

15.2 Either party may terminate the agreement with immediate effect if the other party materially breaches it and does not remedy the breach within a reasonable period after written notice. CVtoBrand may suspend or terminate access with immediate effect in case of unlawful use or a security risk.

15.3 The Customer can delete its account at any time, in the Service where that function is available, or by sending a request from a Workspace admin’s email address to [email protected]. A cancellation period of 10 days then starts. During this period the Customer can undo the deletion (in the Service or via [email protected]) and export any Output it still needs; this is the Customer’s last opportunity to do so. When the cancellation period ends, the agreement ends and CVtoBrand permanently deletes all data of the Customer’s Workspace, including the account, Users, CV profiles, settings, audit logs and usage data, without undue delay and no later than 30 days after the end of the cancellation period, as set out in the DPA. The only exception is invoice and payment records that CVtoBrand must keep by law; these are kept for 7 years and are limited to what is needed for that purpose. Fees already paid are not refunded (Article 9.2).

15.4 If the agreement ends in any other way, including by termination or non-renewal, the same rules apply as in Article 15.3: a cancellation period of 10 days starts when the agreement ends, during which the Customer can still export any Output it needs; if the Customer’s admin can no longer access the Service for that purpose, CVtoBrand restores access, for export only, on a request sent to [email protected] within that period. When the cancellation period ends, CVtoBrand permanently deletes all data of the Customer’s Workspace within the same time limit and with the same single exception for invoice and payment records as in Article 15.3. Audit logs are in any case kept for no longer than 12 months.

16. Confidentiality

Each party keeps confidential the non-public information it receives from the other party and uses it only to perform the agreement, unless disclosure is required by law.

17. Changes to these Terms

CVtoBrand may amend these Terms. Material changes are announced at least 30 days in advance. If the Customer does not accept a material change, it may terminate the agreement with effect from the date the change takes effect. Changes required by law or that are not to the Customer’s detriment may take effect immediately.

18. Governing law and disputes

These Terms and the agreement are governed by Dutch law, excluding the UN Convention on Contracts for the International Sale of Goods. Disputes are submitted exclusively to the competent court of the District Court of Northern Netherlands (Rechtbank Noord-Nederland), location Leeuwarden, unless mandatory law provides otherwise.

19. General

19.1 If a provision of these Terms is void or annulled, the remaining provisions continue to apply, and the parties replace the provision with a valid provision that comes as close as possible to its purpose.

19.2 These Terms, the DPA and the Privacy Policy are available in English, Dutch, German, French and Spanish. The translations are provided for convenience. The English version is the binding version: in case of any difference or inconsistency between language versions, including in interpretation, the English version prevails.

19.3 The Customer’s contracting party is CVtoBrand as defined in Article 1.1. CVtoBrand’s single contact address for questions, legal notices, privacy matters, data subject requests and notices under the DPA is [email protected].

19.4 Notices under these Terms and the DPA may validly be given by email. Notices to CVtoBrand are sent to [email protected]; notices to the Customer are sent to the email address(es) of the Customer’s Workspace admin(s). An email notice takes effect when it reaches the recipient’s mailbox, unless the sender receives a delivery failure message.