Kadya Terms of Service

These Terms of Service (the "Terms") govern access to and use of the Kadya software platform and related services. The service is operated by Kadya Limited, a company registered in Ireland under Company No. 821911, with registered office at Apartment 26, The Grove, Moyglare Hall, Maynooth, Kildare, Ireland, W23 CK63.

By accessing or using Kadya on behalf of an organisation, you represent that you are authorised to bind that organisation. References to "Customer", "you", or "your" mean that organisation and its authorised user unless the context requires otherwise.

• Authorised User means an individual approved to access the Customer workspace.
• Customer Data means data submitted, configured, generated, or connected by or on behalf of the Customer through Kadya, including workspace data and data ingested from connected hiring systems.
• Documentation means product, support, or operational materials made available by Kadya.
• Framework Evidence Mapmeans Kadya's public document-intake service for reviewing client, tender, framework, and supporting operational documents.
• Platformmeans Kadya's hosted software application and related services.
• Pilot Agreement means the applicable order form, pilot agreement, invoice, email agreement, or other written commercial agreement between Kadya and the Customer.
• Submitted Materials means business documents submitted through the Framework Evidence Map.

Kadya is a B2B service for operational assurance around recruitment delivery. It supports workflows for client requirements, operational evidence, Action Center items, policies, reporting, AI oversight where applicable, and supported hiring-tool integrations.

The service is currently offered as a pilot-stage product. Features, limits, support arrangements, and availability may evolve during the pilot. Unless expressly agreed otherwise, access is for authorised organisational users only and is not available for personal, consumer, or unauthorised use.

The Framework Evidence Map is a free B2B service and does not require an account. A person submitting documents through the service must be authorised to submit them on behalf of the relevant organisation.

The public intake is intended for business, tender, framework, and operational documents. Candidate or worker personal documents should not be submitted through it. Malicious files, disguised files, and materials the submitter is not authorised to provide are prohibited.

Any Framework Evidence Map, requirement mapping, or evidence-source suggestion is operational and informational support. The service does not guarantee that every requirement will be identified or that an organisation is procurement-ready, contractually compliant, successfully qualified, or accepted by a client.

Kadya is not an applicant tracking system, does not screen or rank candidates, and does not make hiring, employment, or candidate-selection decisions. Customers remain solely responsible for their hiring processes, human review, and decisions.

Kadya is not a law firm and does not provide legal advice. Outputs such as requirement mappings, evidence records, candidate notices, reports, classifications, and suggested actions are operational support tools. They do not guarantee compliance with the EU AI Act, GDPR, employment law, procurement or client-assurance requirements, or any other law or standard. Kadya does not guarantee successful procurement, framework qualification, client acceptance, or satisfaction of any contractual requirement.

The Customer is responsible for:

• ensuring it has authority to use Kadya and bind the organisation;
• ensuring it has the lawful basis and rights needed to connect systems and provide Customer Data;
• configuring client requirements, evidence, connected tools, notices, reports, policies, and AI oversight workflows accurately;
• reviewing outputs before relying on or sharing them;
• making its own legal, compliance, procurement, employment, and hiring decisions;
• maintaining account security and limiting access to authorised users; and
• using Kadya in accordance with applicable laws and the Pilot Agreement.

Customers and Framework Evidence Map submitters must not:

• use Kadya for unlawful, misleading, discriminatory, harmful, or abusive purposes;
• attempt to bypass authentication, security controls, or access restrictions;
• upload or connect data it is not authorised to process;
• upload malicious files or intentionally disguise file formats;
• upload candidate or worker sensitive records through the public Framework intake;
• bypass file limits, Turnstile, rate limits, or other upload and security controls;
• reverse engineer, scrape, overload, or interfere with the Platform;
• use Kadya to make automated hiring decisions; or
• represent Kadya outputs as legal advice or a guarantee of compliance.

Kadya depends on third-party services for hosting, database infrastructure, authentication, supported ATS integrations, email delivery, cookie consent, and rate limiting. The current production providers are Railway, Supabase PostgreSQL and Storage, Merge EU cloud, Clerk, Resend, Upstash, Cookiebot, Neo Mail, and Cloudflare for Turnstile bot and abuse protection on the public Framework Evidence Map intake.

Third-party APIs, customer system permissions, provider outages, regional settings, and vendor changes may affect functionality or availability. Kadya is not responsible for third-party systems outside its reasonable control.

All pilots are paid unless Kadya separately agrees otherwise in writing. Fees, pilot duration, payment schedule, taxes, invoicing details, and any customer-specific commercial terms are specified in the applicable Pilot Agreement, order form, invoice, or other written agreement.

There is no automatic renewal unless expressly agreed. If an undisputed invoice remains unpaid for 14 days after its due date, Kadya may, after notice, suspend, deactivate, or terminate access and begin the normal offboarding process.

Customer-specific early termination charges, refunds, credits, or other commercial consequences belong in the Pilot Agreement and are not hard-coded into these Terms.

The Customer retains ownership of Customer Data. The Customer grants Kadya a limited right to process Customer Data as needed to provide, secure, support, improve, troubleshoot, and administer the Platform and to meet legal or contractual obligations.

A Framework Evidence Map submitter retains ownership of Submitted Materials and grants Kadya a limited right to store, review, and process them as needed to provide the Framework Evidence Map and to operate, secure, and administer the service.

Kadya and its licensors retain all rights in the Platform, Documentation, designs, software, workflows, templates, and underlying technology. Feedback may be used by Kadya without restriction, provided it does not disclose Customer confidential information.

Each party should protect confidential information received from the other party with reasonable care. Kadya uses technical and organisational measures appropriate for the pilot service, including authentication, access controls, encrypted connector credentials, audit records, security headers, and log redaction.

The Customer remains responsible for securing its own users, devices, connected systems, permissions, and internal access processes.

Kadya's processing of personal data is described in the Privacy Policy. Where Kadya processes Customer Data as a processor, the Customer remains responsible for its controller obligations and for ensuring that the data is provided lawfully.

Kadya may suspend, deactivate, or terminate access if the Customer materially breaches these Terms or the Pilot Agreement, fails to pay an undisputed overdue invoice after the process described above, misuses the service unlawfully, creates a serious security risk, or where continued provision becomes unlawful or materially impractical.

After termination, Kadya will follow the applicable export, offboarding, retention, and deletion process. The current implementation supports operator-assisted export delivery, a 30-day retrieval window before destructive workspace deletion, external integration shutdown steps, and final workspace deletion that retains only a minimal deletion record.

Kadya is provided on a pilot-stage basis and, to the maximum extent permitted by law, without warranties that it will be uninterrupted, error-free, compatible with every customer system, or sufficient for any particular legal, regulatory, procurement, or commercial outcome.

Framework Evidence Maps, requirement mappings, and evidence-source suggestions are operational support outputs and may require further confirmation.

The Customer is responsible for independent review of all outputs and for obtaining legal advice where needed.

To the maximum extent permitted by law, Kadya will not be liable for indirect, consequential, special, incidental, punitive, or exemplary losses, or for loss of profits, revenue, goodwill, anticipated savings, or business opportunity.

Kadya's total aggregate liability for liabilities subject to a contractual cap is limited to 100% of the fees actually paid by the Customer under the applicable agreement. Nothing in these Terms excludes or limits liability where exclusion or limitation is not permitted by applicable law.

The Customer is responsible for claims, losses, and costs arising from its unlawful use of the Platform, unauthorised provision of data, breach of these Terms, or failure to meet its own obligations as an employer, recruiter, controller, or system deployer. Any customer-specific indemnity terms should be set out in the Pilot Agreement.

Kadya may update the Platform and these Terms as the pilot develops. Material changes will be notified where appropriate. Continued use after an update means the Customer accepts the updated Terms, unless a separate written agreement states otherwise.

These Terms are governed by the laws of Ireland. The courts of Ireland have jurisdiction over disputes arising from or relating to these Terms, subject to any mandatory legal rights or any separate written agreement between the parties.

Questions about these Terms should be sent to [email protected]. Notices may also be sent to Kadya Limited at Apartment 26, The Grove, Moyglare Hall, Maynooth, Kildare, Ireland, W23 CK63.