Shortlist Terms

Evalgist Shortlist is operated by Evalgist BV, KBO 1037.260.590, VAT BE 1037.260.590, with its registered office at Bosstraat 13, 9820 Merelbeke, Belgium (legal@evalgist.ai).

These Terms govern Evalgist Shortlist (“Shortlist”) and form an agreement between Evalgist BV and the Customer.

Agreement and scope

“Customer” means the person or organisation using or purchasing Shortlist for professional recruitment and selection. A person accepting these Terms for an organisation confirms that they are authorised to do so.

The general Evalgist terms at evalgist.ai/terms govern the shared Evalgist account; these Terms govern Shortlist. The Data Processing Agreement (“DPA”) governs Evalgist’s processing of candidate and project data.

What Shortlist does

Shortlist parses vacancy and application documents, assesses each application against criteria set by the Customer, identifies supporting passages or reports that none were found, and produces summaries, broad match bands, a proposed ordering, comparisons, and exports.

Outputs are recommendations, not facts or employment decisions. Shortlist can miss context, misread a scan, rely on an imperfect passage, or produce an incomplete or incorrect assessment. A supporting passage shows what an application says; it does not prove that the statement is true. Shortlist does not verify identity, qualifications, employment history, references, document authenticity, or other candidate claims.

Shortlist does not select, reject, or contact candidates. It is not legal or HR advice and does not certify that a recruitment process or decision complies with law.

The Customer remains the decision-maker. A suitably authorised human must review the original application, the cited passages, and other relevant information before acting. Shortlist must not be the sole basis for hiring, rejection, or another decision that significantly affects a person.

Customer responsibilities

The Customer must keep its account access secure and withdraw access when it is no longer authorised. It must:

(a) have a lawful basis and authority to process each application, and give candidates any required notice, including where applicable that AI assists the evaluation;

(b) use job-related criteria, not protected personal traits or criteria that effectively substitute for them, and comply with applicable employment, equality, data-protection, and AI law;

(c) make sure anyone using its account understands what Shortlist can and cannot do and receives training appropriate to their role, and assign human review to people with suitable competence and authority;

(d) follow the product instructions, verify outputs, and investigate unclear or missing evidence rather than treating it as a definitive negative;

(e) monitor its use for automation bias, improper criteria, and reasonably apparent discriminatory effects, and correct or stop a use where a material risk is identified;

(f) complete any impact assessment, registration, candidate notice, or record that the law requires for its use, and retain required records before project data is deleted; and

(g) limit access, uploads, and retained copies to what is needed for its recruitment or selection purpose.

Shortlist must not be used to:

(a) upload material that the Customer is not entitled to process, malware, or confidential material unrelated to the evaluation;

(b) bypass access, payment, rate, or security controls or disrupt the service;

(c) reverse engineer, copy, or extract Shortlist or its underlying models, except where the law permits; or

(d) resell Shortlist as a standalone service or use it for an unlawful purpose or decision.

Data and confidentiality

Using Shortlist does not transfer rights in uploaded material to Evalgist. Evalgist and its subprocessors may process candidate and project data only to provide, secure, and support Shortlist, subject to the DPA.

For candidate and project data, the Customer is the controller and Evalgist is the processor. Evalgist is the controller for account, billing, support, security, and basic product analytics that exclude candidate and project content, as described in the Privacy Policy.

Evalgist does not use candidate or project data to train models made available to other customers or general-purpose models. The Subprocessors register and DPA describe the providers, processing locations, and transfer safeguards used for Shortlist.

Evalgist will protect non-public Customer information and use it only to provide Shortlist, except where disclosure is required by law.

Credits and payment

Shortlist may offer starter credits, promotional credits, and paid credit packs. Credits have no cash value and cannot be transferred, resold, or redeemed for cash. Purchased and granted credits expire 12 months after they are granted, unless a different period is clearly shown before purchase or grant. When the last usable credits expire, the retention rules below apply.

Shortlist is not a recurring subscription unless the Customer expressly accepts one. Before a purchase or chargeable operation, Shortlist shows the relevant price, taxes, number of credits, expiry, and credit cost. Evalgist may change future prices and credit costs, but not the price or number of credits in a completed purchase.

Used, expired, and promotional credits are not refunded. If Evalgist permanently withdraws Shortlist and the Customer cannot reasonably use unexpired paid credits, Evalgist will provide a reasonable use period or refund the unused part. This does not apply where access ends because of serious breach or abuse.

Project retention and deletion

Shortlist keeps a project's uploads, extracted text, and results while the Customer has usable credits. When the last usable credits expire, Evalgist deletes all of the Customer's Shortlist project data 30 days later, unless new credits are added before then. Evalgist sends reminders before credits expire and during the 30 days.

The Customer may delete a project earlier. Project deletion removes it from the dashboard and deletes its content from active Evalgist systems. This includes uploads, extracted text, OCR results, extracts, summaries and AI intermediate results, vacancy text and criteria, candidate profiles, assessments, supporting passages, comparisons, rankings, decisions, and notes.

When the Customer removes one candidate, Evalgist deletes that candidate’s uploaded documents and candidate-specific derived content from active systems. This includes extracted text, OCR results, AI intermediate results, the candidate profile, assessments, supporting passages, candidate-specific notes and audit content, and the candidate’s entries in comparisons and rankings. The rest of the project remains available.

Deletion is irreversible. The Customer must export anything it needs to keep before deletion. Downloaded copies remain under the Customer’s control. Protected backup copies may remain until overwritten in the normal backup cycle and are not available for normal product use. Evalgist may retain minimal deletion, security, billing, or compliance records that do not preserve project content, and limited records required by law.

Deleting the shared Evalgist account also deletes the Customer’s Shortlist data. Invoices, payment records, and credit transactions are stored separately and may be kept for accounting, tax, fraud prevention, balance administration, or dispute handling.

Availability, changes, and suspension

Shortlist may occasionally be unavailable because of maintenance, security work, or third-party outages.

Evalgist may change or discontinue features. Where practical, it will give reasonable notice if this materially reduces paid functionality.

Evalgist may suspend access to protect the service or other customers, address abuse or non-payment, comply with law, or respond to a material breach. Where practical, Evalgist will explain the reason and allow the Customer to correct the issue.

Intellectual property and outputs

Evalgist and its licensors own Shortlist, including its software, interface, documentation, models, methods, and branding. The Customer may use Shortlist for its internal professional purposes while it has authorised access.

The Customer may use and share Shortlist outputs for recruitment, selection, internal records, and related compliance. Evalgist does not claim ownership of those outputs.

Liability

Neither party is liable for indirect or consequential loss. Evalgist’s total liability arising from Shortlist in any 12-month period is limited to the amount the Customer paid for Shortlist during the 12 months before the event giving rise to the claim.

These limits do not apply where the law does not allow them to apply, including fraud, wilful misconduct, and gross negligence. Deletion carried out after credit expiry as described in these Terms, or on a Customer instruction, is not a service failure.

Ending use

The Customer may delete projects or the shared Evalgist account at any time. Doing so does not create a refund right, and unused credits remain subject to their expiry.

Evalgist may end access after a material breach that is not fixed within a reasonable period after notice. It may act immediately for unlawful use, serious abuse, a material security risk, fraud, or a legal requirement. If Evalgist ends Shortlist for another reason, the rules above for unused paid credits apply.

Changes to these Terms

Evalgist may update these Terms. It will give advance notice of material changes where practical. Changes do not alter a completed purchase.

Belgian law and contact

Belgian law governs these Terms and disputes connected with Shortlist. The competent courts of the judicial district of East Flanders, Ghent division, Belgium, have exclusive jurisdiction unless mandatory law requires otherwise.

Questions about these Terms may be sent to legal@evalgist.ai. Privacy requests may be sent to privacy@evalgist.ai.