Version 2.0.0 · Effective July 31, 2026
This summary is for convenience only. It is not part of the agreement, and the sections below control if they conflict with it.
KatScan reads resumes and organizes candidates into three review groups so you can decide who to talk to first. It never rejects anyone and it has no reject button. You make every hiring decision. Your candidate data belongs to you, we do not train AI models on it, and we delete it on the schedule in Section 8. Our financial responsibility is limited to what you have paid us in the past twelve months. You are responsible for following the hiring laws that apply to your business, including candidate notice requirements in some cities and states.
These Terms are a binding agreement between KatScan AI, LLC, a Delaware limited liability company doing business as KatScan ("KatScan," "we," "us," "our"), and the business or individual that registers for or uses the Service ("Operator," "you," "your"). The KatScan Privacy Policy is incorporated by reference.
By clicking to accept, creating an account, or submitting any material to the Service, you agree to these Terms. If you are accepting for a business, you represent that you are at least eighteen years old and have authority to bind that business.
We keep a record of your acceptance, including your account identifier, the version number and effective date of the Terms you accepted, and the date and time of acceptance. You agree that record is sufficient evidence of your agreement and satisfies any requirement that a contract be in writing and signed. Prior versions are available on request.
KatScan extracts information from resumes and application materials you submit, generates structured candidate profiles, verification flags, and suggested interview questions, and sorts each candidate into one of three review categories:
| Category | What it means |
|---|---|
| Interview Ready | The profile lines up with the role you configured. Consider scheduling first. |
| Worth Exploring | Relevant signal with open questions. Consider a screening call. |
| Needs Review | Requires closer human examination before any decision. |
The Service does not offer a reject, disqualify, or no-fit outcome. Where the Service identifies a serious concern, the candidate is placed in Needs Review, not rejected. Every path through the Service ends in a category that calls for a human to look. Nothing in the Service automatically rejects, filters out, archives, or withdraws a candidate without a person at your business taking that action.
Everything the Service generates ("Output") is informational and assistive. Output is a prioritization and preparation aid. It is not an employment recommendation, an employment decision, a determination that anyone is qualified, a prediction of job performance, or a substitute for your own evaluation.
The Service is not an applicant tracking system of record, a consumer reporting agency or background screening service (see Section 4.4), an assessment or test instrument, a compliance program, legal advice, or a guarantee of any hiring or retention outcome.
You alone decide which candidates to contact, interview, advance, decline, or hire. You alone decide how much weight to give any Output. You alone are responsible for the lawfulness of your hiring process. KatScan does not participate in, direct, or make any employment decision.
Output is generated by artificial intelligence and may be incomplete, inaccurate, or wrong in ways that are not obvious. Verify anything material against the source document or with the candidate before relying on it.
Resume-derived analysis has limited ability to predict job performance. Interviews, work trials, and reference checks remain necessary parts of an informed hiring process.
Extraction accuracy varies with document format and quality. Multi-column layouts, scanned or photographed documents, unusual formatting, and non-English content may produce incomplete extraction, and the Service may miss material content without telling you it missed something.
You agree not to remove or alter any AI disclosure, category definition, or caveat the Service displays, and not to present Output to anyone in a way that suggests KatScan evaluated, endorsed, or rejected a candidate.
You agree that a qualified person at your business will independently review each candidate's underlying application materials, not just their category label, before you take any action affecting that candidate, including declining to advance or interview them, whether or not the candidate is notified. That person must have the practical ability to reach a different conclusion than the Service's category suggests. You agree not to use any bulk action, export, integration, or automated workflow to decline or screen out candidates based on Output without that review, and not to apply any numeric score or category as an automatic cutoff. This is a material term of this agreement.
You are responsible for complying with all laws that apply to your hiring, including equal employment opportunity, fair chance and ban-the-box, salary history, pay transparency, immigration verification, and privacy laws. You represent that you are using the Service for genuine open positions at a business you operate.
Do not submit to the Service: Social Security numbers or other government identification numbers, dates of birth, financial account numbers, background check or consumer reports, credit information, criminal history records, medical or disability information, genetic or biometric data, immigration status documents, or information about race, color, religion, national origin, sex, gender identity, sexual orientation, marital or family status, pregnancy, age, veteran status, or union membership ("Prohibited Data"), except where a candidate has voluntarily included it in a resume they submitted themselves.
We are not obligated to screen for Prohibited Data, though the Service does apply automated redaction to some categories of personal information on intake. If you submit Prohibited Data we may delete it, suspend the affected feature, or suspend your account.
KatScan is not a consumer reporting agency and the Service does not produce a consumer report under the Fair Credit Reporting Act or any state equivalent. Do not use the Service as a substitute for a background check, a reference check, employment verification, or any screening that requires FCRA disclosure and authorization.
Do not use the Service to screen candidates for a business you do not operate, to resell or provide screening services to third parties, to build a competing product, to reverse engineer the Service, to submit material you do not have the right to submit, or in any manner that violates law.
You are responsible for your account credentials and for activity under your account. Notify us promptly at the address in Section 17 of any unauthorized use.
Candidates are not parties to this agreement and have no rights under it. This section does not limit any right a candidate has under law.
Some cities and states regulate automated tools used in hiring. These laws generally place their obligations on the employer that uses the tool rather than on the software vendor. This section allocates responsibility consistently with that structure and does not change any allocation the law itself imposes.
For New York City Local Law 144, you are the employer or employment agency using the tool. For the Colorado Artificial Intelligence Act, you are the deployer and KatScan may be a developer. For the California Fair Employment and Housing Act and its automated-decision-system regulations, you are the employer. For any other similar current or future law, you are the deployer, user, or employer.
At your own cost, you are responsible for determining which of these laws apply to you, commissioning any required bias audit or impact assessment, publishing anything those laws require you to publish, giving candidates any required advance notice, offering any required alternative process or accommodation, keeping required records, and making any required regulatory disclosure. KatScan will not do any of these for you.
If a candidate, agency, or court raises a claim involving your use of the Service, you agree to give us your records of the human review described in Section 4.1 within ten business days of our written request, and to preserve those records and any related communications rather than deleting them, until the matter is resolved. We may ask for this so we can defend ourselves if we are named in a claim about your hiring decision; it does not make us responsible for that decision.
We will not conduct or pay for any audit or assessment, publish anything on your behalf, notify any candidate on your behalf, decide whether a law applies to you, provide demographic or selection-rate data (we do not have it), provide any other operator's data in any form, disclose source code, model weights, or prompts, or act as your agent in any regulatory matter.
You acknowledge that the Service is built so that every path ends in human review and that it has no automated rejection function. You also acknowledge that this design is relevant to, but does not decide, whether an automated hiring tool law applies to your use; that presenting candidates in a categorized order may in practice advantage or disadvantage candidates depending on how you use it; and that whether the Service substantially assists or replaces your discretionary decision making depends on facts within your control. You bear the risk of that determination.
We may restrict or condition availability of the Service or any feature in any jurisdiction on notice, including by requiring additional attestations from Operators recruiting in specified places.
"Operator Data" means the resumes, application materials, candidate information, role definitions, settings, and notes you submit to or create in the Service.
"Service Data" means data we generate in running the Service that does not identify you or any candidate, such as logs, error rates, latency, and aggregate usage metrics.
You own Operator Data. You also own the Output generated for your candidates. We own the Service itself, including the software, models, prompts, extraction pipelines, category logic, question templates, interfaces, and everything we build or improve, and we retain a license to use Output in de-identified form solely to operate and secure the Service. Nothing in this section gives you any right in the Service, and you may not use Output to build a competing product.
You grant us a limited, non-exclusive, worldwide, royalty-free license during the term and applicable retention period to host, store, copy, transmit, parse, index, encrypt, back up, and otherwise process Operator Data, and to pass it to the AI vendors in Section 7, solely to: provide and support the Service to you; generate and deliver Output to you; maintain security, backup, and disaster recovery; investigate fraud, abuse, and violations of these Terms; keep the records described in Section 8; and comply with law.
We will not sell, rent, or disclose Operator Data to anyone except as stated in these Terms, and we will not use it outside our direct business relationship with you. This license ends for each item of data when that item is deleted.
We do not use Operator Data to train, fine-tune, or otherwise develop any machine learning model, ours or anyone else's, and we do not permit our vendors to do so. Agreeing to these Terms is not consent to model training. This section does not restrict our use of Service Data as described in Section 6.5.
We may use Service Data to operate, secure, monitor, troubleshoot, and improve the Service, and may keep it after termination. We will not attempt to re-identify Service Data or connect it to any candidate, and will not disclose it in any form that identifies you or any candidate.
If you send us suggestions or feature requests, we may use them without restriction, attribution, or payment.
For purposes of the California Consumer Privacy Act, you are the Business and KatScan is a Service Provider with respect to personal information in Operator Data. You determine the purposes and means of processing. We process personal information only on your behalf and only under your instructions, which consist of these Terms, the Privacy Policy, and your settings in the Service.
We will not sell or share personal information as those terms are defined in the CCPA. We will not retain, use, or disclose it for any purpose other than the business purposes in Section 6.3, or outside our direct business relationship with you. We will not combine personal information received from you with personal information from any other operator or any other source, except as the CCPA permits to perform a business purpose. We will not use personal information to build or improve a profile of any person other than to perform the Service for you. We certify that we understand these restrictions and will comply with them.
We use third-party AI vendors to perform extraction and analysis, currently Anthropic and Google. Each is contractually bound not to train models on data we send. We impose privacy obligations on our vendors that are at least as protective as those in this Section 7, and we remain responsible to you for what they do with personal information. Our current vendor list is at /legal/subprocessors. We will give you at least thirty days notice before adding a vendor that processes Operator Data, and you may terminate without penalty if you object. Processing occurs in the United States.
If we receive a request from a candidate about data we process for you, we will forward it to you rather than respond. We will give you reasonable help responding to candidate requests to know, access, delete, or correct.
You are solely responsible for giving each candidate a notice at collection that complies with applicable privacy law, including what you collect, why, how long you keep it, whether you use AI-assisted analysis, that you disclose applications to a service provider and its AI vendors, and what rights the candidate has. We may offer a template as a convenience. It is not legal advice and the sufficiency of your notice is your responsibility.
These Terms do not include GDPR terms or an EU or UK transfer mechanism. If you recruit in the EEA, UK, or Switzerland, or receive applications from candidates located there, tell us before doing so, because a separate data processing agreement is required.
We will tell you in writing without undue delay if we determine we can no longer meet our CCPA obligations for data we process for you. You may then direct us to stop the processing at issue and, if it is not fixed within thirty days, terminate for cause without further charge.
Candidate application materials and Output are retained for four years from submission by default, which is aligned with the four-year period California employers are required to keep application records. You may set a shorter period in your account settings, and you may request deletion of any candidate record at any time. We will complete deletion requests within thirty days.
Account and billing records are retained as long as required by tax and accounting law. Security and audit logs are retained for eighteen months.
On termination, you have thirty days to export your data. After that we delete Operator Data within sixty days, except for data we are required to retain by law or that is subject to a legal hold, and except for backups, which age out on their normal cycle within ninety days. We will instruct our vendors to delete accordingly.
You are responsible for keeping your own hiring records. Do not rely on KatScan as your system of record.
Subscriptions include a set number of scans per billing period. Unused scans do not roll over. Additional scans may be purchased. Prices are shown in the Service before purchase.
Automatic renewal. Paid subscriptions renew automatically at the end of each billing period at the then-current price until you cancel. We will charge the payment method on file. You may cancel at any time before the renewal date from your account settings, with no cancellation fee. Cancellation takes effect at the end of the current billing period. We will send you an acknowledgment email you can keep after purchase, and we will give you at least thirty days notice before any price increase takes effect.
Fees are non-refundable except where required by law. Fees are exclusive of taxes. Fees are never based on whether you hire anyone or on any hiring outcome. If a payment fails we may suspend the account after notice. If you dispute a charge, contact us first at the address in Section 17.
THE SERVICE AND ALL OUTPUT ARE PROVIDED AS IS AND AS AVAILABLE, WITHOUT WARRANTY OF ANY KIND. TO THE MAXIMUM EXTENT PERMITTED BY LAW, WE DISCLAIM ALL WARRANTIES, EXPRESS OR IMPLIED, INCLUDING MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, TITLE, AND NON-INFRINGEMENT.
We specifically do not warrant that Output is accurate, complete, or free of error; that extraction will capture all content in any document; that any category assignment is correct or appropriate; that Output predicts job performance; that the Service is free of bias or disparate impact; that use of the Service will comply with any law applicable to you; or that the Service will be uninterrupted or error free.
Beta and free features are provided with no warranty and no service commitment and may be changed or discontinued at any time.
Some jurisdictions do not allow certain disclaimers, and in that case the disclaimers apply to the fullest extent permitted.
NEITHER PARTY IS LIABLE FOR INDIRECT, INCIDENTAL, SPECIAL, CONSEQUENTIAL, OR PUNITIVE DAMAGES, OR FOR LOST PROFITS, LOST REVENUE, LOST DATA, OR HIRING, STAFFING, OR BUSINESS INTERRUPTION LOSSES, EVEN IF ADVISED OF THE POSSIBILITY.
EACH PARTY'S TOTAL LIABILITY ARISING OUT OF OR RELATING TO THESE TERMS IS LIMITED TO THE GREATER OF THE AMOUNTS YOU PAID KATSCAN IN THE TWELVE MONTHS BEFORE THE EVENT GIVING RISE TO THE CLAIM, OR ONE HUNDRED DOLLARS.
These limits do not apply to your payment obligations, your indemnity obligations in Section 12, either party's fraud or willful misconduct, or any liability that cannot be limited by law.
These limits apply even if a remedy fails of its essential purpose.
Any claim arising out of these Terms must be brought within one year after it accrues, except for claims for non-payment, indemnity, or claims that cannot be shortened by law.
You will defend and indemnify KatScan against third-party claims arising from: your employment decisions and hiring process; your failure to provide a required notice to a candidate or to meet an obligation under Section 5; your submission of Prohibited Data or of material you did not have the right to submit; or your use of the Service in violation of law or these Terms.
We will defend and indemnify you against third-party claims that the Service as provided by us infringes a US patent, copyright, or trademark, provided you did not modify it or combine it with anything we did not supply. If the Service becomes subject to such a claim, we may procure the right to continue using it, modify it, or terminate the affected feature and refund prepaid unused fees. This is our entire liability for infringement claims.
For any indemnity claim, the party seeking indemnity must give prompt written notice, allow the other party to control the defense, and cooperate reasonably. No settlement that admits fault or imposes a non-monetary obligation may be made without the other party's consent.
These Terms begin when you accept them and continue until terminated. You may terminate at any time by cancelling in your account settings. We may terminate for convenience on thirty days notice, and may suspend or terminate immediately for non-payment after notice, for a material breach not cured within ten days, for use that creates legal risk to KatScan or to candidates, or as required by law.
On termination, your access ends, accrued fees remain payable, and Sections 2.2 through 2.4, 4, 6, 8, 10, 11, 12, 14, and 17 survive.
Before starting any formal proceeding, the parties will try in good faith to resolve the dispute by contacting each other at the addresses in Section 17 and conferring for thirty days.
These Terms are governed by the laws of the State of California, without regard to conflict of laws rules. The United Nations Convention on Contracts for the International Sale of Goods does not apply. Subject to Section 14.3, the state and federal courts located in the City and County of San Francisco, California have exclusive jurisdiction and both parties consent to personal jurisdiction there.
Any dispute not resolved under Section 14.1 will be resolved by binding individual arbitration administered by JAMS under its Streamlined Arbitration Rules, before one arbitrator, in the City and County of San Francisco, California, or by videoconference at the claimant's election. The Federal Arbitration Act governs. Judgment on the award may be entered in any court of competent jurisdiction.
Either party may bring an individual claim in small claims court instead. Either party may seek injunctive relief in court to protect intellectual property or confidential information.
Claims must be brought individually. Class, collective, consolidated, and representative proceedings are not permitted. If this paragraph is held unenforceable as to any claim, that claim proceeds in court and the rest of this Section 14.3 remains in effect for all other claims.
You may opt out of this Section 14.3 by emailing the address in Section 17 within thirty days of first accepting these Terms, stating your account name and that you are opting out of arbitration. Opting out does not affect any other part of these Terms. Your opt-out right resets if we materially change this Section 14.3.
If any provision is unenforceable, it will be modified to the minimum extent necessary or severed, and the rest remains in effect.
These Terms and the Privacy Policy are the entire agreement between us on this subject and supersede all prior discussions. Any purchase order or other document you issue has no effect.
Failure to enforce any provision is not a waiver of it.
You may not assign these Terms without our written consent. We may assign them to an affiliate or in connection with a merger, acquisition, or sale of assets on notice.
The parties are independent contractors. Nothing here creates a partnership, joint venture, agency, or employment relationship.
Notices to you may be sent to your registered account email or posted in the Service. Notices to us go to the address in Section 17.
Neither party is liable for delay or failure caused by events beyond its reasonable control, except for payment obligations.
There are no third-party beneficiaries.
Each party will protect the other's non-public business information with at least reasonable care and use it only to perform under these Terms. Operator Data is your confidential information.
Neither party may use the other's name or logo publicly without prior written consent, which may be given by email.
Headings are for convenience. "Including" means including without limitation. "Days" means calendar days. Neither party is treated as the drafter for purposes of interpretation. The English version governs.
You consent to contract electronically. Your acceptance is an electronic signature with the same effect as a handwritten one.
We may change these Terms. Any change is published as a new version with a new effective date. For changes that materially affect your rights or obligations, we will give at least thirty days advance notice by email and in the Service before the change takes effect. Minor corrections may take effect on posting.
If you do not agree to a change, your remedy is to cancel before it takes effect, in which case the prior version governs through the end of your current billing period. Otherwise, continued use after the effective date is acceptance.
Changes to Section 14.3 apply only going forward and do not apply to any dispute we already had notice of.
KatScan AI, LLC d/b/a KatScan
Email: support@katscan.io
Mailing address: 2108 N ST #13406, Sacramento, CA 95816
Attention: Legal