1. About these terms
These terms govern the supply of Roleline by Simple Things Limited (Simple Things, we, us) to the organisation named in an order form (you, the client). An order form is a proposal, quotation or statement of work that we issue and you accept in writing, including by email.
The order form, these terms and the data processing agreement together form the agreement between us. If they conflict, a signed order form prevails, then the data processing agreement, then these terms. Where we sign a separate master services agreement with you, that agreement governs instead of these terms unless it says otherwise.
These terms are written for business customers. They are not consumer terms.
2. What we provide
Roleline is conversational careers technology. It answers candidate questions from careers content that you have reviewed and approved, within limits that you agree with us, and points people to an official next step where your content provides one. It does not score, rank or select candidates and it is not supplied for those purposes.
The service is sold in three parts, described on the pricing page and fixed in your order form:
- Pilot. One reviewed content scope, a configured assistant and evaluation against an agreed question set.
- Production. Approved content, configured boundaries, release work and launch on your careers site.
- Care plan. Hosting, agreed usage, monitoring and controlled changes for a live assistant, billed monthly.
The order form sets the scope, content sources, deliverables, usage allowances, timeline and fees. Work outside that scope is agreed in writing as a change before it starts.
3. Your content and approvals
You provide the careers pages, role information, policies, answers and other material the assistant may use (client content). You confirm that you have the right to give it to us for this purpose and that it is accurate, lawful and kept current by named people in your organisation.
You review and approve each version of the assistant before candidates can use it. Approval applies to the specific version you tested. Making that version live is a separate step that you authorise.
You are responsible for what you tell candidates about the assistant, including that it is an automated service, what it is for and what it cannot do; for your own privacy notice to candidates; and for any employment, equality or AI-specific obligations that apply to you in the places you recruit.
You must not use Roleline, or configure it, to score, rank, shortlist, filter or reject candidates, to infer protected characteristics, or to make or support a hiring decision. If you want a capability that is not part of the service, ask us before using the assistant for it.
4. Generated answers
Roleline generates answers from client content using a third-party language model. Generated text can be incomplete, out of date or wrong even when the source is correct. We configure the assistant to answer from approved content, to say when that content does not cover a question and to point to an official route where the content provides one.
We do not warrant that every answer will be accurate, complete or suitable for a particular candidate. Answers are information about your careers content, not legal, employment or professional advice. Your review of a version before release, and your monitoring once it is live, are part of how the service is intended to be used.
5. Our responsibilities
- We provide the service with reasonable skill and care and in line with the order form.
- We operate the assistant with the controls described in our security and data handling overview, as updated from time to time, and we tell you about material changes.
- We process personal data on your behalf only as set out in the data processing agreement.
- We may suspend an assistant where we reasonably believe that is necessary to protect security, comply with law or prevent harm. We tell you promptly, explain why and restore service as soon as we reasonably can.
6. Fees and payment
Fees are stated in the order form. Unless it says otherwise, the pilot fee is invoiced on order, production fees are invoiced against the milestones in the order form and the care plan is invoiced monthly in advance. All fees exclude VAT, which is added where it applies.
Invoices are payable within 30 days of the invoice date. We may charge interest on late payment under the Late Payment of Commercial Debts (Interest) Act 1998. If an undisputed invoice is more than 30 days overdue we may suspend the service after giving you 14 days' written notice.
The care plan includes the usage stated in the order form. If sustained usage is materially higher, we raise it with you and agree a change. We do not charge for usage above the allowance without agreeing it first. Care plan fees are fixed for the initial term in the order form and can change afterwards on 60 days' written notice.
7. Intellectual property
We own the Roleline platform, its software, prompts, configuration templates, documentation and any improvements we make. During the term you have a non-exclusive, non-transferable licence to use your configured assistant on the careers site or sites named in the order form.
You own client content. You grant us a licence to use it only to provide the service to you. Answers generated for your candidates are yours to use. We do not use client content or candidate conversations to train models, to build services for other clients or for any purpose other than providing the service to you.
We may use aggregate operational metadata (for example counts, fixed topic categories, timings and costs) to run, secure and improve the service. That metadata does not include conversation content and does not identify you or any candidate beyond what the data processing agreement allows.
If you give us suggestions about the service we may use them without obligation to you.
8. Confidentiality
Each of us keeps the other's confidential information confidential, uses it only for the purposes of the agreement and shares it only with people who need it and are bound by equivalent obligations. This does not apply to information that is already public, that the receiving party already held, that is received lawfully from someone else or that must be disclosed by law, provided the disclosing party is told first where that is lawful. These obligations last for three years after the agreement ends.
9. Data protection
Each of us complies with the data protection legislation that applies to us, including the UK GDPR, the Data Protection Act 2018 and, where it applies, the EU GDPR.
You are the controller of personal data processed through your assistant, and we are your processor. The data processing agreement governs that processing. For the business contact details of your staff, we are an independent controller and our privacy notice applies.
10. Warranties and disclaimers
Each of us warrants that we have the authority to enter into the agreement. Except as expressly stated in the agreement, and to the extent permitted by law, we exclude all other warranties and conditions, whether express or implied.
We do not warrant that the service will be uninterrupted or error-free. The service depends on third-party providers, including the hosting and language-model providers listed on our sub-processor page, whose availability is outside our control. Where the service is interrupted we use reasonable endeavours to restore it.
11. Liability
Nothing in the agreement excludes or limits liability for death or personal injury caused by negligence, for fraud or fraudulent misrepresentation, or for anything else that cannot be excluded or limited by law.
Subject to that, neither of us is liable to the other for any indirect or consequential loss, or for loss of profit, revenue, business, goodwill, anticipated savings or data, except that data loss caused by our breach of the data processing agreement is not excluded by this sentence.
Subject to the paragraphs above, our total liability to you arising out of or in connection with the agreement in any 12-month period is limited to the fees paid or payable by you under the relevant order form in the 12 months before the event giving rise to the claim.
You indemnify us against claims that client content infringes a third party's rights or is unlawful, provided we tell you promptly, let you control the defence and give reasonable assistance at your cost.
12. Term and termination
A pilot or production engagement runs for the period in its order form. The care plan runs monthly after any initial term in the order form, and either of us may end it with 30 days' written notice.
Either of us may terminate the agreement immediately by written notice if the other commits a material breach that is not remedied within 30 days of a written request to do so, or becomes insolvent, enters administration or liquidation, or stops trading.
On termination, fees already due remain payable, we take your assistant offline on the end date, and we return or delete personal data as the data processing agreement requires. If you ask within 30 days of the end date, we provide an export of the client content and configuration we hold for you in a reasonable format.
13. Changes to these terms
We may update these standard terms for new order forms at any time. For a live care plan we give at least 30 days' written notice of a material change, and you may end the care plan before the change takes effect if you do not accept it. A signed agreement changes only by a written variation signed by both of us.
14. General
- Neither of us is liable for delay or failure caused by events outside our reasonable control, provided we tell the other promptly and work to limit the effect.
- We may subcontract parts of the service, including to the providers listed on our sub-processor page, and remain responsible for their work. We may assign the agreement to a successor to our business on written notice. You may assign it with our written consent, which we will not withhold unreasonably.
- The agreement is the entire agreement between us about its subject matter and replaces earlier discussions. Nobody other than the parties has rights under it.
- If any part of the agreement is found unenforceable, the rest continues. A failure to enforce a right is not a waiver of it.
- Notices are given in writing by email to the contacts named in the order form, or by post to the registered office.
- The agreement is governed by the law of England and Wales, and the courts of England and Wales have exclusive jurisdiction over any dispute arising from it.
15. Who we are
Roleline is a trading name of Simple Things Limited, a company registered in England and Wales with company number 09915018. Registered office: 86-90 Paul Street, London, England, EC2A 4NE.
Write to hello@simplethin.gs or post to Simple Things Limited, 86-90 Paul Street, London, England, EC2A 4NE.