Zeenna – Terms & Conditions

I. BASIC PROVISIONS

  1. Zeenna is a cloud-based SaaS service supporting the first stage of recruitment, including candidate engagement, pre-screening, structured responses, decision-support scoring, reporting, scheduling and integrations with the Client’s ATS or other systems.
  2. Zeenna is operated by mind the gap s.r.o., Company ID No. 09821074, with registered office at Na Beránce 57/2, Dejvice, 160 00 Prague 6, Czech Republic, registered in the Commercial Register maintained by the Municipal Court in Prague, file No. C 343024 (the “Provider”, “we”).
  3. The Client is a legal entity or entrepreneur using Zeenna under an order form, order or other contract with the Provider (the “Client”, “you”).
  4. The specific Contract or Order Form prevails over these Terms in case of conflict.
  5. Zeenna does not provide employment agency services. It is a recruitment decision-support tool; the final employment decision remains with the Client.

II. DEFINITIONS

  • “Service” means the Zeenna service in the scope agreed in the Contract.
  • “Zeenna Activate” or “Implementation Fee” means the one-time fee for activation, configuration, integration, testing and onboarding.
  • “Platform Fee” or “Subscription Fee” means the recurring fee for access to the Service and agreed features.
  • “Included Volume” means the number of completed pre-screens included for the relevant period.
  • “Completed Pre-screen” means a pre-screen completed as defined in the Contract or product documentation.
  • “Overage” means each Completed Pre-screen above the Included Volume.
  • “Overage Fee” means the price for each Overage as stated in the Contract or Order Form.
  • “Add-ons” means additional functionality, integrations, channels or services agreed beyond the standard scope.

III. PROVISION OF SERVICES

  1. The Provider shall provide the Service in the scope and for the term agreed in the Contract.
  2. Activation is delivered through Zeenna Activate. The Client shall provide necessary cooperation, including access, technical information, workflow approvals, security information, testing and training participation.
  3. The Service may be made available through a user interface, API and agreed integrations.
  4. The Provider may continuously update and improve the Service. A material functionality expressly agreed in the Contract shall not be removed without a reasonable substitute or remedy.
  5. Planned maintenance may temporarily limit availability. Any specific SLA applies only if agreed in the Contract.

IV. INCLUDED VOLUME, OVERAGE AND SERVICE CONTINUITY

  1. The Contract may specify an Included Volume for the applicable period.
  2. Exhausting the Included Volume does not by itself automatically disable the Service. Each additional Completed Pre-screen is billed as at the Overage Fee stated in the Contract or Order Form.
  3. Unless otherwise agreed, Overage is invoiced retrospectively based on actual usage in the applicable billing cycle.
  4. If actual usage materially or repeatedly exceeds the contracted volume, the parties may agree an upgrade to a higher licence or volume tier.
  5. For internal Zeenna pricing purposes, the current indicative direct-client Overage range is 2 EUR per additional Completed Pre-screen; the only binding rate for a specific Client is the rate stated in the Contract/Order Form.

V. LICENCE, API AND PERMITTED USE

  1. The Provider grants the Client a non-exclusive, non-transferable and limited right to use Zeenna for the agreed business purposes during the term.
  2. The Client may permit authorised employees and contractors to use the Service. Resale, embedded/OEM, white-label or provision to third parties is permitted only if expressly agreed.
  3. Where API access is agreed, the Provider will provide access credentials and standard technical documentation. The Client may not misuse the API, circumvent security controls or reverse engineer the Service.
  4. Use of the other party’s name or logo as a reference requires prior approval unless otherwise expressly agreed.

VI. FEES AND PAYMENT

  1. The Client shall pay the fees stated in the Contract or Order Form. Fees are exclusive of VAT.
  2. Zeenna Activate / Implementation Fee may be invoiced before implementation starts.
  3. Platform Fee / Subscription Fee is billed as specified in the Contract and may be billed in advance.
  4. Overage Fee is charged under Article IV.
  5. Custom development, non-standard integrations, change requests, additional ATSs, new countries/brand workflows, non-standard SLA and other out-of-scope services are charged separately.
  6. Invoices are payable within 14 days unless otherwise agreed.

VII. AI, CONTENT AND CLIENT RECRUITMENT RESPONSIBILITY

  1. Zeenna uses AI for conversational and decision-support functions. The Client is responsible for the recruitment purpose, evaluation criteria, knowledge-base content and legality of questions and rules it provides or approves.
  2. The Client must not knowingly configure discriminatory requirements, unlawful criteria or special-category personal data unless it has a lawful basis and the processing is expressly agreed.
  3. AI outputs are decision-support only. The Client shall ensure human oversight and the final decision is made by an authorised person.
  4. The Client may not use the Service for unlawful activities, security circumvention, unauthorised access or distribution of unlawful content.

VIII. PERSONAL DATA AND SECURITY

  1. Where the Provider processes applicant personal data on behalf of the Client, the Provider acts as processor and the Client as controller unless the applicable legal context requires otherwise.
  2. Processing is governed by the DPA in Annex 1 and any agreed security terms.
  3. The Provider maintains appropriate technical and organisational measures covering access management, monitoring, incident management, risk management, business continuity and secure development.
  4. Current subprocessor information will be available at https://talentiqa.eu.trust.site/.

IX. INTELLECTUAL PROPERTY AND DATA

  1. All rights in Zeenna, its software, documentation, workflow components and know-how remain with the Provider or relevant licensor.
  2. The Client retains its rights and responsibilities in data and content it provides. Personal data is not described as the Client’s “property”; it is processed under GDPR and the relevant controller/processor roles.
  3. The Provider may use aggregated and genuinely anonymised statistical data that does not identify the Client or any individual for service analytics and improvement unless otherwise agreed.

X. SUPPORT, SECURITY INCIDENTS AND BUSINESS CONTINUITY

  1. The Provider provides standard support and any enhanced SLA according to the contracted package.
  2. Security incidents and personal data breaches are handled under internal procedures and the DPA.
  3. Backups and disaster recovery mechanisms support service resilience; unless expressly agreed, Zeenna is not intended as the Client’s long-term data archive.

XI. LIABILITY

Recommended wording for final legal review: the Provider’s liability is limited to direct, foreseeable loss and an aggregate amount equal to fees paid or payable for the Services during the 12 months preceding the event giving rise to the claim. The limitation does not apply where prohibited by law, including intentional misconduct and other mandatory cases. A different cap may be agreed for regulated customers.

XII. TERM, RENEWAL AND TERMINATION

  1. The Contract is entered into for the term specified in the Contract. Automatic renewal applies only if agreed or stated in the Contract.
  2. A party may terminate for material breach not remedied within a reasonable cure period after written notice, where cure is possible.
  3. The Provider may temporarily suspend the Service for non-payment, a serious security threat or unlawful use where proportionate.
  4. On termination, the Provider will allow data export within the agreed period and will then delete data in accordance with the DPA, retention duties and technical processes.

XIII. FINAL PROVISIONS

  1. The Provider may amend these Terms for objective reasons including changes to the Service, law, security requirements or commercial model. Material changes will normally be notified at least 30 days in advance unless a shorter period is required by law or security necessity.
  2. These Terms and the Contract are governed by the laws of the Czech Republic.
  3. Disputes shall be resolved by the competent courts of the Czech Republic; a specific jurisdiction clause may be agreed in the Contract.
  4. Effective date: 1.9.2026.

ANNEX 1 – DATA PROCESSING AGREEMENT (DPA)

1. Roles and subject matter

Where the Provider processes applicant or other personal data on behalf of the Client in providing Zeenna, the Client acts as controller and the Provider as processor under Article 28 GDPR. Processing lasts for the duration of the Services and covers operation of the agreed pre-screening, integrations, reporting, support and other expressly agreed functions.

2. Data subjects and categories of data

  • job applicants and, where relevant, Client employees/users;
  • identification and contact data;
  • CV, employment and qualification information;
  • pre-screening responses, optional voice responses and transcripts;
  • evaluation criteria, scores and structured reports;
  • technical, audit and operational metadata.

3. Instructions and confidentiality

The Provider processes personal data only on documented Client instructions, including instructions contained in the Contract and standard Service configuration. Persons authorised to process the data are subject to confidentiality obligations.

4. Subprocessors

The Client grants general written authorisation for subprocessors listed in the current subprocessor list. The Provider will inform the Client of intended material changes and allow the Client to object on legitimate data-protection grounds. Equivalent data-protection obligations will be imposed on subprocessors.

5. Security and personal data breaches

The Provider shall maintain appropriate technical and organisational measures taking account of the risks of processing. The Provider shall notify the Client without undue delay after becoming aware of a personal data breach relating to Client data and provide available information required under GDPR.

6. Assistance

The Provider shall provide reasonable assistance with data subject requests, security obligations, breach notifications, DPIAs and supervisory-authority consultations as required by GDPR, taking into account the nature of processing and information available to the Provider.

7. Audits and evidence

The Provider shall make available information necessary to demonstrate compliance with Article 28 GDPR. On-site audits shall be reasonable, pre-notified and subject to confidentiality and security protections; independent audit reports, certifications and standard security evidence may be used as the primary assurance mechanism where appropriate.

8. International transfers

Transfers to third countries shall occur only under a lawful GDPR transfer mechanism and in accordance with documented Client instructions.

9. Return and deletion

At the end of the Services, the Provider shall, according to the agreed process, enable return/export and then delete personal data and copies unless retention is required by law. Backup copies may be deleted through the standard rotation cycle and remain protected until deletion.

10. Provider’s independent processing

Where the Provider processes limited data for its own independent purpose, such as mandatory security records or voluntary product feedback, it will act as independent controller only where it has its own lawful basis and provides the required transparency.