Terms of Service

Last updated: March 12, 2026
Effective date: March 12, 2026


1. About Shortlists

Shortlists is a cloud-based recruitment platform — combining an applicant tracking system (ATS), a candidate relationship manager (CRM), and AI-powered workflow tools — built specifically for solo recruiters and small recruitment teams.

These Terms of Service ("Terms") apply to the Shortlists website at shortlists.io, the web application at app.shortlists.io, and any associated tools such as the Shortlists Chrome Extension (together, the "Platform"), all provided by:


Shortlists ApS
CVR: DK46023765
Sortedam Dossering 55, Copenhagen, Denmark
Email: [email protected]

By using the Platform you enter into a legally binding agreement with Shortlists ApS. Please read these Terms carefully before using the Platform.


2. Definitions

Capitalized terms used in these Terms have the meanings set out below.

"Agreement" — These Terms together with any Order Form and our Privacy Policy, which together form the complete agreement between you and Shortlists.

"AI Feature" — Any feature of the Platform that uses artificial intelligence or machine learning to generate, classify, draft, suggest, or transform content — including but not limited to AI-generated candidate reports, outreach drafts, job descriptions, and matching suggestions.

"Client Data" — All data, content, and materials you upload to or create within the Platform, including candidate records, company and contact information, job details, notes, and documents.

"End User" — Any individual you authorize to access the Platform under your account.

"Order Form" — An ordering document, online checkout, or subscription confirmation specifying your plan, number of seats, fees, and subscription term.

"Output" — Any content generated by an AI Feature in response to your inputs, including drafts, summaries, suggestions, or analysis.

"Platform" — The Shortlists web application, website, Chrome Extension, and any other tools provided by Shortlists ApS under this Agreement.

"Services" — All functionality and features made available through the Platform.

"Subscription" — Your paid or trial access to the Platform under a chosen plan.

"You" / "Customer" — The individual or legal entity that creates an account and uses the Platform, and any End Users acting under their authority.


3. Acceptance of Terms

By creating an account, starting a free trial, or using the Platform in any way, you confirm that:

  • You have read and understood these Terms and agree to be bound by them.

  • You are at least 18 years old and legally capable of entering into a binding agreement.

  • If you are accepting on behalf of an organization, you have authority to bind that organization.

  • You are using the Platform for professional or business purposes, not as a consumer.

If you do not agree to these Terms, you must not use the Platform. These Terms also apply to free trials and proof-of-concept access. Shortlists may end trial access at any time without notice.


4. Access & Subscriptions


4.1 Account Setup

To access the Platform you must create an account using a valid email address or an authorized third-party login (such as Google or Microsoft). You are responsible for maintaining the confidentiality of your login credentials and for all activity that occurs under your account. Notify us immediately at [email protected] if you suspect unauthorized access.


4.2 Subscription Plans

The Platform is available on the following plans (current pricing shown; see your Order Form for the fees applicable to your account):

  • Starter — $89 per month (single user)

  • Growth — $109 per seat per month

  • Enterprise — custom pricing; contact us

Each seat is personal to one individual. Account sharing is not permitted. You may add seats at any time; additional seats are charged on a pro-rata basis until your next renewal date.


4.3 Free Trials

We may offer a free trial period. At the end of the trial, your account will either be converted to a paid plan (if you have provided payment details) or access will cease. We will inform you before a trial converts to a paid subscription.


4.4 License Grant

Subject to your compliance with these Terms and payment of applicable fees, Shortlists grants you a limited, non-exclusive, non-transferable, non-sublicensable right to access and use the Platform during your Subscription, solely for your internal business purposes and up to the number of authorized End Users on your plan.


4.5 Platform Changes

We are continuously developing the Platform. We may add, modify, or remove features at any time. Where a change materially reduces core functionality, we will provide reasonable advance notice.


5. Acceptable Use

You agree to use the Platform only for lawful purposes and in accordance with these Terms. You must not (and must ensure your End Users do not):

  • Use the Platform for any illegal or unauthorized purpose, including violating applicable data protection, employment, or anti-discrimination laws.

  • Upload, share, or store content that is unlawful, defamatory, discriminatory, or that infringes any third party's rights.

  • Attempt to gain unauthorized access to the Platform or any related systems, or conduct penetration testing without our prior written consent.

  • Interfere with or disrupt the integrity or performance of the Platform.

  • Use automated tools (bots, scrapers, spiders) to harvest data from the Platform.

  • Reverse engineer, decompile, or attempt to extract the source code of the Platform.

  • Resell, sublicense, or otherwise make the Platform available to third parties outside your organization.

  • Use any AI Feature to make decisions with significant legal or similar effects on individuals without appropriate human oversight and review.

  • Input into the Platform any data you do not have the right to process or share.

We reserve the right to suspend or terminate access to any account that we reasonably believe is in breach of this section.


6. AI Features


6.1 What AI Features Do

The Platform includes AI-powered tools that can help you draft candidate reports, outreach messages, and job descriptions, suggest candidate matches, summarize profiles, and perform other workflow tasks. These features are designed to assist you — not to replace your professional judgment.


6.2 Your Responsibility for Outputs

AI-generated Output is probabilistic in nature. The same input may produce different results at different times. You must always review Output before relying on it or sharing it with candidates or clients. Shortlists makes no warranty that Output is accurate, complete, or fit for any particular purpose.


6.3 Your Data and AI

Shortlists does not use your Client Data — including any anonymized or aggregated form of it — to train or fine-tune AI models. The Platform accesses third-party AI providers via their standard APIs. You acknowledge that those providers operate under their own terms of service, and Shortlists does not make representations about those providers' data practices beyond what they publicly disclose.


6.4 Human Oversight

AI Features are productivity tools. You remain solely responsible for any decision made on the basis of AI-generated Output, and you should not treat Output as legally, factually, or professionally authoritative without independent verification.


7. Integrations & Third Parties

The Platform offers integrations with third-party services, including Google Workspace, Microsoft 365, LinkedIn, and others. By enabling an integration, you authorize Shortlists to connect to the relevant third-party service on your behalf.

Shortlists is not responsible for the availability, security, performance, or content of any third-party service. Your use of those services is governed by the terms agreed between you and the relevant third party. We recommend reviewing those terms before enabling integrations.

The Shortlists Chrome Extension is a separately installed browser tool. Its use is subject to these Terms and any additional terms displayed at installation.


8. Your Data


8.1 Ownership

You retain all ownership of and intellectual property rights in your Client Data. You grant Shortlists a limited, non-exclusive, worldwide, royalty-free license to process, host, and use your Client Data solely to the extent necessary to provide the Platform and Services to you.


8.2 Your Responsibilities

You are solely responsible for:

  • Ensuring you have the legal right to upload and process all Client Data within the Platform, including obtaining any necessary consents from candidates and contacts under applicable data protection law.

  • The accuracy, completeness, and lawfulness of all Client Data.

  • Ensuring that your use of the Platform complies with applicable employment and recruitment laws, including those relating to data collection, storage, and use of candidate information.


8.3 Data Portability

You may export your Client Data from the Platform at any time during your Subscription. Following termination or expiry of your Subscription, we will make your Client Data available for export for a period of 30 days. After this period, we may delete your data in accordance with our Privacy Policy.


9. Data Protection

The processing of personal data through the Platform is governed by our Privacy Policy, available at shortlists.io. Shortlists processes personal data in accordance with Regulation (EU) 2016/679 (GDPR) and applicable Danish data protection legislation. Client Data is hosted within the European Economic Area.


10. Confidentiality

Each party agrees to keep the other's confidential information strictly confidential and to use it only for the purposes of performing this Agreement. Confidential information includes, but is not limited to, technical specifications, pricing, business plans, and Client Data.

These obligations do not apply to information that: (a) was already lawfully known to the receiving party without restriction; (b) is or becomes publicly available other than through a breach of this Agreement; (c) is independently developed without reference to the confidential information; or (d) must be disclosed by law or competent authority, in which case the disclosing party will give prior notice where permitted.


11. Fees & Payment


11.1 Fees

Subscription fees are as set out in your Order Form or at checkout. All fees are in USD unless otherwise stated and are exclusive of VAT and other applicable taxes, which you are responsible for paying.


11.2 Billing

Subscriptions are billed monthly or annually as chosen at checkout, via our payment provider. By providing payment details, you authorize us to charge the applicable fees on the relevant billing date. If a payment fails, your access may be suspended until payment is made. We may charge interest on overdue amounts at a rate of 2% per month.


11.3 Price Changes

We may revise our subscription fees by providing at least 30 days' notice before the change takes effect. If you do not agree to the revised fees, you may cancel your Subscription before the change takes effect. Continued use after the change date constitutes acceptance of the new fees.


11.4 Refunds

Fees are non-refundable except where required by applicable mandatory law. If you cancel mid-term, you will retain access until the end of your current billing period but will not receive a refund for unused time.


12. Term & Termination


12.1 Subscription Term

Your Subscription begins on the date your account is activated and continues for the term set out in your Order Form (monthly or annual). Unless canceled before renewal, your Subscription renews automatically for the same period at the then-current price.


12.2 Cancellation by You

You may cancel your Subscription at any time through your account settings. Cancellation takes effect at the end of your current billing period.


12.3 Termination by Shortlists

We may suspend or terminate your access with immediate effect if you:

  • Materially breach these Terms and fail to remedy the breach within 14 days of written notice.

  • Fail to pay fees when due and do not remedy the non-payment within 14 days of notice.

  • Become insolvent, bankrupt, or enter into administration or a comparable process.

  • Use the Platform in a manner that poses a legal or reputational risk to Shortlists or other users.


12.4 Effect of Termination

Upon termination: (a) your license to use the Platform ceases immediately; (b) you must stop using the Platform; and (c) we will make your Client Data available for export for 30 days, after which we may delete it. Termination does not affect any accrued rights or obligations, and sections 8, 9, 10, 13, 14, 15, and 17 survive termination.


13. Intellectual Property

All intellectual property rights in and to the Platform — including its software, design, AI models, algorithms, trademarks, and documentation — belong to Shortlists ApS or its licensors. Except for the limited license granted under these Terms, nothing grants you any rights in or to the Platform itself.

Feedback and suggestions you provide about the Platform may be used by us freely to improve our products, without any obligation to you.

You retain all rights to your Client Data and any Output you generate. We do not claim ownership of Output.


14. Disclaimer

The Platform is provided "as is" and "as available." To the fullest extent permitted by applicable law, Shortlists makes no warranties, express or implied, including any implied warranties of merchantability, fitness for a particular purpose, or non-infringement.

We do not warrant that the Platform will be uninterrupted, error-free, or free of harmful components. We do not guarantee that AI-generated Output will be accurate, complete, or appropriate for your use case.

The Platform is a tool to support your work — it does not constitute legal, HR, tax, or regulatory advice. You remain solely responsible for your recruitment decisions and compliance with applicable laws.


15. Limitation of Liability

To the fullest extent permitted by law:

  • Shortlists will not be liable for any indirect, incidental, special, consequential, or punitive damages — including loss of profits, data, business, or goodwill — even if we have been advised of the possibility of such damages.

  • Our total aggregate liability to you for any claims arising under or related to this Agreement will not exceed the total fees you paid to Shortlists in the 12 months preceding the event giving rise to the claim.

These limitations do not apply to liability for death or personal injury caused by our negligence, fraud or fraudulent misrepresentation, or any other liability that cannot be excluded or limited under applicable Danish law.


16. Changes to These Terms

We may update these Terms from time to time. When we make material changes, we will notify you by email or via an in-app notification at least 30 days before the changes take effect. The updated Terms will be posted at shortlists.io/terms with a revised "Last updated" date.

If you do not agree to the updated Terms, you may cancel your Subscription before the changes take effect. Continued use of the Platform after that date constitutes acceptance of the updated Terms.


17. Governing Law & Disputes

These Terms and any dispute or claim arising out of or in connection with them are governed by and construed in accordance with the laws of Denmark, excluding its conflict of law rules.

Any dispute that cannot be resolved amicably shall be subject to the exclusive jurisdiction of the courts of Copenhagen, Denmark.

Before initiating formal proceedings, we encourage you to contact us at [email protected] so that we can try to resolve the matter informally.


18. Contact

If you have any questions about these Terms, please reach out:

Shortlists ApS
Sortedam Dossering 55, Copenhagen, Denmark
CVR: DK46023765
Email: [email protected]
Website: shortlists.io