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Terms of Service

Reffem

Effective Date: November 13, 2025
Last Updated: November 13, 2025

These Terms of Service ("Terms") govern your access to and use of the Reffem ("we," "us," or "our") software-as-a-service platform that allows hiring professionals to conduct AI-powered reference calls (the "Service").

By creating an account or by accessing or using the Service, you agree to be bound by these Terms and our Privacy Policy, which is incorporated by reference into these Terms. If you are using the Service on behalf of an organization, you are agreeing to these Terms for that organization and promising that you have the authority to bind that organization to these terms. If you do not agree to these Terms, do not use the Service.

1. The Service

Reffem is an AI-powered reference checking platform that eliminates the most time-consuming and inconsistent part of hiring. Our Service provides a platform for hiring professionals ("Clients") to initiate and manage AI-powered reference calls for their job candidates ("Candidates"). Instead of spending 2-3 hours per candidate playing phone tag and conducting manual reference calls, hiring teams generate a secure link, share it with candidates, and receive comprehensive AI-analyzed reports within 24-48 hours.

The Service uses generative AI to conduct natural, context-aware phone conversations with references—understanding resume details, job requirements, and providing intelligent follow-up questions based on responses. The process involves the following steps:

  • Position and Candidate Setup: The Client creates a position, uploads job descriptions, and submits the Candidate's information including resume (in PDF or Word format).
  • Secure Link Generation: The Client generates a unique, time-limited secure link for the Candidate to submit reference information.
  • Candidate Consent and Reference Submission: The Candidate receives a notification, provides consent for the reference check, and submits the contact information for their professional references ("References") through a secure web form.
  • SMS Consent Request: References receive an SMS message requesting consent to participate in an AI-powered reference call. References must reply "YES" to provide explicit consent before any call is placed.
  • Context-Aware AI Reference Calls: Our proprietary AI technology analyzes the Candidate's resume and job description, then contacts the References via telephone to conduct a natural, conversational reference interview. The AI asks personalized questions, provides intelligent follow-up based on responses, and records the conversation (with consent).
  • Intelligent Analysis: The Service automatically transcribes the call, analyzes the conversation using advanced AI, and extracts key insights, strengths, concerns, red flags, and sentiment indicators.
  • Report Generation: The Service generates a comprehensive report including executive summaries, structured responses, red flag detection, sentiment analysis, full audio recordings, and complete transcripts. This report is made available to the Client through the platform.
  • Comparison and Export: Clients can compare multiple candidates side-by-side and export reports in PDF, Excel, or Word format.

2. User Accounts and Responsibilities

2.1. Client Accounts

To use the Service, Clients must register for an account, providing accurate and complete information. Clients are responsible for maintaining the confidentiality of their account credentials and for all activities that occur under their account.

2.2. Candidate and Reference Responsibilities

Candidates are responsible for providing accurate and up-to-date contact information for their References and for obtaining their consent to be contacted. References who participate in the AI-powered call agree to provide truthful and accurate information to the best of their ability.

2.3. Prohibited Conduct

All users of the Service agree not to:

  • Use the Service for any illegal or unauthorized purpose.
  • Submit false or misleading information.
  • Attempt to interfere with the proper functioning of the Service.
  • Reverse engineer or attempt to extract the source code of the Service.
  • Use the Service to harass, abuse, or harm another person.

3. Data Privacy and Security

We are committed to protecting the privacy and security of the data entrusted to us. Our collection, use, and disclosure of personal information are governed by our Privacy Policy. Key aspects include:

  • Information We Collect: We collect information from Clients (account details), Candidates (contact information and consent), and References (contact information and feedback).
  • Use of Information: We use this information to provide and improve the Service, including conducting reference calls and generating reports.
  • Data Security: We implement industry-standard security measures to protect the data we process.
  • Data Retention: We retain data in accordance with our data retention policies and as required by law.

4. SMS Communications and Consent

The Service uses SMS text messaging to communicate with References for consent requests and scheduling. By using the Service, you agree to the following:

  • Consent-First Approach: We only send SMS messages to References after obtaining proper consent. The initial message is a consent request that References must explicitly approve by replying "YES" before receiving any further communications.
  • TCPA Compliance: Our SMS messaging system is designed to comply with the Telephone Consumer Protection Act (TCPA) and includes proper opt-out mechanisms, consent documentation, and message rate disclosures.
  • Client Responsibility: Clients warrant that Candidates have informed their References to expect SMS communications from Reffem and that all contact information provided is accurate and belongs to the intended recipient.
  • Opt-Out Rights: References can opt out at any time by replying "STOP" to any SMS message. Opted-out numbers are immediately added to our Do-Not-Contact list.
  • Message Rates: Standard message and data rates may apply for SMS communications. Recipients are responsible for any charges imposed by their mobile carrier.

For more information about our SMS practices, please see our SMS Policy.

5. Subscription Plans and Billing

The Service is offered through various subscription plans with different features and limits:

  • Free Plan: Includes a limited number of reference checks for trial purposes.
  • Paid Plans: Include monthly reference check allocations and may incur overage charges for usage beyond included limits.
  • Billing: Subscription fees are charged on a recurring basis (monthly or annually as selected). Overage charges are billed based on actual usage.
  • Payment Method: You must provide a valid payment method to use paid features. By providing payment information, you authorize us to charge all fees incurred.
  • Auto-Renewal: Subscriptions automatically renew unless cancelled before the renewal date. You can cancel your subscription at any time through your account settings.
  • Refunds: Subscription fees and overage charges are generally non-refundable, except as required by law or at our sole discretion.

Current pricing and plan details are available on our pricing page and in your account dashboard.

6. Intellectual Property

All rights, title, and interest in and to the Service, including the AI technology, software, and reports (excluding the content of the reference feedback), are and will remain the exclusive property of Reffem and its licensors.

7. Disclaimers and Limitation of Liability

7.1. Disclaimer of Warranties

The Service is provided "as is" and "as available" without any warranties of any kind, express or implied. We do not warrant that the Service will be uninterrupted, error-free, or completely secure. The reports generated are based on the information provided by References and we do not guarantee the accuracy or truthfulness of this information.

7.2. Acknowledgment of AI Limitations

You acknowledge that the AI-powered reference call is a tool to augment, not replace, traditional hiring practices. The AI's performance can be influenced by various factors, including the quality of the phone connection and the clarity of the Reference's speech. The reports generated are for informational purposes only and should not be the sole basis for any hiring decision. We expressly disclaim any liability for hiring decisions made in reliance on the reports.

7.3. Limitation of Liability

To the fullest extent permitted by law, in no event will Reffem, its affiliates, officers, employees, agents, suppliers, or licensors be liable for any indirect, incidental, special, consequential, or punitive damages, or any loss of profits or revenues, whether incurred directly or indirectly, or any loss of data, use, goodwill, or other intangible losses, resulting from (a) your access to or use of or inability to access or use the service; (b) any conduct or content of any third party on the service; or (c) unauthorized access, use, or alteration of your transmissions or content.

8. Indemnification

You agree to defend, indemnify, and hold harmless Reffem and its licensee and licensors, and their employees, contractors, agents, officers, and directors, from and against any and all claims, damages, obligations, losses, liabilities, costs or debt, and expenses (including but not limited to attorney's fees), resulting from or arising out of your use and access of the Service, or a breach of these Terms.

9. Governing Law and Dispute Resolution

These Terms shall be governed by the laws of the State of Delaware, without regard to its conflict of law provisions. Any dispute arising from these Terms or the use of the Service shall be resolved through binding arbitration in accordance with the rules of the American Arbitration Association.

10. Changes to Terms

We reserve the right, at our sole discretion, to modify or replace these Terms at any time. If a revision is material, we will provide at least 30 days' notice prior to any new terms taking effect. What constitutes a material change will be determined at our sole discretion. Your continued use of the Service after such changes constitutes your acceptance of the updated Terms.

11. Contact Us

If you have any questions about these Terms, please contact us at:

team@reffem.com