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Terms of Service

Staffholm and Rolefit are brands of Sirin OÜ, a company registered in Estonia (registry code 16315993). Staffholm is the service employers use, and Rolefit is the name candidates see when they apply. Wherever this document says “Staffholm”, “Rolefit”, “we” or “us”, it means Sirin OÜ.

1. Who these terms are between

These terms are between Sirin OÜ, a company registered in the Estonian Commercial Register (registry code 16315993, address Nõmmiku/1, Kibuna küla, Saue vald, 76313 Harju maakond, Estonia), called "Staffholm" or "we", and the organisation that opens an account, called "you" or "the customer".

The service is for businesses and other organisations, not for consumers. Whoever creates the account confirms that they act for the organisation and may bind it.

You accept these terms when you create an account or a company in the service. If we set the account up for you at your request, you accept them when you tell us to go ahead. They apply from that moment, whether or not anything is paid for.

The Data Processing Agreement and the Acceptable Use Policy are part of these terms.

A person who applies for a job through the service is a candidate. They are not a party to these terms and never agree to them. What happens to their data is governed by the Data Processing Agreement and the candidate privacy notice.

2. What the service does

Staffholm reads applications and scores them against your open adverts. An application can come through your careers page, or you can add a CV by hand or forward it to your company's address. On the careers page the service also asks the candidate about what the CV does not answer. It produces a ranking and a written explanation of it.

The ranking is advice. It does not reject anybody, it does not decide anything and it is not a substitute for your judgement. You keep every hiring decision and you are responsible for the decisions you make. This is a condition of using the service, not a disclaimer. See §7.

Some actions send email in your name. Invitations and rejections go out when a person on your side sends them. When you close an advert, the service sends your rejection to the people waiting on that advert alone, unless you switch that off when closing it. Closing it is your decision and so is the wording.

3. Your account

You are responsible for who you invite and what they do. Roles (owner, admin, recruiter, hiring manager, viewer) limit what each person can see and change, and choosing them correctly is your job.

Tell us promptly if you believe an account has been compromised.

If we help you set up. When you ask us to set up your account or to look at a problem in it, you invite our person into your workspace. They act only on your instructions, they are bound by confidentiality and you can remove them at any time. We leave when the work is done unless you ask us to stay.

4. Plans, payment and limits

Plans, prices and included volumes are those published at staffholm.com/pricing at the time of purchase. All prices are exclusive of VAT.

• Billing is monthly in advance, through Stripe. A paid plan renews every month until you cancel. We never see your card. If Stripe cannot collect a payment after its retries, the subscription stops and the company moves to Free.
• No application is refused because of a plan. Refusing one would penalise a candidate who has no idea a limit exists. What happens past the included volume depends on the plan.
• On Free and Mini the extra applications are accepted and kept unread, and nothing more is billed. Mini reads them the next month. Free reads them once you choose a paid plan.
• On Starter, Growth, Scale and Tailored they are read and billed at the overage rate for your plan. Each calendar month's extra applications are added as one line to your next invoice, and the owner is emailed when 80 and when 100 percent of the month's allowance is used.
• Adverts are capped by plan. The cap is enforced when an advert is opened.
• Without a CV, every limit is 50% higher. Where you let people apply without a CV, each advert and each application without one counts as two thirds of one against your plan's adverts and included applications, rounded in your favour. The overage rate applies to that count as well. Past the allowance on Free, Mini or a trial, an application without a CV is received in full, with the answers and the contact details, and its place in the ranked order waits for a plan with room, the same as one with a CV.
• A trial is 30 days from the day the company is created, with 5 open adverts and 100 applications read. A trial started from the Mini plan has Mini's limits, 1 open advert and 80 applications read. There is one free trial per company and one per person. A paid plan chosen during the trial starts at once, and its first monthly payment is taken on the day the trial ends. A company is recognised by the country it is registered in and its number in that country's business register, by its name, and by its email domain. A company already on Staffholm cannot be registered again, and no two companies registered in the same country may use the same name. A second company started by the same person, or from the same company email domain, begins without a trial, so candidates cannot apply to it until a plan is chosen.
• Offers. Mini, Starter or Growth chosen during the trial, or within seven days after it ends, costs 20% less for its first three monthly payments. A founding code given to a company by us costs what the code states, for the months it states, on the same three plans. Scale and Tailored take neither offer and carry the money-back guarantee instead. Each applies once per company, the two cannot be combined, and neither applies to a company that has paid for a plan before.
• One company has one Free plan. Spreading one company's hiring over several accounts to stay within the free limits is not allowed. If we find accounts that belong to one company, we tell the owner and may join them into one account or move them to a paid plan.
• Money back on Scale and Tailored. If you ask within 30 days of the first payment for Scale or Tailored, we refund that payment in full, the subscription ends and the company moves to Free. This covers the first month only and applies once per company, however many times the company signs up. A request made after the 30 days, a renewal and every other plan are not covered.
• When a trial ends, or a paid subscription stops, the company moves to Free on its own, with 1 open advert and 25 applications read a month and no time limit. Nothing is deleted and no candidate is turned away. On Free the careers page shows the newest advert and pauses the others, and the rankings made before the move come back with a paid plan. The candidates, their documents and their answers stay visible and exportable throughout.
• We may change prices on 30 days' notice, effective at your next renewal. You may cancel before it takes effect.

5. Cancelling, closing and moving away

Cancelling a plan. Cancel at any time, from the billing screen or Stripe's portal. You keep access until the end of the period you have paid for. We do not refund part-months, except where these terms or the law say so.

At the end of the paid period the company moves to Free. Your adverts are kept, with the newest open and the others paused until a plan is chosen. Your account stays open, so candidate data is deleted on the schedule set out in the candidate privacy notice, not on the day you cancel. That clock exists partly to protect the candidate and partly to protect you if a hiring decision is later questioned.

Closing the account. Write to info@staffholm.com from the owner's address and we close it. At your choice we delete or return the candidate data, as the Data Processing Agreement says. Your own account data follows the privacy policy.

Moving to another service. There is no minimum term, no notice period and no fee for leaving. Ask us and we will export what you hold, in a machine readable form, at no charge. That covers your adverts, the candidates' contact details, their CVs and attachments, their answers, the scores with their reasons, and your decisions and notes. You have at least 30 days from asking to collect it, and we will answer questions a new provider has about the format.

6. What you must not do

See the Acceptable Use Policy. In short, do not use the service to discriminate, do not upload data you have no right to, do not make hiring decisions automatically without a human and do not resell the service.

We may suspend an account that is doing any of these. Where we can, we will ask first.

Ending the agreement. You can leave at any time (§5). We may end these terms on 30 days' notice by email, or at once if you seriously breach them and do not put it right within 14 days of our asking, where it can be put right. If we end them without a breach on your side, we refund any prepaid fees for the time left.

7. The line between us

This section matters.

You are the employer. You decide the criteria, you read the ranking and you decide who to interview and who to turn down. You are the controller of the candidate data in your workspace.

We provide software. We do not decide who is hired, we do not make recommendations about protected characteristics and we do not warrant that any candidate is suitable.

If you configure the service to weight criteria in a way that discriminates unlawfully, that is your decision and your liability. The parts of each score are stored with the application and the weights in force are stored with your account, so the question can be answered later.

If you recruit for clients. A recruitment agency using the service for its clients is the customer here. You make sure you may use us for each client, and what these terms say about the employer applies to you. Between you and your client, the two of you decide who answers for what.

8. Availability and changes

We aim for high availability and do not promise a specific uptime figure at this stage of the company.

We may take the service down for maintenance, and will give notice where the work is planned.

We keep improving the service and may change it. If a change materially reduces what you get, we tell you first, and you may cancel and get back any unused prepaid period.

9. Liability

Nothing here limits liability for death or personal injury, for intentional breach or gross negligence, for fraud, or for anything else that cannot lawfully be limited. Nothing here limits what a candidate or anyone else can claim directly from either of us under data protection law.

Otherwise, and to the extent the law allows, our total liability in any twelve month period is limited to the fees you paid us in the twelve months before the claim or €500, whichever is higher. We are not liable for lost profits, lost opportunity, loss of goodwill, loss or corruption of data beyond our restoring it from backup, or the consequences of a hiring decision you made, whether or not we were told such loss was possible.

The same limits apply to your liability to us, except for fees you owe and what you owe us under §9a.

9a. What you promise us

These are warranties, not description. You give them each time you use the service and they are the basis on which we agree to process candidate data at all.

• You have a lawful basis for processing every candidate whose data reaches your workspace.
• You tell every candidate what GDPR Articles 13 and 14 require, including that an AI tool reads their application. On your careers page our candidate notice is shown at the upload and helps you do that, but it does not do it for you. When you forward a CV or add one by hand the candidate has not seen our notice, so telling them is yours to do. A ready sentence is in Annex 3 of the Data Processing Agreement and beside your forwarding address in Settings.
• A person makes every decision. You will not use the ranking as the sole basis for rejecting anybody and you will keep meaningful human review in your process. A person reads the application, not only its score. You agree not to work around this.
• You will not use the service to discriminate on any protected characteristic, and you will not configure requirements as a proxy for one.
• The EU AI Act. Software that ranks job applicants is a high-risk use under Annex III. You are the deployer and we are the provider. The duties for high-risk systems apply from 2 December 2027, and each of us will meet its own as they start to apply. For you that means human oversight, informing candidates and affected workers and keeping the logs the Act expects. Neither of us takes on the other's duties.
• The adverts and the criteria are yours. You have the right to publish them and they do not infringe anybody's rights.

If you break one of these and somebody brings a claim against us because of it, you will cover our reasonable costs, damages and legal fees in defending it. We will tell you promptly about any such claim, let you take the defence if you want it, and not settle it without asking you.

9b. What the software is, and is not

We run the service with reasonable skill and care. Beyond that and what these terms say expressly, the service is provided as it is, and to the extent the law allows we give no warranties, including that it is fit for a particular purpose or that it will be uninterrupted or free of error.

A score is an estimate, not a finding of fact. The ranking is produced by a language model reading text and comparing it against requirements you wrote. It can be wrong about a person in both directions. It is decision support, and the whole design (the evidence quoted beside every verdict, the weights you control, the fact that nothing is ever auto-rejected) exists so that a person can catch it being wrong. Using it as anything other than a reading order is a use we neither intend nor support.

We do not warrant that any candidate is suitable, available, truthful about themselves or legally entitled to work. Verifying that is hiring, and hiring is yours.

9c. Things outside anybody's control

Neither of us is liable for failing to perform because of something genuinely outside our reasonable control, such as network and hosting failures at a provider, the unavailability of a model provider we depend on, acts of government, war, industrial action or natural events. We will tell you what has happened and what we are doing about it.

9d. What survives

Sections 5, 9, 9a, 9b, 10, 11 and 13 carry on after these terms end, along with anything else which by its nature is meant to.

10. Confidentiality

Each side keeps the other's non-public information confidential and uses it only to perform these terms. This does not cover information that is public, already known, independently developed or required to be disclosed by law.

11. Intellectual property

We own the service. You own your adverts and your data. You give us only the licence needed to run the service for you, which is to store, process and display your content to your own users and to the candidates who apply. The scores, explanations and drafts the service produces for you are yours to use in your hiring.

You may use the service for your own hiring. You may not copy it, resell it, reverse engineer it, or use it or anything learned from its inside to build a competing product, except where the law gives you a right that cannot be taken away.

We do not use your data, or any candidate's, to train models. Our model provider is engaged on terms that exclude training on submitted content.

Anonymous totals. We may keep anonymous totals made from use of the service, for example the pay ranges adverts state and the pay candidates say would motivate them, by kind of job and month. They name no company and no person and cannot be traced back to either. We use them to improve the service and may publish them, never for a group of fewer than ten answers. They are not your confidential information under §10, because nothing in them is yours or anybody's in particular.

12. Changes to these terms

We may change these terms when the service, the law or our suppliers change, on 30 days' notice by email to the account owner. If you do not agree, you may cancel before the change takes effect and we will refund any unused prepaid period. If you keep using the service after that date, the new terms apply.

13. Law and disputes

These terms are governed by Estonian law. Harju County Court (Harju Maakohus) is the court of first instance and the courts of Estonia have exclusive jurisdiction.

If we disagree, both sides will try to resolve it in good faith before going to court.

14. General

Language. These terms are written in English and the English text binds. A translation is a courtesy.

If part of these terms is void, the rest stays in force.

Moving the agreement. We may transfer these terms to a company that takes over the service and keeps its promises. We tell you first and you may leave if you object.

15. Reaching us

info@staffholm.com · Sirin OÜ, Nõmmiku/1, Kibuna küla, Saue vald, 76313 Harju maakond, Estonia

Last updated: 1 November 2026