Nova — AI Terms

Version: v2025-10

These AI Terms ("AI Terms") supplement and are governed by the Nova Terms of Service or, if you have signed a Master Services Agreement with us, that agreement (in each case, the "Agreement"). They apply specifically to your use of AI-based tools and functionality that Nova makes available to you in connection with the Service and that you choose to enable (the "AI Features"). Capitalised terms not defined here have the meanings given in the Agreement or the DPA.

By enabling or using any AI Features, you agree to these AI Terms in addition to the Agreement and the DPA.

1. Scope and Relationship to Other Documents

These AI Terms govern your use of the AI Features. The Agreement continues to apply to your use of the Service as a whole.
The Data Processing Agreement ("DPA") governs our processing of personal data, including data used by the AI Features. If there is any conflict between these AI Terms and the DPA on personal data processing topics, the DPA controls.
If there is any conflict between these AI Terms and the rest of the Agreement on the subject matter of AI Features, these AI Terms control.

2. Definitions

For purposes of these AI Terms:

AI Features means any artificial intelligence or machine-learning based functionality that Nova makes available as part of the Service and that you elect to enable.
Customer Data has the meaning given in the Agreement, and includes any candidate, job, or account data you send to the Service.
AI Output means the content, scores, summaries, suggestions, or other results generated by the AI Features in response to Customer Data or other prompts.

3. Use of Third-Party AI Services

The AI Features incorporate services from third-party AI providers ("Third-Party AI Services"). Current Third-Party AI Services are listed on our Sub-processors and International Data Transfers page and may include providers such as OpenAI and Google Cloud Vertex AI / Gemini.
By enabling AI Features, you authorise us to send Customer Data to Third-Party AI Services as necessary to provide the AI Features. Third-Party AI Services process Customer Data only to perform the requests you make via the AI Features.
Use of each Third-Party AI Service is also subject to that provider's terms as referenced in our Trust / Legal pages. We configure Third-Party AI Services so that Customer Personal Data is not used by those providers to train their own general models and that retention of Customer Personal Data is minimised consistent with abuse prevention, security, and legal requirements, in line with their enterprise data protection commitments.

4. Data Use, No Training on Customer Personal Data, and Model Improvement

We process Customer Data through the AI Features to (a) generate AI Output for you, and (b) operate, maintain, secure, and improve the AI Features and the Service.
We apply data minimisation to AI Features. This means we send only the data reasonably necessary to fulfil a given AI request (for example, the full contents of a CV for CV parsing or scoring), rather than all data stored about a candidate or job by default.
We do not use Customer Personal Data itself (that is, identifiable personal data) to train general models.
We may create de-identified or aggregated data from Customer Data (as described in the DPA) and may use that de-identified or aggregated data to operate, secure, and improve Nova and to train and evaluate models used to provide the Service and other general models. We will not attempt to re-identify such de-identified or aggregated data.

5. Rights in AI Output

As between you and us, and subject to the Agreement, you own AI Output generated for you to the extent permitted by law.
You grant us a worldwide, non-exclusive, royalty-free licence to use AI Output and the underlying prompts and inputs as necessary to provide the AI Features and the Service and to exercise our rights under these AI Terms and the Agreement, including the right to create and use de-identified or aggregated data as described above.

6. Customer Responsibilities

When you use AI Features, you:

remain solely responsible for how you use AI Output, including for any hiring or employment decisions;
must review AI Output before relying on it or acting on it, and must not use AI Output as the sole basis for any decision that produces legal or similarly significant effects for individuals unless you have satisfied all applicable legal requirements (for example, any requirements for human review and candidate notices);
are responsible for ensuring that you have an appropriate legal basis and any required notices or consents to submit Customer Data (including candidate data and recordings or transcripts, where applicable) to the AI Features; and
must not use the AI Features in a way that violates applicable law, the Agreement, or any usage policies we publish, or that attempts to re-identify any de-identified or aggregated data we generate.

7. Disclaimers for AI Features

AI Features and AI Output are provided "as is" and "as available". Without limiting the disclaimers in the Agreement, we do not make any promises about the accuracy, completeness, or suitability of AI Output for any purpose.
AI Output may be incorrect, incomplete, biased, or not appropriate for your particular use case. You are responsible for independently evaluating AI Output and deciding how to use it.
Where reasonably possible, we present AI Output in Nova and in integrated ATS systems as decision-support only (for example by labelling scores and summaries and appending a short note reminding users that the output must be reviewed and should not be used as the sole basis for decisions about candidates).

8. Updates to AI Features and AI Terms

We may update or change AI Features from time to time, including by adding, changing, or removing specific AI capabilities.
We may update these AI Terms from time to time. Material changes will be notified in accordance with the change-notice mechanism in the Agreement. If you do not agree to the updated AI Terms, you should disable AI Features and stop using them.