Terms of Service

5.1 — Account Registration

Organizations must register an account to access the Platform. You agree to provide accurate, current, and complete registration information and to keep this information updated throughout the term of your account.

5.2 — Account Security

You are responsible for maintaining the confidentiality of your account credentials and for all activity that occurs under your account. You must notify us immediately at support@mukhtabir.hbku.edu.qa if you become aware of any unauthorized access to or use of your account. We are not liable for any loss or damage arising from your failure to comply with this obligation.

5.3 — One Account per Organization

Each Organization may maintain one primary account. Sub-users may be added within the Organization's account in accordance with the applicable Subscription Plan. Account sharing with external parties is prohibited.

5.4 — Accurate Information

Creating an account using false identity, providing misleading information, or impersonating another person or entity is strictly prohibited and may result in immediate account termination.

6.1 — Candidate Consent

Organizations are solely responsible for ensuring that Candidates are adequately informed of the AI interview process and provide valid, informed consent prior to participating in any interview session, in compliance with applicable data protection and employment laws in their jurisdiction.

6.2 — Final Hiring Decisions

Organizations acknowledge and agree that all hiring, rejection, shortlisting, and employment decisions are the sole responsibility of the Organization and its authorized personnel. Mukhtabir provides evaluation data as a decision-support tool only. No AI output from the Platform shall constitute or substitute a final employment decision.

6.3 — Non-Discriminatory Use

Organizations must not use the Platform or its AI Evaluation Outputs to discriminate against Candidates on the basis of race, gender, nationality, religion, disability, age, or any other protected characteristic under applicable law. Organizations bear full legal responsibility for compliance with anti-discrimination and employment equality laws in their jurisdiction.

6.4 — Lawful Use

Organizations must use the Platform solely for lawful recruitment and talent assessment purposes. The Platform must not be used for surveillance, harassment, deception, or any purpose beyond legitimate hiring activities.

6.5 — Data Controller Obligations

With respect to Candidate personal data processed through the Platform, the Organization acts as an independent data controller and assumes all corresponding obligations under applicable data protection law, including the QFC Data Protection Regulations.

7.1 — Voluntary Participation

Participation in an AI interview on Mukhtabir is voluntary. By proceeding with an interview session, you acknowledge that you have been informed of the AI-assisted nature of the process and consent to the recording and AI analysis of your responses as described in Section 9.

7.2 — Accuracy of Information

Candidates are responsible for ensuring that all information they provide during interviews, including professional experience, qualifications, and identity details, is accurate and truthful. Providing false or misleading information may disqualify your application and may have legal consequences.

7.3 — No Guarantee of Employment

Participation in an interview conducted through Mukhtabir does not create any offer of employment, implied contract, or obligation on the part of Voramind Intelligence LLCor the recruiting Organization. Hiring decisions remain solely within the discretion of the Organization.

7.4 — Candidate Conduct

Candidates must conduct themselves professionally during interview sessions. Any attempt to manipulate, deceive, or otherwise circumvent the AI interview system — including but not limited to use of prohibited aids, third-party assistance, or technical manipulation — is strictly prohibited.

9.1 — What Is Recorded

• Audio responses provided during voice-based interview sessions
• Video footage and audio captured during video-based interview sessions
• Text inputs entered by the Candidate during the interview
• System-generated interview metadata (timestamps, session identifiers, technical diagnostics)

9.2 — How Recordings Are Used

• Transcription and AI analysis to generate Evaluation Outputs
• Review by authorized recruiters and hiring managers of the recruiting Organization
• Production of candidate scorecards and assessment reports
• Technical support and audit purposes

9.3 — Storage and Access Controls

Recordings are stored securely on encrypted cloud infrastructure. Access is restricted to: (i) the recruiting Organization that initiated the interview; (ii) authorizedMukhtabir technical and operations personnel for platform support; and (iii) persons authorized by the Organization under applicable access control policies. Recordings are not sold, shared with third parties for marketing, or used to train general-purpose AI models without explicit consent.

9.4 — Organization Consent Obligations

Organizations must obtain all legally required candidate consents before inviting Candidates to interview on the Platform. Voramind Intelligence LLC provides a standard pre-interview consent workflow, but Organizations retain responsibility for ensuring that consent is valid and legally sufficient under applicable local law.

11.1 — License to Use the API

Subject to your compliance with these Terms and the applicable Subscription Plan,Voramind Intelligence LLC grants you a limited, non-exclusive, non-transferable, revocable license to use the Mukhtabir API solely to integrate the Platform with your authorized recruitment systems.

11.2 — API Key Security

API keys are confidential credentials. You are responsible for keeping API keys secure and must not share them with unauthorized parties. Any unauthorized use of your API key is your responsibility. Compromised keys must be rotated immediately.

11.3 — Rate Limits and Fair Use

API usage is subject to rate limits and fair-use policies set out in your Subscription Plan. Excessive or abusive API usage that degrades Platform performance for other users is prohibited. We reserve the right to throttle or suspend API access in cases of abuse.

11.4 — Third-Party Integrations

When an Organization connects the Platform to third-party systems, the Organization is responsible for ensuring that such integrations comply with applicable data protection laws and that appropriate data transfer agreements are in place. Voramind Intelligence LLCis not responsible for the security or compliance practices of third-party systems.

11.5 — API Changes

We may modify, deprecate, or discontinue API endpoints with reasonable notice. For breaking changes, we will provide at least 30 days advance notice where commercially practicable.

12.1 — Usage Limits

Each Subscription Plan includes defined limits on the number of AI interview sessions, total interview duration, storage capacity, and API calls per billing period. These limits are enforced at the Platform level. Exceeding applicable limits may result in temporary suspension of specific features until the next billing period or until the Organization upgrades its plan.

12.2 — Plan Modifications

Organizations may upgrade or change their Subscription Plan at any time. Downgrades take effect at the end of the current billing period. We reserve the right to modify plan features or pricing with 30 days advance written notice.

12.3 — Fair Use

All Subscription Plans are subject to our Fair Use Policy. Automated, bulk, or programmatic creation of interview sessions that exceed normal organizational recruitment patterns may result in usage review, throttling, or account suspension.

12.4 — Trial Access

We may offer free trial or pilot access to the Platform at our discretion. Trial access is subject to these Terms and may include additional restrictions as communicated during trial registration.

13.1 — Fees and Billing

Organizations on paid Subscription Plans agree to pay all applicable fees as described in the selected plan at the time of subscription. All fees are quoted in the currency specified on the Platform (unless otherwise agreed in writing) and are exclusive of applicable taxes.

13.2 — Billing Cycle

Subscriptions are billed in advance on a recurring basis (monthly or annual, as selected). Fees are due at the start of each billing period and are non-refundable unless otherwise specified or required by applicable law.

13.3 — Late Payments

Failure to pay any fees when due may result in suspension of access to the Platform after reasonable notice. We reserve the right to charge interest on overdue amounts at the rate permitted by applicable law.

13.4 — Refunds

Subscription fees are generally non-refundable. In the event of a Platform error or material service failure attributable solely to Voramind Intelligence LLC, we may issue credit or a pro-rata refund at our discretion. Refund requests must be submitted within 14 days of the relevant billing event.

13.5 — Taxes

You are responsible for all applicable taxes, duties, or levies associated with your use of the Platform in your jurisdiction. Where required by law, applicable taxes will be added to invoices.

14.1 — Platform Ownership

The Platform, including all underlying software, AI models, algorithms, source code, user interfaces, content, trademarks, and service marks, is the exclusive intellectual property of Voramind Intelligence LLC or its licensors. All rights not expressly granted under these Terms are reserved.

14.2 — License to Organizations

Subject to payment of applicable fees and compliance with these Terms, Voramind Intelligence LLCgrants Organizations a limited, non-exclusive, non-transferable, non-sublicensable license to access and use the Platform solely for their internal recruitment and talent assessment purposes during the subscription term.

14.3 — Organization Content

Organizations retain ownership of all Content they upload to the Platform, including job descriptions, interview questions, and configuration data. By uploading Content, you grant Voramind Intelligence LLC a limited license to process and use that Content solely to provide the services described in these Terms.

14.4 — Candidate Content

Candidates retain ownership of their personal interview responses. By participating in an interview, Candidates grant Voramind Intelligence LLC and the recruiting Organization a limited license to process, transcribe, and analyze their responses for the purpose of generating Evaluation Outputs in accordance with these Terms.

14.5 — Feedback

Any feedback, suggestions, or ideas you provide regarding the Platform may be used by Voramind Intelligence LLC without obligation, restriction, or compensation to you.

16.1 — QFC Data Protection Compliance

Voramind Intelligence LLC processes personal data in compliance with the Qatar Financial Centre Data Protection Regulations. Our Privacy Policy provides full details of our data protection practices.

16.2 — Data Processing Agreement

Organizations that require a formal Data Processing Agreement (DPA) to comply with applicable data protection law may request one from us at legal@mukhtabir.hbku.edu.qa. Where a DPA is executed, its terms shall supplement these Terms with respect to personal data processing.

16.3 — Security Obligations

We implement appropriate technical and organizational security measures to protect personal data against unauthorized access, accidental loss, destruction, or damage. Organizations are responsible for the security of their own systems and for controlling access to Candidate data within their account.

18.1 — Uptime and Availability

We strive to maintain high availability of the Platform. However, we do not warrant that the Platform will be uninterrupted, error-free, or available at any particular time. Planned maintenance, updates, and circumstances beyond our control may result in temporary unavailability.

18.2 — Scheduled Maintenance

We will provide reasonable advance notice of planned maintenance that may affect service availability, where practicable. Emergency maintenance may be performed without advance notice.

18.3 — Platform Modifications

We reserve the right to modify, update, enhance, or discontinue any feature or component of the Platform at any time. For material changes that adversely affect existing functionality, we will provide at least 30 days advance notice where commercially practicable.

18.4 — Discontinuation

In the event of discontinuation of the Platform or a major service component, we will provide Organizations with at least 60 days advance notice and will facilitate reasonable data export where technically possible.

19.1 — Cap on Liability

To the maximum extent permitted by applicable law, the total aggregate liability of Voramind Intelligence LLC, its affiliates, officers, employees, agents, and licensors for any and all claims arising under or in connection with these Terms or the Platform shall not exceed the greater of: (a) the total fees paid by the Organization to Voramind Intelligence LLC in the three (3) calendar months preceding the event giving rise to the claim; or (b) QAR 1,000 (one thousand Qatari Riyals).

19.2 — Exclusion of Consequential Losses

To the maximum extent permitted by applicable law, in no event shall Voramind Intelligence LLC be liable for any: (i) loss of profits or revenue; (ii) loss of data; (iii) loss of goodwill or reputation; (iv) indirect, incidental, special, consequential, or punitive damages; or (v) damages arising from hiring decisions or employment outcomes, whether arising in contract, tort, or otherwise, even if advised of the possibility of such damages.

19.3 — Hiring Decision Liability

Voramind Intelligence LLCexpressly disclaims any and all liability for employment decisions, discrimination claims, or legal proceedings arising from an Organization's use of AI Evaluation Outputs generated by the Platform. Organizations bear full and exclusive responsibility for all hiring decisions.

22.1 — Termination by Organization

Organizations may terminate their account and subscription at any time by providing written notice through the Platform's account settings or by contacting support@mukhtabir.hbku.edu.qa. Termination will take effect at the end of the current billing period. Prepaid fees for unused periods are non-refundable unless required by law.

22.2 — Termination by Mukhtabir

We may terminate or suspend your account immediately and without prior notice if we determine, in our sole discretion, that you have: (i) materially breached these Terms; (ii) violated applicable law; (iii) engaged in conduct that poses a risk to the Platform, other users, or Candidates; or (iv) failed to pay applicable fees.

22.3 — Effect of Termination

Upon termination: (i) your license to use the Platform ceases immediately; (ii) you must cease all use of the Platform and delete any downloaded Platform materials; (iii) data export may be available for a limited period as described in our data retention policy; and (iv) accrued payment obligations survive termination. Sections that by their nature should survive termination will continue to apply.

22.4 — Suspension for Abuse

We reserve the right to temporarily suspend access to the Platform without notice if we detect activity that violates these Terms, constitutes abuse of the Platform, threatens data security, or is under investigation. We will notify you promptly following any suspension.

24.1 — Informal Resolution

Before initiating formal legal proceedings, you agree to contact us at legal@mukhtabir.hbku.edu.qa and attempt to resolve the dispute informally. We will use reasonable efforts to resolve any dispute through good faith negotiations within 30 days of notification.

24.2 — Formal Dispute Resolution

If the dispute cannot be resolved informally within 30 days, either party may refer the matter to the QFC Courts in accordance with Section 23. Alternatively, if both parties agree in writing, the dispute may be referred to arbitration under the rules of the Qatar International Centre for Conciliation and Arbitration (QICCA).

24.3 — Waiver of Class Action

To the maximum extent permitted by applicable law, you agree that any dispute resolution proceeding will be conducted on an individual basis only, and not as a class action, collective action, or representative action.