Terms of service

Last updated: 13 July 2026

1. About these terms

These terms of service ("Terms") are a binding agreement between you and GAPFY UNIPESSOAL LDA (NIPC PT 518 008 029), Rua de Cedofeita 451, Loja 71, 4050-181 Porto, Portugal ("Gapfy"). They govern your use of this website and of our products and platform (together, the "Services"). By using the Services you accept these Terms. If you do not accept them, do not use the Services.

Where your organisation has signed a separate subscription or enterprise agreement with us, that agreement prevails over these Terms to the extent of any conflict. Your use is also subject to our Privacy policy, Acceptable use policy and, for processing of personal data on your behalf, our Data Processing Agreement.

2. The Services

The Services include this website and the Gapfy product family - the Gapfy Maestro platform and its modules (including Gapfy DocuVault, Gapfy Timesheet, Gapfy Booking and Gapfy Audition, together with the public career sites and job-application pages Gapfy hosts for customers), the Gapfy Harmony browser extension and web app, the Gapfy Echo desktop client and the Gapfy Riff desktop client. Some products offer a free tier with usage limits and paid tiers with additional capabilities. We may add, change or discontinue features over time.

3. Accounts

To use most products you need an account, which is created and authenticated through our identity provider. You must provide accurate information, keep your credentials secure and are responsible for activity under your account. If you create a workspace for an organisation, you confirm you are authorised to bind that organisation, and you are responsible for the authorised users you invite.

4. Acceptable use

Your use of the Services must comply with our Acceptable use policy. We may suspend or terminate access that breaches it.

5. Your content

You retain all rights in the content and data you submit to the Services ("Customer Data"). Content submitted to your organisation through the Services by third parties - for example job applications submitted by candidates through career sites Gapfy hosts for you - is also Customer Data of your organisation. You grant us a worldwide, non-exclusive, royalty-free licence to host, store, process and transmit Customer Data only as needed to provide and support the Services and as instructed by you, including, where you enable AI features, transmitting the content those features need to our AI sub-processor for processing within the EU. Where Customer Data includes personal data, we process it as a processor under our Data Processing Agreement. You are responsible for having the rights and lawful basis to provide that data.

6. Subscriptions, fees and billing

• Some products offer a free tier with usage limits and paid tiers (Pro and Pro AI). Paid subscriptions are billed in advance through our payment processor on the plan and cycle you select, in euro (EUR). Fees are exclusive of taxes unless stated; applicable taxes are added at checkout.
• Paid plans include a free trial where indicated. Subscriptions renew automatically for the same cycle unless cancelled before renewal. You can cancel at any time from the billing portal in your Gapfy Maestro settings; cancellation takes effect at the end of the current paid period and paid features remain available until then.
• If a payment fails we may retry, notify you and, after a short grace period during which access continues, suspend or downgrade the subscription.
• How cancellation works, what happens to access, our refund stance and your statutory consumer rights are set out in our Cancellation and refund policy. Statutory consumer withdrawal rights, where they apply to you, are not affected.

7. Third-party services

The Services rely on third parties such as Microsoft (including Azure OpenAI for AI features), Stripe, Twilio and Cloudflare, and our desktop and browser products may be distributed through third-party stores. Your use of those third-party services is also governed by their own terms.

8. Intellectual property

The Services, including all software, text, logos, designs and documentation, are owned by Gapfy or its licensors and are protected by intellectual-property law. We grant you a limited, non-exclusive, non-transferable right to use the Services in accordance with these Terms. You may not copy, modify, distribute, sell, reverse engineer or create derivative works except to the extent the law expressly permits.

9. Beta and preview features

Features labelled beta, preview or early access are provided "as is", may change or be withdrawn, and are excluded from any service commitments.

10. Warranties and disclaimers

We provide the Services with reasonable care and skill. To the maximum extent permitted by law, and except as expressly stated, the Services are provided "as is" and "as available" without further warranties. This does not exclude or limit any rights you have as a consumer that cannot be excluded under applicable law.

11. Limitation of liability

To the maximum extent permitted by law, we are not liable for indirect or consequential loss, loss of profits, revenue or data. Our total aggregate liability arising out of or in connection with the Services is limited to the amounts you paid us for the Services in the twelve months before the event giving rise to the claim. Nothing in these Terms limits liability for fraud, for death or personal injury caused by negligence, or for any liability that cannot be limited under applicable law.

12. Indemnity

If you use the Services on behalf of an organisation, that organisation agrees to indemnify Gapfy against third-party claims arising from its Customer Data or its breach of these Terms, to the extent permitted by law.

13. Suspension and termination

You may stop using the Services at any time and close your account. We may suspend or terminate access if you materially breach these Terms or the Acceptable use policy, if required by law, or to protect the Services or other users. On termination, we will make Customer Data available for export for the export window stated in the Data Processing Agreement (currently 30 days) and then delete it in line with that agreement.

14. Changes

We may update these Terms. We will post the updated version here and, for material changes, give reasonable notice. Continued use after the changes take effect means you accept them.

15. Governing law and jurisdiction

These Terms are governed by the laws of Portugal. Disputes are subject to the exclusive jurisdiction of the courts of Porto, Portugal, except where mandatory consumer-protection law gives you the right to bring proceedings in the courts of your country of residence.

16. Contact

Questions about these Terms can be sent to support@gapfy.io or through our contact page.

This English-language version is the authoritative, legally binding version of this document. Translations are provided for convenience only.