APPTOMAX RECRUIT
Recruitment & Pre-Onboarding Management
Here's how Apptomax Recruit works, how we handle your information, and the terms that apply when you use the platform written to actually be read, not just filed away.
Nine policies, no PDFs to hunt down. Pick a card and we'll take you straight to it.
The ground rules for using the Apptomax Recruit platform.
Read policy →What we collect, why, and who's actually in charge of it.
Read policy →Our processing terms for business customers, spelled out.
Read policy →Billing cycles, cancellations, and how refunds actually work.
Read policy →Our honest, plain-language approach to keeping data safe.
Read policy →How to reach us, and what to expect when you do.
Read policy →What's off-limits when you're using the platform.
Read policy →For job applicants what happens to your information.
Read policy →A general outline for larger customers signing on.
Read policy →These Terms of Service set out the deal between you and us when you use Apptomax Recruit our software for recruitment, applicant tracking, interview management and pre-onboarding, available at hrops.apptomax.com. Creating an account or using the platform in any way means you're agreeing to what's below. If something here doesn't sit right with you, please don't use the Service.
We built this for businesses, HR teams and recruiters so we expect the people signing up to have the authority to do so, whether that's for themselves or on behalf of an employer. By using the Service, you're confirming that's the case.
To access and use Apptomax Recruit, you are strictly required to log in using a valid Microsoft Organizational Company Account (Work or School Account) with an active Microsoft 365 License (Basic or higher). Personal Microsoft accounts (such as @outlook.com, @hotmail.com, or personal Microsoft accounts without an assigned workplace license) are strictly not supported and cannot be used to sign in.
Authentication and access permissions are authenticated through Microsoft Entra ID (formerly Azure Active Directory) protocols governed by your organization.
Use the platform for what it's meant for: recruitment, applicant tracking, interviews and pre-onboarding, done lawfully. That includes making sure any information you upload or process through it is handled in line with the laws that apply to you.
We offer different plans with different features and limits, described on the website or in an order form. Plans can change over time we'll try to keep things clear when they do.
Subscriptions are billed in advance on whatever cycle you signed up for, unless we've agreed something different in writing. You're responsible for accurate billing details and any applicable taxes. If a payment doesn't go through, we may need to pause access until it's sorted.
You're responsible for the accuracy of what you put into the Service, for getting any consents you're legally required to have from candidates or employees, and for using the platform in a way that fits your own obligations as an employer or recruiter.
Whatever you upload including candidate information stays yours. We only use it to host, process and display it back to you as part of running the Service.
The proprietary software code, UI design, custom workflows, and application architecture developed by Apptomax belong exclusively to Apptomax. However, Apptomax claims no ownership over underlying Microsoft products, platforms, software, or trademarks (including Microsoft 365, SharePoint, or Microsoft Entra ID). Using the Service does not grant you any ownership rights beyond the limited right to access and use the platform.
Parts of the Service may rely on outside tools or infrastructure. We're not responsible for how those third parties operate they run on their own terms.
We work to keep the Service running smoothly, but we can't promise it'll never go down. Occasionally we'll need to take it offline for maintenance, updates, or things outside our control.
If we reasonably believe these Terms, our Acceptable Use Policy, or the law have been broken, we may suspend or end access the same goes for unpaid bills. You're free to cancel whenever you like, following the Refund & Cancellation Policy.
Both sides agree to treat the other's confidential information with reasonable care and only use it for what it's meant for, unless the law says otherwise.
The Service is provided as-is. To the extent the law allows, we don't make promises implied or otherwise about merchantability, fitness for a particular purpose, or anything along those lines.
Where the law permits it, Apptomax isn't liable for indirect, incidental or consequential damages, or for lost profits, data or business opportunities connected to using the Service.
We'll keep improving the platform adding, changing or removing features as needed to make it better, faster or safer.
We may update these Terms now and then. When we do, we'll update the date at the top of this page. If you keep using the Service after a change, that means you're on board with it.
These Terms are governed by Indian law, unless we've agreed otherwise in writing.
Got questions about any of this? Reach us at info@apptomax.com .
This explains how we handle information that passes through Apptomax Recruit both the account details of the people running the platform, and the candidate information our customers process using it.
Depending on how the Service is used, this can include:
NameEmailPhone number Resume / CVJob application details Education historyEmployment history Interview feedbackCandidate status Uploaded documentsIdentity documents (if the customer collects them) Salary details (if the customer collects them) Account informationTechnical information
Employers and recruiting teams put in details about their own hiring workflows, job requisitions, and personnel. It's on them to make sure they have the right to share that information with us in the first place.
Most candidate details come from candidates themselves through application forms or get uploaded by the recruiting organisation. Think resumes, education, work history, interview notes, and any documents requested along the way.
To keep the Service running: account management, applicant tracking, scheduling and feedback, pre-onboarding steps, customer support, billing, and keeping an eye on platform security.
Where data protection law requires a legal basis for processing, it's generally on our customers to work out and document the right basis consent, legitimate interest, whatever applies for the candidate and employee data they put into the system.
Most of what's in the system is controlled by the customer they decide what to collect, how long to keep it, and how it fits into their hiring process. We're following their instructions, not making those calls ourselves.
We work with a small number of third-party providers for things like hosting, storage and communications. They only get access to what's needed to do their job.
All application databases, customer data, and uploaded candidate documents are stored within secure Microsoft SharePoint Online cloud infrastructure under enterprise-grade encryption and security controls. We do not store your confidential operational data on unsecure third-party standalone servers.
We keep information for as long as it's needed to run the Service, meet legal obligations, or resolve disputes or for as long as the customer who controls that data has instructed.
We take reasonable, sensible steps to protect information moving through the platform. No system is bulletproof, and we won't pretend otherwise.
Customers can ask us to delete data they control, subject to anything we're legally required to hold onto billing records, for instance.
Depending on where you're located, you may have rights to access, correct or delete your personal information. If it's candidate data, that request usually goes to the recruiting organisation that owns it. If it's about your own account with us, write to us using the details below.
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This platform isn't built for children, and we don't intend it to be used by anyone below the legal working age in their region outside the normal course of a lawful recruitment process.
If information does cross borders as part of running the Service, we aim to apply reasonable safeguards in line with applicable privacy laws.
We'll update this page when things change, and the date at the top will reflect it.
Privacy questions go to info@apptomax.com .
This Data Processing Agreement forms part of your agreement with Apptomax ("Processor") and covers the general terms for how we process personal data on your behalf as our customer ("Controller").
It sets out the ground rules for how we handle personal data inside Customer Data while providing the Service.
Terms like "personal data," "processing," "controller" and "processor" are used the way you'd expect under standard data protection law.
For data submitted by you or your candidates, you're generally the controller deciding the purpose and means of processing and we're the processor, acting on your documented instructions, unless the law requires otherwise.
We process personal data based on how you've configured and used the Service, not on our own initiative again, unless the law says we have to do something differently.
This can include candidate and employee identification details, contact information, resumes and application materials, education and work history, interview feedback, and documents uploaded during hiring or pre-onboarding.
Mainly job candidates and applicants, your own personnel and authorised users, and references or contacts named during recruitment.
We apply reasonable technical and organisational measures suited to a platform of this kind, aimed at protecting personal data from unauthorised access, loss or misuse.
Anyone with access to personal data is bound by confidentiality whether that's contractual or simply part of their role.
We may bring in sub-processors, like hosting providers, to help deliver the Service. We stay accountable for making sure they meet obligations consistent with this agreement.
If something goes wrong, we'll let you know without unreasonable delay and share what we can to help you meet your own notification duties.
If a data subject exercises a right that you can't reasonably handle through the Service on your own, we'll provide reasonable help to get it sorted.
Personal data is kept for as long as it's needed to run the Service, based on your configuration and instructions, and whatever the law requires.
When your subscription ends, or if you ask us to, we'll delete or return personal data within a reasonable window barring anything we're legally required to retain.
You're responsible for having a lawful basis for the data you put into the Service, keeping it accurate, and giving us clear, lawful instructions.
We'll make reasonably available information to help demonstrate compliance with this agreement, with appropriate confidentiality and notice.
This agreement ends automatically when your subscription does, except for the parts like confidentiality and data deletion that naturally need to outlive it.
Governed by Indian law, unless we've agreed something different in writing.
Subscriptions are billed upfront, on whichever cycle you picked at sign-up, unless we've agreed something else in writing.
You can cancel any time from your account settings or by reaching out to support. Cancellation usually kicks in at the end of your current billing cycle, unless stated otherwise when you signed up.
Subscriptions typically renew automatically unless you cancel beforehand. Where possible, we'll give you a heads-up before renewal.
Whether you're eligible for a refund depends on your specific plan and what was shown at purchase. As a general rule, once a billing cycle has started, fees for it aren't refundable except in the situations below.
Charged twice by mistake? Send us your payment details and we'll look into it confirmed duplicates get refunded.
If a payment doesn't go through, we might retry it or ask you to update your payment method. If it keeps failing, access to the Service may be paused.
Discounted, trial or promo plans may come with their own terms those will be spelled out when the offer is presented, and they'll override the general terms here.
Now and then, something outside the standard policy warrants a closer look a genuine billing error, say, or an issue on our end. We'll consider those case by case.
Billing questions? info@apptomax.com .
We take reasonable, common-sense steps to protect information moving through the Service the kind of measures you'd expect from a SaaS product at our stage.
Access to the platform and the systems behind it is limited to authorised people, based on role and actual need.
Accounts are protected with login credentials. Choosing a strong, unique password and keeping it to yourself is on you.
We apply reasonable measures to protect data both while it's moving and while it's stored, using generally accepted approaches for information of this kind.
Uploaded documents resumes, ID documents, whatever's needed sit behind access controls and should only be visible to authorised users inside the relevant customer account.
Apptomax Recruit leverages Microsoft SharePoint Online as its secure database layer. Security, data segregation, encryption at rest, and access controls benefit directly from Microsoft's global enterprise security infrastructure and compliance standards.
We keep a reasonable eye on things that could affect the Service's availability or integrity.
If a confirmed incident affects customer data, we investigate, respond as best we can, and let affected customers know.
Internal access to customer data is kept as narrow as possible just what's needed to run and support the Service.
You're responsible for managing who has access within your own account, using strong credentials, and telling us quickly if something looks off.
No system is perfectly secure, and we won't tell you otherwise. We work hard to prevent unauthorised access or misuse, but we can't guarantee it'll never happen.
Support is generally available during standard Indian business hours. Outside that window, response times may vary.
Email us at info@apptomax.com , or use any in-app support channel we've made available to you.
Everyday questions about the platform, your account or specific features are handled as standard support.
If something's broken badly enough to affect most users, we treat it as critical and get on it right away.
Something significantly affecting one workflow or user, without taking down the whole platform, gets a target not guaranteed response time.
General bugs and minor questions get handled in the regular flow of support.
We're always glad to hear ideas. We can't promise we'll build every one, or say exactly when but we do read them.
Sometimes an issue traces back to a third-party service we rely on. In those cases, how fast it gets fixed depends partly on them, not just us.
We occasionally run scheduled or emergency maintenance, which might briefly affect access.
The clearer you can be when reporting an issue what happened, how to reproduce it the faster we can help.
Most of this is common sense, but it's worth spelling out. Breaking these rules can mean losing access, in line with our Terms of Service.
When using Apptomax Recruit, please don't:
Whatever you do with the candidate information you collect that's on you to make sure it's compliant with the labour, employment and data protection laws that apply to your organisation.
If you're reading this, chances are you've applied for a job somewhere, and that organisation happens to use Apptomax Recruit to manage the process. Worth saying clearly: we're the technology, not your employer. The company hiring you calls the shots on how your information is used.
NameContact information ResumeEducation Employment historyInterview information Interview feedbackIdentity documents Other documents requested by the recruiting organisation
Recruiting teams generally use your information through the platform for things like:
The organisation you applied to is the one making the decisions about your data inside the platform. We just process it on their behalf.
If you're wondering why your information was collected, how long it'll be kept, or want to access, correct or delete it start with the recruiting organisation. They hold the answers, because they're the ones who made the underlying decisions.
Got a question about the platform itself, rather than a specific application? Reach us at +91 86554 06244 or info@apptomax.com .
This sits between Apptomax ("Provider") and the enterprise customer named in an order form ("Customer"), covering use of Apptomax Recruit Recruitment & Pre-Onboarding.
Customer gets access to the platform for the term and usage limits set out in their order form.
Fees follow whatever's in the order form for example, ₹800/- for the applicable unit described at purchase exclusive of tax unless stated otherwise.
Payment terms, invoicing and accepted methods are set out in the order form or invoice.
Customer keeps ownership of whatever they submit. Provider processes it only as needed to deliver the Service, following the Data Processing Agreement.
The DPA published on this page applies wherever personal data is processed on Customer's behalf.
Both sides protect each other's confidential information with reasonable care, using it only for the purposes of this agreement.
Provider follows the general security approach described in the Security & Data Protection policy above.
Support follows the Service & Support Policy, unless something different is agreed for the enterprise customer in the order form.
Provider keeps its rights to the Service and its technology. Customer keeps its rights to its own data and trademarks.
Beyond what's described in the Terms of Service, no extra warranties apply unless expressly stated in a signed order form.
Liability follows the same limits described in the Terms of Service, unless a signed order form says otherwise.
This runs for the subscription term in the order form, renewing per the Refund & Cancellation Policy unless agreed otherwise.
Either party can end this per the order form terms, or per the standard Terms of Service where nothing custom applies.
After termination, Customer can request an export of their data within a reasonable window, after which it may be deleted per the DPA.
Governed by Indian law.
Together, this outline, the Terms of Service, Privacy Policy and DPA published on this page, plus any signed order form, make up the full agreement between Provider and Customer. Specific enterprise terms can always be varied by a signed written agreement.
If you have questions about these policies, subscription terms, privacy or data handling, please contact us.