CallPilot Terms of Service

1. CallPilot Services

CallPilot provides AI-powered business communication and automation products, including AI Applicant Screening Calls and associated ATS, CRM, messaging and workflow integrations.

AI Applicant Screening Calls may:

• contact applicants automatically;
• conduct role-specific screening questions;
• assess responses against configured screening criteria;
• provide screening outcomes;
• request documents from qualified applicants;
• communicate through WhatsApp, SMS and/or email where enabled;
• update connected ATS or CRM systems; and
• notify authorised users of screening outcomes.

Additional CallPilot products and modules may be made available separately and may have their own subscription, allowance and credit requirements.

2. Customer Responsibilities

Customers are responsible for:

• maintaining accurate account information;
• protecting account credentials;
• ensuring applicant and contact information supplied to CallPilot has been obtained and processed lawfully;
• ensuring an appropriate lawful basis exists for communications;
• configuring appropriate and lawful screening criteria;
• reviewing automated screening outcomes where appropriate; and
• complying with applicable recruitment, employment, telecommunications, privacy and data protection laws.

3. AI Applicant Screening Call Plans

Unless otherwise agreed in writing, the following standard plans apply.

All prices are in USD and exclude applicable taxes unless otherwise stated.

4. Credits

CallPilot operates a credit-based system for additional usage and eligible CallPilot products.

Credits are used only after the included monthly allowance for the applicable product has been exhausted.

For additional AI Applicant Screening usage, the applicable plan rates are:

• Starter: 35 credits
• Growth: 30 credits
• Pro: 20 credits
• Enterprise: custom rate

Other CallPilot products may have different credit requirements. The applicable credit requirement will be displayed within the CallPilot platform or otherwise agreed with the Customer.

5. Global Credit Balance

Purchased top-up credits are added to the Customer’s Global Credit Balance.

The Global Credit Balance is separate from the included monthly allowance attached to an individual product subscription.

Credits may be used across eligible CallPilot products according to the credit requirement applicable to each product and plan.

Purchased credits:

• have a value of $0.10 per credit within CallPilot;
• have no cash value outside CallPilot;
• cannot normally be transferred between Customer accounts;
• are non-refundable except where required by law; and
• expire two months after purchase unless otherwise agreed.

6. Completed Screenings

CallPilot charges for completed AI Applicant Screening Calls.

A screening is considered completed when the applicant completes the configured screening process.

If an applicant hangs up, disconnects or otherwise fails to complete the screening, the call will not be treated as a completed screening for billing purposes.

7. Usage Calculation

For billing and usage calculation purposes, a standard AI Applicant Screening Call includes up to two minutes of call time.

Where a completed call exceeds this duration, additional usage may be applied in further two-minute increments, or part thereof, at the rate applicable to the Customer’s plan.

This calculation applies to both included screening allowances and additional screening usage.

8. Monthly Allowances

Included screening allowances reset on the Customer’s monthly subscription renewal date.

Included screening calls form part of the relevant subscription and are separate from purchased credits.

Unused included screening calls do not have a cash value and do not convert into Global Credit Balance credits.

9. Upgrades and Downgrades

Customers may upgrade or downgrade their subscription subject to the options available within CallPilot.

An upgrade may take effect immediately, with any applicable price adjustment shown before confirmation.

A downgrade will normally take effect from the next subscription renewal date.

Once a new plan becomes effective, the allowance, pricing and credit usage associated with that plan will apply to future usage.

Existing purchased credits remain in the Customer’s Global Credit Balance subject to their original expiry date.

10. Subscription and Payment

Subscription fees are normally billed monthly in advance.

Subscriptions automatically renew until cancelled.

Customers must maintain a valid payment method where required.

Additional credits may be purchased manually or through automatic top-up where available.

Where automatic top-up is enabled, the Customer authorises CallPilot to charge the registered payment method when the Customer’s configured credit threshold is reached.

CallPilot may suspend or restrict Services where payment is overdue or unsuccessful.

11. Trials and Promotional Credits

CallPilot may provide free screening calls, credits, trials or promotional allowances.

Promotional allowances:

• may be restricted to eligible Customers;
• may have an expiry date;
• are non-transferable;
• have no cash value; and
• may be subject to additional promotional terms.

Promotional offers do not create an entitlement to continued free usage.

12. Telephone and Communication Services

CallPilot may provide telephone numbers, voice calling, WhatsApp, SMS, email and other communication functionality.

Customers may also connect compatible existing numbers or communication services where supported.

These services may rely on third-party telecommunications and technology providers and remain subject to provider availability, technical requirements and applicable laws.

Additional charges may apply where displayed within CallPilot or agreed with the Customer.

13. AI Screening and Human Decision-Making

CallPilot automates applicant screening against criteria configured for the relevant role or workflow.

CallPilot does not make final hiring or employment decisions.

The Customer remains responsible for:

• determining applicant suitability;
• ensuring screening questions and criteria are lawful and appropriate;
• preventing unlawful discrimination;
• reviewing screening outcomes where appropriate; and
• making final recruitment and employment decisions.

AI-generated results are intended to assist recruitment workflows and should not be treated as a substitute for appropriate human oversight.

14. Acceptable Use

Customers must not use CallPilot for:

• unlawful, fraudulent or deceptive activities;
• unlawful unsolicited communications;
• harassment or intimidation;
• impersonation;
• unlawful discrimination;
• infringement of privacy or data protection rights;
• communications prohibited by applicable telecommunications laws;
• attempts to circumvent CallPilot security or usage controls; or
• any activity prohibited by CallPilot’s applicable policies.

15. Data Protection

Personal data processed through CallPilot is subject to CallPilot’s Privacy Policy, Data Processing Agreement and other applicable data protection policies.

Depending on the processing activity, Swiftwave FZ-LLC may act as a processor of personal data on behalf of the Customer.

Customers are responsible for establishing the appropriate lawful basis for personal data supplied to CallPilot and for providing notices or obtaining consent where required by applicable law.

16. Call Audio and Transcripts

CallPilot does not provide permanent storage of call audio recordings as part of its standard AI Applicant Screening Service unless expressly agreed otherwise.

Audio necessary to provide AI calling functionality may be processed in real time by CallPilot and its authorised service providers.

Where transcripts or call text are generated, their processing and retention are governed by CallPilot’s applicable Privacy Policy, Data Processing Agreement and retention policies.

Customers should not use CallPilot as their sole permanent archive for applicant information.

17. Third-Party Integrations

CallPilot may integrate with ATS platforms, CRM systems, telecommunications providers, messaging services, AI providers and other third-party services.

Availability and performance of these services may depend on the relevant third-party provider.

CallPilot is not responsible for outages, API changes, restrictions, suspensions or failures caused by third-party services outside its reasonable control.

18. Intellectual Property

CallPilot’s software, platform, workflows, interfaces, branding, AI configurations and associated technology remain the property of Swiftwave FZ-LLC or its licensors.

Customers retain ownership of their own data and content.

Customers grant Swiftwave FZ-LLC the rights reasonably necessary to process Customer data for the provision, security and operation of the Services.

19. Confidentiality

Each party must protect confidential information received from the other and use it only for purposes connected with the provision or use of CallPilot.

This obligation does not apply to information that:

• is publicly available through no breach of these Terms;
• was already lawfully known;
• is independently developed;
• is lawfully obtained from another source; or
• must be disclosed by law or regulatory requirement.

20. Service Availability

CallPilot aims to provide a reliable Service but does not guarantee uninterrupted or error-free availability.

Temporary interruptions may occur because of maintenance, telecommunications networks, internet infrastructure, third-party providers, security requirements or circumstances outside CallPilot’s reasonable control.

21. AI Accuracy and Service Outcomes

AI systems may occasionally generate inaccurate, incomplete or unexpected results.

CallPilot does not guarantee:

• that every applicant will answer;
• that every screening will be completed;
• that every AI-generated response, transcript or classification will be error-free;
• that requested documents will be supplied; or
• any particular recruitment, hiring or commercial outcome.

Customers remain responsible for appropriate human oversight.

22. Cancellation

Customers may cancel their subscription through available account functionality or by contacting CallPilot.

Unless otherwise agreed, cancellation takes effect at the end of the current paid subscription period.

Cancellation prevents future subscription renewals but does not automatically entitle the Customer to a refund for subscription fees, credits or usage already purchased or incurred.

23. Suspension and Termination

CallPilot may suspend or terminate access where:

• payment is overdue;
• these Terms or applicable CallPilot policies are materially breached;
• the Service is used unlawfully;
• usage creates a material security, legal or regulatory risk; or
• continued provision of the Service is prevented by a third-party provider or applicable law.

24. Limitation of Liability

To the maximum extent permitted by applicable law, Swiftwave FZ-LLC will not be liable for indirect, incidental, special or consequential losses, including loss of profit, revenue, business opportunity, goodwill or data arising from use of CallPilot.

Except where liability cannot lawfully be limited, Swiftwave FZ-LLC’s total aggregate liability arising from the Services will not exceed the fees paid by the Customer to Swiftwave FZ-LLC during the 12 months immediately preceding the event giving rise to the claim.

25. Indemnity

To the extent permitted by applicable law, the Customer will be responsible for claims, losses and reasonable costs resulting from the Customer’s unlawful use of CallPilot, material breach of these Terms or violation of applicable recruitment, employment, telecommunications, privacy or data protection laws.

26. Changes to Services, Pricing and Terms

CallPilot may update its Services, functionality, credit requirements, pricing and these Terms from time to time.

Where a change to subscription pricing affects an existing Customer, the revised subscription price will apply from a future renewal date following reasonable notice where required.

Changes will not retrospectively alter charges already incurred.

The latest version of these Terms will be published on CallPilot.pro.

27. Governing Law and Jurisdiction

These Terms are governed by the applicable laws of the United Arab Emirates.

Any dispute will be subject to the competent courts applicable to Swiftwave FZ-LLC in the United Arab Emirates, except where mandatory applicable law provides otherwise.

28. Contact