Terms of Service

Last updated: February 5, 2026

Please read these Terms of Service (the "Terms") and our Privacy Notice ("Privacy Notice") carefully because they govern your use of the website located at [needle website URL] (the "Site") and the services accessible via the Site and corresponding web application ("App") offered by Needle ("Needle," "we," "us," or "our"). To make these Terms easier to read, the Site, our services — including our AI-native applicant tracking system — and App are collectively called the "Services."

1. Agreement to Terms

By using our Services, you agree to be bound by these Terms. If you don't agree to be bound by these Terms, do not use the Services. If you are accessing and using the Services on behalf of a company (such as your employer) or other legal entity, you represent and warrant that you have the authority to bind that entity to these Terms. In that case, "you" and "your" will refer to that entity.

2. Changes to These Terms or the Services

We may update the Terms from time to time at our sole discretion. If we do, we'll let you know by posting the updated Terms on the Site or within the App, and we may also send other communications. It's important that you review the Terms whenever we update them or you use the Services. If you continue to use the Services after we have posted updated Terms, it means that you accept and agree to the changes. If you don't agree to be bound by the changes, you may not use the Services anymore. Because our Services are evolving over time, we may change or discontinue all or any part of the Services, at any time and without notice, at our sole discretion.

3. Who May Use the Services?

(a) Eligibility

You may use the Services only if you are 18 years or older and capable of forming a binding contract with Needle, and not otherwise barred from using the Services under applicable law.

(b) Account Registration

For certain features of the Services, you'll need an account. It's important that you provide us with accurate, complete, and current account information and keep this information up to date. If you don't, we might have to suspend or terminate your account. To protect your account, keep your account details and password confidential, and notify us right away of any unauthorized use. You're responsible for all activities that occur under your account.

(c) Authorized Users

You will only allow the Services to be accessed and used by your employees or contractors who have been designated and authorized by you to be granted such access (each an "Authorized User") for the sole purpose of performing their job functions for you. Each account for the Services may only be accessed and used by the specific Authorized User for whom such account is created. Account credentials are confidential and cannot be shared or used by more than one person. You are responsible and liable for: (i) all actions taken under an Authorized User's credentials, whether or not such action was taken or authorized by the Authorized User; and (ii) all uses of the Services resulting from access provided by Needle, directly or indirectly, whether such access or use is permitted by or in violation of these Terms. Needle may process personal data about you and your Authorized Users' use of the Services ("Account Data") in accordance with its Privacy Notice. Account Data is not Customer Data (as defined below) or Output.

4. Customer Data

You retain full ownership of any files, documents, candidate information, job postings, hiring pipeline data, or other content that you upload to or create within the Services (collectively, "Customer Data"). Needle does not claim any ownership rights over your Customer Data. However, by uploading or inputting Customer Data, you grant Needle a non-exclusive, worldwide, royalty-free license to such Customer Data solely for the purpose of providing the Services to you. You are solely responsible for the legality, reliability, and appropriateness of your Customer Data and you must ensure that you have the necessary rights to upload and use this data in connection with the Services.

5. AI-Generated Output

The Services use artificial intelligence to generate content such as candidate summaries, hiring recommendations, sourced candidate profiles, drafted communications, and other outputs ("Output"). You acknowledge that Output is generated by AI and may not always be accurate or complete. You are responsible for reviewing and verifying any Output before relying on it, particularly in connection with hiring decisions. Needle does not guarantee the accuracy, reliability, or fitness for purpose of any Output.

6. Acceptable Use

You agree not to use the Services to:

  • Violate any applicable law or regulation, including employment and data protection laws;

  • Upload or transmit any content that is unlawful, defamatory, or infringes on any third party's rights;

  • Attempt to gain unauthorized access to the Services, other accounts, or any related systems or networks;

  • Reverse engineer, decompile, or otherwise attempt to extract the source code of the Services;

  • Use the Services to discriminate against candidates on the basis of any legally protected characteristic; or

  • Resell, sublicense, or otherwise commercially exploit the Services without Needle's prior written consent.

7. Service Availability

Needle aims to provide continuous availability of the Services; however, there may be occasions where the Services are unavailable due to maintenance, downtime, or other unforeseen circumstances. Needle will strive to provide advance notice of any expected downtime, but this may not always be possible. You acknowledge that interruptions may occur and agree that Needle is not liable for any losses or damages resulting from the unavailability of the Services.

8. Payment Terms

Certain aspects of the Services may be offered on a subscription basis. By subscribing to a paid plan, you agree to pay all applicable fees as described at the time of purchase. Fees are non-refundable except as required by law or as expressly stated in these Terms. Needle reserves the right to change pricing with reasonable advance notice. If you do not agree to a pricing change, you may cancel your subscription before the change takes effect.

9. Intellectual Property

The Services, including all software, designs, text, graphics, and other content provided by Needle (excluding Customer Data), are and remain the property of Needle or its licensors. These Terms do not grant you any right, title, or interest in the Services except for the limited right to use them in accordance with these Terms.

10. Confidentiality

Each party agrees to keep confidential any non-public information disclosed by the other party in connection with these Terms or the Services ("Confidential Information"). Neither party will use the other party's Confidential Information except as necessary to perform its obligations or exercise its rights under these Terms.

11. Termination

Either party may terminate this agreement with notice if the other party breaches any material term of these Terms and fails to cure such breach within thirty (30) days of receiving written notice of the breach. Needle may also suspend or terminate your access to the Services immediately if we reasonably believe your use poses a security risk or violates these Terms. Upon termination, your access to the Services will cease. You are responsible for exporting any Customer Data you wish to retain prior to termination, as Needle may delete all of your Customer Data after the termination date.

12. Disclaimer of Warranties

THE SERVICES ARE PROVIDED "AS IS" AND "AS AVAILABLE" WITHOUT WARRANTIES OF ANY KIND, WHETHER EXPRESS, IMPLIED, OR STATUTORY, INCLUDING BUT NOT LIMITED TO IMPLIED WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, AND NON-INFRINGEMENT. NEEDLE DOES NOT WARRANT THAT THE SERVICES WILL BE UNINTERRUPTED, ERROR-FREE, OR SECURE, OR THAT ANY OUTPUT WILL BE ACCURATE OR RELIABLE.

13. Limitation of Liability

TO THE MAXIMUM EXTENT PERMITTED BY LAW, NEEDLE SHALL NOT BE LIABLE FOR ANY INDIRECT, INCIDENTAL, SPECIAL, CONSEQUENTIAL, OR PUNITIVE DAMAGES, OR ANY LOSS OF PROFITS, REVENUE, DATA, OR USE, ARISING OUT OF OR RELATED TO THESE TERMS OR THE SERVICES, REGARDLESS OF THE THEORY OF LIABILITY. NEEDLE'S TOTAL AGGREGATE LIABILITY ARISING OUT OF OR RELATED TO THESE TERMS SHALL NOT EXCEED THE AMOUNTS PAID BY YOU TO NEEDLE IN THE TWELVE (12) MONTHS PRECEDING THE EVENT GIVING RISE TO THE CLAIM.

14. Indemnification

You agree to indemnify, defend, and hold harmless Needle and its officers, directors, employees, and agents from and against any claims, liabilities, damages, losses, and expenses (including reasonable legal fees) arising out of or related to: (a) your use of the Services; (b) your Customer Data; (c) your violation of these Terms; or (d) your violation of any applicable law or third-party right.

15. Governing Law and Dispute Resolution

These Terms shall be governed by and construed in accordance with the laws of the State of Delaware, without regard to its conflict of laws provisions. Any disputes arising out of or relating to these Terms shall be resolved through binding arbitration in accordance with the rules of the American Arbitration Association, except that either party may seek injunctive relief in any court of competent jurisdiction.

16. General Provisions

  • Entire Agreement. These Terms, together with the Privacy Notice, constitute the entire agreement between you and Needle regarding the Services.

  • Severability. If any provision of these Terms is found to be unenforceable, the remaining provisions will continue in full force and effect.

  • Waiver. No waiver of any term shall be deemed a further or continuing waiver of such term or any other term.

  • Assignment. You may not assign these Terms without Needle's prior written consent. Needle may assign these Terms freely.

17. Contact Us

If you have any questions about these Terms, please contact us at julian(at)needle.so.