Terms of service

1. Who we are

Sophia is operated by Highbrow Technology Inc. In these terms "we" and "us" mean Highbrow Technology Inc., and "you" means the organisation that has created a Sophia workspace.

2. Your account

You need an account to use Sophia. The person who creates a workspace becomes its administrator and can invite others. You are responsible for who you invite and for what they do, and you must keep credentials secure and tell us promptly if you believe an account has been compromised.

You must be at least 18 and entitled to act for the organisation you are signing up on behalf of.

3. Credits, payment and expiry

Sophia is prepaid. You buy interview minutes, which we call credits, and spend them as interviews take place. One credit is one minute of live interview. There is no subscription, no per-seat charge and no minimum spend.

• When you invite a candidate we reserve the maximum length of that interview. If you invite someone to a 30-minute interview, 30 credits are held.
• You are charged for the minutes actually connected, not the minutes you reserved. Unused reserved credits are released back to your balance.
• If an invitation expires or you cancel before the candidate starts, the full reservation is released.
• You cannot send an invitation you do not have the credits to cover.

Prices are in US dollars and exclude any tax we are required to collect. Payments are processed by Stripe and are subject to their terms as well as these.

4. Refunds

Unused credits are refundable within 14 days of purchase, less any credits already spent. After 14 days, purchases are final.

Separately, and regardless of the 14 days: if an interview fails for a reason on our side, we restore the credits. That covers our service being unavailable, the interview agent failing mid-session, or a report we cannot produce. Restored credits keep the later of their original expiry date or 90 days from restoration.

A candidate failing to attend, changing their mind, or having a poor internet connection is not a fault on our side, and those minutes are not restored. We flag repeated no-shows to you so you can act on them.

5. Your responsibilities toward candidates

This section matters more than its length suggests. You decide who is interviewed, on what basis and what happens to the result. That makes you, not us, responsible for the legality of the hiring process.

In particular, you are responsible for:

• Telling candidates that an AI will conduct and analyse their interview, and obtaining their consent before it is recorded. Sophia presents a consent step and will not record without it, but the obligation is yours.
• Complying with the employment and AI laws of wherever the role is based. Several jurisdictions impose specific duties on employers using AI video interviews, including Illinois and New York City. Our privacy page sets out in plain language how Sophia works and what it evaluates, so you can meet your disclosure duties.
• Handling candidate requests about their own data, including deletion. You can delete any interview yourself at any time.
• Making the hiring decision yourself. Sophia produces evidence, not decisions.

6. Acceptable use

You must not:

• Interview anyone who has not consented, or record anyone covertly.
• Use Sophia to assess anything other than a candidate you are genuinely considering for a role.
• Attempt to identify, re-identify or profile candidates beyond assessing them for the role they applied to.
• Resell, white-label or sublicense Sophia without a written agreement with us.
• Reverse engineer the service, probe its security without permission, or attempt to extract the underlying prompts or models.
• Upload malware, or content you have no right to upload.

We may suspend an account that breaches this section. Where the breach is serious or ongoing we may do so without notice, and we will tell you why.

7. Who owns what

You own your content: the roles you create, the candidate information you supply, the recordings and transcripts of interviews you run, and the reports produced for you. We claim no ownership of it and we do not use it to train AI models.

We own Sophia: the software, the interview agent, the prompts, the analysis and the brand. Nothing in these terms transfers any of it to you.

If you send us feedback we may act on it freely and without owing you anything. We appreciate it and we would rather not have to negotiate over it.

8. Availability

We aim to keep Sophia available and we monitor it continuously, but we do not offer a contractual uptime guarantee at this stage of the company. We would rather say that plainly than promise a number we cannot yet stand behind. Where our unavailability costs you interview credits, section 4 restores them.

We may change or remove features. Where a change materially reduces what you have paid for, we will tell administrators by email at least 30 days beforehand.

9. Ending the agreement

You can stop using Sophia and close your workspace whenever you like. Closing it deletes your interviews and reports, so export anything you want to keep first. Unused credits are not refunded on closure unless you are inside the 14-day window in section 4.

We may terminate for a material breach of these terms, or if you do not pay. We will give you 30 days' notice and a chance to fix the problem, unless the breach is one that makes that unsafe.

10. Disclaimers and liability

Sophia assesses interviews. It is not infallible, it can be wrong about a candidate, and it is explicitly not a substitute for your own judgement. We provide the service as it is, and we do not warrant that it will be uninterrupted, error-free, or that its assessments will be accurate in any particular case.

To the fullest extent the law allows, neither party is liable for indirect or consequential loss, lost profits, or lost business opportunity. Our total liability in any 12-month period is limited to what you paid us in that period.

Nothing here limits liability that cannot lawfully be limited, including for death or personal injury caused by negligence, or for fraud.

11. Indemnity

You will cover us against claims arising from your use of Sophia in breach of these terms, and in particular from claims by candidates that you interviewed or assessed them unlawfully. We will cover you against claims that Sophia itself infringes someone else's intellectual property.

12. Changes to these terms

We will email administrators at least 14 days before a material change takes effect. Continuing to use Sophia after that means you accept the new terms. If you do not, close your workspace and we will refund any unused credits.

13. Law and disputes

These terms are governed by the laws of the State of Delaware, and the courts of Delaware have exclusive jurisdiction. Before starting proceedings, please write to us. Almost everything is cheaper to resolve in an email.

14. Contact

Highbrow Technology Inc.
legal@sophia.cleverhire.ai