Terms of service
The service
Panelio is a Zoom app and a web app for running technical interviews inside a meeting: it reads resumes against the job description and shortlists with the evidence beside each name, puts a coding editor or a whiteboard on the meeting's stage and an interviewer's panel in the side panel, can take a turn asking as its own participant in the meeting while a person from your team is there, and leaves an evidence pack after every round. An employer adds it for a workspace; its members use it; candidates take part as guests without an account. By adding Panelio or using it for an employer, you accept these terms for that employer, and you confirm you may.
The rule that shapes everything
A person records every decision. Panelio's model suggests, grades against the employer's answer key and anchors, and orders lists; it never advances, declines, filters out or scores a candidate without a named person confirming. The employer stays responsible for its hiring decisions, for the notices the law requires where it hires, including when a candidate must have them before an interview, and for the fairness of its rubrics. Panelio puts the notice in every invitation and holds no round back for it.
Accounts and workspaces
Sign-in is with Zoom. The person who installs the app becomes the workspace's first admin and can invite others by role. People join a workspace only by an invitation, and only when they press Join on it. Admins are responsible for who is in the workspace and for the plan they choose, and every member keeps their own Zoom sign-in to themselves. A workspace's data belongs to the employer; Panelio processes it under the privacy policy and the data processing addendum, which is part of these terms.
Where Panelio is offered
Panelio is offered to employers in the United States, and its paid plans are bought by a Zoom account admin in the United States, as the Zoom App Marketplace requires. A new workspace is made only from the United States; people invited to a workspace sign in from anywhere. If your hiring falls under the GDPR, the UK GDPR or another country's data protection law, write to support@panelio.ai before you put anyone's information into Panelio: these terms and the data processing addendum do not carry the transfer terms those laws ask for.
You do not use Panelio in a country or region under a United States embargo, for anyone there, or for anyone on a United States sanctions list. Panelio's AI runs on OpenAI, which is not offered everywhere: as OpenAI's list stands, not in China, Hong Kong, Macau, Russia, Belarus, Iran, Cuba, North Korea, Syria, Venezuela or parts of Ukraine. Panelio does not take the turn, or give the assistant, to a candidate it sees joining from one of them; where it cannot see it, you do not hand Panelio the turn or give the assistant to a candidate taking part from there.
What you are responsible for
- Lawful hiring. You use Panelio within the employment, anti-discrimination and privacy laws of every place you hire, and you make every hiring decision yourself.
- Notices and their timing. You give candidates the notices the law requires where you hire, when it requires them. In New York City, Local Law 144 asks an employer that uses an automated employment decision tool to give candidates notice at least ten business days before it is used, which may be on your careers page or in the job posting, and to have a bias audit done within the year before use and its summary published. Panelio sends its notice word for word with every invitation it sends, and records the notice as given outside Panelio when you choose Already invited; when the notice must reach a candidate, and the bias audit and its summary, are yours. The audit export gives your auditor every decision with its actor, its reason and its rubric version.
- Consents. You tell everyone who takes part in a round that a transcript is made and that Panelio may take a turn asking, as Panelio's invitation does for the candidate, and you obtain any consent your law asks for beyond the ones Panelio collects. Panelio asks the candidate for consent to the voice check itself, with the notice in full; whether to offer the voice check is your choice in Settings, Data.
- Your content. You have the right to upload the resumes, job descriptions and questions you put into Panelio, and you put no protected attributes into a rubric, question or prompt.
- Requests. You answer the requests of candidates and others about their data. Panelio helps, and erases a candidate's data within 30 days of your request.
Acceptable use
- Use Panelio for interviewing people the employer is considering for a role, with the notices its law requires.
- Do not put protected attributes into rubrics, questions or prompts, and do not use the product to infer them.
- Do not record the meeting's video through Panelio; it does not, and the candidate's invitation says so.
- Do not use Panelio to mail people in bulk. Panelio sends at most 200 emails a workspace's day for its members, and at most three invitations a day to one address.
- Do not attempt to reach another workspace's data, to defeat the token that keys a candidate's page, or to run anything but interview code in the execution box.
- Do not copy, resell or take apart the service, test its security without writing to us first, or use it to build a competing product.
- Demo workspaces are for demonstrations with synthetic candidates and never write to a real applicant tracking system.
What the AI does
Panelio's shortlist, follow-up questions, suggested grades, drafted questions and notes are suggestions for a person to read, and they can be wrong. A drafted question is marked as drafted and asked only once a person approves it; a suggested grade quotes the record it comes from, or is left blank; nothing counts until a named person confirms it. When Panelio holds the turn in a meeting, a person from your team is in the meeting and can take the turn back at any moment.
Your data
You own the data you and your candidates put into Panelio. You let Panelio process it only to provide the service to you, as the privacy policy and the data processing addendum say. Panelio never sells it and never uses it, or lets anyone use it, to train a model. If you send us ideas for the product, we may use them without owing you anything.
Plans and billing
Panelio's plans, what each includes and what each costs are on the pricing page and on Panelio's page in the Zoom App Marketplace. Plans are priced by the interview round: one candidate in one session of any kind, counted when the round ends and only when the candidate took part. Paid plans are bought and billed only through the Zoom App Marketplace, monthly or yearly, by a Zoom account admin in the United States, and are the whole Zoom account's. Each plan's interview rounds and resumes are a hard cap: nothing bills past it, and the app says they are used before it refuses. Zoom takes the payment and the sales tax under the Marketplace's own terms; no card and no payment detail reach Panelio, and Panelio makes no charge of its own. An upgrade takes effect at once; a downgrade at the next billing date; a cancellation runs to the end of the period paid for, then the account is on Free. Refunds, if any, are Zoom's under the Marketplace's terms. A higher price applies to a paid plan only once the account agrees to it; otherwise the plan ends at the end of the period paid for. When a plan ends nothing is deleted, and the account is on Free. Every model runs on Panelio's account; a workspace brings no model keys.
Candidates
A candidate takes part as a guest and needs no account. Their invitation says what is recorded (the transcript, their code and the whiteboard) and what is not (audio, video, their screen). In an AI-led screen they can ask to talk to a human at any moment and nobody will ask why. Their data is the employer's to export or erase, and the employer handles their requests. These terms are between Panelio and the employer; a candidate's questions about an interview go to the employer that invited them.
Availability and support
Panelio aims to be available whenever a meeting runs; when it is not, a round still runs in the meeting without it and the interviewer's notes are theirs. Support at support@panelio.ai, answered within two business days; the support page says how. Panelio may change the service as it grows, and does not take away a feature you pay for during the period you paid for without telling workspace admins 30 days ahead.
Suspension
Panelio may suspend a workspace's access, or a member's, if its use breaks these terms or the law, puts the service or other workspaces at risk, or Zoom ends the account's access to the app. Panelio tells the workspace's admins why, ahead of time where it can, and restores access once the cause is fixed. A suspension deletes nothing.
Ending, and your data after
Either side can end the agreement. You end it by removing Panelio from your Zoom account and ending any paid plan in the Zoom App Marketplace; Panelio may end it with 30 days' notice to workspace admins, or at once for a serious breach. Removing the app erases the remover at once in every workspace: their name, email and Zoom login are deleted, Panelio tells Zoom to revoke its access, and what they recorded stays on your hiring record under "A former member". The rest of your data then follows the retention period. An admin can delete the whole workspace in Settings, Data: it is deleted 7 days later, with everything in it, unless an admin cancels before then; deleting it does not cancel a paid plan, and the interview rounds and resumes it used stay counted for the Zoom account. A candidate's data is erased sooner within 30 days of an admin's request to support@panelio.ai. Before you go, an admin can export each role's decisions and open every evidence pack. The sections on your data, liability, indemnity and governing law outlast the agreement.
Warranties
Each side says it has the right to enter this agreement. Panelio says it provides the service as the privacy policy, the security page and the documentation describe it. Apart from that, and as far as the law allows, the service is provided as it is and as available, with no other promise, express or implied, including of fitness for a particular purpose, of merchantability, that it will be uninterrupted or free of errors, or that any suggestion it makes is right.
Liability
Panelio provides the service as described here and in the privacy policy. It is not liable for hiring decisions, which are the employer's, nor for indirect or consequential loss, lost profits or lost data; its liability for any claim is limited to the fees the employer paid in the twelve months before the claim, to the extent the law allows.
Indemnity
You will defend Panelio against a claim by a third party that arises from your hiring decisions, the notices and consents that are yours under these terms, or content you put into Panelio, and pay what a court awards or a settlement you agree to. Panelio will defend you against a claim that the service, as Panelio provides it, infringes someone's intellectual property, and pay what a court awards or a settlement Panelio agrees to. The side asking to be defended tells the other promptly and lets it run the defence.
Zoom
Panelio is made by Bose Ventures LLC, not by Zoom. Zoom is not a party to these terms and is not responsible for Panelio. Your use of Zoom, its meetings and its Marketplace is under your own agreement with Zoom.
Governing law
These terms are governed by the laws of the State of California, without regard to its rules on conflicts of laws, and disputes go to the state and federal courts in Santa Clara County, California, except where the law where you are gives you a right that cannot be set aside.
Changes
These terms change when the product does; workspace admins are emailed 30 days ahead of a change that matters, and using Panelio after it takes effect accepts it. The date at the top moves with every change.
General
These terms, the privacy policy and the data processing addendum are the whole agreement about Panelio. If a part cannot be enforced, the rest stands. Not enforcing a part is not giving it up. Neither side is responsible for a failure caused by events beyond its reasonable control. Either side may pass this agreement to a company that takes over its business, with notice. Notices to you go to your workspace admins by email; notices to Panelio go to support@panelio.ai and Bose Ventures LLC, 2150 N First St, Suite 400-2010, San Jose, CA 95131.