Terms of Service

These Terms govern access to the website and workforce technology services provided by COGNEXA SOFTWARE LIMITED, Registration No. HE 495932, a company registered in the Republic of Cyprus.

By accessing an account, using the platform or completing an assessment through it, you agree to the parts of these Terms that apply to your role.

1. Who Uses Cognexa

The Cognexa platform may be used by:

• companies purchasing or administering the service;
• authorised recruiters, managers and HR personnel;
• candidates, employees and other assessment participants;
• consultants or service providers authorised by a customer.

A person creating or administering an organisational account confirms that they have authority to act for that organisation.

The platform is intended for professional and workplace use.

2. The Parties Around an Assessment

Cognexa supplies decision-support technology; it does not become the employer, recruiter, psychologist or final decision-maker. The organisation requesting an assessment is responsible for:

• the purpose for which it is used;
• selecting the relevant participants;
• deciding who may view the result;
• evaluating the result in context;
• making any employment-related decision;
• complying with employment, equality, privacy and AI laws.

A participant is responsible for providing responses honestly and using their own account.

Use of the platform does not create an employment relationship between Cognexa and any candidate or employee.

3. What the Platform Provides

Cognexa may provide:

• workforce and personnel-management functions;
• questionnaires and work-related assessments;
• psychometric or behavioural indicators;
• AI-assisted summaries;
• role or competency comparisons;
• reports and administrative dashboards;
• related support and configuration services.

Specific features depend on the customer’s plan, configuration and project documentation.

Psychometric features are intended for legitimate workplace purposes and not for clinical diagnosis.

Cognexa does not provide medical, psychiatric, therapeutic or healthcare services.

4. What a Result Means — and Does Not Mean

An assessment result is a structured interpretation of the information processed by the platform.

A score, profile or recommendation must not be treated as a complete account of a person.

Results may be influenced by:

• the answers submitted;
• the assessment model selected;
• the role criteria configured by the customer;
• the available context;
• technical or data limitations.

Cognexa does not guarantee that an assessment will predict future performance, workplace conduct or suitability with complete accuracy.

A result must not be used as the sole basis for a final decision concerning:

• recruitment;
• dismissal;
• promotion;
• compensation;
• discipline;
• access to employment or training;
• another materially significant workplace outcome.

Customers must provide a meaningful route for human review where an assessment materially influences an employment-related outcome.

The Services must not be used to disguise automated decision-making as a human decision.

5. Customer Duties Toward Participants

A customer using Cognexa must:

• have a lawful reason to process participant information;
• provide required privacy and AI notices;
• explain the purpose of the assessment;
• limit access to authorised personnel;
• use criteria relevant to the workplace purpose;
• consider reasonable accommodations where required;
• avoid unlawful discrimination;
• permit correction of materially inaccurate input data;
• provide an appropriate review or challenge process;
• keep its account and permissions under control.

The customer must not instruct Cognexa to use an assessment for a concealed, unlawful or materially different purpose.

6. Accounts and Access

Account information must be accurate and kept current.

Users must:

• keep login details confidential;
• use only the account assigned to them;
• notify the relevant customer administrator of suspected misuse;
• avoid sharing access with unauthorised persons;
• follow any account security instructions.

The customer controls its own authorised users and is responsible for promptly removing access that is no longer required.

Cognexa may restrict access where it reasonably suspects a security issue, unlawful activity or material breach of these Terms.

7. Fair and Lawful Use

The website and platform must not be used to:

• violate employment, equality, privacy or data-protection law;
• conduct covert or unauthorised employee surveillance;
• obtain information through deception;
• discriminate unlawfully;
• impersonate another person;
• manipulate or falsify assessment results;
• gain unauthorised access to accounts or systems;
• introduce malware or harmful code;
• interfere with platform operation;
• reproduce assessment materials for unauthorised use;
• derive clinical or medical conclusions from non-clinical assessments.

Cognexa may investigate suspected misuse and may preserve relevant records where reasonably necessary for security or legal purposes.

8. Personal Data and Customer Materials

Personal data is handled in accordance with the Privacy Policy. When Cognexa processes candidate or employee information for a customer, the customer normally controls the purpose of that processing and Cognexa follows the customer’s lawful instructions.

The customer confirms that it has the necessary rights and legal authority to provide its materials and data to Cognexa. Cognexa does not acquire ownership of customer personnel records, assessment responses or customer-created content. The parties may enter into a separate data-processing agreement where required.

9. Confidentiality and Platform Security

Non-public business, personnel and assessment information must be treated as confidential. Cognexa limits access to personnel and providers who require it for an authorised purpose. Customers must not disclose:

• platform security information;
• protected assessment content;
• another customer’s information;
• confidential technical documentation;
• access details belonging to another user.

Cognexa applies safeguards appropriate to the service, but no internet-based platform can be guaranteed to operate without every interruption, vulnerability or error.

10. Intellectual Property

The platform, software, interface, assessment framework, documentation, branding and original website content belong to Cognexa or its licensors. Customers and users receive a limited right to use the service for the agreed business purpose. They may not, except where applicable law expressly permits:

• copy or resell the platform;
• reverse engineer protected components;
• remove proprietary notices;
• publish protected assessment questions;
• use the service to build a competing assessment product;
• extract platform content through automated means without permission.

Customer-owned materials remain the property of the customer. Reports may be used by the customer for the authorised workplace purpose, subject to privacy, confidentiality and contractual restrictions.

11. Commercial Arrangements

Paid services are governed by the applicable order, proposal, subscription terms or other written agreement. That document may specify:

• selected services;
• number of users or assessments;
• fees and taxes;
• payment dates;
• service period;
• support scope;
• implementation responsibilities;
• renewal and termination rules.

Where a signed commercial agreement conflicts with these public Terms, the signed agreement prevails for that customer. Submitting a website inquiry does not by itself create a paid engagement.

12. Service Operation and Changes

Cognexa may maintain, update or change the platform to:

• improve functionality;
• address security concerns;
• meet legal requirements;
• replace third-party dependencies;
• correct errors;
• discontinue features that are no longer supported.

Cognexa does not promise uninterrupted availability unless a specific service commitment is included in a written customer agreement. Material customer-specific changes are handled under the applicable commercial agreement.

13. Suspension and Ending Use

Cognexa may suspend or end access where:

• fees remain unpaid;
• a user creates a security risk;
• the platform is used unlawfully;
• customer instructions expose Cognexa or another person to material risk;
• these Terms or a customer agreement are materially breached.

Where circumstances allow, Cognexa will give the customer an opportunity to address the issue before permanent termination.

A participant may stop using the platform, but deletion of employment-related records may need to be requested from the organisation that commissioned the assessment.

14. Responsibility and Liability

Each party remains responsible for matters within its control.

Cognexa is responsible for supplying the technology described in the applicable agreement. The customer remains responsible for its employment process, assessment purpose, decision criteria, human review and final decisions.

To the extent permitted by law, Cognexa is not liable for an employment decision made by a customer solely because the customer used or considered a platform output.

Liability relating to paid services is governed by the applicable customer agreement.

Nothing in these Terms excludes liability that cannot legally be excluded.

15. Cyprus Law and Contact

These Terms are governed by the laws of the Republic of Cyprus.

Unless a customer agreement states otherwise, disputes concerning these Terms are subject to the competent courts of Cyprus.

These Terms may be revised to reflect changes in the platform, business model or law. The revised Terms apply from publication or from a later date expressly stated on the website.

Questions may be submitted through the contact form available on the website. The message should be marked “Terms Question”.

COGNEXA SOFTWARE LIMITED

Registration No. HE 495932
Registered in the Republic of Cyprus