Terms of service

Version 1.0 · In force from 1 October 2026

These terms are the agreement between Navigent.io ApS and the business that uses Navigent. Together with the data processing agreement, they apply from the moment the organisation is created.

1. The parties and the agreement

1.1 The service is provided by Navigent.io ApS, CVR 46285395, Nørre Voldgade 70, 4., 1358 København K, Denmark ("Navigent"). Navigent can be reached at info@navigent.io.

1.2 The customer is the business that creates an organisation in Navigent (the "customer"). The person who creates the organisation accepts these terms and the data processing agreement on the customer's behalf and warrants that they are authorised to do so.

1.3 Navigent is sold to businesses only. The customer uses the service in the course of its business, and rules that protect consumers do not apply.

1.4 The agreement consists of these terms, the data processing agreement at navigent.io/en/data-processing-agreement, the plan and price the customer has chosen, and any separate written agreement the parties have signed. If they conflict, a separate written agreement prevails, then the data processing agreement on matters of personal data, and then these terms.

1.5 Users the customer invites accept these terms when they first sign in. Each acceptance is recorded with the version of the terms.

2. Definitions

• The service: Navigent, including the app at app.navigent.io, the Chrome extension and the e-mails the service sends.
• Organisation: the customer's account in the service. The plan, seats, quota and billing belong to the organisation.
• Workspace: a part of the organisation that roles, candidates and campaigns belong to.
• User: a person the customer has given access to the organisation as an owner, admin or member.
• Seat: the right to have one user or one open invitation in the organisation.
• Role: the job the customer is recruiting for. The customer creates the role in the service from a job ad, a link, a file, a description or a LinkedIn profile, and the role holds the requirements, the candidates, the longlist and the shortlist.
• Search: the unit the fetching of candidates is paid in. One search fetches about 1,000 unique candidates for a role.
• Quota: the searches and e-mail addresses the organisation can use in a period; see section 9.
• Candidate data: personal data about candidates and other people that Navigent processes for the customer.
• Account data: data about users and about the customer as a customer of Navigent, such as names, e-mail addresses, sign-ins and billing.
• Connected accounts: the LinkedIn accounts and the Gmail or Outlook mailboxes that users connect to the service.
• Campaign: a sequence of invitations, messages and e-mails to candidates the customer has said yes to.

3. The service

3.1 Navigent helps the customer find, assess and contact candidates for a specific role. The customer pastes a job ad as text, a link or a file, a LinkedIn profile, or a description. Navigent reads the requirements and proposes filters and criteria, which the customer can remove. Navigent fetches candidates, ranks them and assesses the most relevant ones with AI. The customer says yes or no to each candidate, and only candidates the customer has said yes to can be added to a campaign.

3.2 Candidates come from Prospeo, a database of professional profiles, each with a link to the person's LinkedIn profile. Profile photos and "About" texts are fetched from LinkedIn through Bright Data for candidates who have passed the role's filters, and photos only when the workspace's "Show photos" setting is on. A candidate's full profile can be fetched through a connected LinkedIn account once the candidate is on the shortlist, or with the Chrome extension. The providers are listed at navigent.io/en/sub-processors.

3.3 Figures for how many candidates a search yields are approximate. A search fetches about 1,000 unique candidates, or what the market has when it has fewer. Duplicates are removed and replaced at Navigent's cost while the market has more. About 1,000 more for the same role costs one more search, after the customer has confirmed it.

3.4 AI in the service supports decisions; it does not make them. Assessments and scores may be wrong or incomplete, and requirements that search data cannot answer are shown as "To clarify". The customer makes every decision about a candidate.

3.5 Navigent develops the service continuously and may change, add and remove features. If Navigent removes a material feature, it gives at least 30 days' notice, and the customer may terminate the agreement with effect from when the change takes effect.

3.6 Navigent aims to keep the service available at all times but does not promise uninterrupted operation. Service status and incidents are shown at status.navigent.io. Support is provided at info@navigent.io, and Navigent aims to reply within one working day.

4. Organisation, users and seats

4.1 An owner creates the organisation. Owners and admins invite users, give them access to all or selected workspaces, and remove them. Only owners can manage the subscription and billing and delete the organisation.

4.2 Seats are bought upfront. The owner chooses the number at checkout and can change it under Billing. Each user and each open invitation takes one seat, and users can only be invited up to the number of seats bought.

4.3 More seats can be bought at any time. They apply at once, and the price for the rest of the period is invoiced and charged immediately. Fewer seats apply from the end of the paid period, and the number cannot be set lower than the number of users and open invitations. When a user is removed, the seat becomes free for a new invitation, but it remains bought until the owner lowers the number.

4.4 A seat is personal, and users must not share sign-ins. The customer can give a seat to a new person by removing one user and inviting another.

4.5 Users sign in with Google or with a link sent by e-mail. The customer makes sure that only the right people have access, that users protect their sign-ins, and that Navigent is told at once at info@navigent.io of any suspected misuse.

4.6 The customer is responsible for everything that happens in the organisation and for its users complying with the agreement.

5. The customer's responsibilities

5.1 The customer is the controller of candidate data, and Navigent is the processor. This applies even though Navigent has chosen the data sources. Navigent processes candidate data under the data processing agreement.

5.2 The customer makes sure it has a valid legal basis for finding, assessing, storing and contacting candidates through the service. Where the customer relies on legitimate interests under Article 6(1)(f) of the GDPR, it documents a legitimate interests assessment. Navigent provides a template, but the conclusion is the customer's.

5.3 The customer is obliged to inform candidates about the processing under Article 14 of the GDPR, and Navigent does not do so on the customer's behalf. Navigent adds no privacy line to campaign messages. A customer who wants one writes it into its own templates. Navigent's privacy policy explains to candidates how the service works and how they can ask to be removed from Navigent at navigent.io/en/remove-me, but it does not fulfil the customer's own duty to inform.

5.4 The customer uses the service only to recruit for specific roles, for itself or for its own clients.

5.5 The customer makes sure that its roles, requirements, decisions and messages comply with applicable law, including the prohibitions on discrimination in employment. The customer must not use the service to select or reject candidates because of sex, age, race, colour, religion or belief, political opinion, sexual orientation, disability, or national, social or ethnic origin.

5.6 Navigent's ranking uses none of these characteristics and sees no names, e-mail addresses or phone numbers, and photos are never sent to an AI model. This does not relieve the customer of its responsibility under 5.5.

5.7 The customer does not enter special categories of personal data under Article 9 of the GDPR, or data about criminal offences, into roles, notes or messages.

5.8 Ranking candidates for recruitment is a high-risk use under Annex III of the AI Act. Navigent is the provider of the system, and the customer is the deployer. From the time the Act's requirements for high-risk AI systems apply, the customer uses the service in line with Navigent's instructions for use, makes sure decisions are taken by people with the necessary competence, and meets its other obligations as a deployer.

5.9 The customer keeps its list of people and companies not to be contacted up to date. Navigent enforces the list when searching and when sending, and automatically adds anyone who replies that they do not want to be contacted.

5.10 Data exported from the service is the customer's responsibility. An export leaves Navigent, and Navigent's retention rules, suppression list and removals do not reach it. The customer uses exported data for the same purpose as in the service and deletes it on the same principles.

6. LinkedIn, e-mail and connected accounts

6.1 Campaigns are sent from users' own LinkedIn accounts and mailboxes. Each user connects their own accounts through Unipile's sign-in. Gmail and Outlook are connected through Unipile's own apps, which Google and Microsoft have verified, so the consent screen names Unipile. Navigent never sees a password and stores neither sessions nor access tokens; Unipile holds them.

6.2 When a user connects an account, they give Unipile the access that LinkedIn, Google or Microsoft describes when the account is connected. Navigent shows and stores only conversations with candidates enrolled in the workspace's campaigns. Other messages the account receives are discarded unread.

6.3 The customer acknowledges that automating LinkedIn carries a risk to the customer's own LinkedIn accounts. LinkedIn may restrict, lock or close an account it believes is used for automated activity, even when it is used carefully. Navigent's limits and sending windows reduce that risk but do not remove it, and Navigent cannot promise that LinkedIn will not intervene. The customer, not Navigent, is responsible for its accounts and for its outreach.

6.4 The same applies to e-mail. The customer is responsible for its mailboxes, its domain and its reputation as a sender, and for complying with the terms that apply to those accounts at Google and Microsoft.

6.5 Navigent sends carefully. Messages go out only on weekdays between 8:00 and 16:00 in the sending account's time zone, and each account has its own limits, which start low and rise only when many invitations are accepted, for example 15 LinkedIn invitations a week to begin with and at most 80. A new mailbox sends at most 20 e-mails a day in its first week. Navigent may change the limits to protect customers' accounts.

6.6 A campaign sends only to candidates a user has said yes to, and every message can be read before it is sent. A reply stops the rest of the sequence for that candidate. Messages carry no open or click tracking.

6.7 Navigent may pause sending for one account, one customer or all customers when this is needed to protect customers' accounts, for example if LinkedIn restricts many accounts at once. Sequences wait where they are. If LinkedIn restricts an account, the campaigns sending from it are paused and the customer is told. They do not resume by themselves, only when the customer has reconnected the account and resumes them.

6.8 Navigent is not liable for losses caused by LinkedIn, Google or Microsoft restricting, locking or closing an account, changing their services or terms, or by a connection ceasing to work.

6.9 A paid LinkedIn account is recommended but not required. Invitations are sent without a note by default, and a free account can then run the whole sequence. LinkedIn lets a free account add a note to only a few invitations a month, which matters only if a campaign turns the note on.

7. The Chrome extension

7.1 The Chrome extension is available for Google Chrome only and is shown in Chrome's side panel. The user connects it from Settings → Chrome extension in the app. The connection lasts 180 days, can be revoked at any time, and ends when the user signs out in the extension.

7.2 The customer and its users accept the following, which appears in the same words in the extension's Chrome Web Store description and on the page where the extension is connected:

The extension reads only the LinkedIn profile you have open, and only when you click it. It never navigates, scrolls, clicks or sends anything on LinkedIn on your behalf. You are responsible for your own LinkedIn account and for using it in line with LinkedIn's terms.

Navigent does not promise that LinkedIn will not object to the use of the extension.

7.3 When a user adds a candidate to a campaign from the extension, that is the user's yes to the candidate. The candidate is contacted by the campaign, from the connected account, when their turn comes and under the rules in section 6, and not by the extension.

8. Acceptable use

8.1 The customer and its users must not:

• use the service for anything other than recruiting for specific roles;
• sell, disclose or rent out candidate data, or use it to build a database, a list or a service for other purposes;
• contact people who have asked not to be contacted, or try to get around the list of people not to be contacted or the suppression list;
• send marketing, spam or misleading messages through the service, or impersonate anyone;
• get around limits, sending windows, usage allowances or other technical safeguards;
• gain or try to gain access to other customers' data or to parts of the service they have no access to;
• test, scan or attack the service's security without Navigent's written permission;
• copy, decompile or imitate the service, beyond what mandatory law allows;
• use scripts or bots to operate the service, beyond the service's own features;
• upload unlawful content, malicious code or content the customer has no right to use.

8.2 If the customer or a user breaches 8.1, Navigent may suspend under section 12.

9. Prices and payment

9.1 Prices are per user per month, excluding VAT, and are paid for each seat bought:

The organisation has one plan for all users. Where these terms count per user, the number of seats bought is what counts.

9.2 The quota is shared across the whole organisation. It is granted for each period once payment has gone through, and it expires at the end of the period. Unused searches and e-mail addresses do not roll over.

9.3 A search is used when the fetch of candidates starts. If the fetch stores no candidates, the search is refunded automatically. Everything after the fetch is included: ranking, questions, calibration, re-ranking and reviewing the whole longlist. Only e-mail addresses are charged separately, under 9.5.

9.4 Extra searches cost DKK 199 each, and extra e-mail addresses cost DKK 99 per pack of 250, both excluding VAT and on both plans. They are bought by an owner, paid when bought, and expire at the end of the period, like the plan's searches and e-mail addresses.

9.5 The following applies to candidates' e-mail addresses:

• An address is looked up only when an e-mail step is due for a candidate in an active campaign. Nothing is looked up in advance, and the service offers no way to look up an address by hand, whether on the candidate's card, in the Chrome extension or in an export.
• An e-mail address is charged to the quota only when the address is found, and never twice for the same person in the organisation, whichever workspace finds them again. An address that is not found costs nothing, and that candidate's e-mail step is skipped.
• A found address is unlocked on the candidate and in the inbox. Exports contain only unlocked addresses.
• The number of e-mail addresses in the quota is a fixed limit. When the organisation's e-mail addresses are used up, the e-mail step waits and the customer is told. Once there are e-mail addresses again, from the next period or after a purchase under 9.4, the waiting candidates continue in the order in which they reached the step.

9.6 The customer can pay monthly or annually. An annual plan costs the same as 10 months and runs for 12 months. The quota is granted monthly, on an annual plan too, and each month's searches and e-mail addresses expire at the end of that month.

9.7 The subscription is paid in advance by card through Stripe, a monthly plan each month and an annual plan for 12 months at a time. Invoices are sent by e-mail and can be found under Billing.

9.8 Danish customers pay 25% Danish VAT. Customers in another EU country with a valid VAT number are invoiced without VAT under the reverse charge rules. Customers outside the EU are invoiced without Danish VAT. The customer provides a correct VAT number and keeps it up to date.

9.9 A change from Basis to Pro applies at once and is charged pro rata, and the additional searches and e-mail addresses arrive with the next grant. A change from Pro to Basis applies from the end of the paid period. A change from monthly to annual billing applies at once, and from annual to monthly from the end of the 12 months.

9.10 The first 10 paying customers get 30% off the price for 12 months. The discount does not change the quota. After that the list price applies, and the customer is told 30 days in advance.

9.11 If a payment fails, Stripe retries it, and the customer is told in the service and by e-mail. For the first 7 days everything works as before. From day 8 the organisation is read-only until the payment goes through. If it has not gone through after 21 days, the subscription ends. Quota already granted is never taken back.

9.12 "Read-only" in these terms means that roles, shortlists and messages can be read, but no new search can be started and campaigns do not send.

9.13 Navigent may change its prices with at least 30 days' notice by e-mail to the organisation's owners. On an annual plan a new price applies only from the next renewal. The customer may terminate with effect before the change applies.

9.14 A price that differs from the price list applies only if agreed in writing.

10. Trial

10.1 A new organisation can try the service for 14 days with 2 searches and 50 e-mail addresses on the plan the customer chooses. The customer enters a payment card at the start but pays nothing until the trial ends. The number of seats can be changed freely during the trial, and the first invoice uses the number at the end of the trial.

10.2 The customer is told 3 days before the trial ends. Unless the customer cancels before then, the subscription begins and the card is charged for the first period.

10.3 The customer can start the subscription early. The trial then ends, the card is charged, and the period's quota is granted at once.

10.4 Unused searches and e-mail addresses from the trial do not roll over.

11. Cancellation

11.1 A monthly plan can be cancelled to the end of the paid month. An annual plan runs for 12 months and can be cancelled to the end of those 12 months. The customer cancels under Billing.

11.2 A subscription that has not been cancelled renews automatically for a new period of the same length.

11.3 When the subscription ends, no further quota is granted and unused searches and e-mail addresses lapse. The organisation is not deleted but becomes read-only.

11.4 The retention rules keep applying. Candidates who are not held are deleted 90 days after they were last fetched, so a read-only organisation gradually empties of candidates.

11.5 Amounts paid are not refunded on cancellation unless these terms say otherwise.

11.6 The organisation is deleted when an owner chooses to delete it under Settings → Security. Before the deletion, the owner is offered the organisation's full export; see clause 15.2 of the data processing agreement.

12. Suspension

12.1 Navigent may suspend the organisation or a user, fully or partly, if the customer or a user materially breaches the agreement, if this is needed to protect the service, other customers or other people, for example in a security incident or in the case of abnormal usage, or if the law or an authority requires it.

12.2 During a suspension users cannot sign in, and searches and campaigns stop. Data is left untouched. Navigent tells the customer, with its reasons, before the suspension where possible, and otherwise immediately after.

12.3 The suspension is lifted once its cause is gone. If it was caused by the customer, the customer keeps paying as normal in the meantime.

12.4 Non-payment leads to read-only mode under 9.11, not to suspension.

13. Data and the data processing agreement

13.1 Candidate data belongs to the customer. Navigent processes it only to provide the service to the customer and under the data processing agreement, which the customer accepts together with these terms.

13.2 Candidate data is never shared with other customers. If two customers find the same person, they hold two separate records. Roles, assessments and decisions are not shared either.

13.3 Candidates are deleted under the rules in the data processing agreement. In short, a candidate is deleted 90 days after they were last fetched, unless the candidate is held, meaning on the shortlist for an active role or further along in the process. When the role is closed, the candidate is deleted 90 days later, unless they are held for another role. For each workspace, the customer chooses how long candidates marked as hired are kept after the role is closed: from 0 to 24 months, and 12 months unless the customer chooses otherwise. The AI log is kept for 6 months and pseudonymised when the candidate is deleted.

13.4 Navigent runs the public page "Remove me from Navigent" at navigent.io/en/remove-me itself, where anyone can ask to be removed from Navigent, and a suppression list that applies across all customers. Navigent is the controller of the removal requests and the suppression list. In the data processing agreement, the customer gives Navigent a standing instruction to delete a person who has confirmed a removal request from the customer's workspaces and to keep that person on the suppression list. The removal takes place without notice to the customer. A person on the suppression list cannot be fetched, assessed or contacted through the service, including by the customer.

13.5 As controller, the customer answers every other request from candidates, such as requests for access, rectification, objection or deletion, with the tools the service provides: the candidate's card, deletion, the list of people not to be contacted, and the organisation's full export. Navigent refers candidates who ask about anything other than removal to the organisation that contacted them. If a candidate wants to be removed from Navigent altogether, the customer may refer them to navigent.io/en/remove-me.

13.6 Navigent is the controller of account data and processes it under the privacy policy at navigent.io/en/privacy.

13.7 Navigent may use information about the use of the service that contains no candidate data, such as numbers of searches, usage and errors, to operate, bill, secure and improve the service.

13.8 Navigent does not use candidate data to train AI models. Candidate data is included in Navigent's evaluation set only if the customer has signed a separate written agreement to that effect, and then only in pseudonymised form.

13.9 The customer can export longlists, shortlists and campaign results as CSV, and an owner can export all the organisation's data at any time; see clause 15.2 of the data processing agreement. E-mail addresses are included only where they have been unlocked under 9.5. Every export is recorded and visible to the organisation's owners and admins.

14. Confidentiality

14.1 Each party keeps the other party's confidential information confidential and uses it only to perform the agreement. Confidential information is information marked as confidential or confidential by its nature, such as the customer's roles and candidate data, agreed prices, and Navigent's non-public technical information.

14.2 This duty does not cover information that is or becomes public without a breach of the agreement, that the party already held lawfully, or that the party developed independently. If the law or an authority requires a party to disclose confidential information, that party tells the other party first where possible.

14.3 The duty continues after the agreement ends.

15. Intellectual property

15.1 Navigent owns all rights in the service, including its software, ranking, prompts, design, texts and documentation. The customer receives a non-exclusive right to use the service under these terms for as long as the agreement lasts.

15.2 The customer owns its content, such as job ads, templates, notes and decisions, and gives Navigent the right to process it to the extent needed to provide the service.

15.3 The customer may freely use the assessments, suggestions and messages the service produces for it in its recruitment.

15.4 Navigent may freely use suggestions and feedback from the customer to improve the service.

16. Warranties and liability

16.1 Navigent provides the service with professional care. Navigent does not promise a particular number of candidates, a particular result or a hire, nor that AI assessments are correct or complete.

16.2 Navigent is not liable for services it does not control, such as LinkedIn, Google and Microsoft, or for data from the data sources being out of date or wrong. Navigent is liable for its sub-processors under the data processing agreement.

16.3 Navigent's total liability under the agreement is limited to the amount the customer has paid for the service in the 12 months before the event giving rise to the claim.

16.4 Neither party is liable for indirect loss, including loss of business, loss of profit, loss of goodwill, loss of data, and loss caused by LinkedIn, Google, Microsoft or another third party restricting or closing an account.

16.5 The limitations in 16.3 and 16.4 do not apply in the case of intent or gross negligence, nor to the customer's payment obligations or its liability under 16.6.

16.6 The customer indemnifies Navigent against claims by third parties, including candidates, LinkedIn and authorities, that arise because the customer or a user has used the service in breach of the agreement or applicable law, for example by contacting candidates without a valid legal basis.

16.7 Liability for breaches of data protection law also follows the data processing agreement and the mandatory provisions of the GDPR.

17. Force majeure

17.1 Neither party is liable for failing to perform because of circumstances beyond its control that it could not reasonably have foreseen when the agreement was made, such as war, terrorism, natural disasters, strikes, widespread failure of the internet or the power grid, orders from authorities, or a failure at a subcontractor that is itself affected by such circumstances.

17.2 If the circumstances last more than 30 days, either party may terminate the agreement with immediate effect.

18. Changes to the terms

18.1 Navigent may change these terms and the data processing agreement. Material changes are announced at least 30 days before they apply, by e-mail to the organisation's owners and in the service.

18.2 Users accept a new version at their next sign-in. Earlier acceptances are kept.

18.3 If the customer does not accept a material change, it may terminate the agreement with effect before the change applies and be refunded amounts paid in advance for the period after termination.

18.4 Changes required by law, by a decision of an authority or for security reasons may apply at shorter notice.

19. Term and termination

19.1 The agreement runs from when the organisation is created until it is deleted.

19.2 Either party may terminate the agreement for cause if the other party materially breaches it and has not remedied the breach within 14 days of written notice.

19.3 Navigent may terminate the agreement with 3 months' notice to the end of a paid period, and then refunds amounts paid in advance for the period after termination.

19.4 If Navigent terminates the agreement for cause or under 19.3, the customer can export its data for 30 days after the agreement ends. Navigent may then delete the organisation.

19.5 When the organisation is deleted, candidate data is deleted under the data processing agreement and account data under the privacy policy, within 30 days. Acceptances of these terms and of the data processing agreement are kept for 5 years after the organisation is deleted, as evidence of the agreement.

19.6 The sections on confidentiality, liability, indemnity, governing law and jurisdiction continue to apply after the agreement ends.

20. Assignment

20.1 Navigent may assign the agreement to whoever takes over the service or Navigent's business, or to a group company, with notice to the customer. The customer may assign the agreement only with Navigent's written consent.

21. Notices

21.1 Navigent gives notices by e-mail to the organisation's owners and in the service. The customer gives notices to info@navigent.io.

22. Governing law and jurisdiction

22.1 The agreement is governed by Danish law, excluding its rules on the choice of law.

22.2 Disputes the parties cannot settle by negotiation are decided by the City Court of Copenhagen (Københavns Byret) as the court of first instance.

23. Language

23.1 These terms exist in Danish and English. If the versions differ, the Danish version prevails.

Navigent.io ApS · CVR 46285395 · Nørre Voldgade 70, 4., 1358 København K, Denmark · info@navigent.io