Plain English summary: Aptly is a recruitment screening tool for professional use. You keep ownership of your data. We process CV content using AI to generate scores and emails. We don't sell your data. You pay for scans; unused plan scans expire monthly. By using Aptly you agree to these terms.
These Terms of Service ("Terms") govern your access to and use of the Aptly platform, including the web application at app.aptly.pro, any associated APIs, and all related services (collectively, the "Service"), operated by Black Wolf Analytics ("Aptly", "we", "us", or "our").
By creating an account, accessing the Service, or clicking "Create free account", you confirm that you have read, understood, and agree to be bound by these Terms and our Privacy Policy and Data Processing Agreement. If you are agreeing on behalf of a company or organisation, you represent that you have authority to bind that entity.
If you do not agree to these Terms, you may not use the Service.
Aptly is a SaaS candidate intelligence platform designed for use by recruitment agencies and recruiters. The Service allows users to create job specifications, upload candidate CVs, receive AI-generated candidate rankings and scoring, manage a candidate pipeline, generate candidate communications, and share shortlists with hiring managers.
The Service is intended for professional business use by recruitment professionals. It is not intended for personal, consumer, or non-recruitment use.
We reserve the right to modify, suspend, or discontinue any part of the Service at any time, with reasonable notice where practicable. We will not be liable to you or any third party for any modification, suspension, or discontinuation of the Service.
To use the Service you must register for an account. You agree to provide accurate, current, and complete information during registration and to keep this information up to date.
You are responsible for maintaining the confidentiality of your account credentials and for all activity that occurs under your account. You must notify us immediately at hello@aptly.pro if you become aware of any unauthorised use of your account.
You may not share your account credentials with others, create accounts by automated means, or register accounts under false or misleading information. Each account is for use by a single individual unless you are on a plan that explicitly includes multiple team seats.
Email verification
Certain features — including creating jobs, screening candidates, and sending emails — require a verified email address. We will send a verification link to the address you register with. Unverified accounts have restricted access to core features.
Team accounts
If your plan includes multiple seats, you may invite team members to join your organisation within Aptly. All team members are bound by these Terms. As the account owner, you are responsible for ensuring your team members comply with these Terms and for any activity carried out under your organisation's account.
You agree to use the Service only for lawful purposes and in accordance with these Terms. You must not use the Service:
- For any purpose other than legitimate recruitment and talent acquisition activities
- To process CVs or personal data of individuals without a lawful basis for doing so under applicable data protection law
- To discriminate against candidates on the basis of protected characteristics, or to use Aptly's scoring outputs as the sole basis for employment decisions without human review
- To scrape, harvest, or systematically extract data from the Service or its outputs for resale or redistribution
- To reverse engineer, decompile, or attempt to derive the source code or underlying models of the Service
- To upload material that is unlawful, harmful, or infringes any third-party intellectual property rights
- To attempt to gain unauthorised access to any part of the Service, other accounts, or our systems
- To use the Service in any way that could damage, disable, overburden, or impair it
- To transmit viruses, malware, or any other harmful code
Important: Aptly's AI-generated scores and verdicts are decision-support tools, not final employment decisions. You remain responsible for all hiring decisions and for ensuring your use of the Service complies with applicable employment and data protection law in your jurisdiction.
We reserve the right to suspend or terminate accounts found to be in violation of these acceptable use requirements, without prior notice where we deem it necessary.
Your use of the Service involves the processing of personal data, including candidate personal data contained in CVs you upload. Our Privacy Policy explains how we handle your personal data as a user of the Service. Our Data Processing Agreement governs our processing of candidate personal data on your behalf.
Your responsibility as data controller
When you upload CVs and other candidate data to Aptly, you act as the data controller in respect of that candidate data, and Aptly acts as your data processor. You are responsible for:
- Having a lawful basis for processing candidate personal data
- Ensuring candidates have been informed, where required, that their data may be processed using AI-assisted tools
- Responding to candidate data subject rights requests in relation to data you have uploaded
- Complying with applicable data protection legislation in your jurisdiction, including GDPR, POPIA, or equivalent
Data retention
Candidate data and screening results are retained for as long as your account is active. You can delete individual candidate records, screening histories, and jobs at any time from within the Service. On a verified account deletion request, your account is deactivated immediately. Your account data is hard-deleted from our production database within 30 days, except where we are required to retain it for legal or compliance purposes.
Data security
We implement appropriate technical and organisational measures to protect data against unauthorised access, loss, or destruction. However, no method of transmission over the internet is completely secure, and we cannot guarantee absolute security.
Aptly uses large language model (LLM) technology, specifically Anthropic's Claude API, to process CV content and generate candidate scores, match reasons, gap analyses, interview guides, and draft candidate emails. By using the Service, you acknowledge and agree to the following:
How AI processing works
When you run a screening, the text content extracted from uploaded CVs and your job specification is transmitted to Anthropic's API for processing. Anthropic processes this data in accordance with their API usage policies. We do not share your data with Anthropic for model training purposes.
Nature of AI outputs
AI-generated scores, verdicts, match reasons, and emails are probabilistic outputs based on patterns in the model's training data and the inputs you provide. They are not guaranteed to be accurate, complete, or free from error. You must apply your own professional judgement when reviewing and acting on AI-generated outputs.
No employment decisions by AI
Aptly's outputs are designed to assist human recruiters, not to replace human decision-making. You must not use AI-generated scores or verdicts as the sole or primary basis for decisions that have legal or significant effects on candidates, including decisions about employment, without independent human review.
Candidate transparency
Where required by applicable law, you are responsible for informing candidates that their application may be processed using automated tools as part of your screening process.
Access to the Service is provided on a subscription basis and through the consumption of scan credits ("scans"). By subscribing to a paid plan, you authorise us to charge the applicable fees to your payment method on a recurring basis.
Scan credits
One scan is consumed each time a single CV is processed against a job specification. Plan scans are allocated monthly and reset on your billing renewal date. Unused plan scans do not carry over to the following month and have no cash value.
Top-up scans
Top-up scan packs are one-time purchases that do not expire. Top-up scans are drawn on only after your monthly plan allowance is exhausted. Top-up scans are non-refundable once purchased.
Refunds
Subscription fees paid are non-refundable except where required by applicable consumer protection law. We offer a 7-day money-back guarantee on your first subscription payment. If you are not satisfied with the Service, contact us at hello@aptly.pro within 7 days of your first charge to request a refund.
Plan changes
You may upgrade or downgrade your plan at any time. Upgrades take effect immediately. Downgrades take effect at the end of your current billing period. If you cancel your subscription, your access continues until the end of the period you have paid for, after which your account reverts to the free tier.
Price changes
We may change our pricing at any time. We will give you at least 30 days' notice of any price increase before it applies to your subscription. Continued use of the Service after a price change constitutes acceptance of the new pricing.
Taxes
Prices are exclusive of any applicable taxes. You are responsible for any taxes applicable to your subscription in your jurisdiction.
Payment processing
Payments are processed by Black Wolf Analytics LLC, a Wyoming-registered affiliate of Black Wolf Analytics (Pty) Ltd. The LLC name appears on your bank statement and on Stripe receipts. The Aptly service itself is operated by Black Wolf Analytics (Pty) Ltd, South Africa.
Our intellectual property
The Service, including its software, design, features, and all associated content created by us, is owned by Black Wolf Analytics and protected by applicable intellectual property laws. We grant you a limited, non-exclusive, non-transferable licence to use the Service for its intended purpose during the term of your subscription.
Your content
You retain ownership of all content you upload to the Service, including job specifications, CV files, and candidate data ("Your Content"). You grant us a limited licence to process, store, and display Your Content solely for the purpose of providing the Service to you.
You represent and warrant that you have the right to upload Your Content and that it does not infringe any third-party rights.
AI-generated outputs
Scores, verdicts, match reasons, interview guides, and draft emails generated by the Service in response to your inputs are provided to you for your use. You may use these outputs in your recruitment activities. We do not claim ownership of outputs generated in response to your specific inputs.
Feedback
If you provide us with feedback, suggestions, or ideas about the Service, you grant us the right to use that feedback without restriction or compensation to you.
We may from time to time ask whether you would be willing to be featured as an Aptly customer, including the use of your company name and logo on our website, in marketing materials, in case studies, or in investor presentations. We will only do so with your prior written consent.
We will always ask for explicit written consent before publishing a testimonial, case study, or any content that quotes you or attributes specific statements to your company.
If you have previously given consent and wish to withdraw it, email hello@aptly.pro and we will remove your name and logo from our materials within 14 days.
Disclaimer of warranties
The Service is provided "as is" and "as available" without warranties of any kind, either express or implied. We do not warrant that the Service will be uninterrupted, error-free, or that AI-generated outputs will be accurate, complete, or suitable for any particular purpose. We expressly disclaim all implied warranties, including merchantability, fitness for a particular purpose, and non-infringement.
Limitation of liability
To the maximum extent permitted by applicable law, Black Wolf Analytics shall not be liable for any indirect, incidental, special, consequential, or punitive damages arising out of or related to your use of the Service, including but not limited to loss of profits, loss of data, loss of goodwill, or loss of business opportunity, even if we have been advised of the possibility of such damages.
Our total aggregate liability to you for any claims arising out of or related to these Terms or the Service shall not exceed the greater of (a) the total fees you have paid to us in the 12 months immediately preceding the event giving rise to the claim, or (b) $100 USD.
Indemnification
You agree to indemnify and hold harmless Black Wolf Analytics and its officers, directors, employees, and agents from any claims, damages, losses, or expenses (including reasonable legal fees) arising from your use of the Service, your violation of these Terms, or your violation of any third-party rights, including the rights of candidates whose data you process using the Service.
Termination by you
You may terminate your account at any time by cancelling your subscription in the billing portal and contacting us at hello@aptly.pro. On termination, your access to the Service will continue until the end of your current billing period, after which it will cease.
Termination by us
We may suspend or terminate your account immediately, without prior notice, if we reasonably believe you have violated these Terms, if required to do so by law, or if your account poses a risk to the Service or other users. We will make reasonable efforts to notify you of the reason for termination where legally permitted.
Effect of termination
On termination of your account for any reason, your right to access the Service ceases immediately (or at the end of your paid period where you have cancelled). We retain your account data for 30 days following termination, during which time you may request an export. After 30 days, your account data is hard-deleted from our production database by our operations team. Backups containing the data are retained for up to 7 days under Render's standard policy and are deleted as they roll out of that window.
Sections of these Terms that by their nature should survive termination — including intellectual property, limitation of liability, indemnification, and governing law — will continue to apply after termination.
We may update these Terms from time to time. When we make material changes, we will notify you by email and/or by displaying a prominent notice within the Service at least 14 days before the changes take effect.
Your continued use of the Service after changes take effect constitutes your acceptance of the updated Terms. If you do not agree to the updated Terms, you must stop using the Service and may cancel your account.
The date at the top of this page reflects when these Terms were last updated. We encourage you to review these Terms periodically.
These Terms are governed by and construed in accordance with the laws of the Republic of South Africa, without regard to conflict of law principles.
Any disputes arising out of or relating to these Terms or the Service that cannot be resolved informally shall be subject to the exclusive jurisdiction of the courts of South Africa, except where mandatory consumer protection laws in your jurisdiction provide otherwise.
We will always try to resolve any dispute informally first. If you have a concern, please contact us at hello@aptly.pro and we will make every reasonable effort to address it.
If you have any questions about these Terms, please contact us:
- Email: hello@aptly.pro
- Service: aptly.pro
- Operator: Black Wolf Analytics (Pty) Ltd, 39 Kingsway Crescent, Hermanus, Western Cape, South Africa, 7201
- Billing entity: Black Wolf Analytics LLC, Wyoming, USA (Stripe processing)
These Terms of Service were last updated on 7 May 2026. They supersede all previous versions.