Greenhouse Notetaker Terms
GREENHOUSE SOFTWARE, INC.
Last Updated: July 31, 2026
These Greenhouse Notetaker Terms ("Greenhouse Notetaker Terms") supplement the MSA, available at MSA, and are hereby incorporated by reference into the Agreement between Greenhouse and Customer if Customer elects to use the Notetaker feature. Capitalized terms used but not otherwise defined herein shall have the meanings set forth in the Agreement. Customer's use of Greenhouse Notetaker is also subject to Greenhouse's AI Terms. In the event of any conflict between these Greenhouse Notetaker Terms and the MSA, these Greenhouse Notetaker Terms shall control to the extent of the conflict with respect to Greenhouse Notetaker.
1. GREENHOUSE NOTETAKER FEATURE
Greenhouse Notetaker is an optional feature that enables an automated virtual meeting participant to join supported scheduled interviews, record and transcribe interview audio and video, and generate AI-powered notes, summaries, and suggested responses mapped to scorecard questions or other interview materials made available in Greenhouse ("Greenhouse Notetaker" or “Notetaker”). Greenhouse Notetaker is designed to assist Customer and Customer Personnel in documenting interviews and completing scorecards. Greenhouse Notetaker interoperates only with meeting providers and configurations supported by Greenhouse from time to time, and Greenhouse does not guarantee compatibility with all meeting provider settings or configurations.
Customer acknowledges and agrees that Greenhouse Notetaker is an assistive tool designed to support, and not replace, human interviewer judgment and is not intended for use as an automated decision-making system for the purposes described in Annex III of Regulation (EU) 2024/1689 or as an automated employment decision tool under applicable law. In the event that competent regulatory authorities issue guidelines or decisions classifying services such as Greenhouse Notetaker as a high-risk AI system or automated employment decision tool, Customer and Greenhouse agree to cooperate in good faith to ensure compliance with applicable legal requirements.
2. CUSTOMER OBLIGATIONS AND USE RESTRICTIONS
When using Greenhouse Notetaker, Customer shall:
(a) provide candidates and other interview participants with clear, advance notice that the interview may be recorded and transcribed and that AI technology may be used to generate notes, summaries, or suggested scorecard responses;
(b) obtain and maintain any consents, authorizations, or other lawful bases required under applicable federal, state, local, or international laws before using Greenhouse Notetaker, including applicable recording, wiretap, employment, labor, data protection, privacy, and artificial intelligence laws, and provide candidates and other interview participants with any opt-out, opt-in, accommodation, alternative process, or other rights required by applicable law or Customer's policies;
(c) configure and use Greenhouse Notetaker only for interviews and jurisdictions where Customer has determined that such use is lawful and appropriate;
(d) ensure that all hiring evaluations and decisions are made by human reviewers and that AI-generated notes, summaries, and suggested scorecard responses are used only as assistive inputs;
(e) not use Greenhouse Notetaker to score, rank, rate, recommend, or automatically assess candidates; and
(f) not use Greenhouse Notetaker to infer, identify, or analyze sensitive characteristics, emotions, personality traits, intent, health status, disability, or other protected or sensitive attributes, or for biometric analysis, voiceprint comparison, facial recognition, emotion recognition, social scoring, or similar purposes.
3. CUSTOMER DATA; INCIDENTAL SENSITIVE DATA
Recordings, transcripts, AI-generated notes, summaries, and suggested scorecard responses generated through Greenhouse Notetaker constitute Customer Data under the Agreement. As between the Parties, Customer owns all rights in such Customer Data, and Greenhouse may process such Customer Data as permitted under the Agreement, the DPA, the AI Terms, and these Greenhouse Notetaker Terms.
Customer acknowledges that interview recordings and transcripts may incidentally capture information voluntarily disclosed by candidates or other interview participants, including information that may constitute special categories of personal data or sensitive personal information under applicable law. Such incidental capture does not constitute a violation by Customer of the AI Terms' restrictions on providing sensitive or regulated information as Input, provided that Customer does not intentionally use Greenhouse Notetaker to collect, solicit, or process such information. Customer is solely responsible for determining whether any additional legal bases, safeguards, notices, or consents are required under applicable law in connection with any such information.
4. DATA RETENTION; CREDITS
Recordings generated through Greenhouse Notetaker are retained for the period specified in Customer’s Notetaker recording retention settings and are then automatically deleted or otherwise made unavailable. These recording retention settings are separate from the general Customer Data retention settings in Customer’s Greenhouse Account, and the available recording retention periods are subject to maximum limits set by Greenhouse. Customer may purchase extended retention periods. Transcripts, AI-generated notes, summaries, and suggested scorecard responses will be retained in accordance with Customer's applicable Greenhouse retention settings, unless otherwise specified in Greenhouse's documentation or the applicable Order Form. Customer is responsible for configuring its retention settings, preserving any records it is required to retain, and deleting or exporting Greenhouse Notetaker materials as needed to meet Customer's legal and business requirements.
Customer's use of Greenhouse Notetaker may be subject to usage credits, recording-minute limits, or other restrictions set forth in Customer’s product settings or an applicable Order Form. If Customer exceeds applicable limits, Greenhouse may require Customer to purchase additional credits or capacity before further use. The fair usage provisions of the AI Terms also apply to Greenhouse Notetaker as an AI Feature; in the event of a conflict between a specific usage limit in an Order Form and the AI Terms' general fair usage provisions, the Order Form shall control.
5. ACCURACY AND LANGUAGE SUPPORT
Customer acknowledges that recording, transcription, speaker identification, and AI-generated notes, summaries, and suggested scorecard responses may be inaccurate, incomplete, delayed, unavailable, or affected by factors including audio or video quality, background noise, accents, overlapping speakers, meeting interruptions, unsupported languages, non-English content, participant behavior, meeting-provider limitations, and technical issues. Unless otherwise stated in Greenhouse's documentation, Greenhouse Notetaker is optimized for English-language interviews. Customer is responsible for reviewing and validating all recordings, transcripts, AI-generated notes, summaries, and suggested scorecard responses before using them in any hiring workflow or decision-making process. Greenhouse does not warrant that Customer's use of Greenhouse Notetaker will satisfy Customer's obligations under applicable recording, wiretap, employment, labor, data protection, privacy, artificial intelligence, or other laws.
6. INDEMNIFICATION
Without limiting Section 11(b) of the MSA, Customer's indemnification obligations under the Agreement expressly extend to any third-party claims arising from Customer's failure to provide required notices or obtain required consents in connection with Greenhouse Notetaker, or from Customer's use of Greenhouse Notetaker outputs in connection with any hiring or employment decision. Greenhouse's indemnification obligations with respect to Greenhouse Notetaker are as set forth in the MSA and are subject to the limitations and exclusions therein.
