Hiring Organization Terms

Welcome to Fika Jobs, operated by Coffee Chat AI AB ("Fika Jobs", "we", "us", or "our"). These Hiring Organization Terms govern your access to and use of Fika Jobs as an employer, recruiter, staffing firm, RPO, or other hiring organization.

By creating an account, joining our waitlist, connecting third-party systems, accessing, or using Fika Jobs as a hiring organization, you agree to these Terms. If you do not agree, do not use Fika Jobs.

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1. Who We Are

Fika Jobs is operated by Coffee Chat AI AB, organisation number 559545-9164.

References to "Fika Jobs", "we", "us", or "our" mean Coffee Chat AI AB.

Contact email: team@joinfika.ai

2. Authority and Accounts

By using Fika Jobs as a hiring organization, you represent and warrant that you are authorized to bind the organization you represent to these Terms.

You must provide accurate, complete, and current information and keep it updated.

3. Our Role

Fika Jobs provides platform tools and related services to help connect job seekers and hiring organizations.

We act as an intermediary marketplace and technology platform. Unless expressly agreed in writing, we do not conduct reference checks, background checks, qualification verification, criminal record checks, right to work checks, or other formal screening of candidates.

We do not employ candidates, act as employer of record, or make hiring decisions on your behalf.

Each hiring organization is solely responsible for carrying out the interviews, assessments, checks, human review, and verification steps it considers necessary before engaging a candidate.

4. Pricing Terms

This section contains important information about pricing, refunds, when a fee becomes payable, and the consequences of non-payment or circumvention.

An "Introduction" occurs when we share a candidate's information with you by or on behalf of Fika Jobs, including through the platform, by email, by shortlist, by export, by message, or otherwise.

If we make an Introduction to a candidate and you or any Affiliate engage that candidate within twelve (12) months of the Introduction, you must pay us the applicable Success Fee.

4.1 Success Fee for employees

If the candidate becomes your employee, you will pay us a Success Fee equal to 10% of the candidate's first-year gross base salary, unless a different fee or pricing model has been agreed in writing between you and us.

4.2 Refund guarantee for employee hires

If a candidate you engage as an employee leaves that engagement within the first three (3) months of their start date due to resignation by the candidate or termination by you due to the candidate's performance or conduct, we will refund 100% of the applicable Success Fee paid for that candidate.

No refund will apply where the candidate leaves or is terminated due to redundancy, restructuring, reorganisation, role elimination, a hiring freeze, budget constraints, a material change to the role or key terms, misconduct or breach by you or your Affiliate, or any breach of these Terms by you.

To qualify for a refund, you must have paid the relevant invoice in full and on time, notify us in writing within fourteen (14) days after the resignation or termination, and provide reasonable supporting details we request about the circumstances.

4.3 Success Fee for contractors and other non-employee engagements

If the candidate is engaged other than as an employee, including as a contractor, consultant, freelancer, temporary worker, interim worker, through a staffing firm, through an RPO arrangement, or through any intermediary, you will pay us a Success Fee equal to 10% of all fees, compensation, rates, commissions, bonuses, and other amounts paid or payable in respect of that engagement during its term, including any extension or renewal, for up to twelve (12) months from the start of the engagement.

4.4 Invoicing and payment

We may issue an invoice on the date the relevant employment agreement, offer letter, consulting agreement, statement of work, contractor agreement, staffing agreement, or other engagement arrangement is entered into, or on the date we become aware of the engagement, whichever is earlier.

All invoices are payable within 14 days of the invoice date unless otherwise agreed in writing.

All fees are exclusive of VAT and any similar taxes.

5. Pre-existing Candidates

A Success Fee will not be payable if the candidate was already in your active recruitment pipeline before our Introduction.

To claim this exception, you must notify us in writing within ten (10) business days after the Introduction and provide reasonable written evidence. If you do not do so, our Introduction will be deemed the effective cause of the engagement.

6. Waitlist Terms

If you join our waitlist as a company, hiring team, recruiter, staffing firm, RPO, or other hiring organization, you authorize us to use the information you provide to prepare and support your onboarding to Fika Jobs.

By joining the waitlist, you grant us the right to create and set up a Fika Jobs account, company profile, and related onboarding materials on your behalf using the information you provide or that is publicly available.

You also grant us the right to identify, copy, adapt for formatting purposes, repost, publish, distribute, and promote any of your publicly available job postings, role descriptions, company name, logo, and other public hiring materials on Fika Jobs and on third-party channels, including social media and job distribution channels, for the purpose of sourcing candidates and marketing your open roles.

7. ATS and Third-Party Integrations

If you connect an applicant tracking system, Merge integration, calendar, recruiting system, or other third-party system to Fika Jobs, you authorize us to access, import, read, use, store, sync, and update the data made available through that integration as reasonably necessary to provide, operate, support, and improve Fika Jobs and related services for you.

This may include candidate records, job postings, application data, interview pipeline data, notes, feedback, scheduling data, and other related recruitment information made available through the integration.

8. Hiring Organization Obligations

You must promptly notify us if you or any Affiliate interview, offer to engage, or engage a candidate within twelve (12) months of an Introduction.

You must provide complete and accurate compensation and engagement details upon request.

You must use candidate information only for genuine hiring and recruitment purposes and must comply with all applicable employment, anti-discrimination, privacy, and data protection laws.

9. Confidentiality and Anti-Circumvention

Candidate introductions are confidential and for your internal hiring or recruitment purposes only. If you share candidate details with a third party and that leads directly or indirectly to an engagement of the candidate within twelve (12) months of our Introduction, you remain liable for the applicable Success Fee as if you had engaged the candidate directly.

You must not, and must ensure that your Affiliates do not, directly or indirectly circumvent these Terms or our fee structure. If you, an Affiliate, client, or any related party engages a candidate within twelve (12) months of our Introduction, the applicable Success Fee remains payable in full.

10. Privacy, Liability, and General Terms

Your use of Fika Jobs is also subject to our Privacy Policy.

To the fullest extent permitted by law, Fika Jobs is provided on an "as is" and "as available" basis without warranties of any kind. We are not responsible for hiring decisions, employment outcomes, candidate conduct, employer conduct, recruiter conduct, staffing firm conduct, or the accuracy of AI-generated outputs.

We may suspend or terminate your account or access if you breach these Terms, fail to pay amounts due, misuse the platform, or create risk for other users.

We may update these Terms from time to time. If we do, we will post the updated version on this page and update the "Last updated" date above. By continuing to use Fika Jobs after updated Terms take effect, you agree to the revised Terms.

These Terms are governed by the laws of Sweden. Any dispute arising out of or in connection with these Terms shall be subject to the exclusive jurisdiction of the courts of Stockholm, Sweden, unless mandatory law requires otherwise.