This Acceptable Use Policy ("Policy") applies to all users of the Reena platform and services provided by Capital Placement Ltd ("Reena", "we", "us", or "our"). By accessing or using our Services, you agree to comply with this Policy.
1. Overview
Reena provides recruitment, HR technology and workforce management services designed to support lawful, ethical, and professional hiring practices. This Policy sets out prohibited uses and activities to ensure our platform remains secure, compliant, and fair for all users. Violation of this Policy may result in suspension or termination of access to our Services.
2. Prohibited Uses
You must not use our Services to:
2.1 Unlawful and Harmful Activities
Engage in any activity that violates applicable laws or regulations, including data protection laws, employment laws, anti‑discrimination legislation, or immigration requirements.
Post, upload, or transmit content that is illegal, fraudulent, defamatory, harassing, threatening, hateful, or discriminatory.
Facilitate or promote violence, terrorism, or any activity that could harm individuals or groups.
Engage in any form of child exploitation or upload content involving minors without proper consent and lawful basis.
2.2 Discrimination and Bias
Use our Services in any way that discriminates against candidates based on protected characteristics including age, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity, race, religion or belief, sex, or sexual orientation.
Create job postings with discriminatory requirements or language that would violate equality legislation.
Misuse AI‑powered features to make solely automated decisions about candidates without appropriate human review.
Manipulate or circumvent fairness controls, bias detection, or audit features within the platform.
2.3 Data Protection Violations
Process personal data without appropriate lawful basis or in violation of data protection laws.
Upload special category data without meeting the requirements set out in our Terms of Service and Data Processing Addendum.
Share, sell, or transfer candidate data to unauthorised third parties.
Use candidate data for purposes other than legitimate recruitment and HR activities.
Attempt to re‑identify anonymised or pseudonymised data.
2.4 Security and Technical Violations
Attempt to gain unauthorised access to any systems, data, or accounts.
Probe, scan, or test the vulnerability of our systems without written permission.
Interfere with or disrupt the Services, servers, or networks.
Circumvent any technical limitations, security measures, or access controls.
Use automated systems, bots, or scrapers to extract data without our express written consent.
Reverse engineer, decompile, or disassemble any part of our Services.
Transmit viruses, malware, or any code of a destructive nature.
Fail to immediately notify Reena at support@reenahr.com upon becoming aware of:
- Unauthorised access to your account or user credentials
- Compromised passwords or security tokens
- Suspicious login activity or data access patterns
- Any security incident that could affect the Services or other customers
- Receipt of phishing attempts or suspicious communications claiming to be from Reena
Fail to implement basic security practices, including:
- Using weak or commonly used passwords
- Sharing account credentials with unauthorised individuals
- Failing to enable multi-factor authentication when available
- Leaving accounts logged in on shared or public computers
2.5 Intellectual Property Infringement
Upload, post, or transmit content that infringes any patent, trademark, copyright, trade secret, or other intellectual property rights.
Remove, alter, or obscure any proprietary notices on our platform.
Copy, reproduce, or mirror our user interface, features, or functionality.
Use our Services to develop competing products or services.
2.6 Misrepresentation and Fraud
Create false or misleading job postings or company profiles.
Impersonate another person, company, or entity.
Provide false information about qualifications, certifications, or authorisations.
Use the Services for phishing, social engineering, or fraudulent recruitment schemes.
Manipulate or falsify interview responses, assessments, or evaluation data.
2.7 Platform Abuse
Create multiple accounts to circumvent restrictions or suspensions.
Share login credentials or allow unauthorised access to your account.
Use the Services in any manner that exceeds fair usage limits as defined in our Terms of Service.
Send spam, unsolicited communications, or bulk messages through our platform.
Upload content unrelated to legitimate recruitment or HR purposes.
Use the Services for cryptocurrency mining, distributed computing, or similar activities.
2.8 AI and Automation Misuse
Use AI‑generated content to create false or misleading candidate profiles.
Train competing AI models using data or outputs from our Services.
Override or ignore AI bias warnings or fairness recommendations.
Use our AI features for any purpose other than recruitment and HR functions.
Submit content to our AI features that would violate this Policy if processed.
2.9 Recruitment Fraud and Deceptive Practices
Create or post fake, misleading, or fraudulent job listings, including:
- Ghost jobs (positions that don't actually exist or aren't being actively recruited for)
- Job postings designed to collect candidate data for non-recruitment purposes
- Positions that misrepresent salary, benefits, job duties, or employment conditions
- Job listings that exist solely to generate candidate applications without genuine hiring intent
Impersonate legitimate companies, recruiters, or hiring managers to:
- Collect candidate personal information under false pretences
- Request payments from candidates for job applications, background checks, equipment, training, or any other recruitment-related fees
- Conduct fake interviews or employment screening processes
- Issue fraudulent job offers or employment contracts
Use the Services to facilitate recruitment scams, including:
- Requesting candidates pay for "ATS optimisation services" or resume formatting
- Sending fake checks or payment requests related to equipment purchases
- Asking candidates to provide banking information, credit card details, or other financial information during the application process
- Directing candidates to third-party websites for payment or sensitive information collection
Harvest candidate data for purposes other than legitimate recruitment, including:
- Selling, trading, or sharing candidate information with unauthorised third parties
- Using candidate contact information for spam, marketing, or solicitation unrelated to genuine job opportunities
- Building contact databases or email lists for commercial purposes
- Identity theft or fraudulent use of candidate information
Create multiple fake employer profiles or company accounts to:
- Circumvent restrictions or suspensions
- Post duplicate or misleading job listings
- Deceive candidates about the identity of the hiring organisation
2.10 Candidate Rights and Fair Treatment
Engage in deceptive recruitment practices that harm candidates, including:
- Making false promises about employment, salary, benefits, or career advancement
- Conducting fake interviews with no genuine intention to hire
- Requesting excessive or unnecessary personal information beyond what is required for legitimate recruitment evaluation
- Using candidate interview responses, work samples, or assessments for purposes other than hiring evaluation (e.g., obtaining free work, market research, competitive intelligence)
Mislead candidates about:
- The true identity of the hiring company or recruiter
- Whether a position is direct employment, contract work, or third-party placement
- Visa sponsorship availability or work authorisation requirements
- The interview process, timeline, or next steps
- The reason for rejection or elimination from consideration
Exploit candidates through:
- Requesting candidates perform extensive unpaid work under the guise of "trial periods" or "test projects" without genuine evaluation intent
- Collecting personal data through fake application processes
- Using the platform to recruit candidates for pyramid schemes, multi-level marketing, or other non-employment opportunities disguised as jobs
- "Ghosting" candidates after collecting their information (failing to provide reasonable updates or final decisions)
Request inappropriate information from candidates, including:
- National insurance numbers, passport numbers, or bank account details during initial application stages
- Photographs beyond what is necessary for legitimate identification purposes
- Information about protected characteristics when not permitted by law
- Passwords or security credentials for other systems or accounts
3. Content Standards
All content uploaded to our Services must be accurate, professional, and relevant to recruitment or HR purposes.
Content must not contain sensitive personal information beyond what is necessary for legitimate recruitment processes.
You are responsible for ensuring all content complies with applicable laws and this Policy.
4. Reporting Violations
If you become aware of any violation of this Policy, please report it immediately to support@reenahr.com.
We investigate all reports and take appropriate action, which may include content removal, account suspension, or reporting to relevant authorities.
Candidates who suspect fraudulent job postings or recruitment scams should also report them to support@reenahr.com immediately.
5. Consequences of Violation
We reserve the right to investigate suspected violations of this Policy. Depending on the severity and nature of the violation, we may:
Issue a warning and request immediate cessation of the prohibited activity.
Temporarily suspend access to some or all Services.
Permanently terminate your account and access to our Services.
Remove or disable access to violating content.
Report illegal activities to law enforcement or regulatory authorities.
Pursue legal remedies including seeking injunctive relief or damages.
We will generally provide notice before taking action unless we believe that doing so would create risk of harm, enable ongoing violations, or be prohibited by law.
6. Fair Usage
Our Services are designed for standard business recruitment and HR operations. Fair usage limits include:
- API requests: 1,000 per minute per account
- Bulk operations: 10,000 records per batch
- File uploads: 100MB per individual file
- Storage: As specified in your subscription plan
- Concurrent users: As specified in your subscription plan
These limits ensure optimal performance for all customers. If you need higher limits, please contact us to discuss enterprise options.
7. Compliance with Laws
You must comply with all applicable laws and regulations when using our Services, including:
- UK GDPR and data protection legislation
- Equality Act 2010 and anti‑discrimination laws
- Employment laws and regulations
- Immigration and right to work requirements
- Industry‑specific regulations applicable to your sector
For international users, you must also comply with local laws in your jurisdiction, including the requirements set out in Schedule 4 (Jurisdiction-Specific Terms) of our Data Processing Addendum where applicable.
8. Customer Responsibilities for Ethical AI Use
As a customer using our AI‑powered Services, you are responsible for:
Implementing mandatory human review processes for all AI‑assisted decisions. Our AI tools provide recommendations and insights, but final decisions affecting candidates must always involve meaningful human evaluation.
Training your hiring teams on the proper use of AI tools, including understanding their limitations, interpreting confidence scores, and recognising potential biases.
Documenting your review process for AI recommendations, particularly when diverging from AI suggestions, to ensure accountability and enable audit trails.
Regularly reviewing AI performance in your recruitment outcomes to identify any patterns of bias or unfair impact on certain groups.
Providing transparency to candidates about the use of AI in your recruitment process where required by law or best practice.
Maintaining ultimate accountability for all hiring decisions. AI tools do not shift legal or ethical responsibility for recruitment decisions away from your organisation.
9. Updates to This Policy
We may update this Policy from time to time to reflect changes in our Services, legal requirements, or emerging threats.
Material changes will be notified through our Services or via email to administrators.
Continued use of our Services after such changes constitutes acceptance of the updated Policy.
10. Relationship to Other Agreements
This Policy forms part of our Terms of Service.
In case of any conflict between this Policy and other agreements, the order of precedence set out in our Terms of Service applies.
Nothing in this Policy limits our rights under any other agreement or applicable law.
11. Contact Information
For questions about this Policy or to report violations:
Email: support@reenahr.com
Postal Address: Capital Placement Ltd, Kemp House, 152–160 City Road, London, EC1V 2NX