Legal

Terms of Service

Last updated: April 28, 2026

These Terms of Service ("Terms") govern your access to and use of Phantom Workflows ("the Service"), operated by Phantom Workflows LLC ("we", "us", "Phantom Workflows"). Please read these Terms carefully — Section 13 contains a binding arbitration clause and class-action waiver that affect your legal rights.

1. Acceptance of Terms

By accessing or using the Service, you agree to be bound by these Terms and our Privacy Policy. If you do not agree, do not use the Service.

2. Description of Service

Phantom Workflows is an AI-powered job search pipeline that scans LinkedIn for job postings, scores them against your profile, discovers insider HR contacts, generates personalized outreach drafts, and delivers everything to a private portal you control. The Service runs on a daily schedule for the duration of your subscription.

3. Eligibility

You must be at least 18 years old and legally able to enter into a binding agreement. By using the Service, you represent that you meet these requirements and that the information you provide during signup is accurate and your own.

4. Your Account

• You are responsible for maintaining the confidentiality of your account credentials and the email-OTP login codes.
• You agree to provide accurate, current information during registration and to keep your portal Settings up to date.
• You are responsible for all activity that occurs under your account.
• If you authorize Gmail OAuth (paid tier), you grant us permission to create draft emails in your mailbox via the Google API. We do not send emails on your behalf without your explicit click in the portal.

5. Acceptable Use

You agree not to:

• Use the Service for any unlawful purpose or in violation of any applicable laws (including labor laws, anti-discrimination laws, and email regulations).
• Resell, redistribute, sublicense, or share access to the Service with anyone outside your account without written consent.
• Attempt to reverse-engineer, decompile, scrape, or extract source code or model weights from the Service.
• Use the outreach content generated by the Service to harass, spam, deceive, defraud, or impersonate anyone.
• Submit false or stolen identity information, resumes that are not your own, or apply to roles on behalf of someone else without their consent.
• Bypass technical limits or rate limits.

6. Subscription & Billing

• Plans are billed monthly. Pricing is listed on our website and may change with 30 days' notice to existing subscribers (your locked-in beta rate, if applicable, is exempt — see Section 15).
• Payments are processed through Stripe. By subscribing, you authorize recurring charges to your payment method on file.
• You may cancel at any time. Cancellation takes effect at the end of the current billing period; you retain access until then.
• Failed payments will trigger up to 3 retry attempts. After the third failure, your account is paused and the daily pipeline stops running until the issue is resolved.
• To dispute a charge, email hello@phantomworkflows.com within 60 days of the charge. Chargebacks filed without first contacting us may result in immediate account termination.

7. Free Trial

Two free-trial paths exist depending on whether the First-15 Beta cohort is open at the time you sign up:

• First-15 Beta (currently active): 20-day no-card trial. You receive the full daily pipeline output for 20 days at no charge. If you add a card via the Stripe checkout link any time during the trial, your $49.99/month beta rate locks in for the lifetime of your subscription.
• Standard free trial (post-cohort): 3-day no-card trial. After the cap of 15 beta seats fills, new signups follow this shorter path with the standard Starter price applying upon conversion.

Trial workspaces are retained for 7 days after expiry, then permanently deleted unless you subscribe.

8. Refund Policy

We offer a 7-day money-back guarantee on the first paid month after a trial converts. If you're not satisfied within those 7 days, email hello@phantomworkflows.com with the subject "Refund Request" and we will issue a full refund. The guarantee does not apply to the trial period itself (no charge was made) or to renewals after the first month.

9. Intellectual Property

All content, branding, and technology underlying the Service — including the source code, prompts, scoring models, and visual design — are the property of Phantom Workflows LLC.

• Outreach & reports generated for you: yours to use freely. We grant you a perpetual, royalty-free license to the content the Service generates from your inputs.
• Your inputs: you retain ownership of all data you provide (resume, preferences, etc.). You grant us a non-exclusive, worldwide license to use that data solely to operate the Service.
• No AI training: we do not use your inputs or outputs to train AI models on your behalf or anyone else's.

10. Disclaimers

• The Service is provided "as is" and "as available" without warranties of any kind, express or implied.
• We do not guarantee specific job-search outcomes, interview rates, response rates, or employment results.
• AI-generated content may contain inaccuracies, hallucinated facts, or stale information. You are responsible for reviewing all outreach before sending.
• Job listings and contact data are sourced from third-party APIs (LinkedIn via Apify, Apollo); we cannot guarantee accuracy of source data.
• The Service depends on third-party providers (Notion, Stripe, Anthropic, etc.) — outages or changes on their end may interrupt service.

11. Limitation of Liability

To the maximum extent permitted by law, Phantom Workflows LLC and its officers, employees, and agents shall not be liable for any indirect, incidental, special, consequential, or punitive damages — including lost profits, lost opportunities, or reputational harm — arising from your use of the Service, even if advised of the possibility of such damages.

Our total liability for any claim arising out of or relating to these Terms or the Service shall not exceed the greater of (a) the amount you paid in the 3 months preceding the claim or (b) one hundred U.S. dollars ($100).

12. Indemnification

You agree to indemnify, defend, and hold harmless Phantom Workflows LLC from any third-party claim, demand, loss, or expense (including reasonable attorneys' fees) arising from:

• Your use of the Service in violation of these Terms or applicable law.
• Outreach you send (or cause to be sent) using content generated by the Service — including claims under the CAN-SPAM Act, GDPR, CCPA, anti-harassment laws, or similar — because you, not Phantom Workflows, are the sender of record.
• Content you submit (resume, preferences, etc.) that infringes a third party's intellectual property or privacy rights.
• Your breach of any representation in Section 3 (Eligibility) or Section 5 (Acceptable Use).

13. Dispute Resolution & Binding Arbitration

Informal resolution first

Before filing arbitration, you agree to contact us at hello@phantomworkflows.com with the subject "Dispute Notice" describing the issue. We commit to a good-faith attempt to resolve it within 30 days.

Binding arbitration

If the dispute is not resolved informally, you and Phantom Workflows LLC agree to resolve it through binding individual arbitration administered by the American Arbitration Association (AAA) under its Consumer Arbitration Rules. Arbitration will take place in the State of Delaware (or remotely by mutual agreement). The arbitrator's decision is final and enforceable.

Class-action waiver

You and Phantom Workflows LLC each waive the right to participate in a class action, collective action, or representative proceeding. Disputes must be brought individually.

30-day opt-out

You may opt out of this Section 13 within 30 days of first accepting these Terms by emailing hello@phantomworkflows.com with the subject "Arbitration Opt-Out" and including your account email. Opting out does not affect any other provision of these Terms.

Carve-outs

Either party may bring a small-claims court action or seek injunctive relief in court for intellectual-property infringement without first arbitrating.

14. CAN-SPAM & Sender Responsibility

Outreach emails generated by the Service are sent from your account: either as drafts in your Gmail (paid tier with OAuth connected) or as text you copy-paste into your own email client. You are the sender of record, which means you are legally responsible for compliance with:

• The CAN-SPAM Act (U.S.) — accurate "From" line, no deceptive subject, clear identification as commercial outreach where applicable, valid physical postal address, working opt-out mechanism honored within 10 business days.
• The GDPR's ePrivacy and direct-marketing rules (EU/UK).
• Local anti-spam laws in your jurisdiction (CASL in Canada, etc.).
• Honoring opt-out, unsubscribe, and "do not contact" requests from recipients.

Phantom Workflows provides a tool that drafts content. The Service does not transmit on your behalf without your action; we do not maintain an outbound mail server for customer outreach.

15. Beta Program Terms

The First-15 Beta cohort is a limited program with the following terms in addition to these Terms:

• Capped at 15 paid seats. Seats are claimed in signup order; once full, the cohort closes and the standard pricing path applies to new signups.
• Beta features are subject to change, may break occasionally, and have no service-level agreement (SLA) during the trial period.
• Conversion to a paid beta seat at $49.99/month requires adding a payment method via the Stripe link sent in your welcome email. The $49.99/month rate is then locked in for the lifetime of your continuous active subscription. Cancellation forfeits the locked rate.
• We may collect feedback from beta users and reach out for short interviews. Participation is optional.

16. Termination

We may suspend or terminate your account if you violate these Terms, with or without notice depending on the severity. You may terminate your account at any time by canceling your subscription in the portal Settings or emailing hello@phantomworkflows.com. Upon termination, the data-retention rules in our Privacy Policy apply.

17. Governing Law

These Terms are governed by the laws of the State of Delaware, without regard to conflict-of-law principles. Subject to Section 13 (Arbitration), any disputes not subject to arbitration shall be brought exclusively in the state or federal courts located in Delaware.

18. Changes to These Terms

We may update these Terms from time to time. Material changes will be communicated via email to active subscribers and a notice on the marketing site. The "Last updated" date at the top reflects the most recent revision. Continued use after changes constitutes acceptance.

19. Contact

Questions about these Terms? Reach us at hello@phantomworkflows.com or via the Contact page.