Legal

ShadowPilot Terms of Service

Effective date: August 4, 2026

Operated by RoboApply LLC

support@shadowpilot.co

These Terms of Service (“Agreement”) govern your use of ShadowPilot, an AI interview assistance product operated by RoboApply LLC, a Texas limited liability company. In this Agreement, “ShadowPilot,” “we,” “us,” and “our” mean that company. This Agreement covers the ShadowPilot website, the ShadowPilot desktop application for Windows and macOS, the browser version, related APIs and software, and all associated domains and subdomains, including shadowpilot.co and app.roboapply.jobs (collectively, the “Service”). By accessing or using the Service, you agree to be bound by this Agreement.

1 Acceptance and electronic signature

By accessing, registering for, downloading, or using the Service, you signify your explicit acceptance of this Agreement. Electronic acceptance through a checkbox, click-through process, digital signature, installation of the desktop application, or similar mechanism constitutes binding consent and is the legal equivalent of a handwritten signature.

ShadowPilot may maintain electronic records of acceptance, including server timestamps, IP addresses, device identifiers, account metadata, billing confirmations, and the version of these Terms accepted. Such records may be used as evidence of acceptance and consent.

This Agreement includes a binding individual arbitration framework, a delegation clause, a contractual limitations period, a jury trial waiver, and a class-action waiver in Section 20. If you do not agree to this Agreement in its entirety, you are prohibited from using the Service.

2 Accounts, billing and related agreements

ShadowPilot accounts, subscriptions, and billing are administered on our shared platform at app.roboapply.jobs, which we also operate. Payment card statements and receipts may therefore show a descriptor other than “ShadowPilot.” Where a plan you purchase is governed by a separate subscription agreement or refund policy published on that platform, those terms also apply to the subscription. Where they conflict with this Agreement on any matter specific to ShadowPilot, this Agreement controls for the ShadowPilot Service.

3Eligibility

We may update this Agreement from time to time. Material changes will be reflected in the effective date at the top of this page and, where required by law, communicated to you by email or in-product notice. Continued use of the Service after changes take effect constitutes acceptance of the updated Agreement.

You must be at least 16 years old to use the Service. If you are under 18, you may use the Service only with the active involvement and consent of a parent or legal guardian. By using the Service, you confirm that you meet these criteria.

4Accounts and responsibility

Certain features require an authorized account. You agree to provide accurate, current, and complete registration information and to keep it updated. You are solely responsible for the confidentiality of your credentials and for all activity occurring under your account, whether performed by you or by anyone you allow to use your account or device. Accounts are for individual personal use. You may not share, sell, lease, or transfer your account or license to any other person.

5Description of the Service

ShadowPilot is an AI assistance tool for live interviews, meetings, and related preparation. Depending on your plan and the version you use, the Service may:

Capture system audio during a session and transcribe it in real time.
Detect questions in that transcript and generate suggested answers drawn from your resume and any supporting documents or context you provide.
Analyze the contents of a screen or a selected region when you activate Screen Analyze, in order to respond to written questions, assessments, or coding problems.
Provide follow-up, clarification, and recap functions during an active session.

New features and future products

We add to the Service over time. This Agreement applies to the Service as it exists today and to any new feature, tool, application, integration, model, or product we later release under the ShadowPilot brand, each of which becomes part of the Service when we make it available to you. Where a new product or feature carries its own additional terms, plan, pricing, guarantee, or policy, those apply alongside this Agreement and control for that product to the extent of any conflict. Continued use after a new feature is released constitutes acceptance of its inclusion in the Service.

Availability

ShadowPilot does not join meetings as a participant and does not add itself to a meeting attendee list. The desktop application for Windows and macOS runs at the system level. The browser version provides real-time answers without system-level behavior. Features, plan availability, session limits, and supported platforms may change at our discretion.

6Software license

Subject to your compliance with this Agreement and payment of applicable fees, ShadowPilot grants you a limited, personal, non-exclusive, non-transferable, non-sublicensable, revocable license to install and use the ShadowPilot desktop application on devices you own or control, solely for your own use.

You may not copy, modify, distribute, sell, lease, sublicense, decompile, disassemble, reverse engineer, or attempt to derive the source code of the Service, except where such restriction is prohibited by applicable law. The Service is licensed, not sold. All rights not expressly granted are reserved.

The desktop application may check for and install updates automatically. You agree to receive such updates as part of the Service.

7Recording, consent and your legal responsibility

YOU ARE SOLELY RESPONSIBLE FOR THE LAWFULNESS OF YOUR USE OF THE SERVICE IN ANY GIVEN CONVERSATION, JURISDICTION, OR INTERVIEW SETTING.

The Service captures and processes audio from your device during an active session. Laws governing the recording, capture, transcription, and processing of conversations vary by country, state, and province. Some jurisdictions require the consent of every party to a conversation. Others require only one party. Certain employers, educational institutions, testing providers, licensing bodies, and proctored assessment platforms separately prohibit the use of outside assistance during interviews, exams, or assessments, whether or not that use is lawful.

By using the Service, you represent and warrant that:

You have obtained any consent required by law in every applicable jurisdiction before capturing, transcribing, or processing any conversation.
Your use of the Service does not violate any agreement, policy, code of conduct, honor code, academic integrity rule, testing rule, or employment condition that applies to you.
You will not use the Service to misrepresent your identity, qualifications, credentials, or work history.

ShadowPilot does not provide legal advice and makes no representation that any particular use of the Service is lawful or permitted in your circumstances. You assume all risk arising from your use, including academic penalties, withdrawn offers, rescinded employment, disciplinary action, disqualification from assessments, and civil or criminal liability.

8Detection, visibility and platform changes

ShadowPilot is designed so that the desktop application does not appear in screen shares, screen recordings, the dock, or the task manager on supported operating systems and supported meeting platforms. We test this behavior against widely used platforms and update the application as those platforms evolve.

You acknowledge that third-party operating systems, meeting platforms, proctoring software, browsers, and assessment tools are outside our control and change without notice. We do not warrant that the Service will remain undetected in every configuration, on every device, in every version of every platform, or under every form of monitoring, including hardware monitoring, network monitoring, secondary-camera proctoring, or in-person observation. Statements about invisibility describe design intent and current testing, not a guarantee of any outcome. Your use is at your own risk.

9Subscriptions, interview minutes and fees

Plans and interview minutes

ShadowPilot is sold as a monthly subscription. Each plan includes an allowance of interview minutes, which are consumed while a session is active. Current plan names, prices, billing intervals, minute allowances, and included features are published on the pricing page and are incorporated into this Agreement by reference. Included minutes reset at the start of each billing cycle and do not carry over to the next cycle.

Top-up minutes

You may purchase additional interview minutes at any time. Top-up minutes are a one-time purchase, are added to your balance on payment, and remain available while your subscription is active. Top-up purchases are final and are not refundable once any part of the balance has been used.

Automatic renewal

By signing up for a subscription or paid trial, you authorize ShadowPilot to charge your selected payment method on a recurring basis for your chosen plan until you cancel. Subscriptions renew automatically at the then-current rate unless cancelled before the renewal date through your account billing dashboard.

Trials and test sessions

Free or discounted test sessions, where offered, are limited in duration and are provided so you can verify your microphone, audio routing, device compatibility, and settings before your first real interview. You are responsible for using that session to confirm the Service works on your equipment.

Refunds and cancellation

All fees are non-refundable except as expressly set out in the Refund Policy or as required by applicable law. The Refund Policy forms part of this Agreement. You may cancel at any time from your account settings, and there are no cancellation fees. Cancellation stops future renewals; it does not refund the current billing period, and we do not issue pro-rata refunds for partial periods or unused minutes. Your access continues until the end of the period you have paid for.

10Payment processing and delivery of digital services

Payments are processed by third-party payment providers such as Stripe. You agree to maintain valid, unexpired payment information and are responsible for any transaction fees, overdraft fees, or foreign exchange charges applied by your bank or card provider.

Digital services are deemed fully delivered when you access the platform, download or launch the desktop application, start a session, consume credits, generate AI output, or otherwise use any paid feature. ShadowPilot may maintain account activity logs, session records, login history, IP records, feature utilization tracking, and credit consumption metrics as evidence of service delivery, to prevent billing fraud, and to respond to payment provider disputes.

11Your content and AI output

You retain ownership of the content you provide, including resumes, employment history, supporting documents, session context, and instructions. By providing content, you grant ShadowPilot a non-exclusive, worldwide, royalty-free, fully paid-up license to host, copy, process, transmit, and modify that content solely as necessary to operate, secure, and support the Service for you.

You warrant that your content does not infringe any third-party intellectual property or privacy right and that you have the right to provide it. Subject to your payment of applicable fees, you may use the answers and other output generated for you during a session. Output is generated by automated systems, is not reviewed by a human, may be inaccurate, and may be similar to output generated for other users.

12Privacy

Our Privacy Policy explains what we collect, how session audio, transcripts, and screen captures are handled, how long data is retained, and how you can delete it. Please review it before using the Service.

13Prohibited uses

You agree not to use the Service, and not to permit any third party to use the Service, to:

Submit fraudulent, plagiarized, or intentionally misleading information to an employer, institution, or assessment provider.
Capture, transcribe, or process a conversation without the consent required by applicable law.
Record, store, publish, or distribute another person’s voice, image, or personal information in violation of their rights.
Circumvent session limits, licensing controls, credit systems, or plan restrictions.
Deploy scrapers, crawlers, bots, or data-mining tools against our infrastructure, or overload, disrupt, or damage the Service.
Attempt to gain unauthorized access to our systems, source code, or the accounts or data of other users.
Resell, sublicense, or provide the Service to third parties as a service of your own.

14Termination and data after cancellation

ShadowPilot may suspend or terminate your access to the Service immediately, without prior notice or liability, if you violate any provision of this Agreement.

If you cancel, your access remains available until the end of your paid billing cycle. After that cycle ends, your dashboard data, session history, and stored documents may be restricted or removed from active view. It is your responsibility to export anything you want to keep before your billing cycle closes. Your license to the desktop application ends when your access ends, and you must stop using and remove the application.

15AI disclaimers and no guarantee of outcome

The Service is provided on an “as is” and “as available” basis. To the maximum extent permitted by law, ShadowPilot disclaims all warranties, express or implied, including merchantability, fitness for a particular purpose, non-infringement, accuracy, and uninterrupted or error-free operation.

No employment guarantee

We do not guarantee that using the Service will result in interviews, offers, employment, admission, certification, or career advancement. Any separate written guarantee we publish applies only to the specific product and plan it names.

Accuracy of AI output

Transcription and answer generation are automated and probabilistic. Accuracy varies with audio quality, accents, background noise, network conditions, language, and subject matter. Answers may be incomplete, outdated, or factually wrong. You are responsible for everything you say in an interview or assessment. Review output before relying on it.

16Limitation of liability

To the maximum extent permitted by law, ShadowPilot, its affiliates, officers, employees, and agents shall not be liable for any indirect, incidental, special, exemplary, punitive, or consequential damages, including loss of data, loss of profits, lost opportunities, reputational harm, emotional distress, withdrawn or rescinded offers, disciplinary or academic penalties, or career disruption.

To the maximum extent permitted by law, our total aggregate liability for all claims relating to the Service shall not exceed the greater of one hundred United States dollars ($100.00) or the total amount you paid to ShadowPilot for the Service in the twelve (12) months preceding the event giving rise to the claim.

Third-party platform enforcement

Meeting platforms, job boards, applicant tracking systems, proctoring providers, and employers maintain their own evolving terms regarding outside assistance and third-party software. ShadowPilot is not responsible or liable for account suspensions, bans, restrictions, disqualifications, rejections, or policy changes issued against you by any third party, including Zoom, Google Meet, Microsoft Teams, Webex, Amazon Chime, HackerRank, CoderPad, LinkedIn, Indeed, ZipRecruiter, Glassdoor, Workable, Dice, or Monster. You use the Service entirely at your own risk.

17Indemnity

You agree to indemnify, defend, and hold harmless ShadowPilot, its affiliates, directors, officers, and employees from and against any third-party claims, actions, damages, liabilities, costs, and expenses, including reasonable attorneys’ fees, arising directly or indirectly from your use or misuse of the Service, your violation of this Agreement, your failure to obtain any required consent, or your violation of any third-party agreement, policy, or applicable law.

18Third-party services and links

The Service interoperates with third-party operating systems, meeting platforms, and applications, and may link to third-party websites. ShadowPilot exercises no control over and assumes no responsibility for the content, practices, availability, or policies of those third parties.

19Governing law

This Agreement and any dispute arising out of your relationship with ShadowPilot are governed exclusively by the laws of the State of Texas, USA, without regard to its conflict of law principles.

20Dispute resolution and arbitration

PLEASE READ THIS SECTION CAREFULLY. IT LIMITS YOUR RIGHT TO SUE IN COURT, TO PARTICIPATE IN CLASS ACTIONS, AND TO A JURY TRIAL.

Mandatory pre-arbitration escalation

Before filing any formal claim, you must send a written notice titled “Notice of Dispute” to support@shadowpilot.co. You and ShadowPilot will engage in a mandatory, good-faith sixty (60) day informal negotiation window. No arbitration may be initiated until that 60-day period expires.

Binding individual arbitration

If informal negotiation fails within sixty (60) days, the dispute shall be resolved exclusively through final, binding arbitration administered by the American Arbitration Association under its Consumer Arbitration Rules, on an individual basis, seated in Dallas, Texas.

Delegation clause

The arbitrator, and not any court or agency, has exclusive authority to resolve any dispute relating to the interpretation, applicability, enforceability, or formation of this Agreement, including any claim that all or part of it is void or voidable.

Contractual limitations period

To the maximum extent permitted by law, any claim relating to the Service or this Agreement must be filed in individual arbitration within one (1) year after the cause of action arises. Failure to file within that window is a permanent waiver of the claim.

Mass arbitration framework

If twenty-five (25) or more coordinated arbitration demands are brought against ShadowPilot by the same counsel or coordinated organization, claims will be batched into sequential groups of ten (10). ShadowPilot will advance administrative filing fees only for the active batch, and subsequent claims are stayed until the preceding batch concludes.

Jury trial waiver

TO THE EXTENT PERMITTED BY LAW, BOTH PARTIES KNOWINGLY AND VOLUNTARILY WAIVE ANY RIGHT TO A JURY TRIAL FOR ANY CLAIM ARISING UNDER THIS AGREEMENT.

Class-action waiver

All proceedings will be conducted solely on an individual basis and not in a class, consolidated, representative, or mass action. The arbitrator may not consolidate more than one person’s claims. The arbitrator’s ruling is final and binding, and judgment may be entered in any court of competent jurisdiction.

Exclusive venue

Any action to compel arbitration, enforce an award, obtain injunctive relief, protect intellectual property, collect unpaid balances, or otherwise support arbitration shall be brought exclusively in the state or federal courts located in Dallas County, Texas.

21Severability and survival

If any provision of this Agreement is held invalid or unenforceable, it shall be modified to the minimum extent necessary and the remaining provisions shall remain in full force. All provisions regarding limitations of liability, disclaimers, arbitration, delegation, waivers, indemnification, and intellectual property survive termination or expiration of your account.

22Trademarks and intellectual property

ShadowPilot, the ShadowPilot name and logo, and all related software, models, algorithms, designs, and interface elements are the exclusive intellectual property of ShadowPilot and its parent company. Unauthorized duplication, reverse engineering, or use is prohibited. All other marks referenced are the property of their respective owners and are used for identification only. Reference to a third-party platform does not imply affiliation with or endorsement by that platform.

23Changes to this Agreement

24Contact

Questions, legal notices, or feedback about this Agreement:

ShadowPilot

Email: support@shadowpilot.co