JobRoute AI Spend
Terms of Service
Effective date: 13 November 2026
These terms are the agreement for JobRoute AI Spend. Please read them before you sign up or place an order. The Privacy Policy explains how personal information is handled, and the Data Processing Agreement forms part of these terms.
1. Who we are and what these terms cover
1.1 These terms are an agreement between QueryNow Inc. of Dallas, Texas ("QueryNow", "we", "us") and the company or other organization that signs up for or orders JobRoute AI Spend (the "Customer", "you"). JobRoute is a brand of QueryNow.
1.2 JobRoute AI Spend (the "Service") is the software service at aispend.jobroute.ai, with its connections, file uploads and reports, and any fixed-scope review ordered under section 14.
1.3 The Customer accepts these terms when it signs up for the Service, signs an Order or uses the Service, whichever comes first. The person who accepts them confirms that they have authority to bind the Customer. The Service is for business use only. Individuals may not sign up as consumers.
1.4 These terms include the Data Processing Agreement (the "DPA") and any order form or online order the parties agree (an "Order"). If they conflict, the DPA governs anything about personal data, unless an Order expressly changes a named part of the DPA. Otherwise the Order governs first, then these terms.
2. Definitions
- Customer Data: all data the Customer, its Authorized Users or its connected systems provide to the Service, and the Reports built from it.
- Roster Data: records about the Customer's people taken from a directory, an HR system or a roster file: job title, department, sub-team, tenure, seniority band, location, a pay band label where the roster has one, an employee ID, a manager reference and a work email. The employee ID, manager reference and work email are stored only as keyed hashes (section 6.4).
- Usage Data: records of AI tool use taken from the Customer's AI vendors or from files, such as the number of prompts submitted, active days, tokens, model, credits, cost and seat assignments. A token is the unit AI vendors bill by, roughly a piece of a word. Usage Data never includes the content of prompts, chats, files or code in the Customer's AI tools or code repositories.
- Output Data: measures of work output, such as merged pull requests, taken from a Connection or a file.
- Connection: a read-only link between the Service and a Customer system, made through an admin approval, an app installation or a read-only key.
- Authorized User: an employee or contractor of the Customer whom the Customer allows to sign in to its Workspace.
- Workspace: the Customer's separate area of the Service.
- Report: any screen, PDF file, CSV file or summary the Service produces from Customer Data.
- Role Data: JobRoute's task-by-task picture of each role, built from public labor data and QueryNow's own methods.
- Minimum Group Size: the smallest number of people that any figure in a Report may describe (section 7.2).
3. Accounts and sign-up
3.1 Sign-up needs a work email at the Customer's own domain. Free and disposable email domains are refused. Each company email domain may have one free trial.
3.2 Sign-in uses a single-use link, valid for 15 minutes, sent to the Authorized User's work email. A signed-in session lasts up to 7 days. The Customer decides who may sign in, keeps its mailboxes secure and removes people who leave.
3.3 A Workspace has two roles. Admins can connect and disconnect sources, upload files, change settings and delete data. Viewers can read Reports. The Customer is responsible for what its Authorized Users do in the Service.
4. Free trial
4.1 Length. The free trial lasts 14 days. The clock starts when the first usable report exists, meaning a roster that has finished loading and at least one usage source in which at least half of the people match the roster. Time spent before that point, for example while IT approves a connection, does not count.
4.2 What is included. The trial includes every feature of the Service. No payment details are needed, and nothing is charged unless the Customer places an Order.
4.3 When the trial ends. The Workspace becomes read-only. Authorized Users can still sign in and read Reports. Syncing stops, new imports are refused, and file downloads such as the board page PDF and the CSV export are refused. Each workspace admin receives one email saying that the trial has ended and giving the deletion date.
4.4 What keeps working. After a trial ends, an admin can still disconnect any source, delete any import and delete all Workspace data.
4.5 Deletion. Unless the Customer places an Order first, QueryNow deletes the Workspace and its Customer Data 30 days after the trial ends. A Workspace that never reaches a usable report is deleted 30 days after sign-up. Of the deleted Workspace, QueryNow keeps only the company email domain, the organization name recorded at sign-up and the dates of the sign-up, so that the same domain cannot start a second trial. No email address is kept. Copies in database backups expire within 7 days, as section 12.6 of the DPA describes.
4.6 QueryNow may extend a trial, and may stop offering trials to new sign-ups at any time. A trial is provided as is (section 16.3).
5. Orders, fees and payment
5.1 Paid use of the Service and fixed-scope reviews are bought by Order. Fees are as stated on the order form or at sign-up.
5.2 The billing period, payment method and payment terms are as stated in the Order.
5.3 A subscription renews only if the Order says it does, and then on the terms the Order states.
5.4 If fees that are not disputed in good faith remain unpaid 30 days after QueryNow gives written notice, QueryNow may suspend the Service under section 15.
5.5 Fees exclude taxes. The Customer pays applicable sales, use, value added and similar taxes, other than taxes on QueryNow's income.
6. Customer Data
6.1 Ownership. The Customer owns Customer Data. Nothing in these terms transfers ownership of Customer Data to QueryNow.
6.2 Permission to process. The Customer permits QueryNow to host, copy, transform and analyze Customer Data only to provide, secure and support the Service for the Customer, as the DPA sets out.
6.3 Limits on QueryNow's use. QueryNow does not sell Customer Data, does not use it for advertising, does not use it to train AI models, does not combine one customer's data with another's and does not use it to improve Role Data or for any other purpose of its own.
6.4 Keyed hashes. In Roster Data, Usage Data and Output Data, work emails, employee IDs, manager references and vendor logins (such as a GitHub username or a Microsoft sign-in name) are turned into keyed hashes as the records are read, before anything is saved. The hash is HMAC-SHA256, computed with a secret key held on QueryNow's servers together with the identifier of the Customer's Workspace, so the same person has a different hash in each Workspace. The readable value is not stored and is used only to match AI usage to the roster. A keyed hash still stands for one person, and QueryNow holds the key, so QueryNow treats hashed records as personal data.
6.5 No names. Roster records have no field for a name or a date of birth, and no pay amount is stored. If an HR system or a file includes names, they are dropped as the records are read and are not stored. The Customer should not include names or other personal details beyond those listed in section 2 in files it uploads. When a usage or output file is uploaded, the preview masks the columns that identify people, such as email and user ID columns, and any cell that holds an email address.
6.6 Uploaded files. A roster, usage or output file is read and turned into records when it is uploaded. The file itself is not kept, only its name with the import record. If the Customer adds a job description to a role, its text is kept as a role document so that it can be matched to tasks, and is deleted with the roster or the Workspace.
6.7 Customer responsibilities. The Customer is responsible for having the right to provide Customer Data and to make each Connection, for telling its employees about the processing, for consulting works councils or employee representatives where the law requires it, and for any impact assessment its law requires.
6.8 Copies of Reports. While the Workspace is active, an admin can download the role table as a CSV file and the board page and one-page summary as PDF files. On request to QueryNow before deletion, QueryNow provides a copy of the Customer's Reports and role-level tables as CSV or PDF files, and a copy of the Customer's personal data as section 12.5 of the DPA describes.
7. How Reports describe people
7.1 Reports describe roles and groups. No screen, PDF or export in the Service shows the AI use or output of one person, and the Service does not show or export identifier hashes or raw usage records.
7.2 Minimum Group Size. A figure is shown only when it describes at least the Minimum Group Size. The default is 10 people, and the Customer may raise it in its settings. QueryNow sets it below 10 only on the Customer's written request, records the reason, and never sets it below 5. The current value is shown in the Service. A role is shown only when it has at least that many people on the roster, and usage detail inside a role needs at least that many active people. Smaller roles are combined into an "other roles" line, which is withheld too if it is still under the minimum. Further figures are withheld where subtracting the shown figures from a total would reveal a hidden group. The minimum is checked for each period on its own, so subtracting the figures of two periods that overlap can isolate the use of a small number of people, possibly one. The Customer will not do this to identify or assess an individual.
7.3 No individual scoring. The Service does not score or rank individual people on their AI use or their output. Role scores describe the work of a role and say nothing about the person who holds it.
7.4 Use of Reports. Reports describe roles and groups. The Customer may use a role's figures as questions in a conversation with a person, including in a performance review. The Customer holds each person's own usage in its AI tools, and JobRoute does not supply it. Any decision about a person is made by a person at the Customer, and the Customer will not treat a Report as a score or ranking of an individual. The Customer will not try to identify an individual from a Report or a hash. The Customer is responsible for meeting any law that applies to its decisions about its people, including rules on automated decisions in employment.
8. Connections
8.1 Read-only. Every Connection asks for read-only access. QueryNow does not request write access to any Customer system, and the Service does not read the content of prompts, chats, files or code in the Customer's AI tools or code repositories. The Service reads the following:
| Source | How it connects | What the Service reads |
|---|---|---|
| Microsoft Entra ID | One approval of the JobRoute app by a Microsoft admin (application permissions User.Read.All and Reports.Read.All) | For each person: directory ID, sign-in name, work email, job title, department, manager, account type (member or guest) and whether the account is enabled |
| Microsoft 365 Copilot | The same approval | The Copilot usage report: prompts submitted and active days for each person |
| GitHub | The Customer's organization owner installs the JobRoute GitHub App | Copilot usage by model for each person and Copilot seat assignments; organization members and, where the organization uses SAML single sign-on, SCIM or verified domains, the work email linked to each login; merged pull requests with their author, merge time and reviews. No code is read. |
| Claude (Anthropic) | An admin enters a read-only analytics key | Tokens, model and cost for each person |
| ChatGPT Enterprise | An admin enters a read-only analytics key | Usage, credits and cost for each person, and tokens where OpenAI provides them |
| Workday, SAP SuccessFactors | A read-only integration user the Customer creates | One roster import. The credentials are used for that import and are not stored. |
| File upload | An Authorized User uploads a file | The columns the Customer maps in the upload screen |
8.2 Stored keys and tokens. Keys and tokens that a Connection needs in order to sync are encrypted before they are saved, using AES-256-GCM envelope encryption: a new data key for each record, wrapped with a master key that is held as an application secret in Microsoft Azure, outside the database. Each encrypted record is bound to the Workspace and to that Connection, so a copy moved to another Workspace or Connection does not decrypt. Keys and tokens are deleted when the Customer disconnects.
8.3 Disconnecting. An admin can disconnect any source at any time, including after a trial ends. Disconnecting deletes QueryNow's copy of the key or token and, where the admin chooses, the data that source brought in. QueryNow cannot remove the approval inside the vendor's own system, so the Service shows the step the Customer's admin takes there.
8.4 Vendor settings. Some vendors hide user identities in their usage reports by default, Microsoft 365 among them. Changing that setting is the Customer's decision and may affect other reports in the vendor's product. Until it is changed, the Service may be unable to match that vendor's usage to roles.
8.5 The Customer's vendors. The Customer's use of its AI tools and HR systems stays under its own agreements with those vendors. QueryNow is not responsible for a vendor's data, availability or changes to its reports.
9. Estimates and how to read Reports
9.1 Spend figures use the costs that vendors report where they report them. Where they do not, the Service estimates cost from public list prices or from the seat prices the Customer enters. Savings figures are estimates. None of these figures is the Customer's bill, and they do not reflect the Customer's contract, discounts, commitments or included allowances.
9.2 Roles are matched from job titles. A match can be wrong, and the Customer should review role matches before acting on them.
9.3 Where a vendor has no data for a period, the Service shows "no data" for that period and does not count it as zero use.
9.4 Reports are decision support. The Customer decides what to do with them and is responsible for those decisions.
10. Acceptable use
The Customer will not, and will not allow anyone to:
- use the Service in breach of any law, including employment, privacy and anti-discrimination law;
- upload health data, data about religion, union membership or other special categories, government ID numbers, bank or card details, or data about children;
- test, probe or scan the Service's security without QueryNow's prior written permission (a suspected vulnerability can be reported to security@jobroute.ai);
- reverse engineer, copy, resell or sublicense the Service, or extract Role Data by automated means;
- upload malicious code, or data it has no right to share;
- use the Service to build a competing product.
11. QueryNow's property
11.1 QueryNow owns the Service, Role Data, its methods and all improvements to them. Public data used in Role Data (O*NET, the U.S. Bureau of Labor Statistics, the Anthropic Economic Index and the World Economic Forum Future of Jobs report) stays under its own license terms.
11.2 The Customer may use and share Reports inside its organization and with its board, auditors and professional advisers.
11.3 QueryNow may use feedback the Customer gives about the Service, without obligation and without naming the Customer.
11.4 QueryNow will not name the Customer, or use its name or logo, in marketing without the Customer's written permission.
12. Confidentiality
12.1 Each party will protect the other's confidential information with at least reasonable care, use it only for this agreement and share it only with people who need it and are bound by similar duties. Customer Data is the Customer's confidential information.
12.2 This does not cover information that is public through no fault of the receiving party, was already known to it, was received lawfully from someone else, or was developed independently.
12.3 A party may disclose confidential information where the law requires it, after giving the other party notice where the law allows.
13. Security and data protection
13.1 QueryNow maintains the security measures in Annex 2 of the DPA and will not materially reduce them during a paid term.
13.2 QueryNow answers reasonable security questionnaires and describes its practices on the security page of the Service and at jobroute.ai/security.
13.3 QueryNow processes personal data in Customer Data under the DPA, which also covers sub-processors, data subject requests and notice of a personal data breach without undue delay and no later than 72 hours after QueryNow becomes aware of it.
14. Fixed-scope reviews
14.1 A review is a paid, fixed-scope analysis that QueryNow carries out from files the Customer provides, delivered through a Workspace, a written report and a readout meeting. Its scope, deliverables, timeline and fee are as stated in the Order.
14.2 The rules in sections 6 and 7 apply to reviews in the same way: keyed hashes, the Minimum Group Size, no individual scoring and deletion on request.
14.3 Delivery times run from the day QueryNow has complete files.
14.4 After the readout the Customer may keep the Workspace under a subscription or delete it. If it does neither within 30 days after the readout, QueryNow deletes the Workspace and its Customer Data.
15. Suspension
QueryNow may suspend access to the Service where needed to stop a security threat, a breach of section 7.4 or section 10, non-payment under section 5.4, or where the law requires it. QueryNow will give notice where it can, will limit the suspension to what is needed and will keep disconnecting sources and deleting data available where it is safe to do so.
16. Warranties and disclaimers
16.1 Each party confirms that it has the authority to enter into this agreement.
16.2 QueryNow will provide the paid Service with reasonable skill and care and substantially as described in its documentation.
16.3 Apart from section 16.2, the Service, trials, demo data and Reports are provided as is. To the extent the law allows, QueryNow disclaims implied warranties, including merchantability, fitness for a particular purpose and non-infringement. QueryNow does not promise any saving or result.
17. Limitation of liability
17.1 Cap. Each party's total liability arising out of or relating to this agreement is limited to the fees the Customer paid for the Service in the 12 months before the claim. If the Customer has paid no fees in that period, for example during a free trial, each party's total liability is limited to 100 US dollars.
17.2 Excluded losses. Neither party is liable for indirect, incidental, special or consequential losses, or for lost profits, revenue or goodwill, even if told they were possible.
17.3 Exceptions. Sections 17.1 and 17.2 do not limit the Customer's duty to pay fees that are due, or any liability that cannot be limited under applicable law, including liability for fraud.
18. Term and termination
18.1 These terms start when the Customer signs up or signs an Order, and continue while the Customer has a Workspace or an active Order.
18.2 The Customer may end a trial at any time by asking QueryNow to close the account. An admin can also delete the Workspace data in the Service at any time (section 4.4).
18.3 Either party may end the agreement if the other commits a material breach and does not cure it within 30 days of written notice. If the Customer ends it for QueryNow's uncured breach, QueryNow refunds any prepaid fees for the period after it ends.
18.4 When the agreement ends, or a paid subscription ends without a new Order, access stops, and QueryNow deletes Customer Data within 30 days, unless the law requires QueryNow to keep it. If the Customer asks for a copy of its Reports before then, QueryNow provides it under section 6.8 before deleting. Database backups are handled as section 12.6 of the DPA describes.
18.5 Sections 6.1, 6.3, 7.4, 9, 11, 12, 16.3, 17, 19 and 21 survive the end of the agreement, together with any duty to pay fees already due, and the DPA continues for as long as QueryNow holds Customer Data.
19. Governing law and disputes
These terms are governed by the laws of the State of Texas, without regard to conflict of law principles. Any dispute will be resolved in the state or federal courts located in Dallas County, Texas, and each party agrees to the jurisdiction of those courts.
20. Changes to these terms
QueryNow may update these terms by giving at least 30 days' notice by email to workspace admins and by posting the new version on this page with a new effective date. A change does not apply to a paid term already running unless the Customer agrees, except where the law requires the change.
21. General
21.1 Neither party may assign this agreement without the other's consent, except to a successor in a merger or sale of the business that takes on its obligations.
21.2 Notices to the Customer go to its workspace admins by email. Notices to QueryNow go by email to legal@jobroute.ai.
21.3 Neither party is liable for delay caused by events outside its reasonable control.
21.4 The parties are independent contractors. There are no third-party beneficiaries.
21.5 This agreement is the whole agreement on its subject. If a part is unenforceable, the rest stands. A failure to enforce a term is not a waiver.
21.6 Each party will comply with export control and sanctions laws that apply to it.
22. Contact
Questions about these terms: legal@jobroute.ai.
QueryNow Inc.
Dallas, Texas