Terms and Conditions
Last Updated: June 30, 2025
1. Acceptance of the Terms and Conditions
Welcome to the Scribence Careers and Job Application Portal accessible via https://jobs.scribence.com/ (collectively referred to as the “Job Portal” or “Platform”). These Terms and Conditions (“Terms,” “Agreement”) constitute a legally binding contractual agreement made between you, whether personally or on behalf of an entity (“you,” “your,” “Applicant,” or “Candidate”), and Scribence (“we,” “us,” “our,” or “Company”), concerning your access to, browsing of, and use of this Job Portal, as well as any applications submitted through it.
By creating an account, uploading a resume, submitting a job application, or participating in any recruitment phase via this platform, you expressly acknowledge that you have read, understood, and agree to be bound by all the terms, conditions, and provisions set forth in this Agreement. If you do not agree with all of these terms, you are expressly prohibited from using the Job Portal and must discontinue use immediately.
2. Applicant Eligibility and Account Security
2.1. Minimum Age Requirement: You must be at least eighteen (18) years of age to use this Job Portal and submit applications for employment or training programs. By using the platform, you represent and warrant that you meet this age requirement.
2.2. Accuracy of Information: You agree to provide true, current, accurate, and complete information during the registration and application processes. If you provide any information that is untrue, inaccurate, or incomplete, Scribence reserves the right to immediately disqualify you from the hiring process and terminate your account.
2.3. Account Credentials and Security: You are solely responsible for maintaining the confidentiality of your account login credentials (username and password). You agree to accept responsibility for all activities that occur under your account. You must notify our recruitment and legal teams immediately at
legal@scribence.comif you suspect any unauthorized use or breach of your account security.
3. Comprehensive Academic Verification & Background Screening
To maintain the highest standards of professional integrity, compliance, and clinical safety within our medical scribe operations, Scribence enforces a mandatory screening protocol for all qualified applicants prior to final job selection.
3.1. Verification Scope: Before moving to the final interview panel, candidates are required to undergo comprehensive background verification. This includes, but is not limited to, the validation of academic certificates, degrees, transcripts, past employment history, criminal record checks, and professional certifications.
3.2. Background Check Fee & Payment: Due to the extensive third-party processing costs involved in global verification networks, applicants are required to deposit or pay a designated Background Verification Fee prior to the screening process.
3.3. Full Company Coverage Upon Hiring: If the verification process is successful and you are officially selected and hired for the position at Scribence, the Company will fully absorb the verification cost. The process becomes entirely free for the hired individual.
3.4. Guaranteed Refund Policy for Unsuccessful Applicants: In the event that your application is unsuccessful, or you are not selected for the position following the background screening, Scribence guarantees a 100% full refund of the Background Verification Fee. The full amount will be processed and credited directly back to the bank account designated by the applicant within standard banking processing cycles. No deductions will be made for unsuccessful candidacies.
4. Company-Provided Property & Laptop Security Policy
Upon successful employment and onboarding at Scribence, employees are provided with corporate hardware tools to facilitate remote or on-site operations. The provision of such equipment is governed by strict corporate property guidelines:
4.1. Laptop Provision: Every hired employee will be issued an official Company laptop configured with the necessary security protocols, corporate software, and access channels required to perform their daily duties.
4.2. Mandatory Quarterly Audits and Tracking: To ensure cybersecurity compliance, data safety (including HIPAA alignment), and hardware integrity, the Company will conduct mandatory check-ins, tracking, and audits of the provided laptop every three (3) months. Employees are required to cooperate fully with the IT department during these quarterly reviews.
4.3. Return of Property Upon Separation: The official laptop remains the exclusive intellectual and physical property of Scribence at all times. In the event of resignation, termination of the employment contract, or any form of separation from the Company, the employee is legally obligated to return the laptop, along with all official accessories (chargers, cases, etc.), to the IT or HR department immediately on or before their final working day.
4.4. Financial Liability for Loss, Theft, or Damage: Employees are required to maintain the utmost care in protecting the provided laptop. If the laptop is lost, stolen, or severely damaged due to negligence, improper handling, or lack of proper oversight during the employment period, the employee will be held entirely liable. Scribence reserves the right to impose financial penalties, deduct the replacement value from outstanding payouts, or take necessary legal and disciplinary actions to recover the total cost of the corporate asset.
5. Data Privacy and Secure Data Handling
Your submission of personal information through the Job Portal is strictly governed by the Scribence Careers Privacy Policy.
We implement rigorous administrative, technical, and physical safeguards to ensure that applicant data, including uploaded CVs, contact metrics, and verification records, remains protected inside our encrypted databases.
Absolute Anti-Commercialization Guarantee: Scribence explicitly guarantees that we do not sell, rent, trade, lease, or share your personal or professional data with any third-party marketing companies, advertisers, or external commercial networks. Your data is processed exclusively for recruitment, evaluation, and background verification purposes.
6. Prohibited Activities and User Conduct
When accessing or using the Job Portal, you agree not to engage in any of the following restricted behaviors:
6.1. System Interference: You must not introduce or transmit any malicious code, Trojan horses, worms, time bombs, or software viruses designed to corrupt, interrupt, or limit the functionality of the Platform.
6.2. Unauthorized Access: You must not attempt to breach our security firewalls, scan system vulnerabilities, or gain unauthorized access to our primary servers, cloud environments, or databases.
6.3. IP Infringement: You must not submit materials, portfolios, or references that infringe upon the copy protection, trademarks, copyrights, patents, or privacy rights of any third-party individual or corporation.
7. Intellectual Property Rights
7.1. Company IP: The Platform, its user interface, layout design, source code, text materials, branding, and logos are the sole and exclusive proprietary property of Scribence and its licensors, protected under international copyright and intellectual property laws.
7.2. Applicant Content License: While you retain ownership of the baseline data inside your CV and application forms, you grant Scribence a non-exclusive, worldwide, royalty-free, limited license to host, copy, process, evaluate, and transfer your submitted materials solely for recruitment and background verification purposes.
8. Disclaimer of Warranties
THE JOB PORTAL AND ALL ITS ASSOCIATED RECRUITMENT SERVICES ARE PROVIDED ON AN “AS IS” AND “AS AVAILABLE” BASIS. SCRIBENCE MAKES NO WARRANTIES, EXPRESS OR IMPLIED, REGARDING THE ABSOLUTE AVAILABILITY, ERROR-FREE NATURE, OR CONTINUOUS UPTIME OF THE PLATFORM. SCRIBENCE DISCLAIMS ALL WARRANTIES, INCLUDING BUT NOT LIMITED TO IMPLIABLE WARRANTIES OF MERCHANTABILITY AND FITNESS FOR A SPECIFIC PURPOSE.
9. Limitation of Liability
TO THE MAXIMUM EXTENT PERMITTED BY APPLICABLE JURISDICTIONS, IN NO EVENT SHALL SCRIBENCE, ITS EXECUTIVE DIRECTORS, EMPLOYEES, AGENTS, OR AFFILIATES BE LIABLE FOR ANY INDIRECT, INCIDENTAL, SPECIAL, OR CONSEQUENTIAL DAMAGES (INCLUDING LOSS OF DATA, OPPORTUNITY COST, OR SYSTEM FAILURE) ARISING OUT OF YOUR USE OF THE JOB PORTAL, ACCURACY OF HIRING TIMELINES, OR OPERATIONAL INTERRUPTIONS, EVEN IF ADVANCED NOTICE WAS PROVIDED.
10. Term and Portal Modifications
Scribence reserves the unilateral right to update, modify, suspend, terminate, or replace these Terms and Conditions at any given time to comply with local labor laws or company policy updates. Any adjustments will become active immediately upon updating the “Last Updated” date at the top of this document. Your continued use of the Job Portal after changes indicate an official acceptance of the updated terms.
11. Governing Law and Dispute Resolution
11.1. Governing Law: These Terms and Conditions and your relationship with the Job Portal shall be governed by, interpreted, and construed in accordance with the laws of the State of Illinois, United States, without regard to conflict of law principles.
11.2. Dispute Resolution: Any dispute, claim, or legal controversy arising out of or relating to your use of this Job Portal or background check procedures shall be settled exclusively via binding arbitration in Chicago, Illinois, USA, in alignment with the commercial rules of the American Arbitration Association (AAA).
12. Contact Information
For any legal inquiries, questions regarding our Background Verification Refund processes, or clarifications on Laptop Security rules, please contact our administrative legal department:
Scribence Legal Department
Address: 200 S Michigan Ave, Chicago, IL 60604, USA
Email: legal@scribence.com