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Agency & Platform Terms

Terms & Conditions

These Terms and Conditions ("Terms") govern your use of recruitment services provided by Trusty Scouts, a trading name of Goea Ltd ("we", "us", "our"). By engaging our services, you agree to be bound by these Terms.

1. Company Information

Trading Name: Trusty Scouts
Legal Entity: Goea Ltd.
Registered Address: 273 Park Street, Luton, LU1 3HH, United Kingdom
Contact Email: support@trustyscouts.com

2. Definitions

In these Terms:

  • "Client" means the company or individual engaging our recruitment services
  • "Candidate" means any individual introduced by us to the Client for employment consideration
  • "Placement" means the successful hiring of a Candidate by the Client
  • "Placement Fee" means our fee of 12% of the Candidate's annual starting salary
  • "Start Date" means the date a Candidate commences employment with the Client
  • "Platform" means our online dashboard and recruitment management system

3. Service Description

3.1 Our Services

We provide permanent recruitment services including:

  • Job description consultation and optimization
  • Job advertising across multiple platforms
  • Candidate sourcing and headhunting
  • CV screening and initial assessment
  • Candidate comparison and recommendations
  • Interview coordination and scheduling
  • Dedicated account manager support
  • Offer negotiation assistance
  • Access to our recruitment Platform

3.2 Client Responsibilities

The Client agrees to:

  • Provide accurate job descriptions and requirements
  • Approve job postings via the Platform before advertising begins
  • Respond to candidate submissions in a timely manner
  • Notify us immediately if a Candidate is hired
  • Not directly approach or hire candidates from our talent pool without our involvement
  • Maintain confidentiality of candidate information shared

4. Fees and Payment

4.1 Placement Fee Structure

Our standard Placement Fee is 12% of the Candidate's gross annual starting salary. The annual salary includes:

  • Base salary
  • Guaranteed bonuses or commissions
  • Car allowances (if applicable)

The annual salary excludes discretionary bonuses, benefits, and expenses.

4.2 When Fees Are Payable

The Placement Fee becomes payable when:

  • A Candidate introduced by us accepts an offer from the Client; AND
  • The Candidate commences employment (Start Date)

4.3 Invoicing and Payment Terms

  • We will invoice the Client on or shortly after the Candidate's Start Date
  • Payment is due within 30 days of the invoice date
  • Payments should be made by bank transfer to the account details provided on the invoice
  • Late payments may incur interest at 3% above the Bank of England base rate

4.4 Advertising Costs and Search Cancellation

IMPORTANT: Our 12% Placement Fee includes all costs associated with recruiting your candidate, including job board advertising.

After a job description (JD) is created and approved, we will inform you whether the role needs to be advertised or not. If advertising is required, we use premium platforms such as LinkedIn or Reed. On these platforms, an advertising cost of typically £200 - £300 will be incurred.

These advertising costs are non-refundable, as they are charged by third-party platforms and cannot be recovered.

If you cancel a search after we have begun advertising (marked by your approval of the job posting in the Platform and the decision to advertise), you will be charged what was spend on advertising to the time of cancelation, to cover non-refundable third-party advertising costs already incurred.

To be clear:

  • If you cancel before approving the job posting: You owe nothing
  • If you cancel after approving but before hiring: You owe advertising budget spent so far (advertising cost only)
  • If you successfully hire: You owe 12% placement fee (which already includes advertising costs)

You must approve all job postings via the Platform before advertising begins. 
This approval constitutes your agreement to the advertising budget spent so far cancellation fee should you withdraw the role after posting.

4.5 VAT

All fees are subject to VAT at the prevailing rate where applicable.

5. Replacement Guarantee

5.1 90-Day Guarantee

We provide a 90-day replacement guarantee from the Candidate's Start Date. If, within 90 days, the Candidate:

  • Resigns from their position
  • Is terminated by the Client for performance or conduct reasons
  • Is found to be unsuitable for the role
  • Does not meet the requirements specified in the job description

We will provide one free replacement or, at our discretion, refund a proportion of the Placement Fee.

Important Note on Advertising Costs: If a replacement search requires advertising on premium platforms (LinkedIn, Reed, etc.), and we incur advertising costs (typically £200 - £300), you will be charged only the advertising cost. There will be no placement fee for the replacement candidate, but advertising costs are non-refundable and must be covered if incurred during the replacement search.

5.2 What Is NOT Covered

The guarantee does NOT apply if:

  • The role is made redundant or eliminated
  • The Client's business circumstances change (merger, acquisition, restructuring)
  • The Candidate is promoted or moved to a different role
  • The Candidate leaves due to relocation required by the Client
  • The termination is due to factors beyond the Candidate's control
  • The Client has not paid the Placement Fee in full

5.3 Guarantee Process

To invoke the guarantee:

  1. Notify us in writing within 7 days of the Candidate's departure
  2. Provide reasons for the departure and any relevant documentation
  3. We will assess the claim within 5 business days
  4. If approved, we will begin the replacement search immediately
  5. The replacement search is subject to the same terms as the original placement, including the advertising cost policy outlined in Section 5.1

5.4 Refund Option

If we cannot provide a suitable replacement within a reasonable timeframe (typically 60 days), or if you prefer, we will refund:

  • 75% of the Placement Fee if the Candidate leaves within 30 days
  • 50% of the Placement Fee if the Candidate leaves between 31-60 days
  • 25% of the Placement Fee if the Candidate leaves between 61-90 days

6. Client Obligations and Conduct

6.1 Direct Hiring Prohibition

The Client agrees not to directly hire, engage, or solicit any Candidate introduced by us without our involvement and payment of the Placement Fee. This applies for 12 months from the date of introduction.

6.2 Introduction Definition

A Candidate is deemed "introduced" when:

  • We send their CV or profile to the Client
  • We arrange an interview between the Client and Candidate
  • The Client views the Candidate's details on our Platform

6.3 Prior Candidate Knowledge

If the Client has already been in contact with a Candidate before our introduction, the Client must notify us within 5 business days of introduction. Otherwise, the Candidate will be considered introduced by us.

7. Termination and Cancellation

7.1 Termination by Client

The Client may terminate our services at any time by providing written notice. However:

  • Any Placements made before termination remain subject to these Terms
  • The advertising cost clause (Section 4.4) applies if applicable
  • No refunds for work already completed

7.2 Termination by Us

We reserve the right to terminate services if:

  • The Client breaches these Terms
  • Payment is overdue by more than 30 days
  • The Client engages in discriminatory hiring practices
  • The working relationship becomes untenable

8. Data Protection and Confidentiality

8.1 Data Protection

We process personal data in accordance with UK GDPR and the Data Protection Act 2018. Please see our Privacy Policy for full details.

8.2 Candidate Data

The Client agrees to:

  • Handle candidate data in compliance with data protection laws
  • Use candidate information solely for recruitment purposes
  • Delete or return candidate data upon request or when no longer needed
  • Not share candidate data with third parties without consent

8.3 Confidentiality

Both parties agree to keep confidential any proprietary or sensitive information shared during the engagement.

9. Platform Access and Usage

9.1 Platform License

We grant the Client a non-exclusive, non-transferable license to access and use our Platform during the term of engagement.

9.2 Acceptable Use

The Client agrees not to:

  • Share Platform login credentials with unauthorized persons
  • Attempt to reverse-engineer or copy the Platform
  • Use the Platform for any unlawful purpose
  • Scrape, harvest, or extract data in bulk from the Platform
  • Interfere with the Platform's operation or security

9.3 Platform Availability

We strive for 99% Platform uptime but do not guarantee uninterrupted access. We are not liable for downtime due to maintenance, updates, or circumstances beyond our control.

10. Intellectual Property

All intellectual property rights in our Platform, processes, methodologies, and materials remain our property. The Client receives no ownership rights through use of our services.

11. Limitation of Liability

11.1 Service Limitations

While we use reasonable care and skill in providing our services, we do not guarantee:

  • That we will find suitable candidates for every role
  • The accuracy of information provided by candidates
  • A candidate's future performance or conduct
  • Any specific timeframe for placements

11.2 Liability Cap

Our total liability under these Terms is limited to the Placement Fee paid for the relevant placement. This applies except where liability cannot be legally limited (fraud, death, or personal injury).

11.3 Exclusions

We are not liable for:

  • Indirect, consequential, or special damages
  • Loss of profits, revenue, or business opportunities
  • Candidate misconduct after the guarantee period
  • Issues arising from the Client's failure to conduct proper due diligence

12. Candidate Employment Checks

12.1 Client's Responsibility

The Client is solely responsible for:

  • Verifying candidate qualifications and experience
  • Conducting right-to-work checks
  • Obtaining employment references
  • Performing background checks (DBS, credit, etc.)
  • Confirming professional registrations or licenses

12.2 Our Role

We conduct initial screening and verification but do not guarantee the accuracy of candidate-provided information. The Client must perform their own due diligence before making any offer.

13. Disputes and Complaints

13.1 Raising Issues

If you have concerns about our service, please contact us at support@trustyscouts.com. We aim to respond within 2 business days.

13.2 Escalation

If we cannot resolve your complaint informally, we will follow our formal complaints procedure and work toward a resolution within 30 days.

13.3 Alternative Dispute Resolution

If a resolution cannot be reached, both parties agree to attempt mediation before pursuing legal action.

14. General Terms

14.1 Entire Agreement

These Terms constitute the entire agreement between the parties and supersede all prior discussions, negotiations, or agreements.

14.2 Amendments

We may update these Terms from time to time. Material changes will be notified to active Clients with 30 days' notice. Continued use of our services constitutes acceptance of updated Terms.

14.3 Severability

If any provision of these Terms is found to be unenforceable, the remaining provisions remain in full effect.

14.4 Waiver

Failure to enforce any right under these Terms does not constitute a waiver of that right.

14.5 Assignment

The Client may not assign or transfer these Terms without our written consent. We may assign these Terms as part of a business reorganization or sale.

14.6 Force Majeure

Neither party is liable for failure to perform obligations due to circumstances beyond their reasonable control (acts of God, war, pandemic, government restrictions, etc.).

15. Governing Law and Jurisdiction

These Terms are governed by the laws of England and Wales. Both parties submit to the exclusive jurisdiction of the courts of England and Wales.

16. Contact Information

For questions about these Terms, please contact us:

Email: support@trustyscouts.com
Address: Goea Ltd, 273 Park Street, Luton, LU1 3HH, United Kingdom

By using Trusty Scouts' services, you acknowledge that you have read, understood, and agree to be bound by these Terms and Conditions.