Definitions
The following words have the meanings set out below throughout these Terms.
About These Terms
These Terms govern the partnership between Vetting Hub Ltd and the Partner. They apply from the moment the Partner registers, signs the partnership contract, receives an Embed Code, or makes Charlotte available to any customer.
By proceeding with registration or onboarding the Partner confirms they have read and agreed to these Terms in full.
If you do not agree to these Terms you must not proceed with registration, embed Charlotte, or make Charlotte available to any customer.
Charlotte — What She Is and Is Not
Charlotte is a specialist AI compliance guidance tool built entirely on UK employment screening and vetting expertise accumulated over 18 years by Graham Johnson, founder of Vetting Hub Ltd.
Charlotte answers questions about UK employment screening, vetting standards, compliance obligations, and related risk from a fixed knowledge base. She does not search the internet. She does not draw on any source outside the Knowledge Base. If she cannot answer a question she says so directly.
Charlotte is not a general AI assistant. She is not a solicitor or regulated professional. She does not provide legal advice. She does not replace professional legal counsel. She is a compliance guidance resource.
No Legal Advice
Charlotte does not provide legal advice. This is the most important point in these Terms.
Nothing Charlotte says, suggests, or produces constitutes legal advice. She is not a solicitor, barrister, or regulated legal professional. She does not hold professional indemnity insurance in connection with legal advice. She cannot provide legal opinions and does not do so.
Charlotte does not create any legal, advisory, or professional relationship between Vetting Hub Ltd and any Partner or Customer, regardless of the question asked or the guidance provided.
All decisions made on the basis of Charlotte's guidance are the sole responsibility of the Partner and their customers. Vetting Hub Ltd accepts no liability whatsoever for any regulatory action, compliance failure, legal proceedings, fine, penalty, or loss of any kind arising from reliance on Charlotte's guidance.
Explain compliance frameworks, outline regulatory requirements, describe best practice, and provide general guidance on UK employment screening and vetting.
Provide legal advice, give legal opinions, advise on disputes or litigation, replace a solicitor, or create any legally binding position.
All decisions based on Charlotte's guidance are entirely and solely the responsibility of the Partner and their customers. Vetting Hub Ltd has no involvement in those decisions.
Ensure every customer is clearly told before using Charlotte that she provides general guidance only and does not provide legal advice. This is mandatory.
Professional Indemnity Insurance
The Partner must hold current Professional Indemnity insurance throughout the duration of the partnership. The policy must provide adequate cover for claims arising from or connected to the Partner's use of Charlotte and reliance on Charlotte's guidance in connection with their business activities and their customers' activities.
Vetting Hub Ltd may at any time request written evidence that the Partner holds adequate Professional Indemnity insurance. The Partner must provide such evidence within five working days of receiving a written request.
Failure to hold adequate Professional Indemnity insurance or failure to provide evidence of it when requested constitutes a material breach of these Terms and may result in immediate suspension of all active Licences.
The requirement to hold Professional Indemnity insurance exists because Charlotte provides general compliance guidance only. It is the Partner's responsibility to ensure their business is properly covered against claims that arise from their customers' use of or reliance on that guidance. Vetting Hub Ltd accepts no liability in this respect.
The Partnership Model
The partnership works as follows. The Partner offers Charlotte to their customers at £500 per month per Licence. When a customer signs up, the Partner notifies Vetting Hub Ltd. Vetting Hub Ltd configures Charlotte for that customer and issues a unique Embed Code within 24 hours. The Partner's web team adds the Embed Code to the relevant part of their platform. Charlotte is live for that customer.
Vetting Hub Ltd invoices the Partner £250 per Active Licence per month. The Partner invoices their customer £500 per month. The Partner keeps the difference. The split is always 50/50 with no variation.
| Item | Detail |
|---|---|
| Retail price per Licence | £500 per month per customer |
| Partner keeps | £250 per month per active Licence |
| Vetting Hub Ltd invoices Partner | £250 per month per active Licence |
| Split | 50/50. Always. No variation. |
| Invoicing | Vetting Hub Ltd invoices the Partner monthly for the total number of Active Licences |
| Embed Code | One unique Embed Code per customer Licence, issued within 24 hours of confirmation |
| Contract | Monthly rolling. No minimum term for the partnership itself. |
| Upfront cost | None. No cost until the first Licence is sold. |
The Free Trial
Vetting Hub Ltd may offer a prospective Partner a free seven-day trial before they commit to the partnership. The following conditions apply to the trial.
- The trial is free of charge for a maximum of seven calendar days.
- Access is limited to one named user.
- The trial provides full access to Charlotte's Knowledge Base for evaluation purposes only.
- All other provisions of these Terms apply during the trial period.
- Vetting Hub Ltd may end the trial at any time without notice.
- At the end of the trial, access stops automatically unless the Partner confirms in writing they wish to proceed.
- A trial is offered once per Partner. Vetting Hub Ltd may decline a trial request at its discretion.
Fees, Invoicing and Payment
Vetting Hub Ltd invoices the Partner monthly for the total number of Active Licences at £250 per Licence per month. Invoices are issued monthly and are due for payment within 14 days of the invoice date.
All fees are exclusive of VAT. Where VAT applies it will be charged at the prevailing rate and shown separately on invoices.
Late payment will accrue interest at 8% per annum above the Bank of England base rate under the Late Payment of Commercial Debts (Interest) Act 1998.
Vetting Hub Ltd may review and adjust the per-Licence fee on not less than 30 days written notice. Continued use of the service following notice of a fee change constitutes acceptance of the new fee. If the Partner does not accept the change they may terminate the partnership under clause 10.
The Partner is responsible for invoicing their customers separately at £500 per Licence per month. Vetting Hub Ltd has no involvement in the billing relationship between the Partner and their customers.
Cancelling a Customer Licence
It is the Partner's responsibility to notify Vetting Hub Ltd when one of their customers stops using Charlotte or wishes to cancel their Licence.
A Licence remains Active and the Partner will continue to be invoiced for it until Vetting Hub Ltd receives written notification that the customer has stopped using Charlotte. Notification must be sent by email to [email protected] with the subject line clearly stating the customer name and that the Licence is to be cancelled.
Vetting Hub Ltd will not credit or refund any invoiced amounts for a Licence that was Active at the time of invoicing because notification was not received before that invoice was issued. The Partner bears full responsibility for notifying Vetting Hub Ltd promptly when a customer cancels.
Upon receipt of a valid cancellation notification Vetting Hub Ltd will deactivate the relevant Embed Code and remove the Licence from the next monthly invoice. The Partner must remove the deactivated Embed Code from their platform promptly.
To cancel a customer Licence: email [email protected] — Subject: Licence Cancellation — [Partner name] — [Customer name]. Cancellation takes effect from the date Vetting Hub Ltd confirms receipt in writing.
Cancelling the Partnership
Either party may terminate the partnership by giving not less than three calendar months written notice. Notice must be sent by email to [email protected] with a subject line clearly stating the intention to terminate the partnership.
Notice takes effect from the date Vetting Hub Ltd acknowledges receipt in writing. All Active Licences and the monthly invoice for those Licences continue throughout the notice period. All fees remain payable in full during the notice period. No refund or credit will be given for any fees paid or payable during the notice period.
At the end of the notice period all active Embed Codes will be deactivated and the Partner must remove them from their platform immediately.
To terminate the partnership: email [email protected] — Subject: Partnership Termination — [Partner name]. Your three month notice period begins from the date Vetting Hub Ltd acknowledges receipt in writing.
Vetting Hub Ltd may terminate the partnership immediately in the circumstances set out in clause 15.
Embed Code and Deployment
Each Embed Code is unique to one customer Licence. It may only be used within the Partner's platform for the customer it was issued for. It must not be shared, transferred, or used in any other environment.
Charlotte must only be accessible within an authenticated environment. This means an area of the Partner's platform that requires a customer to log in before they can access it. Charlotte must never be placed on any publicly accessible page or area that does not require authentication.
The Partner is responsible for implementing each Embed Code correctly and for ensuring it is only accessible to the customer it was issued for. Vetting Hub Ltd is not responsible for technical failures caused by incorrect implementation by the Partner.
Using a single Embed Code for more than one customer, or placing an Embed Code in any publicly accessible environment, constitutes a material breach of these Terms and will result in immediate deactivation of that Embed Code without refund.
Partner Obligations
The Partner is responsible for the following throughout the duration of the partnership.
- Ensuring each Embed Code is used only for the customer it was issued for and within the Partner's authenticated platform environment
- Ensuring Charlotte is never accessible on any publicly accessible page
- Notifying Vetting Hub Ltd promptly when any customer stops using Charlotte or cancels their Licence
- Ensuring all customers are clearly informed about Charlotte's nature and limitations before they first use her, as set out in clause 13
- Holding current Professional Indemnity insurance as required by clause 5
- Paying all invoices within 14 days of the invoice date
- Notifying Vetting Hub Ltd promptly of any suspected misuse of Charlotte or any Embed Code
- Complying with all applicable laws and regulations including UK GDPR and the Data Protection Act 2018
- Not representing Charlotte as the Partner's own proprietary technology
- Not granting customers any rights in or to the Knowledge Base or any Embed Code
What Partners Must Tell Their Customers
Before any customer accesses Charlotte the Partner must ensure that customer has been clearly informed of all of the following. This is a mandatory condition of the partnership.
- Charlotte is an AI compliance advisor that provides general guidance only and does not provide legal advice
- Charlotte's guidance does not constitute a legal opinion and must not be treated as one
- All decisions made on the basis of Charlotte's guidance are the sole responsibility of the customer and their organisation
- Vetting Hub Ltd accepts no liability for any decision, action, or consequence arising from reliance on Charlotte's guidance
- Charlotte operates from a fixed knowledge base and may not always reflect the most current legal or regulatory position
- Customers must not input personal data, candidate information, or any sensitive personal information into Charlotte
- Where legal advice is needed, customers must consult a qualified solicitor or barrister
Vetting Hub Ltd recommends displaying a clear disclaimer to customers at the point of access to Charlotte. The disclaimer must state at minimum that Charlotte provides general compliance guidance only, does not provide legal advice, and that all decisions based on her guidance are the customer's sole responsibility.
No Personal Data
Charlotte is built not to collect, process, store, or retain personal data. She does not ask for names, job titles, candidate details, or any other identifying information. She does not store conversation histories. Nothing is passed to Vetting Hub Ltd or any third party during or after a conversation.
The Partner must ensure customers are instructed not to input personal data into Charlotte. The Partner is responsible for all data protection compliance within their own platform and systems.
No data processing agreement between Vetting Hub Ltd and the Partner is required specifically in relation to Charlotte's function as a compliance guidance tool.
Suspension and Immediate Termination
Vetting Hub Ltd may immediately suspend or terminate any or all active Licences or the entire partnership without notice and without refund in any of the following circumstances.
- Payment is overdue by more than 14 days or a chargeback is initiated
- The Partner is in material breach of any provision of these Terms
- An Embed Code is used for more than one customer or in any publicly accessible environment
- Any attempt is made to extract, replicate, or reverse engineer the Knowledge Base
- Charlotte is used to develop or train any competing AI product
- The Partner fails to hold adequate Professional Indemnity insurance when required
- The Partner becomes insolvent, enters administration, or ceases to trade
- Continued operation poses a risk to the integrity of the Knowledge Base or the Vetting Hub Ltd brand
Upon suspension or termination all relevant Embed Codes will be deactivated immediately. All outstanding fees remain payable. Vetting Hub Ltd accepts no liability for any consequence arising from suspension or termination under this clause.
Limitation of Liability
To the fullest extent permitted by law, Vetting Hub Ltd's total liability to the Partner for any and all claims connected to these Terms or Charlotte shall not exceed the total fees paid by the Partner in the three calendar months immediately before the event giving rise to the claim.
Vetting Hub Ltd accepts no liability for:
- Any regulatory action, fine, penalty, or enforcement consequence arising from the Partner's or any customer's use of or reliance on Charlotte's guidance
- Any compliance failure or breach of regulatory obligation
- Any legal proceedings, tribunal claim, or dispute arising from decisions made on the basis of Charlotte's guidance
- Any loss of profit, revenue, business opportunity, or anticipated savings
- Any indirect, consequential, or special loss of any kind
- Any loss arising from Charlotte's guidance not reflecting the most current legal or regulatory position
- Any loss arising from the Partner's failure to notify Vetting Hub Ltd of a customer cancellation in time to prevent an invoice being issued
- Any loss arising from the suspension or termination of any Licence or the partnership in accordance with these Terms
Nothing in these Terms excludes liability for death or personal injury caused by negligence, fraud or fraudulent misrepresentation, or any other liability that cannot lawfully be excluded.
Indemnity
The Partner shall indemnify and hold harmless Vetting Hub Ltd from and against any and all claims, losses, costs, and expenses including legal fees arising from or connected to:
- The Partner's breach of any provision of these Terms
- Any claim by a customer or third party arising from the Partner's deployment or operation of Charlotte
- Any failure by the Partner to adequately inform customers that Charlotte does not provide legal advice
- Any misrepresentation made by the Partner about Charlotte's capabilities, nature, or origin
- The Partner's failure to hold adequate Professional Indemnity insurance
Intellectual Property
All intellectual property rights in Charlotte, the Knowledge Base, all Embed Codes, and the Vetting Hub Ltd brand belong exclusively to Vetting Hub Ltd. Nothing in these Terms transfers any ownership to the Partner.
The Partner is granted a limited, non-exclusive, non-transferable licence to use each Embed Code solely for the customer it was issued for, within the Partner's authenticated platform, during the period that Licence remains active, and in accordance with these Terms.
The Partner must not copy or reproduce any part of the Knowledge Base, use Charlotte to develop any competing AI product, reverse engineer any part of the service, or use the Vetting Hub Ltd or Charlotte name or branding without prior written consent.
Confidentiality
The Partner agrees to keep all information provided by Vetting Hub Ltd strictly confidential. This includes the Knowledge Base, all Embed Codes, configuration details, pricing, and any other non-public information. The Partner must not disclose this information to any third party without prior written consent from Vetting Hub Ltd.
These confidentiality obligations survive termination of the partnership and remain in force indefinitely.
Prohibited Use
The Partner must not use Charlotte and must ensure customers do not use Charlotte for any of the following.
- Any purpose that is unlawful
- Any automated, scripted, or programmatic querying that is not genuine human-led interaction
- Any attempt to extract, copy, or reconstruct the Knowledge Base
- Any input of personal data or information that could identify a living individual
- Any use designed to probe the Knowledge Base for competitive intelligence purposes
- Any use in connection with unlawfully discriminatory employment practices
- Any purpose outside the scope of UK employment screening and vetting compliance guidance
Changes to These Terms
Vetting Hub Ltd may update these Terms from time to time. Where changes are material, Vetting Hub Ltd will give not less than 30 days written notice before the changes take effect. Continued use of the service following notice of changes constitutes acceptance. The current version of these Terms is available at vettinghub.co.uk.
Governing Law
These Terms are governed by the laws of England and Wales. Any dispute arising from or connected to these Terms shall be subject to the exclusive jurisdiction of the courts of England and Wales.
Contact
All notices, queries, and correspondence relating to these Terms must be directed to Vetting Hub Ltd as follows.
Vetting Hub Ltd aims to respond to all written queries within five working days.
