Definitions
The following words have the meanings set out below throughout these Terms.
About These Terms
These Terms govern the subscription agreement between Vetting Hub and the Customer. They apply from the moment the Customer registers, signs the agreement, receives an Embed Code, or makes Charlotte available to any end user or member of staff.
By proceeding with registration the Customer 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, deploy any Embed Code, or make Charlotte available to any end user or member of staff.
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 the Director of Vetting Hub.
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 and advises the user to seek specialist guidance.
Charlotte provides training guidance by walking users through how to conduct checks correctly step by step. She provides compliance guidance by explaining what regulations require and what a defensible process looks like. She provides support by answering questions that would otherwise reach the Customer's support team.
Charlotte is not a general AI assistant. She is not a solicitor or regulated professional. She does not provide legal advice under any circumstances. She does not replace professional legal counsel. She is a compliance guidance resource only.
Every response Charlotte gives is drawn solely from her Knowledge Base. She cannot fabricate regulatory timelines, invent compliance rules, or generate guidance from outside her Knowledge Base. When she does not know something she says so directly. This closed-loop design is intentional and is one of the reasons she is safe to deploy in a compliance context.
No Legal Advice
Charlotte does not provide legal advice. This is the single 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 under any circumstances.
Charlotte does not create any legal, advisory, or professional relationship between Vetting Hub and any Customer or end user, 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 Customer and their end users. Vetting Hub 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.
Vetting Hub must not be named in any legal proceedings between the Customer and any of their end users arising from or connected to the use of or reliance on Charlotte's guidance. The Customer fully accepts this position by entering into a subscription with Vetting Hub.
Explain compliance frameworks, outline regulatory requirements, describe best practice, walk users through how to conduct checks step by step, 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 barrister, or create any legally binding position.
All decisions based on Charlotte's guidance are entirely and solely the responsibility of the Customer and their end users. Vetting Hub has no involvement in those decisions and accepts no liability for them.
Ensure every end user is clearly told before using Charlotte that she provides general guidance only and does not provide legal advice. This is a mandatory condition of the subscription.
Professional Indemnity Insurance
This clause applies to software platform Customers only. It does not apply to internal company Customers who deploy Charlotte solely for use by their own staff.
Software platform Customers must hold current Professional Indemnity insurance throughout the entire duration of their subscription. This is a mandatory condition and is not optional.
Charlotte is offered to end users by the Customer as part of the Customer's own service. Vetting Hub has no direct relationship with the Customer's end users. All claims arising from an end user's use of Charlotte or reliance on Charlotte's guidance are claims against the Customer, not against Vetting Hub.
The policy must provide adequate cover for all claims arising from or connected to the Customer's deployment of Charlotte, their end users' use of Charlotte, and any reliance on Charlotte's guidance in connection with any employment screening, vetting, or compliance decision made by the Customer or any of their end users.
Vetting Hub does not hold Professional Indemnity insurance in connection with Charlotte's guidance to the Customer's end users. The Customer accepts full responsibility for ensuring adequate cover is in place before making Charlotte available to any end user.
Vetting Hub may at any time request written evidence that the Customer holds adequate Professional Indemnity insurance. The Customer must provide such evidence within five working days of receiving a written request.
Failure by a software platform Customer to hold adequate Professional Indemnity insurance, or failure to provide evidence of it when requested, constitutes a material breach of these Terms and will result in immediate suspension of the Embed Code without refund.
The Three Deployment Options
Vetting Hub offers three ways for a Customer to deploy Charlotte. In all three options the Customer can rename the AI agent whatever they like. Charlotte is the internal product name. The Customer's end users never need to see the Vetting Hub name.
Every deployment is fully white labelled. Vetting Hub is invisible to the end user in every case unless the Customer chooses otherwise.
The Free Trial
Vetting Hub offers prospective Customers a free seven day trial before committing to a subscription. The following conditions apply.
- The trial is free of charge for a maximum of seven calendar days.
- Access is limited to one named user within the Customer's own organisation.
- The trial provides full access to Charlotte's Knowledge Base for evaluation purposes only.
- The trial must not be offered to or accessed by any of the Customer's end users beyond the single named trial user.
- All other provisions of these Terms apply during the trial period.
- Vetting Hub may end the trial at any time without notice.
- At the end of the trial access stops automatically unless the Customer confirms in writing they wish to proceed to a paid subscription.
- A trial is offered once per Customer. Vetting Hub may decline a trial request at its discretion.
Fees, Invoicing and Payment
Vetting Hub charges a fixed monthly platform fee based on deployment type. The fee does not vary with usage, with the number of end users, or with the volume of questions asked. There are no per-user charges and no usage reporting obligations.
Software Platform Monthly Fee
| Deployment Type | Monthly Fee | Setup Fee |
|---|---|---|
| Software platform (all customer volumes) | £1,495 per month | None for Option One |
The software platform monthly fee is fixed at £1,495 per month regardless of how many customers the platform has. There are no tiers and no customer volume reporting requirements.
Internal Company Platform Monthly Fee
| Deployment Type | Monthly Fee | Setup Fee |
|---|---|---|
| Internal company platform (staff use only) | £795 per month | None for Option One |
The internal company monthly fee is fixed at £795 per month regardless of team size or usage volume.
Document Build Setup Fees: Option Two
| Document Volume | One Off Setup Fee |
|---|---|
| Up to 100 documents | £1,995 |
| 101 to 300 documents | £3,995 |
| 300 plus documents | £5,995 (subject to scope) |
Custom Build Setup Fees: Option Three
| Document Volume | One Off Setup Fee |
|---|---|
| Up to 100 documents | £2,995 |
| 101 to 300 documents | £4,995 |
| 300 plus documents | £6,995 (subject to scope) |
Billing Terms
| Item | Detail |
|---|---|
| Invoice date | 1st of each calendar month |
| Payment terms | 14 days from invoice date |
| Payment method | Bank transfer only |
| Setup fee timing | Invoiced and paid in full before any work begins. Non-refundable once work commences. |
| Embed code issuance | Within 24 to 96 hours of payment received |
| Contract term | Monthly rolling. No minimum term. Cancel any month. |
| Cancellation | Embed code deactivated immediately on subscription end |
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 may review and adjust fees on not less than 30 days written notice. Continued use of the service following notice of a fee change constitutes acceptance. If the Customer does not accept the change they may cancel their subscription under clause 10.
The monthly platform fee is fixed regardless of usage. The Customer is not required to report usage data, active user numbers, or customer volume to Vetting Hub. The fee is the same whether Charlotte is used once or a thousand times during that month.
The Subscription Journey
Every subscription with Vetting Hub follows three stages. Each stage is distinct. The Customer has no obligation to proceed from one stage to the next.
Seven days. One user. Full access to Charlotte. No cost. No commitment. No card required. The Customer evaluates Charlotte with real compliance questions before committing to anything.
The Customer selects their option. Setup fee invoiced and paid before the Embed Code is issued for Options Two and Three. First monthly invoice paid before the Embed Code is issued for Option One. Monthly rolling from that point. No minimum term.
Charlotte is live within the Customer's platform. Monthly invoices raised on the 1st of each month. The Customer may cancel any month in accordance with clause 10. The Embed Code is deactivated immediately on cancellation.
Cancelling the Subscription
Either party may terminate the subscription at any time by giving written notice by email to [email protected]. The subscription ends at the close of the current monthly billing period following receipt of notice. The Customer remains liable for the full monthly fee for the month in which notice is given.
At the end of the notice period the Embed Code will be deactivated immediately and the Customer must remove it from their platform. Any setup fee paid for Options Two or Three is non-refundable.
To cancel: email [email protected] clearly stating your intention to end the subscription. Vetting Hub will confirm receipt in writing. The Embed Code will be deactivated at the end of the current billing period.
Vetting Hub may terminate the subscription immediately in the circumstances set out in clause 17.
Embed Code and Deployment
One Embed Code is issued per Customer. The Customer deploys this single Embed Code within their platform to make Charlotte accessible to their end users or staff. The Embed Code must only be deployed within the Customer's own platform or authenticated environment. It must not be shared with any other party, transferred to any other environment, or used outside the Customer's own platform under any circumstances.
Charlotte must only be accessible within an authenticated environment. This means an area that requires the user 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 Customer is responsible for implementing the Embed Code correctly and for ensuring Charlotte is accessible only to their end users or staff. Vetting Hub is not responsible for technical failures caused by incorrect implementation by the Customer.
Sharing or transferring the Embed Code to any other party, or placing the Embed Code in any publicly accessible environment, constitutes a material breach of these Terms and will result in immediate deactivation of the Embed Code without refund.
Customer Obligations
The Customer is responsible for the following throughout the duration of the subscription.
- Software platform Customers must hold current Professional Indemnity insurance covering all claims arising from end users' use of Charlotte as required by clause 5
- Deploying the Embed Code only within the Customer's own platform or authenticated environment
- Ensuring Charlotte is never accessible on any publicly accessible page that does not require authentication
- Ensuring all end users are clearly informed about Charlotte's nature and limitations before they first use her, as set out in clause 13
- Paying all invoices within 14 days of the invoice date
- Notifying Vetting Hub promptly of any suspected misuse of Charlotte or the Embed Code
- Complying with all applicable laws and regulations including UK GDPR and the Data Protection Act 2018
- Ensuring end users do not input personal data or candidate information into Charlotte
- Not representing Charlotte as the Customer's own proprietary technology without a white label arrangement agreed in writing with Vetting Hub
- Not granting end users any rights in or to the Knowledge Base or the Embed Code
- Not pricing, marketing, or representing Charlotte in any way that could damage the Vetting Hub brand or reputation
- Software platform Customers must provide Vetting Hub with evidence of Professional Indemnity insurance within five working days of any written request
What Customers Must Tell Their End Users
Before any end user accesses Charlotte the Customer must ensure that person has been clearly informed of all of the following. This is a mandatory condition of the subscription.
- Charlotte is an AI compliance advisor that provides general guidance only and does not provide legal advice under any circumstances
- 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 end user and their organisation
- Vetting Hub accepts no liability for any decision, action, or consequence arising from reliance on Charlotte's guidance
- Any claim or dispute arising from an end user's use of Charlotte must be directed to the Customer. Vetting Hub has no direct contractual relationship with the end user and must not be named in any such claim or proceedings.
- Charlotte operates from a fixed knowledge base and may not always reflect the most current legal or regulatory position
- End users must not input personal data, candidate information, or any sensitive personal information into Charlotte
- Where legal advice is needed, end users must consult a qualified solicitor or barrister
Vetting Hub recommends displaying a clear disclaimer to all end users at the point of access to Charlotte stating that she provides general compliance guidance only, does not provide legal advice, that all decisions based on her guidance are the end user's sole responsibility, and that any claim must be directed to the Customer.
No Personal Data
Charlotte is designed 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 or any third party during or after a conversation. Each conversation ends with no record retained anywhere.
The Customer must ensure end users are instructed not to input personal data into Charlotte. The Customer is responsible for all data protection compliance within their own platform and systems.
No data processing agreement between Vetting Hub and the Customer is required specifically in relation to Charlotte's function as a compliance guidance tool, as Charlotte collects and processes no personal data.
Retail Pricing
Software platform Customers set their own retail price for Charlotte access. Vetting Hub has no involvement in, control over, or responsibility for the price the Customer charges their end users. The Customer may price Charlotte at whatever level they consider appropriate for their market.
The monthly platform fee charged by Vetting Hub to the Customer is confidential. The Customer must not disclose the fee to their end users or to any third party.
The Customer is solely responsible for their own invoicing relationship with their end users. Vetting Hub is not a party to any agreement between the Customer and their end users and accepts no liability in connection with any such agreement or any dispute arising from it.
Brand Protection
The Customer must not use the Vetting Hub or Charlotte name, branding, or any associated intellectual property in any way that is misleading, inaccurate, or likely to cause reputational damage to Vetting Hub.
The Customer must not make claims about Charlotte's capabilities that are inaccurate or that exceed what Charlotte actually does. In particular the Customer must not represent Charlotte as a legal advice service, as providing definitive legal opinions, or as a replacement for qualified legal counsel.
The Customer must not represent Charlotte as their own proprietary technology unless a white label arrangement has been agreed in writing with Vetting Hub.
Vetting Hub reserves the right to terminate the subscription immediately if the Customer's use of the Vetting Hub or Charlotte brand causes or is likely to cause material reputational damage.
Suspension and Immediate Termination
Vetting Hub may immediately suspend or terminate the Embed Code or the entire subscription without notice and without refund in any of the following circumstances.
- Payment is overdue by more than 14 days
- A software platform Customer fails to hold adequate Professional Indemnity insurance when required under clause 5
- A software platform Customer fails to provide evidence of Professional Indemnity insurance within five working days of a written request
- The Customer is in material breach of any provision of these Terms
- The Embed Code is shared with any other party, transferred to any other environment, or placed 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 Customer discloses the monthly platform fee to any end user or third party
- The Customer's conduct, pricing, or marketing causes or is likely to cause material reputational damage to Vetting Hub
- The Customer becomes insolvent, enters administration, or ceases to trade
- Continued operation poses a risk to the integrity of the Knowledge Base or the Vetting Hub brand
- End users are not informed of Charlotte's limitations as required by clause 13
Upon suspension or termination the Embed Code will be deactivated immediately. All outstanding fees remain payable. Vetting Hub accepts no liability for any consequence arising from suspension or termination under this clause.
Limitation of Liability
Charlotte is offered to the Customer's end users by the Customer as part of the Customer's own service. Vetting Hub has no direct contractual relationship with any end user of the Customer. All claims arising from an end user's use of or reliance on Charlotte are claims against the Customer. Vetting Hub is not a party to any such claim and accepts no liability in connection with it.
To the fullest extent permitted by law, Vetting Hub's total liability to the Customer for any and all claims connected to these Terms or Charlotte shall not exceed the total fees paid by the Customer in the three calendar months immediately before the event giving rise to the claim.
Vetting Hub accepts no liability for:
- Any claim by any end user of the Customer arising from their use of or reliance on Charlotte's guidance
- Any regulatory action, fine, penalty, or enforcement consequence arising from the Customer's or any end user'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 suspension or termination of the Embed Code or the subscription in accordance with these Terms
- Any loss arising from the Customer's own retail pricing decisions or any dispute between the Customer and their end users over pricing
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 Customer shall indemnify and hold harmless Vetting Hub from and against any and all claims, losses, costs, and expenses including legal fees arising from or connected to:
- Any claim by an end user or third party arising from the Customer's deployment or operation of Charlotte or from any end user's use of or reliance on Charlotte's guidance
- Any attempt by an end user or third party to bring a claim against or name Vetting Hub in legal proceedings arising from the Customer's deployment of Charlotte or any end user's use of or reliance on Charlotte's guidance
- The Customer's breach of any provision of these Terms
- Any failure by the Customer to adequately inform end users that Charlotte does not provide legal advice and that any claim must be directed to the Customer
- Any misrepresentation made by the Customer about Charlotte's capabilities, nature, or origin
- Any failure by a software platform Customer to hold adequate Professional Indemnity insurance
- Any use of the Embed Code outside the Customer's own platform or in any publicly accessible environment
- Any claim arising from the Customer's own retail pricing decisions
- Any reputational damage caused to Vetting Hub by the Customer's conduct, marketing, or pricing in connection with Charlotte
Intellectual Property
All intellectual property rights in Charlotte, the Knowledge Base, the Embed Code, and the Vetting Hub brand belong exclusively to Vetting Hub. Nothing in these Terms transfers any ownership to the Customer.
The Customer is granted a limited, non-exclusive, non-transferable licence to use the Embed Code solely within the Customer's own platform or authenticated environment, during the period that the subscription remains active, and in accordance with these Terms.
The Customer 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 or Charlotte name or branding without prior written consent from Vetting Hub.
Confidentiality
The Customer agrees to keep all information provided by Vetting Hub strictly confidential. This includes the Knowledge Base, the Embed Code, configuration details, the monthly platform fee, and any other non-public information. The Customer must not disclose this information to any third party including their end users without prior written consent from Vetting Hub.
The monthly platform fee is strictly confidential. The Customer must not disclose it to their end users or to any third party under any circumstances. Disclosure of the monthly platform fee constitutes a material breach of these Terms and will result in immediate termination of the subscription.
These confidentiality obligations survive termination of the subscription and remain in force indefinitely.
Prohibited Use
The Customer must not use Charlotte and must ensure end users 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, vetting, and compliance guidance
- Any attempt to use Charlotte to develop, train, or inform any competing AI product or service
Changes to These Terms
Vetting Hub may update these Terms from time to time. Where changes are material, Vetting Hub 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/terms.
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 as follows.
Vetting Hub aims to respond to all written queries within five working days.
