1. About These Terms

These Terms and Conditions govern access to and use of the Vetting Hub services, including the embedded AI compliance advisor known as Charlotte.

Vetting Hub is operated by Graham Johnson (trading as Vetting Hub) 10 Lynch Green, Hethersett, Norwich, Norfolk, NR9 3JU Graham Johnson (trading as Vetting Hub) is registered with the UK Information Commissioner’s Office (ICO) under registration reference ZC122197.

By engaging Vetting Hub, embedding Charlotte, or permitting users to access Charlotte within your organisation or software platform, you agree to be bound by these Terms. These Terms are governed by the laws of England and Wales. The courts of England and Wales shall have exclusive jurisdiction.

2. Nature of the Service

Vetting Hub provides general employment screening and vetting compliance guidance. Charlotte is an embedded AI compliance advisor designed to be accessed only by:

An organisation’s internal users, or

A software platform’s customers

Charlotte must not be exposed on public‑facing websites.

3. No Legal Advice

Charlotte provides general compliance guidance only.

Charlotte:

Is not a solicitor, barrister, or legal professional

Does not provide legal advice

Does not create a legal or advisory relationship

Must not be relied upon as a substitute for independent legal advice

All decisions taken based on Charlotte’s guidance remain the sole responsibility of the user and their organisation.

4. Knowledge Design and Limitations

Charlotte operates solely from a locked knowledge base authored and maintained by Graham Johnson.

Charlotte:

Does not browse the internet

Does not access live data

Does not infer or guess where information is missing If Charlotte cannot answer a question from her knowledge base, she will state this clearly. Laws, regulatory guidance, and enforcement practices change. Vetting Hub does not guarantee that Charlotte’s guidance reflects the most up‑to‑date position at all times.

5. No Personal Data Processing

Charlotte is deliberately designed not to request, process, store, or retain personal data.

Vetting Hub:

Does not access employee, customer, or candidate records

Does not monitor individual users

Is not a data processor or joint controller in relation to Charlotte usage

You are responsible for ensuring users do not input personal data into Charlotte.

6. Fees and Payment

Setup Fee

A one‑off setup fee of £500 is payable prior to deployment. The setup fee is non‑refundable.

Monthly Subscription

An ongoing subscription fee of £895 per month applies. All fees are exclusive of VAT unless expressly stated. Payments are due monthly in advance. If the fair usage policy has been used, we will contact you and then may have to add addional monthly fees to cover this, but over usafe fair usage will only be charged at cost.

7. Fair AI Usage Policy

Fair Use of the Service: Charlotte is provided for reasonable, normal organisational or platform‑wide use.

Normal use is defined as human‑led screening and compliance activity, where individual users ask questions and receive guidance in the course of everyday decision‑making. This level of use typically results in monthly token consumption measured in the low hundreds of thousands of tokens across a platform.

Where total token usage across an organisation or platform consistently exceeds 500,000 tokens per calendar month, Vetting Hub reserves the right to review usage levels with the customer to determine whether use remains within the intended scope of the service.

If, following review, usage is found to be significantly above what would reasonably be expected from normal human‑led activity, Vetting Hub may apply an additional monthly charge to cover increased operational costs. Any such adjustment will be discussed in advance and will not be applied without prior notification.

Where applicable, an additional charge of £90 per month may apply following discussion and agreement.

8. Term and Cancellation

Minimum Notice Period

Subscriptions operate on a rolling basis subject to a minimum three (3) months’ written notice to cancel, unless terminated earlier under these Terms.

Notice of cancellation must be provided in writing to [email protected]. All fees remain payable during the notice period.

9. Suspension and Immediate Termination

Vetting Hub reserves the right to immediately suspend or terminate access to Charlotte without notice where:

Payment fails or remains outstanding

There is misuse, abuse, or unauthorised access

There is any attempt to scrape, interrogate, reverse engineer, or stress test Charlotte

Use creates legal, reputational, or operational risk

These Terms are breached

Upon suspension or termination, Charlotte will be switched off immediately.

Vetting Hub accepts no liability for consequences arising from such suspension or termination.

10. Resale by Software Platforms

Software platform clients may charge their own customers for access to Charlotte. Vetting Hub has no relationship with platform end‑customers and accepts no responsibility for downstream pricing, support, or communication.

11. Intellectual Property

All intellectual property relating to Charlotte and Vetting Hub remains the exclusive property of Graham Johnson (trading as Vetting Hub). You are granted a limited, non‑transferable licence to use Charlotte during the subscription term.

You must not:

Copy or extract content

Use Charlotte to train another AI system

Build competing products using the service

12. Limitation of Liability

To the fullest extent permitted by law, Vetting Hub excludes all liability for:

Regulatory action or penalties

Compliance failures

Business disruption

Reliance on guidance provided by Charlotte

Total aggregate liability shall not exceed the fees paid in the three months preceding the claim.

Nothing excludes liability that cannot legally be excluded.

13. Disclaimer

Charlotte is provided “as is” and “as available”. No warranties are given regarding accuracy, completeness, or fitness for purpose. Use of Charlotte is entirely at your own risk.

14. Changes to These Terms

Vetting Hub may amend these Terms with reasonable notice. Continued use constitutes acceptance.

15. Entire Agreement

These Terms and the Privacy Policy constitute the entire agreement between you and Graham Johnson (trading as Vetting Hub).

16. Contact

Email: [email protected]
Operator: Graham Johnson (trading as Vetting Hub)
ICO Registration: ZC122197