Terms & Conditions
1. Definitions
1.1. “Agency” means TopStaff Recruitment Limited trading as Happy Home Childcare.
1.2. “Client” means the person, firm or corporate body together with any subsidiary or associated Company as defined by the Companies Act 1985 to whom the Candidate is introduced
1.3. “Candidate” means the person introduced by the Agency to the Client for an Engagement, including any members of the Agency's own staff
1.4. “Engagement” means the engagement, employment or use of the Candidate by the Client or any third party on a permanent or temporary basis, whether under a contract of service or for services; under an agency, licence, franchise or partnership agreement; or any other engagement;
1.5. Unless specified to the contrary, use of the singular is deemed to include the plural, use of any gender is deemed to include every gender and any reference to a person is deemed to include a corporation, a partnership and other body or entity; and (in each case) vice versa.
2. General
2.1. The verbal or written instruction by the Client to the Agency to submit suitable Candidates for contact or interview shall constitute acceptance by the Client of these terms and conditions. 2.2. Submission of the Client Registration Form is deemed written instruction by the Client to the Agency to submit suitable Candidates for contact or interview.
2.3. These terms and conditions relate only to the Introduction by the Agency and in no way whatsoever form the part of any contract between the Client and Candidate; this is at the sole responsibility of the Client.
2.4. These terms and conditions shall in all respects apply to and govern all contracts or agreements made verbally or in writing between The Client and The Agency.
2.5. The Client declares that the information given to the Agency is correct.
2.6. No variation or alteration of these Terms and Conditions of Business shall be valid unless approved in writing by a proprietor of the Agency.
2.7. The Agency has the right to refuse to represent a Client at any time.
2.8. The Agency reserves the right to change or add to the above Terms and Conditions without prior notification.
2.9. These Terms and Conditions are governed by the law of England & Wales and are subject to the exclusive jurisdiction of the Courts of England & Wales.
2.10. If any part of these conditions is held to be illegal, invalid or unenforceable in any respect such invalidity, illegality or unenforceability shall not prejudice the effect of the rest of these conditions to the extent that they are valid, legal and enforceable
3. Client responsibilities
3.1. The Agency takes all reasonable care to interview Candidates and to take up references and to investigate qualifications, attitude, and experience, and that the Candidate is willing to work in the position which the Client seeks to fill. The Client nevertheless undertakes to the Agency to use best endeavours to ascertain that the Candidate is in fact a suitable person for the appointment in question in terms of qualifications, capability and integrity, checking any references whether provided by the Agency or not, and that the terms and conditions offered in the contract of employment with the Client are suitable to the Candidate. 3.2. Under The Conduct of Employment Agencies and Employment Businesses Regulations 2003 Effective April 6th 2004 - All agencies will be required to hold a copy of the employment contract, where applicable, between Client and Candidate.
3.3. The Client is solely responsible for ensuring compliance with all employment, fiscal, and other relevant legislation and regulations and all taxation obligations including, without limitation, National Insurance contributions relating to the Engagement and any and all payments made to a Candidate and in any other way relating to the Engagement.
3.4. The Client is responsible for agreeing remuneration and conditions with the Candidate, prior to making the Engagement. The Client in any event warrants that conditions relating to Tax, National Insurance, working hours, holiday and sickness benefit, accommodation, remuneration, notice and grievances shall be notified in writing to the Candidate on Engagement.
3.5. Where the Client’s requirements include the Candidate to drive, it is the Client's responsibility to ensure the suitability of the Candidate to drive, including ensuring that the Candidate has a suitable driving licence and, if using its own car, has adequate insurance over the car. It is also the Client's responsibility to check the safety of the vehicle and ensure that it is suitably maintained, whether the car is owned by the Candidate, or provided by the Client. If the Candidate will be using a car provided by the Client, the Client will have responsibility over insuring it.
3.6. For live-in positions, the Client accepts and understands its obligations to adequately insure with a company with good repute the Candidate’s property, contents and any other items of value to the Candidate and shall also ensure that such insurance remains in full force and effect for the duration of the Candidate’s Engagement.
3.7. If the Candidate is asked to leave without completing the period of notice, salary in lieu must be paid to the Candidate, except in circumstances where the Candidate’s conduct justifies immediate dismissal for serious misconduct.
3.8. The Client recognises that conditions attach to the engagement of au pairs, as specified in the au pair contract. In particular the Client will recognise that, in case of dismissal of any Candidate, it is obliged to provide board and lodging for not less than 14 days after the effective date of dismissal. The Client will indemnify the Agency against any liability sustained by the Agency by reason of any breach by the Client of any such conditions attaching to the au pair’s stay.
4. Fees
4.1. The introduction fee payable to the Agency by the Client is set out in the Scale of Fees attached to these Terms and Conditions and relates to one placement only. 4.2. The Client agrees to pay the Agency fee within 7 Days of invoice date, and, n all occasions, prior to commencement of Engagement. The Agency reserves the right to request Credit or Debit card details from the Client once a successful placement has been agreed for security of payment. Failure to abide by this condition will enable the Agency to withdraw any persons introduced without notice or penalty. The fee will still be payable.
4.3. Invoices not paid within 7 days will be subject to a surcharge of 10% initially and a further 5% each subsequent month on a compounding basis.
4.4. All Fees and payments are exclusive of VAT which shall be payable in addition.
4.5. The agency will calculate the invoice for temporary contracts on the dates given by The Agency at the commencement of employment. However, should The Client re-engage the Candidate for further periods of employment or extend the original contract dates given to The Agency, then a further charge will be payable for the exact period of employment.
4.6. If a permanent Candidate is required, & the employer accepts a temporary Candidate until a more suitable permanent Candidate is available, 50% of the temporary fee already paid will be deducted from any subsequent permanent fee.
4.7. If the Candidate is engaged on a temporary basis and is subsequently engaged on a permanent basis or if the temporary engagement is extended so that the period of agreement lasts longer than six months then the Client will pay to the Agency the full permanent fee less any fees already paid in respect of the temporary Engagement.
5. Notification
5.1. If the Client engages or re-engages a Candidate introduced by the Agency, whether directly or indirectly, in any capacity including babysitting, the Client is responsible for advising the Agency immediately giving details of the date of commencement and intended length. The Agency's fees applicable at the time of the Engagement or re-Engagement of the Candidate are payable by the Client. 5.2. The Client agrees to notify the Agency immediately, in writing or verbally, of the date employment commences, the salary, and term of employment where appropriate.
5.3. The Client undertakes to notify the Agency in respect of any cause of dissatisfaction or any wants or imperfections in the performance or characteristics of the Candidate.
5.4. It is the obligation of the Client to immediately inform the Agency when a Candidate is introduced by the Agency who has already been introduced by a third party. If the Client does not so inform the Agency then it will be presumed that the introduction has been effected by the Agency and the relevant fee will become payable.
5.5. The Client agrees to notify the Agency immediately in respect of any changes to the job description or contract of employment between the Candidate and Client during the period of six months from commencement of the original Engagement. If this change results in a change of Childcare Services being provided by that Candidate falling within a higher fee category, the additional fee must be paid by the Client to the Agency.
5.6. The Client agrees to notify the Agency immediately upon any decision by the Client to cease to use the Introduction Services of the Agency.
6. Refunds/Replacement
6.1. Refunds and replacements will be given as set out in the Table of Refunds, subject to adhering to the terms and conditions. 6.2. No refund or replacement will be given where the Client retains the services of a Candidate, even though the Client considers the Candidate unsatisfactory.
6.3. In the event of a temporary employee terminating employment within the agreed time scale then a percentage of the fee will be calculated and returned to The Client. However, if The Client terminates the agreement early, then there will not be a refund returned by The Agency for the unused period.
6.4. The refund/replacement policy will only be effective if:
6.4.1. the job description has not changed and the contract has not been breached.
6.4.2. the Agency is informed within 48 hours of the termination of the employment; and the Agency was notified in writing (or email) by the Client of the reasons for termination of employment within 7 days of termination.
6.4.3. payment of the full corresponding fee has been received within the seven days of invoice date, accompanied by a signed client registration document.
6.4.4. the Client is still intending to employ a child carer of the same category
6.4.5. the termination of the Engagement was not caused by the act or omission of the Client without good cause.
6.4.6. No other agency or source is used while the Agency is looking for a replacement
6.5. Should the Candidate fail to take up the appointment and no substitute can be found a full refund of the placement fee will be made.
6.6. Only one free replacement can be found.
6.7. Where a replacement is offered, the Agency must be given 14 days from the date of notification of the permanent Candidate‘s intention to terminate the Engagement, to provide a permanent replacement. If during this period the Client makes alternative arrangements or requests 'no replacement', no refund will be given.
7. Cancellation
7.1. If the services of any Candidate are cancelled after a firm booking has been made, 50% of the placement fee will be charged on all occasions. A 'firm booking' constitutes a Candidate being accepted for a post whether verbally or in writing and the Candidate having accepted. In addition, the Client will also be responsible to pay the Candidate 50% of the agreed salary for 1 week. 7.2. For Engagement of Candidates living outside of the UK, if the Client cancels the arrangement once an agreement has been made and the Candidate has accepted and purchased its travel ticket, the Client will be liable to reimburse the Candidate with the cost of the ticket, in addition to any fee payable to the Agency.
8. Indemnity
8.1. The Agency shall not be liable under any circumstances for any loss, expense, damage, delay, costs or compensation, whether direct, indirect or consequential, which may be suffered or incurred by the Client arising from or in any way connected with the Agency seeking a Candidate for the Client or from the Introduction to or Engagement of any Candidate by the Client or from the failure of the Agency to introduce any Candidate. 8.2. Candidates are not the employees of the Agency.
8.3. The Agency accepts no liability whatsoever for the contents of any draft Contract it may provide the Client with which to enable the Client to enter into a written contract with the Candidate. Any draft Contract is supplied as a guide and has not been drawn up by a lawyer with any specific circumstances in mind. The Agency recommends that the Client obtains its own legal advice in relation to any Contract it wishes to enter into with the Candidate.
8.4. The final decision to employ a Candidate rests with the Client and the Agency can give no warranty, representation or undertaking as to the suitability, honesty or capability of any Candidate nor as to the completeness, truthfulness or accuracy of any information or statement or reference provided by the Agency or on its behalf to the Employer or as it shall direct in respect of the Candidate. Verification of all such information and references shall be the responsibility of the Client.
8.5. In no circumstances shall the Agency’s total liability to the Client, whether in respect of goods or services and whether based in negligence, breach of contract, misrepresentation or otherwise, exceed the fee payable by the Client.
9. Confidentiality
9.1. All communication, whether written or verbal, shall be confidential 9.2. Introductions are strictly confidential and are made individually to the Client who is responsible for the Agency's fees. If the Client introduces the Candidate directly or indirectly to other employees or employers, or any such other company or organisation with a resultant engagement the Client will remain responsible for the payment of the Agency's fees as if the Candidate had been engaged directly by the Client.
9.3. All correspondence and records remain the property of the Agency.