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, 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 the UK's first and only AI Training, Compliance, Support, Risk and Vetting advisor built entirely on UK employment screening and vetting expertise accumulated over 18 years by the Founder of Vetting Hub.
Charlotte answers questions about UK employment screening, vetting standards, compliance obligations, risk, training and support from a fixed knowledge base covering 65 specialist topics and 2,900 sub-topics. 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 risk guidance on adverse information, fraud, sanctions and screening risk. She provides vetting guidance covering the full spectrum of pre-employment and ongoing vetting obligations. 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 is a compliance and vetting guidance resource only.
Charlotte operates from a fixed closed-loop 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 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.
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 Software Platform 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.
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 Two Deployment Routes
Vetting Hub offers Charlotte through two distinct deployment routes. The pricing and terms differ between the two routes as set out in these Terms.
In both routes the Customer can rename Charlotte whatever they like. Charlotte is the internal product name. The Customer's end users or staff never need to see the Vetting Hub name. Every deployment is fully white labelled.
Charlotte is deployed via a single CSS embed code issued per Customer. One embed code per Customer. The embed code must only be used within the Customer's own authenticated platform or environment.
The Add-On Options
Both Software Platform Customers and Internal Company Customers may choose to add their own documentation to Charlotte's knowledge base. This is optional. Charlotte is a complete product without it.
The 30 Day FREE Trial
Vetting Hub offers prospective Customers a thirty day free trial before committing to a subscription. Card details are required at signup. No charge is taken until day 31. Cancel any time before day 31 and no payment is taken. The following conditions apply.
- The trial is free of charge for a maximum of thirty calendar days from the date of signup.
- Card details are required at signup. No charge is taken until day 31.
- Cancel any time before day 31 and no payment is taken.
- The trial provides full access to Charlotte's Knowledge Base for evaluation purposes.
- Software Platform Customers may make Charlotte available to their end users during the trial period for evaluation purposes.
- Internal Company Customers may make Charlotte available to all their staff during the trial period.
- All other provisions of these Terms apply during the trial period.
- Vetting Hub may end the trial at any time without notice.
- A trial is offered once per Customer. Vetting Hub may decline a trial request at its discretion.
- If the Customer does not cancel before day 31, the subscription continues automatically and the first monthly payment is taken.
The 30 Day FREE Trial gives prospective Customers full access to Charlotte with no financial commitment for thirty days. Card details are required at signup but no charge is taken until day 31. Cancel any time before day 31 and you pay nothing.
Fees: Software Platforms
This section applies to Software Platform Customers only. For Internal Company Customer fees see section 10.
| What you get | Monthly Fee | Setup Fee |
|---|---|---|
| Charlotte Standalone Full knowledge base. Unlimited customers. Fully white labelled. You set your own retail price. | £2,495 per month | None |
| Charlotte Plus Documentation Everything in Charlotte Standalone plus your own documents built into the knowledge base. | £2,495 per month | One-off fee. See section 11. |
The monthly fee of £2,495 is fixed regardless of how many customers the platform has, how many questions are asked, or how much Charlotte is used. There are no tiers, no usage caps, no per-customer charges and no reporting obligations.
Software Platform Customers set their own retail price to their customers. Vetting Hub has no involvement in that pricing. The margin between what the Customer pays Vetting Hub and what they charge their customers belongs entirely to the Customer.
Fees: Internal Companies
This section applies to Internal Company Customers only. For Software Platform Customer fees see section 9.
| What you get | Monthly Fee | Setup Fee |
|---|---|---|
| Charlotte Standalone Full knowledge base. Unlimited staff users. Fully white labelled. Call her whatever you like. | £399 per month | None |
| Charlotte Plus Documentation Everything in Charlotte Standalone plus your own company documents built into the knowledge base. Charlotte becomes the complete knowledge hub for your entire organisation. | £399 per month | One-off fee. See section 11. |
The monthly fee of £399 is fixed regardless of how many staff members use Charlotte, how many questions are asked, or how much Charlotte is used. There are no per-user charges and no usage limits.
For context, a specialist compliance consultant charges £150 to £200 per hour. Charlotte is available to your entire team, around the clock, for £399 per month.
Document Build Setup Fees
The following one-off setup fees apply when a Customer chooses the Charlotte Plus Documentation option. These fees apply equally to Software Platform Customers and Internal Company Customers. The monthly fee is unchanged by the addition of documentation.
| Document Volume | One-Off Setup Fee | Notes |
|---|---|---|
| Up to 100 documents | £1,995 | Invoiced and paid in full before work begins. |
| 101 to 300 documents | £3,995 | Invoiced and paid in full before work begins. |
| 300 plus documents | £5,995 subject to scope | Scope discussed and agreed before any commitment. |
All setup fees are invoiced and paid in full before any document build work begins. Setup fees are non-refundable once work commences. The monthly fee for both Software Platform Customers and Internal Company Customers remains unchanged by the addition of documentation.
Setup fees are non-refundable once work commences. Vetting Hub will confirm the scope and timeline in writing before any work begins and before the setup fee invoice is raised.
Billing Terms
The following billing terms apply to all Customers.
| Item | Detail |
|---|---|
| Billing cycle | Monthly rolling from the subscription start date. If the Customer subscribes on the 5th, invoices fall on the 5th of each subsequent month. |
| Payment terms | Payment is taken automatically via the card provided at signup on each monthly billing date. |
| Trial period | 30 days from signup. Card required at signup. No charge until day 31. Cancel before day 31 and no payment is taken. |
| Software Platform monthly fee | £2,495 per month from day 31 unless cancelled before day 31. |
| Internal Company monthly fee | £399 per month from day 31 unless cancelled before day 31. |
| Setup fee timing | Invoiced and paid in full before any document build work begins. Non-refundable once work commences. |
| Embed code issuance | Within 24 to 96 hours of the setup call and subscription being confirmed. |
| Contract term | Monthly rolling. No minimum term. Cancel any month. |
| Cancellation effect | Embed code deactivated at the end of the current billing period following cancellation. |
| Late payment | Interest accrues at 8% per annum above the Bank of England base rate under the Late Payment of Commercial Debts (Interest) Act 1998. |
| VAT | All fees are exclusive of VAT. Where VAT applies it will be charged at the prevailing rate and shown separately. |
| Fee changes | Vetting Hub may review and adjust fees on not less than 30 days written notice. Continued use constitutes acceptance. Customers may cancel if they do not accept the change. |
The monthly 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 these stages. The Customer has no obligation to proceed from one stage to the next.
A 30-minute call with Vetting Hub. We gather everything needed to build and configure Charlotte for the Customer's organisation or platform. The Customer selects their deployment option on the call.
Card details provided at signup. No charge until day 31. Full access to Charlotte for the Customer and their staff or end users during the trial period. Cancel any time before day 31 and no payment is taken.
If the Customer does not cancel before day 31 the subscription continues automatically. The monthly fee is charged on the same date each month as the subscription start date. Software Platform Customers: £2,495 per month. Internal Company Customers: £399 per month.
Charlotte is live within the Customer's platform or environment. The Customer may cancel any month in accordance with section 14. The Embed Code is deactivated at the end of the billing period following 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.
At the end of the billing period the Embed Code will be deactivated immediately and the Customer must remove it from their platform or environment. Any setup fee paid for the Charlotte Plus Documentation option is non-refundable.
To cancel the trial before day 31, the Customer must give written notice by email to [email protected] before day 31. Vetting Hub will confirm receipt in writing and no charge will be taken.
To cancel: email [email protected] clearly stating your intention to end the subscription or trial. Vetting Hub will confirm receipt in writing.
Vetting Hub may terminate the subscription immediately in the circumstances set out in section 21.
Embed Code and Deployment
One Embed Code is issued per Customer. 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.
Charlotte must only be accessible within an authenticated environment that requires the user to log in before they can access it. Charlotte must never be placed on any publicly accessible page that does not require authentication.
The Customer is responsible for implementing the Embed Code correctly. 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 section 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 or staff are clearly informed about Charlotte's nature and limitations before they first use her, as set out in section 17.
- Ensuring end users do not input personal data or candidate information into Charlotte.
- 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.
- Not granting end users any rights in or to the Knowledge Base or the Embed Code.
- Software Platform Customers must provide Vetting Hub with evidence of Professional Indemnity insurance within five working days of any written request.
- Software Platform Customers must keep the monthly platform fee of £2,495 strictly confidential and must not disclose it to their end users or any third party.
What Customers Must Tell Their End Users
Before any end user or member of staff 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 and vetting 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.
- 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, and that all decisions based on her guidance are the end user's sole responsibility.
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
This section applies to Software Platform Customers only.
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 of £2,495 charged by Vetting Hub to the Customer is strictly confidential. The Customer must not disclose this fee to their end users or to any third party under any circumstances.
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.
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.
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 as required by section 5.
- A Software Platform Customer fails to provide evidence of Professional Indemnity insurance within five working days of a written request.
- A Software Platform Customer discloses the monthly platform fee of £2,495 to any end user or third party.
- 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'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.
- End users are not informed of Charlotte's limitations as required by section 17.
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 section.
Limitation of Liability
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 arising from their use of or reliance on Charlotte's guidance, any regulatory action or compliance failure arising from decisions made on the basis of Charlotte's guidance, any loss of profit or revenue, or any indirect, consequential, or special loss of any kind.
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 the Customer's deployment or operation of Charlotte, 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 a Software Platform Customer to hold adequate Professional Indemnity insurance, or any misrepresentation made by the Customer about Charlotte's capabilities or nature.
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 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, and any other non-public information.
The monthly platform fee is strictly confidential in both cases. Software Platform Customers must not disclose the fee of £2,495 per month to their end users or to any third party. Internal Company Customers must not disclose the fee of £399 per month to any third party. Disclosure of the monthly 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 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.
