Terms and Conditions

About These Terms

These terms and conditions govern your use of Vetting Hub and your subscription to The Vetting Hub platform. Vetting Hub is operated by Graham Johnson trading as Vetting Hub, 10 Lynch Green, Hethersett, Norwich, NR9 3JU. Vetting Hub is registered with the Information Commissioner's Office under registration reference ZC122197.

By subscribing to Vetting Hub you confirm that you have read, understood and agree to these terms in full. If you do not agree to these terms you must not subscribe to or use our services. These terms are governed by the laws of England and Wales and any disputes will be subject to the exclusive jurisdiction of the courts of England and Wales.

The Subscription Service

Vetting Hub is a specialist compliance training and information platform for UK organisations responsible for employment screening, vetting and background checks. Your subscription gives you access to Charlotte our AI compliance advisor, all specialist courses with named completion certificates, and all digital compliance toolkits. All content is delivered through The Vetting Hub platform. Your subscription begins on the date your first payment is confirmed and continues on a monthly rolling basis until cancelled. New courses and toolkits are added regularly at no extra cost to subscribers.

Single User Licence

Vetting Hub is sold exclusively as a single named user licence. Each subscription permits one named individual to access The Vetting Hub platform. There are no multi-user packages, team licences or organisation-wide licences. Each person within your organisation who requires access must hold their own individual subscription.

Your named user licence is personal to you and is non-transferable. You must not share your login credentials with any other person under any circumstances. You must not allow any other person to access The Vetting Hub platform using your account. You are solely responsible for all activity that occurs under your account. If you suspect any unauthorised access to your account you must notify us immediately at [email protected]. We reserve the right to suspend or terminate any account where we have reasonable grounds to believe that login credentials are being shared or that the account is being used by more than one individual.

Pricing and Payment

The subscription fee is £79 per named user per month, charged monthly in advance. All prices are stated in pounds sterling and are inclusive of any applicable taxes.

Payment is processed securely through Stripe. By subscribing you authorise us to charge your chosen payment method on a monthly basis on the same date as your initial subscription. You are responsible for ensuring that your payment details remain current and accurate.

We reserve the right to change our subscription price at any time. We will give you at least 30 days notice of any price change by email to your registered address. Continued use of Vetting Hub after a price change takes effect constitutes your acceptance of the new price. If you do not wish to accept a price change you may cancel your subscription before the change takes effect.

Failed Payments

If your monthly payment fails we will notify you immediately by email with a link to update your payment details. Your access to The Vetting Hub platform will continue for a grace period of seven days from the date of the failed payment. If payment is not received within seven days we will send a second reminder. If payment remains outstanding after a further four days we will send a final notice. If payment is still not received your access to The Vetting Hub platform will be suspended. Access will be restored immediately upon receipt of all outstanding amounts. We reserve the right to terminate your subscription if payment remains outstanding for an extended period.

Cancellation

You may cancel your subscription at any time by contacting us at [email protected]. There is no minimum contract period and no cancellation fee. On cancellation your access to The Vetting Hub platform will continue until the end of your current monthly billing period. You will not receive a refund for any unused portion of your current billing period. At the end of your billing period your access will be revoked and you will not be charged for any further months.

We reserve the right to cancel your subscription immediately and without notice if you breach any provision of these terms.

Refund Policy

Due to the nature of our digital subscription service all fees paid are non-refundable. If you believe you have been charged in error please contact us at [email protected] and we will investigate and resolve any genuine billing errors promptly. We strongly encourage you to use the Charlotte demo available on our website before subscribing to satisfy yourself that Vetting Hub meets your needs before committing to a subscription.

Charlotte — AI Compliance Advisor — Important Notice

Charlotte is an AI-powered compliance advisor. Charlotte provides general compliance information and guidance relating to UK employment screening, vetting and background checks only.

Charlotte does not provide legal advice. Charlotte is not a solicitor, barrister, legal adviser or regulated legal professional of any kind. Nothing Charlotte says constitutes legal advice, creates a legal professional relationship, or should be treated as a substitute for independent professional legal advice.

By using Charlotte you acknowledge and agree to the following.

Charlotte's responses are general compliance guidance only and are not tailored to your specific legal, regulatory or organisational circumstances. You must not rely on Charlotte's guidance as the basis for any legal, regulatory or compliance decision without first seeking independent professional legal advice. You are solely responsible for verifying that any information or guidance provided by Charlotte is current, accurate and applicable to your specific circumstances before acting upon it. Legislation, regulation and official guidance change regularly.

While we update Charlotte's knowledge base regularly we cannot guarantee that Charlotte's responses reflect the most recent legal or regulatory position at the point of your query. Charlotte may on occasion provide guidance that is incomplete, out of date or not applicable to your specific situation. We accept no responsibility for this and it is your responsibility to verify. We accept no liability whatsoever for any loss, damage, penalty, regulatory consequence, legal liability or other adverse outcome arising directly or indirectly from your use of or reliance on Charlotte's guidance, whether that guidance is accurate or not.

The limitation of liability and disclaimer of warranties provisions set out below apply in full to Charlotte and to all guidance she provides.

Courses and Toolkits

All courses and digital compliance toolkits included in your subscription are created and owned by Graham Johnson trading as Vetting Hub. Completion of a course results in the issue of a named certificate of completion confirming that you have completed the course content. Certificates of completion do not constitute professional qualifications, legal certifications or regulatory approvals of any kind.

Digital compliance toolkits are provided as practical reference tools and templates to support your internal compliance processes. They do not constitute legal advice. They should be reviewed carefully and adapted to your specific organisational circumstances before use. We accept no liability for any consequence arising from your use of any toolkit without appropriate independent review and adaptation.

Intellectual Property

All content within The Vetting Hub platform including Charlotte's knowledge base, all course content, all toolkit documents, all written materials and all other content is the intellectual property of Graham Johnson trading as Vetting Hub and is protected by copyright and other applicable intellectual property laws.

Your subscription grants you a limited, non-exclusive, non-transferable licence to access and use the content within The Vetting Hub platform for your own internal business purposes only during the period of your subscription. This licence does not permit you to reproduce, copy, distribute, sell, sublicense, share, publish or otherwise make available any content from The Vetting Hub platform to any third party for any purpose. You may not use any content from The Vetting Hub platform to train, develop or inform any artificial intelligence system, tool or model. You may not use any content from The Vetting Hub platform to create or contribute to any competing product or service. Breach of this clause will result in immediate termination of your subscription and may result in legal action to recover damages.

Acceptable Use

You agree to use The Vetting Hub platform and all content within it for lawful purposes only and in accordance with these terms. You must not use The Vetting Hub platform in any way that breaches any applicable law or regulation. You must not use the platform to store or transmit any unlawful, harmful, offensive or fraudulent material. You must not attempt to gain unauthorised access to any part of the platform or its underlying systems. You must not interfere with or disrupt the operation of the platform. You must not use any automated tools, scripts or software to access, scrape or extract content from the platform. Breach of any of these provisions will result in immediate suspension or termination of your access without notice.

Availability and Service Interruptions

We aim to make The Vetting Hub platform available 24 hours a day seven days a week. We do not guarantee uninterrupted access. The platform may be unavailable from time to time due to planned maintenance, technical issues or circumstances beyond our control. We will endeavour to provide advance notice of planned maintenance where possible. We are not liable for any loss, inconvenience or adverse consequence arising from temporary unavailability of the platform or any part of it.

Force Majeure

We shall not be liable for any failure or delay in performing our obligations under these terms where that failure or delay results from any cause beyond our reasonable control, including but not limited to acts of God, natural disasters, pandemic, epidemic, fire, flood, severe weather, war, terrorism, civil unrest, government action, strikes or industrial disputes, failure of third party systems or services, internet service provider failures, power failures or any other event beyond our reasonable control. In such circumstances our obligations will be suspended for the duration of the event. If a force majeure event continues for more than 30 days either party may terminate the subscription by written notice without penalty.

Data Protection

Graham Johnson trading as Vetting Hub is registered with the Information Commissioner's Office under registration reference ZC122197. We process personal data in accordance with the UK General Data Protection Regulation and the Data Protection Act 2018. Our full privacy policy is available at vettinghub.co.uk. By subscribing you confirm that you have read and understood our privacy policy. Questions about data handling should be directed to [email protected].

Third Party Services

The Vetting Hub platform operates using third party services including GoHighLevel, Stripe and OpenAI. We are not responsible for the availability, performance, security or content of these third party services. Your use of the platform is subject to the terms and conditions and privacy policies of these third party providers where applicable. We will endeavour to notify you of any significant changes to our third party service providers that materially affect your use of Vetting Hub.

Limitation of Liability

To the fullest extent permitted by applicable law Graham Johnson trading as Vetting Hub excludes all liability for any indirect, incidental, special, consequential, punitive or exemplary damages arising from your use of or inability to use The Vetting Hub platform or any content within it, including but not limited to loss of profits, loss of business, loss of revenue, loss of data, loss of goodwill, regulatory fines, penalties or enforcement action, legal costs or any other financial or commercial loss howsoever arising.

To the fullest extent permitted by applicable law our total aggregate liability to you for any and all claims arising from your use of Vetting Hub, whether in contract, tort, negligence, breach of statutory duty or otherwise, shall not exceed the total subscription fees paid by you in the three calendar months immediately preceding the event giving rise to the claim.

Nothing in these terms excludes or limits our liability for death or personal injury caused by our negligence, for fraud or fraudulent misrepresentation, or for any other liability that cannot be excluded or limited under applicable law.

Disclaimer of Warranties

The Vetting Hub platform and all content within it are provided strictly on an as is and as available basis. To the fullest extent permitted by applicable law we disclaim all warranties of any kind whether express, implied, statutory or otherwise, including but not limited to implied warranties of merchantability, fitness for a particular purpose, accuracy, completeness and non-infringement.

We do not warrant that the platform will be error free, uninterrupted or free from viruses or other harmful components. We do not warrant that Charlotte's guidance or any content within our courses or toolkits is complete, accurate, current or applicable to your specific circumstances at any time. You use The Vetting Hub platform and all content within it entirely at your own risk.

Changes to These Terms

We may update these terms from time to time to reflect changes in our services, changes in applicable law or for other legitimate business reasons. We will notify you of any significant changes by email at least 30 days before they take effect. Continued use of Vetting Hub after updated terms take effect constitutes your acceptance of those terms. If you do not agree to updated terms you may cancel your subscription before the changes take effect.

Entire Agreement

These terms and conditions together with our privacy policy constitute the entire agreement between you and Graham Johnson trading as Vetting Hub in relation to your use of Vetting Hub. They supersede all previous agreements, representations and understandings between us relating to the same subject matter. If any provision of these terms is found to be invalid or unenforceable the remaining provisions shall continue in full force and effect.

Contact

[email protected] Graham Johnson trading as Vetting Hub 10 Lynch Green, Hethersett, Norwich, NR9 3JU ICO Registration Reference: ZC122197