HR PANTHEON COMPANY (LTD) - TERMS AND CONDITIONS

1. Introduction

Purpose:
These Terms and Conditions are set forth by HR Pantheon Company Limited (hereafter referred to as "HR Pantheon" or "the Company"), a limited company registered in the United Kingdom. The purpose of these terms is to clearly define the legal and operational framework governing the relationships and interactions between HR Pantheon and its clients, candidates, and other parties involved (hereinafter collectively referred to as "the Parties"). Our aim is to provide transparent, equitable, and professional human resources recruitment services, focusing on the HR sector. These terms are designed to ensure a high standard of service and to maintain the integrity and efficiency of our recruitment processes.

Scope:
These Terms and Conditions apply to all interactions and engagements with HR Pantheon. This includes, but is not limited to, the use of our recruitment services, all forms of communication with our Company, and any contractual relationships formed or pursued. Engagement with HR Pantheon, in any form, signifies the Parties' agreement to these terms, which govern the entire scope of interaction with the Company.

All Parties are required to read, understand, and agree to these Terms and Conditions prior to commencing any form of engagement with HR Pantheon. The Company, as a registered limited entity in the UK, reserves the right to modify or revise these terms as necessary to reflect changes in the law, industry standards,

or company policies. Parties are advised to regularly review these terms to stay informed of any changes. Continued interaction or engagement with HR Pantheon following any amendments signifies acceptance of the revised terms.

2. Services Description

Outline of Services:
HR Pantheon Company Limited offers an extensive range of recruitment and HR consultancy services, primarily catering to the needs of businesses seeking expert human resources personnel and HR management solutions. Our services encompass:

Talent Acquisition: Identifying and attracting skilled HR professionals tailored to the specific requirements of our clients.
Candidate Screening: Conducting comprehensive evaluations of candidates' qualifications, experience, and suitability, ensuring the presentation of only the most competent candidates.
Interview Facilitation: Managing the interview process between clients and potential candidates, ensuring a smooth and effective selection process.
Reference and Background Checks: Performing in-depth checks to verify candidates' credentials and backgrounds, ensuring reliability and suitability.
Placement and Follow-Up: Facilitating the placement of candidates within client organizations and providing continuous support to ensure a successful transition.

Our commitment is to provide a seamless and efficient recruitment experience, supported by our in-depth knowledge of the HR sector and adherence to recruitment best practices.

Specialization:
Our niche focus is on HR staffing. HR Pantheon's unique understanding of HR roles enables us to source the most fitting HR professionals for our clients. We specialize in recruiting a wide array of HR positions, including HR Managers, HR Consultants, Recruitment Specialists, Employee Relations Officers, and Training and Development Coordinators. Our deep knowledge of the HR domain allows us to accurately match candidates' skills and experiences with specific HR roles, ensuring our clients receive candidates who are not only qualified but also ideally suited to the unique demands of HR functions.

HR Consultancy Provision:
In addition to recruitment, HR Pantheon offers expert HR consultancy services, providing strategic and operational advice to optimize clients' human resources functions. Our consultancy services include:

Workforce planning and strategic HR development.
Advising on HR policies and ensuring compliance with UK employment laws.
Guidance on employee relations, conflict resolution, and workplace culture enhancement.
Support for organizational change, development initiatives, and HR transformation projects.

Human Resources Provision:
We provide comprehensive services in managing human resources functions for our clients, tailored to each organization's unique needs. These services include:

Outsourced management of day-to-day HR activities.
Development and implementation of efficient HR systems and processes.
Performance management, including the design and administration of appraisal processes.
Training and development programs to enhance employee skills and organizational capabilities.

Our goal is to offer holistic HR solutions that not only meet the immediate recruitment needs of our clients but also support the long-term development and efficiency of their HR functions.

3. Client Agreements

Payment Terms:
HR Pantheon Company Limited operates on a structured payment system to ensure transparency and efficiency in financial dealings with our clients.

Invoicing: Clients will receive an invoice for services rendered. Payment terms are typically 30 days from the date of the invoice, unless otherwise agreed upon in writing.
Payment Schedule: Payments may be structured as an initial deposit upon engagement of services, followed by final payment upon successful placement of a candidate. Specific details will be outlined in each individual client agreement.
Late Payment: In cases of late payment, HR Pantheon reserves the right to charge interest on the outstanding balance at a rate of 3% above the Bank of England's base rate, in accordance with the Late Payment of Commercial Debts (Interest) Act 1998.
Fee Structure: Fees are determined based on the nature and complexity of the recruitment assignment. Detailed fee structures will be provided to clients before any agreement is finalized.

Service Guarantee:
HR Pantheon is committed to providing high-quality recruitment services. Our service is considered fulfilled under the following conditions:

Candidate Placement: Once a candidate is successfully placed and has commenced employment with the client.
Replacement Policy: If a candidate leaves or is terminated within a specified guarantee period (usually within three months of placement), HR Pantheon will undertake one replacement search at no additional cost to the client, subject to terms agreed upon in the client agreement.
Client Satisfaction: Continued support and follow-up will be provided to ensure client satisfaction with the placed candidate.

Cancellation Policy:
Both HR Pantheon and the client reserve the right to cancel the recruitment service agreement under the following conditions:

Notice Period: Cancellation by either party requires a written notice, with a typical notice period being 14 days.
Cancellation Fee: In the event of cancellation by the client after commencement of the recruitment process but before candidate placement, a cancellation fee may be charged to cover the costs incurred by HR Pantheon. The specific fee will depend on the stage of the recruitment process and will be outlined in the client agreement.
No Placement, No Fee: If HR Pantheon is unable to place a suitable candidate, no fee will be charged for the recruitment service.

4. Financial Protections

Advance Payment/Deposit:
To commence our recruitment services, HR Pantheon requires an advance payment or deposit from clients. This payment is crucial for initiating the detailed process of candidate sourcing and selection. The specific terms are as follows:

Deposit Amount: The standard deposit is typically a percentage of the estimated total fee, usually ranging from 15% to 25%. This percentage may vary based on the nature and complexity of the recruitment assignment.
Purpose: The deposit covers initial costs and resources expended in the recruitment process and is a commitment from the client to the agreed terms of service.
Adjustment Against Final Fee: The deposit will be deducted from the final fee due upon successful placement of a candidate.

Refund Policy:
HR Pantheon is committed to providing high-quality recruitment services and offers a clear refund policy to ensure client satisfaction and trust:

Full Refund: A full refund of the deposit will be provided if HR Pantheon is unable to commence the recruitment process within an agreed timeframe or if we fail to provide a shortlist of candidates as per the agreed terms.
Partial Refund or Credit: In certain circumstances, such as cancellation by the client after commencement of the recruitment process but before the presentation of candidates, a partial refund may be provided or a credit may be issued for future services. The specific amount will be determined based on the costs already incurred by HR Pantheon.
No Refund: No refund will be provided if the client decides to cancel the service after candidates have been presented or if the client independently fills the vacancy or otherwise withdraws the assignment.
Guarantee Period: In case of early termination or resignation of a placed candidate within the guarantee period, HR Pantheon will either refund a proportion of the fee or provide a replacement search, as per the terms agreed upon in the client agreement.

5. Confidentiality and Non-Disclosure

Confidential Information:
Confidential information refers to any data, details, or materials that are not publicly known and are disclosed or accessed through the course of the recruitment process. This includes, but is not limited to:

Personal information of candidates and client contacts.
Business strategies, operations, and internal processes of clients.
Salary structures, employee benefits, and HR policies.
Details of specific recruitment needs and role requirements.
Any information marked or verbally stated as confidential.

Obligation to Protect:
Both HR Pantheon and the Parties (clients and candidates) are obligated to maintain the confidentiality of the information shared during the recruitment process.

Responsibility of Parties: All parties agree to use confidential information solely for the purpose of fulfilling their respective roles in the recruitment process and not for any unauthorized use.
Secure Handling: Parties must take all reasonable steps to prevent unauthorized access, disclosure, copying, use, or modification of confidential information.
Breach of Confidentiality: Any breach of confidentiality must be reported immediately to HR Pantheon, and the responsible party will be liable for any harm or loss resulting from this breach.

6. Non-Solicitation and Non-Compete

Client Protection:

Clients agree not to solicit or engage with other recruiting agencies for HR staffing needs for a period of 12 months following the conclusion of any recruitment assignment with HR Pantheon. This is to ensure the integrity and value of the exclusive services provided by HR Pantheon.

Candidate Engagement:

Candidates placed by HR Pantheon are restricted from making direct approaches to, or accepting direct offers from, clients of HR Pantheon for a period of 12 months following their placement. This clause is intended to respect the investment both parties have made in the recruitment process.

Duration:

The non-solicitation and non-compete clauses are active for a period of 12 months from the date of the end of a recruitment assignment or candidate placement. This timeframe is deemed sufficient to protect the interests of HR Pantheon while being fair to both clients and candidates.

7. Liability and Indemnification

Limitation of Liability:

HR Pantheon's liability in connection with any services provided under these terms and conditions shall be limited to the total fee paid by the client for the specific recruitment assignment.
HR Pantheon is not liable for any indirect, incidental, or consequential damages, including but not limited to, loss of profits, business interruption, or loss of opportunity arising out of or in connection with our services.

Indemnity:

Clients and candidates agree to indemnify and hold harmless HR Pantheon against any claims, damages, losses, liabilities, costs, and expenses (including legal fees) arising from any breach of these terms and conditions or any negligent or wrongful acts or omissions.

8. Candidate Conduct

Professional Behavior:

Candidates are required to conduct themselves professionally and ethically at all times during the recruitment process and in their interactions with HR Pantheon and its clients.
Any misconduct or unprofessional behavior may result in the termination of the candidate's consideration for current and future roles.

Non-Disparagement:

Candidates agree not to make any disparaging, defamatory, or negative statements about HR Pantheon, its employees, services, or clients. This clause is intended to maintain a respectful and professional business environment.

9. Intellectual Property

Ownership:

All materials and intellectual property created or used by HR Pantheon during the recruitment process, including but not limited to job descriptions, advertisements, and candidate assessments, remain the property of HR Pantheon.
Clients and candidates are granted a limited, non-exclusive, non-transferable license to use such materials solely for the purposes of the recruitment process.

10. Dispute Resolution

Governing Law:

These terms and conditions shall be governed by and construed in accordance with the laws of England and Wales.

Mediation and Arbitration:

Any dispute arising out of or in connection with these terms and conditions shall first be attempted to be resolved through mediation. If mediation is unsuccessful, arbitration may be pursued as an alternative to litigation.

11. Amendments and Modifications

Procedure for Changes:

HR Pantheon reserves the right to amend or modify these terms and conditions at any time. All changes will be communicated to clients and candidates via email or posted on our website.
Continued use of HR Pantheon's services following such changes will constitute acceptance of the new terms.

12. Acceptance of Terms

Acknowledgment:

By engaging with HR Pantheon's services, clients and candidates acknowledge that they have read, understood, and agree to be bound by these terms and conditions.

13. Contact Information

Enquiries:

For any queries regarding these terms and conditions, please contact HR Pantheon at Suite 3920 Unit 3a,34-35 Hatton Garden, Holborn, London, United Kingdom, EC1N 8DX
Company Number 15357598

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