Edvectus Job Posting Plan – Terms of  Service (UK GDPR‑compliant) 

Introduction 

These terms of business (the “Terms”) form a legally binding agreement between Edvectus Ltd (registered in England and Wales) (the “Company”, “we”, “us”) and the hiring organisation or educational institution that registers to use the Edvectus Job Posting job‑advertising service (the “Client”, “you”). The Terms govern your use of the Job Posting service described in our Job Posting specification and apply whether or not the Terms are signed. By submitting a vacancy through the Edvectus client portal or otherwise instructing the Company to list a vacancy, you agree to comply with these Terms. 

The Job Posting plan provides a self‑service advertising facility only. It is not an introduction or placement service. It allows clients to upload a teaching vacancy, pay a fee, and receive candidate applications via a hidden email link. The service is designed to be simple and feature‑complete for the Job Posting level. 

Definitions 

Advert	A vacancy advertisement posted by the Client through the Job Posting portal.
Candidate	A person who submits an application for an Advert.
Client Portal	The password‑protected area of the Edvectus website where Clients can submit Advert details, and manage listings.
Portal Fee	The fee payable for posting an Advert on the Job Posting service (and any optional boost fee).
Boost	A paid option allowing the Advert to be promoted to the top of the jobs listing during its active period.
Data Controller, Data Processor	Meanings given in the UK General Data Protection Regulation (UK GDPR).

Scope of the Job Posting Service 

1. Self‑service advertising. Clients may log into the portal and complete a brief form: vacancy name, a logo file, school name, a hidden email address for receiving applications, and a job description of not more than 300 words. The portal will generate a “apply” link so that candidates can submit their CV and the name of the job without seeing the Client’s email. Once the form is submitted, the Client will be redirected to our payment provider (Stripe) to pay the Portal Fee. The Advert will go live only after successful payment. 

1. Duration. Each Advert is displayed on the Edvectus jobs page for 30 days from the date it goes live, after which it will automatically expire. The Client may purchase a Boost to promote the Advert back to the top of the listing during the 30‑day period. 

1. Consultant management. Edvectus administrators may edit, suspend or remove an Advert if it is found to be inaccurate, misleading, discriminatory or otherwise unsuitable or if payment fails.  

1. Service modifications. We may modify or improve the Job Posting service from time to time to fix bugs, enhance security or improve usability. Any such changes will not alter the fundamental nature of the Job Posting service. 

Client Responsibilities 

1. Accurate information. You warrant that all Advert content (including vacancy title, description, logo and any other materials) is accurate, non‑discriminatory and complies with applicable law. Under the UK GDPR’s fairness and transparency principles, you must only request information from candidates that is relevant to the recruitment purpose and avoid collecting excessive personal data[1][2]. 

1. Ownership and licences. You confirm that you own or have the right to use any logos or trademarks submitted with your Advert. You grant the Company a non‑exclusive, royalty‑free licence to host, display, distribute and promote the Advert and its contents on our website and marketing channels for the duration of the Advert. 

1. Compliance with data protection law. When using candidate information, you act as an independent data controller under the UK GDPR. You undertake to: 

1. Process candidate personal data lawfully, fairly and transparently; identify a lawful basis (for example, legitimate interests) before processing and explain to candidates how their data will be used. 

1. Only process personal data necessary for considering the candidate for the advertised vacancy and not request information unrelated to job‑related requirements. 

1. Keep candidate data confidential; ensure that only authorised personnel with a need to know can access it and that they are bound by confidentiality obligations. 

1. Implement appropriate technical and organisational measures to protect personal data from unauthorised or unlawful processing and against accidental loss or destruction. 

1. Respect candidates’ rights, including the right of access and erasure. If a candidate exercises their right to be forgotten, you must delete their data within one month and notify us. 

1. Retain candidate information only for as long as necessary for recruitment purposes and at least for the minimum statutory period of one year required by Employment Agency Standards inspectors, unless a longer period is justified by ongoing recruitment or legal obligations. You must regularly review records and securely delete or anonymise data when it is no longer needed. 

1. Payment. You must pay the Portal Fee and any Boost fee via the payment gateway at the time you submit the Advert. All fees are exclusive of VAT unless stated otherwise. Failure to pay the fee or chargebacks may result in removal of the Advert and suspension of your account. Payments are processed by Stripe; Edvectus does not store your full payment card details. 

1. Account security. You must keep your portal login credentials secure and not share them with third parties. You are responsible for all activity undertaken on the portal under your credentials. If you suspect unauthorised access, you must notify us immediately. 

1. Prohibited uses. You must not: 

1. Post adverts that are unlawful, discriminatory, misleading or infringe any third‑party rights; 

1. Use candidate information for marketing or any purpose other than evaluating the candidate’s suitability for the specific vacancy; 

1. Reproduce or redistribute content from the portal without our written permission; 

1. Attempt to bypass the portal or the hidden email feature to solicit candidates outside the system. 

Edvectus Responsibilities 

1. Service delivery. We will provide the Job Posting service with reasonable care and skill and use commercially reasonable efforts to ensure the portal is available. However, we do not guarantee uninterrupted access or that the Advert will generate a particular number or quality of applications. 

1. Data controller and processor roles. For candidate personal data, Edvectus and the Client act as independent data controllers. We collect candidate CVs and contact details on behalf of the Client and transmit them to the Client via the hidden link. We also maintain a copy of each application, including the candidate’s name, email address and CV, for internal record‑keeping and compliance. We process this data in accordance with our privacy notice and rely on legitimate interests in providing recruitment services. 

1. Data processing obligations. We will: 

1. Process candidate data only to provide the Job Posting service and for legitimate interest purposes such as analysing the performance of adverts and improving our services; 

1. Implement appropriate technical and organisational measures to protect personal data against unauthorised or unlawful processing or accidental loss or destruction; 

1. Ensure that any employees or contractors authorised to process personal data are under confidentiality obligations; 

1. Engage third‑party sub‑processors (for example, hosting providers, email delivery services and payment processors) only under written agreements imposing data protection obligations at least equivalent to these Terms; 

1. Provide Clients with a list of sub‑processors upon request and give notice of any changes. If the Client reasonably objects to a new sub‑processor, we will discuss alternative arrangements; 

1. Notify the Client without undue delay of any personal data breach affecting candidate data and cooperate with investigations and data subject requests; 

1. Delete or anonymise candidate data when it is no longer required or when mandated by law. Our standard retention period for candidate applications is 12 months after the closing date unless a longer period is required by law or justified by ongoing recruitment. 

1. Confidentiality and security. We will keep all Client‑provided information confidential and not disclose it to third parties except as needed to deliver the service, comply with law, or enforce these Terms. We reserve the right to remove or edit Adverts that we consider inappropriate or non‑compliant with UK legislation or these Terms. 

1. Maintenance and changes. We may modify or discontinue the Job Posting service at any time, but we will provide reasonable notice for material changes that affect active Adverts. Updated Terms will be notified via the portal and will apply to future Adverts once accepted. 

Payment and Fees 

1. Fees. The Job Posting Portal Fee is payable per Advert and will be displayed on the portal before submission. The optional Boost fee will also be displayed. All amounts are payable in Pounds Sterling via Stripe. Additional taxes may apply. 

1. No refunds. Once an Advert is live, the Portal Fee is non‑refundable. If we remove an Advert due to breach of these Terms, no refund will be given. If we fail to publish an Advert due to our error, we will either refund the fee or provide a credit. 

1. Chargebacks and unpaid fees. In the event of chargebacks or unpaid fees, we may suspend your account and instruct debt recovery services. You agree to reimburse us for reasonable collection costs. 

Intellectual Property 

All intellectual property rights in the portal and our website (including software, design, text, and graphics) are owned by or licensed to Edvectus. Except as expressly permitted, you must not reproduce or create derivative works from the portal. You retain ownership of your logos and Advert materials, but you grant us the licence described above to use them for the purpose of providing the Job Posting service. 

Limitation of Liability 

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

1. Subject to paragraph 1, our total liability under these Terms (whether in contract, tort or otherwise) is limited to the total Portal Fees paid by you in the 12‑month period preceding the event giving rise to the claim. We are not liable for indirect or consequential losses, loss of profit, loss of business, loss of reputation or any special or punitive damages. 

1. We are not responsible for the actions or omissions of candidates or the accuracy of candidate information and do not guarantee that any candidate is suitable or will respond to the Advert. You are responsible for conducting your own due diligence and recruitment checks. 

Termination 

1. Either party may terminate these Terms immediately by written notice if the other party commits a material breach that is not remedied within 10 days of written notice. 

1. On termination or expiration of these Terms, any outstanding fees become immediately due. Adverts will be taken down and candidate data will be retained or deleted in accordance with the data processing obligations above. 

Variation and Waiver 

We may amend these Terms from time to time. Updated terms will be made available via the portal and will apply to new Adverts when you next submit an order. No variation to these Terms by you will be valid unless agreed in writing by an authorised officer of Edvectus. No failure or delay by either party in exercising any right under these Terms constitutes a waiver of that right. 

Entire Agreement 

These Terms constitute the entire agreement between the parties relating to the Job Posting service and supersede any previous understandings or agreements (written or oral). Each party acknowledges that it has not relied on any statement or representation not set out in these Terms. 

Notices 

All notices must be in writing and may be served by email or by post to the address notified by each party. Notices sent by email are deemed received at the time of sending (if during business hours) or the next business day. Notices sent by post are deemed received two business days after posting. 

Governing Law and Jurisdiction 

These Terms and any dispute arising out of or in connection with them shall be governed by and construed in accordance with the law of England and Wales. The parties submit to the exclusive jurisdiction of the English courts.