Introduction & hire-reporting terms

STAFFLORA — Employer introduction and hire-reporting terms Review 1 — 4 November 2026 FOR OWNER AND LEGAL REVIEW — NOT ACTIVE — NOT AVAILABLE FOR ACCEPTANCE 1. Parties and scope The proposed parties are Best Ajani Boluwatife, operating under the STAFFLORA brand (STAFFLORA), and the care organisation identified in the employer account (the Employer). Before publication, STAFFLORA's legal trading status and any legally required business particulars must be confirmed and supplied securely to the Employer. No registered-company status is represented by this document. STAFFLORA connects carers and care companies for recruitment; it does not provide care, employ a carer on the Employer's behalf or supervise the Employer's services. These terms cover introductions and outcome reporting only. Any wider recruitment engagement must be agreed separately before services are supplied. 2. Authority and recruitment instructions The person accepting must have authority to bind the Employer and keep its organisation name, contact details and recruitment instructions accurate. The Employer supplies the role, location, number of people needed, pay, hours, shifts, employment type and essential requirements, and promptly reports changes or withdrawal of a role. Instructions must be lawful, accurate and non-discriminatory. STAFFLORA reviews requests before publication. A published vacancy or matching suggestion does not guarantee applicants, suitability or a hire. 3. Acceptance before disclosure No identified carer's application is released to an Employer through the introduction process until the Employer has accepted the current published agreement and STAFFLORA has approved a consented application for release. Accepting terms alone gives no entitlement to any carer's details. This review document itself cannot be accepted and creates no active agreement. Only the separately published version may be accepted through an authorised employer account. 4. What counts as an introduction An introduction under these terms occurs when STAFFLORA releases an identified carer's consented application to the relevant Employer account for a specified vacancy. The recorded release time is the in-app introduction time, not evidence of email delivery or that someone read the application. STAFFLORA records the relevant carer, Employer, vacancy, agreement version and dated release. A suggested match, anonymous profile or public vacancy alone is not an introduction. An introduction does not establish suitability, employment or that STAFFLORA caused a later hire. 5. Receipt and prior contact The Employer must acknowledge receipt promptly in its account or contact STAFFLORA if it cannot access the application. Acknowledgement confirms receipt only, not a hire or an admission concerning a disputed introduction. If the Employer believes it was already recruiting the carer independently, it must notify STAFFLORA promptly and, where reasonably possible, before progressing the application. Supply relevant dated evidence of prior recruitment contact securely, not unnecessary personal information. Mere familiarity with a name or an old CV does not by itself resolve the issue; STAFFLORA will consider the circumstances fairly. No silence-based admission or automatic decision applies. 6. Recruitment and hire reporting The Employer must provide accurate, prompt updates when an interview is arranged or completed, an offer is made or accepted, a start date is agreed, work actually starts, or the application is withdrawn or not progressed. If circumstances change, correct the earlier update promptly. Report through the employer account or employers@stafflora.co.uk, identifying the carer and vacancy and the relevant event date. For a work-start report, identify the employing organisation, role and actual start date. Do not supply payroll, health or identity documents unless specifically necessary and requested securely. If the Employer considers or hires an introduced carer for a different role, or proposes recruitment through a related organisation, tell STAFFLORA promptly. This reporting duty does not authorise sharing the carer's application with another organisation. Do not deliberately conceal outcomes, misstate how a carer was identified or route recruitment through another account to avoid accurate reporting. 7. Independent follow-up and disputed outcomes STAFFLORA may contact the Employer and carer separately to confirm interviews, offers and work starts, in accordance with its privacy notice. Each side's report is recorded separately. Neither a carer report nor an Employer report is automatically conclusive. Where reports differ, STAFFLORA will seek clarification and proportionate evidence, record the dispute and correct inaccurate records where appropriate. The Employer should cooperate reasonably with relevant enquiries. No unrestricted audit or access to the Employer's systems is created by these terms. 8. Employer responsibilities The Employer makes its own hiring decisions and remains responsible for applicable right-to-work, qualifications, references, DBS, safeguarding, professional-registration and suitability checks before employment, and for its employment, equality, pay, health-and-safety and regulatory obligations. CVs, self-reported qualifications and AI matching explanations do not replace checks or constitute certification. STAFFLORA must accurately describe any checks it has actually undertaken and comply with its own applicable recruitment duties; these terms do not remove those duties. 9. Confidentiality and data protection Use carer information only for the relevant recruitment process, restrict access to authorised recruitment personnel and keep it secure. Do not publish it, use it for marketing or pass it to unrelated organisations. Obtain any necessary permission and establish a lawful basis before a proposed onward disclosure; inform STAFFLORA first. Each party is responsible for the personal-data processing it controls under the UK GDPR and Data Protection Act 2018. These terms do not appoint either party as a processor for the other. Cooperate reasonably on rights requests, corrections and security incidents, and tell STAFFLORA without undue delay about an unauthorised disclosure involving information it supplied. These terms do not replace statutory notification deadlines. Retain only what is necessary for recruitment, legal obligations or a legitimate dispute; restrict disputed records rather than retaining unrestricted access indefinitely. STAFFLORA's purposes and retention approach are described in its privacy notice at https://stafflora.co.uk/privacy. A documented retention schedule must be confirmed before final publication; this draft creates no blanket permission for indefinite retention. 10. Dated records and acceptance copies The accepted published version and its acceptance timestamp are recorded against the Employer account. Acceptance through an account is evidence of that account's action, not an independently verified signature or proof of the acceptor's authority. The Employer must notify STAFFLORA promptly of suspected unauthorised account use. The Employer can download its acceptance receipt containing the accepted wording and version. STAFFLORA staff can review the version and dated acceptance record privately. Email receipts, when enabled and available, are supplementary; they do not replace the stored acceptance record or change when acceptance occurred. 11. Changes and ending recruitment New wording applies only after separate publication and acceptance; it does not rewrite earlier accepted versions or dated introduction records. The Employer must accept the current version before further introductions are released. Either party may stop future recruitment instructions by notifying the other. Confidentiality, lawful data handling, corrections and reporting of outcomes from introductions already made continue only to the extent reasonably necessary to complete those processes and resolve a genuine dispute. No indefinite restriction on employing a carer is created. 12. Queries, disputes and applicable law Contact employers@stafflora.co.uk or +44 7435 284629 for recruitment updates, prior-contact concerns and disputed records. Raise concerns promptly, explain the issue and exchange relevant information securely. Both parties should try to resolve the matter fairly before considering further action. The proposed governing law is England and Wales. Applicable mandatory law and court-jurisdiction rules remain unaffected; no exclusive forum is imposed by this draft. Nothing excludes liability that cannot lawfully be excluded, removes statutory rights or makes an introduction record conclusive evidence of a hire. PRE-PUBLICATION REVIEW Confirm the legal operator and trading status; provide required business particulars securely without publishing a private home address; obtain UK recruitment legal review of the wider engagement, reporting duties, data handling and retention schedule; approve the final version and publish it separately. Email receipt delivery remains dependent on verified sender setup.