Terms of business for HtE Recruitment Logistics and manufacturing division

====

H T E Recruitment

Recruitment for the Logistics and manufacturing division industry

www.hterecruitment.co.uk

Product: Finders service

Client Company name –Your ltd company nameand HtE Recruitment ltd, company Reg number 6087664 and Vat number 891706204

[h t e Recruitment Limited, registered company no. 6087664, trading as h t e recruitment ltd] of [office suite 110, ducie house, ducie street, Manchester, m1 2JW] (“the Hirer”) to whom the Intermediary is Introduced. For the avoidance of doubt the Hirer shall also include any subsidiary or associated person, firm or corporate body (as the case may be) to whom the Intermediary is Introduced. It is agreed that the following apply. Unless stated in writing prior to matching on a position, package two applies by default as listed in section 5 and 6.

1. DEFINITIONS AND INTERPRETATION

“Candidate” – means the job seeker looking for a full time position

“Contractor” – means a relief worker

“Rebates” – This means the refund made if a candidate leaves employment during a set period of time, applicable on invoices paid on time

“introduction fee” – Means the fee payable by the Hirer

“Candidate” means the person introduced by HTE Recruitment to the Client for the Engagement including any members of HTE Recruitment own staff.

“Client” means the person, firm or corporate body together with any subsidiary or associated company as defined by the Companies Act 1985 to whom the Candidate is introduced.

“Agency” means the recruitment agency who acts as a finders service

“Engagement” means the engagement, employment or use of the candidate by the Client on a permanent or temporary basis, whether under a contract of service or for services, under an agency, license, franchise or partnership agreement, or any other engagement.

“Engagement fee” means the cost to start the recruitment process to cover advertising

“Retainer” means a none refundable deposit to start working on a role, this is for selected roles only and agreed before working on a role.

“Placement fee” means the fee payable once a candidate has been sourced, offered and accepted the offer.

“Introduction” means the Client’s interview of a Candidate in person or by telephone or the passing to the Client of a curriculum vitae or other information which identifies the Candidate and which leads to an Engagement of that Candidate by the Client.

“Payment Terms” means the date the invoice needs to be paid by

“discounted invoice” means the invoice is at a discounted rate based on set criteria on payment terms.

_

_

2. The Recruitment process – Finders service

2.1 We will use a wide range of methods to source candidates including: databases, online adverts, social media marketing, our inhouse database

In addition to this, we offer a additional service of candidate mapping & a Head hunting services, which are at additional costs.

2.2 You give permission to the agency to advertise the position, to use it within social media posts, advertise it on our website and to send candidate emails regarding the role. If for any of the positions you do not give permission to advertise, you agree to inform the agency in writing in advance of the recruitment process.

_

_

3. Time scales

3.1 The client will give feedback to the Agency within 3 working days of a CV sending and interview feedback within 2 working days of a interview taking place. This time scale can be extended on a vacancy by vacancy basis with written permission from the Agency Director, for a number of reasons including the hiring manager is in Hospital or a preplanned holiday. This clause is to ensure we deliver a great candidate journey, which can reduce the number of candidates loosing interest in a position.

3.2 The agency will send cv’s to the client / hirer for the position to tell them about a candidate. We do not charge a admin fee for creating a list of candidates interested unless the client does not respond to CV sending within 2 weeks of sending a CV.

3.2 The hirer must inform within 3 days if they had the cv from another source. Once an interview has been requested, the candidate is classed as a candidate from HtE Recruitment and the hirer agrees to the fee structure if they then place the candidate into a role within either the site they are being interviewed for or another site owned or linked by the same directors.

_

_

4. HtE Recruitment contact details

Recruitment teams – Northern UK 0161 300 7864 / Southern UK 0203 542 6103

Email [email protected]

Each position is assigned to a team member, who will account manage the position. This will be listed on the job take email, which is sent prior to matching on a job.

_

_

5. Fee Structure –  Option 1 HtE Select – our traditional Finders Service (this is the default unless otherwise requested prior to matching)

5.1 For clients who opt at matching stage for option one, The Agency finders fee rate is defaulted as package A rate of 12% of the salary + vat, this is payable upon the candidate taking the position and starting. This is the default package if a option has not been confirmed, it defaults to this.

5.1.2 The Agency has 3 rates available for the finders service, by default the rate is set at package A rate of 15%. Any changes to this will be agreed on a case by case basis prior to matching on the position unless otherwise rated in the Terms. These prices are for our permanent positions we place. For fixed term contract roles, your consultant will quote a price prior to matching on the role & clause 8.9.1 would apply to fixed term contracts should a candidate fixed terms goes permanent.

The prices for the 3 packages:

-Package A:12% + vat: This package includes marketing the position, online searches, matching on our database. This is charged at 12% of the salary. 

–Package B:15% + vat: This package includes marketing the position, online searches, matching on our database, feature the job within our social media marketing, creating short and long lists. Packages B & C have dedicated matching slots. This is charged at 15% of the salary. [default package for all clients unless requested otherwise prior to matching]

-Package C:17% + vat: This package includes everything in package B & in addition offers a free replacement within 12 weeks.  Guaranteed period / Rebates are for 1st 24 weeks with a free replacement for the 1st 12 weeks and rebate thereafter. This package is charged at 17%.

5.2 Fee Structure – Option 2 HtE Partner – our Consultancy service (engaged)

5.2.1 Clients can opt for an engaged product, which is £500 + vat upfront to start the matching as a engagement fee or £600 + vat for salaraies of over £45k and then a introduction fee once a candidate starts at 7% for salaries under £35k and 8% for salaries over £35k. The engagement fee unlocks the lower rates. 

5.2.2 Clients must request this product prior to working on a vacancy for this rate and this rate is not available if this had not been requested or an engagement fee had not been paid upfront. 

5.2.3 The Agency reserves the right to decline the request of the engaged option in some months of the year or if the agency is at capacity with engaged placements, this is to ensure the dedicated extra time invested into engaged can be applied. 

5.3 Fee structure – Option 3 HtE Advantage – our subscription service

This is our monthly subscription service for 12 months, that unlocks the prices in option 3. The consultant will give a quote for this service based on the type of business and size. The monthly subscription for 12 months is your key to unlock lower rates on selected roles for 12 months. This is only available in selected areas and locations. This package is available for Managers, Planners, Freight forwarders, Customs Clearance Coordinators, Team Leaders – This package is not available for drivers, warehouse picker/packers, cleaners or entry level roles (the agency does not cover these roles).

5.4 Other terms regarding fee structure applicable to all jobs on either package

5.4.1 The Hirer shall be liable to pay the Recruitment Agency an Introduction Fee where the Recruitment Agency or Employment Business Introduces the candidate to the Hirer and the candidate starts employment. 

5.4.2 The fee is applicable once a offer has been made and it is accepted by the candidate.

5.4.3 Vat is charged in addition to the % charge, at the UK vat rate.

5.4.4 A fee is applicable for any candidates the agency has submitted and arranged a interview for, who are then offered employment. If a client offers direct to the candidate after the interview and not via the agency or within 12 months direct to the candidate, the agency will class this as a placement and would invoice at general rates.

_

_

_

6. Skill set review – Rebate / Guarantee period

6.1 All appointees are guaranteed for a period of time from the commencement date, as per time scales below. The rebates cover you a period to review the skills of the candidate. The rebate period does not cover retention issues or redundancy, and provided we are notified in writing within seven days of departure/termination. The client is responsible to ensure the working conditions and culture will retain a worker, the rebates cover skill sets. The client must follow the basic candidate retention commitment for terms to apply www.hterecruitment.co.uk/client-new-starter-retention-commitment/

6.2 The rebates only apply to invoices paid within the strict payment terms. These are applicable on invoices paid within the payment terms listed below

6.3 Rebates do not apply to seasonal appointments or fixed-term appointments. rebates are only available on the finders fee part of the fee. 

6.4 The agency needs to be notified with 7days of a candidate leaving for the rebate to apply.

6.5 The skill set rebate period for option 1 (finders service) depends on the package chosen in clause5.1.2. We offer a rebate period for clients to give time to review the skills of a candidate. The skill set rebate period: We offer a rebate period for clients to give time to review the skills of a candidate. The rebate will depend on the package that has been agreed. Package 2 and package 3 offer a higher Guarantee period, which is built into the cost of the package. By default, clients are on package 2 unless otherwise agreed in writing. The package must be agreed prior to matching on a job. The rebate periods are as follows:

– Package A:week 1: 100%, week 2: 90%,week 3: 80%, week4: 70%, week 5: 60%, week 6: 50%, week 7: 40%, Week 8: 30%, week 9: 20%, week 10: 10%, week 11: 0%. Week 1-8 is a refund within 14 days into your bank account. Week 9-10 is a credit note off your next invoice

– Package B:week 1: 100%, week 2: 90%, week 3: 80%, week 4: 70%, week5: 60%, week 6: 50%, week 7:40%, week 8: 30%, Week 9-12: 20%. Week 1-10 is a refund within 14 days into your bank account. Week 11-12 is a credit note off your next invoice

– Package C:week 1-12 we offer a free replacement for the same job title & job remit (clause 6.7), week 13-16: 40% rebate, week 17-24: 25% rebate.

6.5.1 The skill set rebate period for option 2 (consultancy service): We offer a rebate period for clients to give time to review the skills of a candidate, this is for the introduction/finders fee part of the fee. 

wk 1 – 100%, week 2: 100%,week 3: 90%, week4: 80%, week 5: 70%, week 6: 60%, week 7: 50%, Week 8: 50%, week 9: 40%, week 10: 30%, week 11: 20%, week 12 is 10%. With the option 2 consultancy package, clients in the 1st 8 weeks can request a free replacement instead of the sliding scale. 

6.6 Once a candidate has started a week, that is classed as that week completed, the Recruitment agency class a Monday as the start of a week. Candidates who start mid week, for the rebate system is classed as w/c the date of the monday.

6.7 Free Replacement. This is offered to clients on package 3. The free replacement is one free replacement for the same job title & location. The agency does not offer a 100% refund for this period & if a company decides not to replace, then the rebate % in package two would apply. The Client are required to inform the agency prior to rematching on the role, they would rather the rebate period for package 2 instead. Once the Recruitment Agency invests resource into rematching, the agency can not offer any alternative. The expiry date for matching is a 6 month period for a free replacement. If the remit has changed or changes during the rematch, the agency would charge a additional £200 readvertisment fee.

_

_

7. Payment terms

7.1 All finders fees are payable, within either 14 days of the candidate start date or for positions with a start date greater than 8 week, than 14 days from accepting the offer. The engagement fee if a client goes for this option, is payable upon starting matching.

7.2 Where a candidate is paid hourly and not annual, the charge will be based on a 48 hour week, to work out the annual salary, to work out the finders fee.

7.3 All discounted rates and special offers are only applicable on invoices paid within 14 days. Late payments are charged at the full general rate of 17%.

7.4 For positions that require a engagement fee (option two consultancy service), this is due prior to working on the position.

7.5 The rebate periods in section 6 are only applicable for invoices paid on time. If a offer has been made & accepted however is withdrawn from the client after it is accepted or redundancy takes place, the full fee is still due. Rebates are based on a skill set review and does not include retention issues unless a client has either purchased a retention audit from the Recruitment Agency OR has a retention plan inplace. Rebates do not apply is a candidate has left due to being under paid, paid late, working over the contracted hours on a regular basis or not getting breaks.

7.6 All charges are subject to VAT at the current standard rate.

7.7 Late invoices will have a late payment administration charge of £20 added once a invoice is 30 days overdue. We also reserve the right to charge interest on overdue accounts at 8% per month or part thereof in addition to the administration charge. We charge a additional administration charge of  £100 after 60 days overdue. If the invoice is given to a court or a debt collector, these charges will also be added to the invoice.

_

_

8. Other terms and conditions of Business

• 8.1 Unless otherwise agreed in writing by a director of HTE Recruitment, these terms of business shall prevail over any other terms of business or purchase conditions put forward by the Client.

• 8.2 Candidate guarantees are only valid if all fees have been paid within the stipulated period. The package is default to package 2 unless agreed in advance otherwise. This must be agreed prior to matching on a position & not at offer stage. The agency will not be able to change the package at offer stage. In the event that an appointee leaves the rebate above is applicable, if the invoice has been paid within the payment terms. If payment has not been paid on time, the rebate is not applicable.

• 8.2.1
  • 8.2.1 Any of the packages that offer a free replacement, this is one free replacement for the same position and remit. Once matching has started on a free replacement the client can not opt for a rebate instead. It is one free replacement only and only available for the packages that include this. If a client requests a rebate instead, this is given at the sliding scale for the number of weeks as per the rebate section. 

• 8.3 Interviews should be one stage or at a maximum a 2 stage interview, with one of the 2 stages being a online or phone stage. If the interview is more than 1 inperson stages, the client might be responsible for covering the cost of travel for the candidate for the 2nd stage. The Recruitment Agency will discuss this prior to the 2nd inperson stage. 

• 8.3.1 The agency can not offer any guarantees on the candidates communication with the Agency or Client. The agency asks candidates to inform the agency if they are no longer interested however the agency under the Recruitment Act 1973/2010 can not offer a guarantee the candidate will.

• 8.4 Whilst HTE Recruitment endeavours to ensure the suitability of candidates submitted, the Client should satisfy themselves as to candidate’s qualifications, efficiency and integrity. HTE Recruitment does not accept any responsibility for shortcomings in candidates recruited by the Client.

• 8.5 The agency ask candidates if they require a Visa however the employment contract is with the end client and therefore it is the clients responsibility to see a photo ID and to keep this on file. H t E Recruitment do not take any responsibility if the client has not taken this information and are not liable for any fines or costs relating to a candidate without the relevant papers. 

• 8.6 Whilst HTE Recruitment Finders service will endeavour to request a reference to confirm the current place of work & job title for a candidate upon an employment offer, we cannot guarantee that references will have been returned. We are also unable to take references from a candidate’s current employer without permission and would advise clients to take up independent references prior to the candidate commencing employment. References can only be taken if the candidate gives permission.  If a company does not have a inhouse HR function, you can use our HtE HR support for full reference checks, these are chargeable per reference and charged regardless of offering employment. If a reference is requested for our finders service prior to a offer, this would be completed by HtE HR support and would be chargeable at £50 per reference plus vat.

• 8.7 Should the Client already be in possession of the resume of any Applicant who has been put forward by the Agency, then the client must inform the Agency in writing within 3 working days, otherwise the Applicant will be subject to these Terms & Conditions. This must be done prior to setting up an interview. Clause 8.9 will apply to clients who recruit a candidate without advising us of a CV already being sent.

• 8.7.1 The agency does not offer a guarantee to fill vacancies and hold no liability if a candidate does not turn up for interviews or take a position. the Employment agency acts as a Finders service, not as an Employment business and does not offer any forms of guarantee. Once the job take email has been sent to the client for the vacancy, the client is required to inform the agency of any internal candidates or direct candidates within 3 working hours. Internal candidates should be considered prior to the Agency matching on the role and advertising it. 

• 8.8 Once an interview is requested the T&Cs are applicable should you take on a candidate.

• 8.9 Candidates engaged within 12 months of an introduction by HTE Recruitment either directly or indirectly will be considered to have been engaged as a result of their efforts. HtE Recruitment will invoice full general rack rate of 20% plus interest if a candidate starts without the agency being notified in advance. The client agrees that any appointments made direct with the candidate once a cv has been accepted if the candidate starts employment without letting the agency know within 7 days of the start date, a full fee is chargeable, this could be backdated upto 24 months if at a later stage the agency is made aware.

• 8.10.5 Engagement fee: For selected roles option 2 is available, with these roles a engagement fee is chargable upon matching on a role. This is a none refundable deposit of £500 + vat to cover the basic costs upfront. The engagement fee is payable prior to working on the role. 

  • 8.10.6 For clients who select the HtE Advantage package, a monthly Direct Debit needs setting up for the monthly subscription and this is for 12 months to unlock the lower price. The agency offers this service 50 weeks of the year (excluding Christmas 2 weeks) however the monthly fee applies for 12 calander months. If the company stops paying the monthly fee, a full fee listed in clause 5.4.4 applies to all positions that have been placed. There is a fair usage policy with this option and clients must have a 1 in 3 ratio to cv sending to placed with this service for the unlocking of the lower rate. The advantage package is NOT available for cleaners, warehouse operatives, warehouse picker packers, drivers.
• 8.11 If the ltd company is sold, the invoice is still applicable. If the candidate moves to another site owned directly or indirectly by the same company or linked with any of the named directors of the ltd company, the invoice is still applicable to be paid by either the current company or the new company. If the ltd company closes and a new ltd company is formed by one or more of the current directors,if employment is transfered to the new company, the invoice is also transfered to the new company.If a CVA is applied for and the contract of the worker is transfered, the new company will be responsible for the debt of the placement at the full price and classed as a new placement witht he new company or company purchasing the company.
• 8.12 The Recruitment agency will match on the position based on the information given by the client, this includes but is not limited to; salary, hours, duties, bonus, job title. If any information changes, the client is required to inform the agency in writing (email) of the changes prior to accepting an interview. Candidates travel to interviews based on the information provided to them. The client is responsible for wages being above the living wage.

• 8.13 The Agency shall not be liable under any circumstances for any loss, expense, damage, delay, costs or compensation (whether direct, indirect or consequential) which may be suffered or incurred by the Client arising from or in any way connected with the Agency seeking an Applicant for the Client or from the Introduction to or Engagement of any Applicant by the Client or from the failure of the Agency to introduce any Applicant. For the avoidance of doubt, the Agency does not exclude liability for death or personal injury arising from its own negligence.

• 8.14 Whilst reasonable efforts are made by the Employment Business to give satisfaction to the Hirer by ensuring reasonable standards of skills, integrity and reliability from the Intermediary and to provide the same in accordance with the Assignment details as provided by the Hirer, no liability is accepted by the Employment Business for any Losses arising from the failure to provide an Intermediary for all or part of the period of the Assignment or from the negligence, dishonesty, misconduct or lack of skill of the Intermediary or if the Intermediary terminates the Assignment for any reason. For the avoidance of doubt, the Employment Business does not exclude liability for H t E Recruitment-Relief Chefs client T&C’s death or personal injury arising from its own negligence or for any other loss which it is not permitted to exclude under law.
• 8.15 Under the GDPR regulations (data protection), you can not store candidate contact details without the permission of the candidate and only keep the contact details whilst you have a ‘business need’ to have these details. Once the recruitment cycle is completed,any candidate contact details need to be deleted.

_

_

9. Right to work

9.1 The agency offer a finders service to source candidates. The employment is with the client and the candidate. It is the client’s responsibility to check the right to work documents and keep copies of this. The agency holds no responsibility if the client does not check these documents prior to start date.

9.2 it is the client’s responsibility to check the right to work before any practical parts of an interview.

9.3 The client is responsible for references and if a crb/dbs is required, is responsible for this.

_

_

10. Permission to advertise and hold records

10.1 The client gives permission to advertise, unless in writing requests not to advertise.

10.2 The agency is required to hold records of positions worked on, candidates, client emails and notes, placement details, invoice details and payment details for upto 6 years. We are also required to keep vat records for upto 6 years of transactions with supporting information.

_

_

11. INTELLECTUAL PROPERTY RIGHTS
All copyright, trademarks, patents and other intellectual property rights deriving from the provision of the ‘finders recruitment” Services by the Intermediary for the Hirer during the Assignment shall belong to the Hirer, save such rights as may be expressly owned or retained by the Intermediary and set out in the Assignment Details Form. Accordingly, the Employment Business shall use its reasonable endeavours to ensure that the candidate / Intermediary shall (and any relevant Contractor shall) execute all such documents and do all such acts in order to give effect to the Hirer’s rights pursuant to this clause.

_

12. CONFIDENTIALITY AND DATA PROTECTION

All information relating to a Candidate or a Contractor is confidential and where that information relates to an individual is also subject to the Data Protection laws and is provided solely for the purpose of providing ‘finders recruitment” Services to the Hirer. Such information must not be used for any other purpose nor divulged to any third party and the Hirer undertakes to abide by the provisions of the Data Protection Laws in receiving and processing the data at all times. The hirer can not contact the current place of work or previous places of work without permission to obtain a reference. No direct contact can be made without permission.

_

_

These Terms of Business are deemed to be accepted by the Client by virtue of an Introduction to, or the Engagement of a Candidate. These terms of business are sent out via a online signing platform and a link on job take emails. Once a client starts to engage with the Recruitment Agency, these terms are accepted as binding unless the client puts in writing they do not accept the terms. 

_

LAW AND JURISDICTION
This Agreement is governed by the law of England & Wales and is subject to the exclusive jurisdiction of the Courts of England & Wales

_

_

Sign of behalf of the company:

Name:

Sign:

Legal Company name:

Date:

Trading company name

_The end_

​For clients without signed terms, these terms apply once you either give us a job to work on or set up a interview. updated july 2025