Organisation terms

1. About these terms

These terms are an agreement between Nedhunter Limited, a company registered in England and Wales (Nedhunter, we, us) and the organisation that registers an organisation account (the organisation, you). They apply to everyone who uses the platform for the organisation (your team).

The person who accepts these terms confirms that they are authorised to bind the organisation. You enter into this agreement for business purposes, so consumer protection rules do not apply to it.

2. Approval and eligibility

To use the platform you must be a genuine charity, social enterprise, company, public body, educational institution or other organisation recruiting for board, trustee, non-executive, committee or similar roles. Recruitment agencies and search firms may only use the platform with our prior written agreement.

We approve organisations after an onboarding call. We may ask for evidence of your registration, such as a charity or company number, and of the authority of the person applying. Until you are approved, you cannot post vacancies or see member profiles. We may decline an application at our discretion.

You must keep your organisation's details accurate and tell us promptly about significant changes, such as a change of name, status or main contact, or if you become subject to regulatory action that a board candidate would reasonably want to know about.

3. Your account and team

The person who registers the organisation is the account owner. The account owner can invite colleagues by email; an invitation can be accepted only from the invited email address.

You are responsible for everything your team does on the platform, and for making sure each team member has read and follows these terms. Invite only people who need access to recruit, and remove people promptly when they leave or no longer need access. Each person must have their own sign-in; do not share accounts.

4. Posting vacancies

Every vacancy you post must:

• be a genuine, current vacancy for a board, trustee, non-executive, committee or similar role in your organisation, or one you have authority to recruit for;
• be accurate and not misleading, including whether the role is paid or unpaid, any remuneration and expenses, the time commitment, the term and the selection process; and
• comply with the law, including the Equality Act 2010. Do not state or imply any requirement that is discriminatory, unless it is lawful (for example, an occupational requirement) and you explain why.

We may review, edit for clarity, decline, pause or remove any vacancy. We will tell you if we do, and why.

Self-managed and Nedhunter-managed vacancies. When you post a vacancy you choose whether you manage applications yourself or Nedhunter manages them for you. For self-managed vacancies, you are responsible for reviewing applications, giving outcomes and giving feedback. For Nedhunter-managed vacancies, we take on that work under the fee arrangement we agree with you (see Fees and invoices).

Rounds and feedback. Each vacancy accepts a limited number of applications per round (currently 20), and closes automatically when that number is reached. For self-managed vacancies, you must give every applicant in a round a clear outcome and constructive, professional feedback before the vacancy can reopen for another round or be marked as complete. Please give outcomes promptly, and in any event within 30 days of the round closing or of an interview. Feedback must be honest, respectful and lawful, and must not refer to any protected characteristic.

Appointments. When you appoint a member, mark them as appointed on the platform. This lets us complete their offboarding. You agree that we may contact the member about their appointment.

5. CV search and approaches

Once approved, you can search the profiles and CVs of members who have chosen to be included in CV search, and approach them through the platform. Members can opt in or out at any time.

• Approach members only about genuine board roles in your organisation, and only through the platform. Do not try to find members' contact details elsewhere in order to approach them outside it.
• If a member declines an approach, or does not respond, do not approach them again about the same role.
• Do not approach members to sell goods or services, to recruit for employment or for any other organisation, or for any purpose other than board recruitment.
• Do not use bots, scrapers or other automated means to search, copy or monitor profiles.

6. Data protection

This section is important. Members trust us with their information, and we share it with you only for one purpose: recruiting for genuine board roles.

Your role. When you view, download or otherwise obtain a member's personal information through the platform, you receive it as an independent controller. You are responsible for complying with UK data protection law, including the UK GDPR and the Data Protection Act 2018, for your use of it. Nedhunter is a separate controller for the information held on the platform.

You must:

• use member information only to assess and recruit candidates for the specific role they applied for or that you approached them about, or other genuine board roles in your organisation that you approach them about through the platform;
• share it only with people in your organisation who need it for that recruitment, such as your nominations committee or panel, and make sure they are bound by confidentiality;
• not copy it into other systems (such as a recruitment database, CRM or mailing list) unless needed for that recruitment, and not sell, publish or pass it to anyone else;
• not enter it into third-party artificial intelligence tools that use it to train their models or keep it for their own purposes;
• keep it secure, using appropriate technical and organisational measures;
• not transfer it outside the UK unless that transfer complies with UK data protection law;
• delete any copies you hold outside the platform no later than six months after the recruitment for the role ends, unless you appoint the member or they agree that you can keep it for longer;
• deal properly with any request from a member to exercise their data protection rights over information you hold, and tell us if the request also concerns information on the platform;
• tell us at hello@nedhunter500.com without undue delay, and in any event within 48 hours of becoming aware, if member information you obtained through the platform is lost, accessed without authorisation or otherwise involved in a personal data breach, and cooperate with us in dealing with it; and
• on reasonable request, confirm in writing that you are complying with this section.

We may suspend your access to member information immediately if we reasonably believe you have breached this section.

Information about your team. We process personal information about your team members as described in our Privacy policy. You must make sure your team members are aware of it.

7. Fees and invoices

Year one. Vacancy advertising and CV search are free until the end of year one, the date we publish on the platform. We will give you at least 60 days' notice before introducing any fee for these features, and you will not be charged unless you choose to continue using them after that date.

Nedhunter-managed recruitment and other services. We will agree any fee with you in writing before we start work. Unless agreed otherwise, we will invoice you through Stripe, the invoice will show VAT where it applies, and payment is due within 30 days of the invoice date. You can see and pay invoices on your Invoices page.

Late payment. If you do not pay on time, we may charge interest and compensation under the Late Payment of Commercial Debts (Interest) Act 1998, and suspend your access to paid services until payment is made. If you dispute an invoice in good faith, tell us within 14 days of receiving it; you must pay any undisputed part on time.

Introductions. If we introduce a candidate to you through a Nedhunter-managed vacancy and you appoint that candidate to any role within 12 months of the introduction, any fee in our written fee agreement for that appointment is payable, whether or not the appointment is made through the platform, unless the fee agreement says otherwise.

8. Your name, logo and content

You give us a non-exclusive, royalty-free licence to display your organisation's name, logo, profile and vacancies on the platform, and in emails to members, for as long as you have an account.

We will only use your name or logo outside the platform, for example in the “Trusted by organisations including” section of our home page, or publish a testimonial from you, with your written permission. You can withdraw that permission at any time and we will remove the item within a reasonable time.

You confirm that you have the right to give us this licence, and that your content does not infringe anyone else's rights.

9. Confidentiality

Each of us will keep confidential any non-public information the other shares in connection with the platform, such as unpublished vacancies, recruitment plans and fee arrangements, and use it only for the purpose for which it was shared. This does not apply to information that is already public through no fault of the recipient, or that the law, a court or a regulator requires to be disclosed.

You must not share members' forum posts, discussions at events, or other members' information outside the platform.

10. Your promises and indemnity

You promise that the information you give us is accurate, that you will comply with these terms and with all laws that apply to your recruitment, and that you have the authority to post each vacancy.

You will indemnify us against all losses, costs (including reasonable legal costs), fines and claims arising from your breach of the Data protection section, from any discriminatory or unlawful vacancy or recruitment decision, or from your misuse of members' information.

11. Liability

We introduce candidates and provide a platform; we do not employ or vouch for members. You are solely responsible for your selection and appointment decisions, including any due diligence, references and checks that your organisation or regulator requires, such as Disclosure and Barring Service checks or checks that a candidate is not disqualified from acting as a trustee or director.

We are not liable to you for any loss of profit, revenue, business, goodwill or anticipated savings, or for any indirect or consequential loss. Our total liability to you in connection with the platform and these terms in any 12-month period is limited to the greater of £1,000 and the fees you paid us in that period.

Nothing in these terms limits or excludes liability for death or personal injury caused by negligence, for fraud or fraudulent misrepresentation, for your indemnity, or for anything else that cannot be limited or excluded by law.

12. Suspension and ending

You can close your organisation account at any time by contacting us at hello@nedhunter500.com. We will close vacancies and stop access, but you must still pay any fees already due and complete outcomes and feedback for any applicants who are waiting.

We may suspend or close your account if you breach these terms, if you do not pay fees when due, if we reasonably believe you are not using the platform for genuine board recruitment, or with 30 days' notice for any other reason. Where reasonable, we will warn you first and give you a chance to put things right.

When your account closes, the Data protection and Confidentiality sections continue to apply to member information you hold, and you must delete it as they require. Any fees under the Introductions paragraph remain payable.

13. General

• Changes. We may change these terms by giving you at least 30 days' notice by email. If you do not agree, you may close your account before the change takes effect. We may make changes required by law with immediate effect.
• Entire agreement. These terms, the Terms of use and any written fee agreement are the whole agreement between us about the platform. Each of us confirms that we have not relied on anything that is not set out in them. Nothing in this clause limits liability for fraud.
• Third parties. No one other than you and us has any right to enforce these terms.
• Law and courts. These terms, and any dispute or claim arising from them, are governed by the law of England and Wales, and the courts of England and Wales have exclusive jurisdiction.