Document: ProperFit Hire — Terms of Engagement with Hirers
Version: 1.0
Date: 6 May 2026
Lawful framework: The Conduct of Employment Agencies and Employment Businesses Regulations 2003 ("the Conduct Regs")
Issued under: Regulation 17 (Employment Agency providing work-finding services to hirers)
Supersedes: None
This document complements: Customer Terms of Service at https://properfithire.co.uk/terms
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These are the written terms required by Regulation 17 of the Conduct of Employment Agencies and Employment Businesses Regulations 2003. They govern the relationship between you (the hirer) and Brian Gillingham trading as ProperFit Hire (the employment agency) where ProperFit Hire is providing work-finding services to you in respect of work-seekers.
You should be given a copy before the agency provides any work-finding service to you.
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ProperFit Hire is an Employment Agency, not an Employment Business. We do not employ work-seekers. We introduce them to you for direct permanent or fixed-term employment.
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ProperFit Hire will:
1. Receive your job specification and the CVs you submit
2. Score each CV deterministically against the spec using the Mermoid engine
3. Deliver a ranked, citation-backed report within 24 hours (12 hours on retainer)
4. Provide audit trail evidence sufficient for tribunal defensibility under EU AI Act Art 22 / UK ICO ADM guidance
We will NOT:
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You confirm that for every CV you submit, you have a lawful basis under UK GDPR (typically Art 6(1)(f) legitimate interest in your own recruitment) to share it with ProperFit Hire as a Joint Controller / Processor. You confirm that you have provided each candidate with appropriate notice that their CV may be processed by a third-party scoring service (or you accept the risk of failing to do so).
You agree to either:
You retain sole responsibility for:
ProperFit Hire's RTW classification is decision-support, not a verified check. The statutory excuse must be obtained by you with documentary evidence per Home Office guidance.
You must conduct meaningful human review of every shortlisted candidate. Per ICO 2026 ADM guidance, "rubber-stamping" the algorithmic ranking exposes you to Article 22 UK GDPR liability. ProperFit Hire's reports include citations specifically to support your substantive review.
You will not use ProperFit Hire's reports to discriminate unlawfully under the Equality Act 2010. Where the report surfaces protected-characteristic-related signals (e.g. health information disclosed in a CV), you must address them through reasonable-adjustment processes, not as a basis for rejection.
You will not knowingly submit CVs you believe to be falsified or fraudulent.
The audit reports we deliver to you are licensed for your internal recruitment-decision use. You may share excerpts with:
You may not:
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| Tier | Charge | Trigger |
|---|---|---|
| Pay-per-cohort | £99 per cohort | Payable upon receipt of report (no-charge guarantee if not useful — notify within 7 days) |
| Retainer | £249 per month | Monthly via Stripe; 30-day rolling cancellation |
| Full agency | 10% of placed candidate's first-year gross salary | 50% on shortlist delivery; 50% on placement; rebate schedule below |
All charges are in GBP, exclusive of VAT (we are not VAT-registered at the time of writing).
If a candidate placed under Full Agency leaves voluntarily or is dismissed for cause within:
| Period | Rebate |
|---|---|
| 30 days | 100% |
| 60 days | 75% |
| 90 days | 50% |
| After 90 days | None |
Rebate may be taken as a credit note against future placements OR cash refund at your discretion.
You owe nothing if the candidate scoring you receive does not result in an introduction to interview. The Pay-per-cohort fee is for the report, not the placement; you are not charged a placement fee unless on Full Agency tier.
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Before introducing a work-seeker for the role:
| Information | Provided |
|---|---|
| Identity | Yes (per CV) |
| Whether the work-seeker is suitable for the type of work in question | Yes (the rank + report) |
| Whether the work-seeker has the required experience, training, qualifications | Yes (citation-backed) |
| Whether the work-seeker has the right to work in the UK | Decision-support classification only — your statutory duty to verify |
| Whether the work-seeker has any specific authorisation required by law | Decision-support classification only |
| Health & safety risks raised by the work-seeker | Yes if disclosed in CV |
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Per Reg 20, we take such steps as are reasonably practicable to verify suitability of the work-seeker. Specifically:
We do not independently verify references, qualifications, or identity unless you specifically engage us under a separate Vetting Plus contract (not currently offered).
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Our maximum liability under these terms is capped at twelve (12) months of fees actually paid by you to us in the period preceding the claim.
We exclude liability for:
We do not exclude liability for:
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Each party will keep the other's confidential information confidential. Our scoring methodology, weight algorithms, and audit-trail format are confidential information of ProperFit Hire. Your job specification wording is your confidential information.
We will not disclose your engagement to anyone (including in case studies or marketing) without your prior written consent.
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Either party may terminate at any time by written notice. On termination:
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A separate Data Processing Agreement (DPA) is provided at docs/legal/09_DPA_template.md and forms part of these terms. The DPA addresses each party's obligations under UK GDPR for the processing of work-seeker data.
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Any dispute under these terms will first be addressed by direct discussion between Brian Gillingham (ProperFit Hire) and your nominated representative. If unresolved within 14 days, either party may escalate to:
1. Mediation through CEDR (Centre for Effective Dispute Resolution)
2. Formal proceedings in the County Court at Lincoln
You may also raise complaints about agency conduct with the Employment Agency Standards Inspectorate (https://www.gov.uk/government/organisations/employment-agency-standards-inspectorate).
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These terms are governed by the laws of England and Wales.
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These terms are accepted when:
The Retainer and Full Agency tiers require wet signature on a printed version.
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| Reason | Contact |
|---|---|
| Customer support | enquiries@properfithire.co.uk |
| Data protection | dpo@properfithire.co.uk |
| Postal | Brian Gillingham, ProperFit Hire, Lincoln LN2 2HL, United Kingdom |
Issued: 6 May 2026.