Terms of Service
1. About These Terms
These Terms of Service (“Terms”) govern access to and use of SafeRecruit, a cloud-based workforce compliance management platform operated by Aegis Care Shield Ltd (“we”, “us”, “our”).
By registering for an account, you (“the Customer”) agree to these Terms on behalf of the organisation you represent. If you do not have authority to bind your organisation, do not register.
2. The Service
SafeRecruit provides tools for managing staff compliance records, document storage, DBS status tracking, right to work verification, e-signatures, and related workforce management functions for care sector organisations.
We reserve the right to modify, update, or discontinue features with reasonable notice. We will not materially reduce the core functionality of your subscribed tier without offering a pro-rata refund or the option to cancel.
3. Trial Period
New accounts receive a 30-day free trial. No credit card is required to start a trial. At the end of the trial period, access will be restricted unless a paid subscription is activated. Trial data is retained for 14 days after trial expiry before permanent deletion.
4. Subscriptions and Payment
4.1 Subscriptions are billed monthly in advance. Payment is processed by Stripe on the date of subscription activation and on the same date each subsequent month.
4.2 Subscriptions automatically renew each month unless cancelled before the renewal date.
4.3 All prices are exclusive of VAT where applicable.
4.4 Current pricing tiers:
| Plan | Price | Staff Limit |
|---|---|---|
| Starter | £99/month | Up to 20 staff |
| Growth | £299/month | Up to 50 staff |
| Enterprise | £999/month | Unlimited |
4.5 We may adjust pricing with 30 days’ written notice. If you do not accept a price change, you may cancel before the new price takes effect.
4.6 Failed payments will result in a grace period of 7 days, after which access may be suspended. Accounts suspended for non-payment for more than 30 days may be terminated and data deleted in accordance with section 11.
5. Acceptable Use
You agree not to:
- Use the platform for any unlawful purpose or in breach of applicable data protection law
- Upload data relating to individuals without a lawful basis for doing so
- Attempt to gain unauthorised access to any part of the platform or its infrastructure
- Use the platform to process data for any purpose other than legitimate workforce management within your organisation
- Reverse engineer, copy, or resell any part of the platform
6. Your Responsibilities
6.1 Data accuracy. You are responsible for the accuracy of all data entered into SafeRecruit. We are not liable for decisions made based on inaccurate data you have provided.
6.2 Compliance obligations. SafeRecruit is a tool to assist with compliance management. It does not guarantee that your organisation meets its regulatory obligations under CQC, Ofsted, or any other body. You remain solely responsible for your own compliance.
6.3 DBS and right to work checks. Results recorded in SafeRecruit reflect information entered by your administrators. You remain responsible for conducting checks in accordance with applicable law and for sighting original documents where required.
6.4 Account security. You are responsible for maintaining the security of your account credentials and for all activity that occurs under your account.
6.5 Staff consent. You are responsible for obtaining any consents required from your staff before entering their personal data into the platform, and for informing them that their data is processed using SafeRecruit.
7. Intellectual Property
All software, content, and design comprising the SafeRecruit platform is owned by or licensed to Aegis Care Shield Ltd. These Terms do not transfer any intellectual property rights to you. You retain ownership of all data you upload to the platform.
8. Data Protection
The processing of personal data by Aegis Care Shield Ltd on your behalf is governed by the Data Processing Agreement which forms part of these Terms. By accepting these Terms you also accept the DPA.
9. Availability and Support
9.1 We aim to maintain platform availability of 99.5% measured monthly, excluding scheduled maintenance communicated with at least 24 hours’ notice.
9.2 Support is available via email at support@aegiscareshield.com. We aim to respond to all support requests within one business day.
9.3 We do not guarantee that the platform will be error-free or uninterrupted.
10. Limitation of Liability
10.1 To the maximum extent permitted by law, our total aggregate liability to you shall not exceed the total subscription fees paid by you in the 12 months immediately preceding the event giving rise to the claim.
10.2 We are not liable for any indirect, consequential, special, or punitive loss, loss of profits, loss of business, or loss of data.
10.3 Nothing in these Terms limits liability for death or personal injury caused by negligence, fraud or fraudulent misrepresentation, or any other liability that cannot be excluded by law.
11. Termination
11.1 You may cancel your subscription at any time. Cancellation takes effect at the end of the current billing month. No refunds are issued for partial months.
11.2 We may suspend or terminate your account immediately if you materially breach these Terms, fail to pay fees after the grace period, or if we are required to do so by law.
11.3 On termination, your data will be retained for 90 days to allow export, after which it will be permanently deleted. Billing records are retained for 7 years as required by law.
12. Governing Law
These Terms are governed by the laws of England and Wales. Any disputes shall be subject to the exclusive jurisdiction of the courts of England and Wales.
13. Changes to These Terms
We may update these Terms from time to time. We will notify you of material changes by email at least 14 days before they take effect. Continued use of the platform after that date constitutes acceptance of the updated Terms.
14. Contact
Aegis Care Shield Ltd, Office 5678, 58 Peregrine Road, Hainault, Essex, IG6 3SZ
support@aegiscareshield.com