Service Terms & Conditions

Welcome to Nova Express Recruit’s website (the “Website”).

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The Website is provided by Nova Express Recruit Ltd, whose registered address is 71-75 Shelton Street, Covent Garden, London, WC2H 9JQ (referred to herein as “us”, “we”, or “our”).

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By accessing and using this Website and the digital services available on it, you agree to be bound by these terms and conditions. If you do not agree with any part of these terms, please cease using the Website immediately.

This Website requires users to be at least 18 years old. By using this Website and accepting these terms, you confirm that you are at least 18 years of age.

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If you need to contact us, you can do so via the Website or at hello@novaexpressrecruit.co.uk

All information you provide is governed by our Privacy Policy. By using our Website and submitting information to us, you agree to the terms of our Privacy Policy.

We do not warrant or guarantee the accuracy, timeliness, performance, completeness, or suitability of the information and materials found on this Website for any purpose. The content may be updated or modified without notice. While we strive for accuracy, we disclaim liability for any inaccuracies or errors to the fullest extent permissible by law.

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Any use of materials or information on the Website is at your own risk, and you are responsible for ensuring that any products, services, or information available through this Website meet your specific requirements.

When creating an account, you guarantee that all information you provide is accurate and complete at the time of registration and remains so during your use of the Website. You agree to promptly update your details if they change.

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Where your account is protected by a password, it is your responsibility to keep it confidential. You are liable for any activities conducted under your account. We reserve the right to suspend or terminate any account immediately, at our discretion, if it is used in a way that breaches these terms or is otherwise inappropriate.

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You can delete your account by using any available account deletion features or by contacting us at hello@novaexpressrecruit.co.uk

Unless otherwise specified in a specific product's description or specific terms, we or our affiliates own the intellectual property rights in all content available through this Website, including digital materials. You may not share, distribute, resell, or make the content available to third parties unless we provide you with express permission. Any unauthorised use may result in legal action.

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By uploading or contributing content to the Website, you grant us a non-exclusive, royalty-free, worldwide licence to use, display, and store that content solely for the purpose of operating the Website and delivering services to you. You retain ownership of any intellectual property rights in your content. We reserve the right to remove or refuse any user-generated content. You agree to indemnify us for any loss arising from user-generated content you upload or post to our Website.

When you place an order or subscribe to our services via our website including purchasing access to digital materials or subscribing to any SaaS services you are making an offer to purchase those services in accordance with these terms. All subscription orders are subject to acceptance and availability. We reserve the right to refuse or cancel any order at our discretion without liability.

Payment for digital services must be made at the time of order using the available payment methods listed on our Website.

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• All prices are stated in the currency specified at checkout, and where VAT or sales tax is applicable, it will be clearly indicated at checkout.

• Payments are processed through our secure payment gateway partner, details of whom are provided at checkout. By making a purchase, you also agree to their terms and conditions.

• You confirm all payment details you provide are accurate and that you are authorised to use the chosen payment method.

A contract for the provision of digital services is formed only when we confirm your order (for example, by sending you a confirmation email). Before that point, your order is non-binding. However, if there is a pricing or service description error, we may cancel or correct the order and will notify you accordingly.

By placing an order, you agree to receive communications from us electronically regarding your order and about our services.

Monthly Subscriptions:

Clients are required to commit to a minimum term of three (3) months. After this period, cancellations can be made at any time with a minimum of 30 days' notice prior to the next billing date. Cancellations take effect at the end of the current billing cycle. No refunds will be issued for any payments made during the initial minimum commitment period.

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Annual Subscriptions:

Annual subscription fees are paid in full at the point of purchase and are strictly non-refundable under any circumstances, including but not limited to:

• The client no longer requires recruitment services

• The client's business circumstances change

• The client has not fully utilised the services available under their plan

• The client wishes to downgrade to a monthly subscription

If a client wishes to cancel their annual subscription, they must notify us in writing to accounts@novaexpressrecruit.co.uk at least 30 days before the renewal date. Cancellation will take effect at the end of the current paid annual term. No refund will be issued for any remaining months within that term.

For the avoidance of doubt, switching from an annual plan to a monthly plan does not entitle the client to a refund of any portion of the annual fee already paid.

Free Hire Milestone (Annual Subscriptions Only)

Clients on an eligible annual subscription plan may qualify for a placement fee waiver (the "Free Hire Milestone") subject to the following conditions:

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The Free Hire Milestone is available exclusively to clients on an active annual subscription plan. It does not apply to monthly subscribers or ad hoc clients.

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The applicable milestone thresholds are as follows:

• HireStart Kit (Annual): Fee waiver applies on the 3rd successful placement within the same annual term, after completing 2 paid placements.

• HireBoost Kit (Annual): Fee waiver applies on the 4th successful placement within the same annual term, after completing 3 paid placements.

• HireMax Kit (Annual): Fee waiver applies on the 5th successful placement within the same annual term, after completing 4 paid placements.

The Free Hire Milestone applies to one placement only per annual term and cannot be accumulated, carried forward to a renewal term, or applied retrospectively.

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The milestone has no cash value and cannot be exchanged, transferred, or redeemed in any other form.

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If a client cancels their annual subscription before the required number of paid placements has been completed, the milestone is automatically forfeited and no fee waiver will apply.

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Nova Express Recruit Ltd reserves the right to amend, suspend, or withdraw the Free Hire Milestone offer at any time, with reasonable notice provided to affected clients.

In addition to subscription-based services, Nova Express Recruit Ltd offers a one-off placement service (the "Ad Hoc Placement Service") subject to the following terms:

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• The Ad Hoc Placement Service is available to clients who do not hold an active subscription and is charged at a flat fee of 25% of the placed candidate's first year gross salary.

• Ad Hoc clients are not entitled to subscription benefits, including but not limited to: pipeline management, talent mapping, market insights, performance reporting, or enhanced dashboard tools.

• A rebate period of four (4) weeks applies to ad hoc placements. If the placed candidate leaves within this period for reasons other than client-side redundancy or role change, Nova Express Recruit Ltd will conduct one complimentary replacement search. No cash refund will be issued.

• Payment for an ad hoc placement is due within 14 days of the candidate's agreed start date.

• Nova Express Recruit Ltd reserves the right to decline an ad hoc placement request at its discretion.

The following terms apply to all placement fees charged by Nova Express Recruit Ltd:

1. A placement fee becomes payable upon successful hire, defined as the date on which the candidate commences employment with the client.

2. The applicable fee rate is determined by the client's active subscription plan at the time of placement, as follows:

   • HireStart Kit: 10% of the candidate's first year gross salary

   • HireBoost Kit: 15% of the candidate's first year gross salary

   • HireMax Kit: 20% of the candidate's first year gross salary

   • Ad Hoc Placement: 25% of the candidate's first year gross salary

3. Where a candidate's salary includes commission, bonuses, or other variable elements, the fee will be calculated on the agreed fixed base salary only, unless otherwise agreed in writing.

4. An invoice will be raised on or shortly after the candidate's start date. Payment is due within 14 days of the invoice date.

5. Late payments may be subject to interest in accordance with the Late Payment of Commercial Debts (Interest) Act 1998.

6. Nova Express Recruit Ltd reserves the right to suspend active recruitment services where an outstanding invoice remains unpaid beyond the due date.

Nova Express Recruit Ltd operates the following tiered rebate and replacement policy, which varies by subscription plan:

1. If a successfully placed candidate leaves their employment within the rebate period applicable to the client's plan, Nova Express Recruit Ltd will conduct one complimentary replacement search at no additional placement fee. The rebate periods are as follows:

   • HireStart Kit: 8 weeks from the candidate's start date

   • HireBoost Kit: 12 weeks from the candidate's start date

   • HireMax Kit: 6 months from the candidate's start date

   • Ad Hoc Placement: 4 weeks from the candidate's start date

2. The replacement guarantee is subject to the following conditions:

   • The client's subscription must remain active at the time the replacement is requested

   • The original placement fee invoice must have been paid in full

   • The candidate must have passed their probationary period before departing, where one was agreed

   • The candidate's departure must not be the result of client-side redundancy, a material change to the role or responsibilities, a change in remuneration, or any other client-initiated action

   • The client must notify Nova Express Recruit Ltd in writing within 5 working days of the candidate's departure

3. The replacement guarantee applies to one replacement search per original placement only and cannot be used more than once in relation to the same role or vacancy.

4. No cash refund of placement fees will be issued under any circumstances. The replacement search is the sole remedy available under this policy.

5. Nova Express Recruit Ltd reserves the right to assess each rebate request individually and may request supporting information, including confirmation of the candidate's leaving date and reason for departure, before proceeding with a replacement search.

• Where Nova Express Recruit Ltd introduces a candidate to a client, whether formally or informally, that candidate is considered an introduced candidate for a period of twelve (12) months from the date of introduction.

• If the client engages an introduced candidate directly — including through employment, contract, consultancy, or any other working arrangement — without completing the placement process through Nova Express Recruit Ltd, the full applicable placement fee becomes immediately payable.

• For the purposes of this clause, an introduction includes any sharing of a candidate's CV, profile, or personal details, whether or not a formal interview or selection process took place.

• This clause survives the cancellation or expiry of any subscription or service agreement between the client and Nova Express Recruit Ltd.

• Nova Express Recruit Ltd reserves the right to pursue recovery of any fees owed under this clause through legal proceedings if necessary.

• All cancellations must be submitted in writing via email to accounts@novaexpressrecruit.co.uk

• Successful cancellation will stop future recurring payments but will not refund payments already processed.

• We reserve the right to terminate services immediately if the client breaches our terms or conditions.

Where you are purchasing services from us as a consumer (as defined by the Consumer Rights Act 2015), you are entitled to certain statutory rights. If there is an issue or if your statutory consumer rights are not met, please contact us at hello@novaexpressrecruit.co.uk

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Nothing in these terms will limit your statutory rights.

Where you are a consumer, under the Consumer Contracts (Information, Cancellation and Additional Charges) Regulations 2013, you may have the right to cancel your contract for digital services within 14 days from the day the contract is formed, unless:

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1. You have explicitly consented to us starting the service or providing access to digital content during the cancellation period; and

2. You acknowledged that your right to cancel would be lost once the service began or the digital content was accessed.

Where you are a consumer, if you cancel within 14 days and have not accessed or downloaded the digital content, a full refund will be issued. However, if you have accessed or started using the digital content, you acknowledge that your right to cancel is lost under the Consumer Contracts (Information, Cancellation and Additional Charges) Regulations 2013, and no refund will be issued. Where you are not a consumer, refunds are at our sole discretion.

Any promotions or discount codes offered on the Website may be subject to additional terms outlined at the time of the offer.

We reserve the right to modify, suspend, or discontinue any promotion or discount code without notice.

Some features or services on the Website (for example, payment processing or integrated third-party tools) may be governed by separate terms and conditions. By using such features, you agree to comply with those third-party terms as well as our own.

You agree not to:

1. Breach these terms;

2. Engage in illegal or fraudulent activities;

3. Reverse engineer the website or services made available via it;

4. Upload content that is unlawful, defamatory, obscene, or infringes any third-party rights;

5. Disrupt or harm the operation of the Website or other users’ enjoyment of it.

Links to external websites or content may be provided for your convenience. We do not endorse or take responsibility for external content and accept no liability for any harm arising from your use of such content. If we integrate any third-party applications, your usage may be subject to additional terms.

To the fullest extent permitted by law, we disclaim liability for any direct, indirect, or consequential losses arising from your use (or inability to use) of the Website or the digital services. However, nothing in these terms shall limit or exclude our liability for fraud, misrepresentation, or personal injury caused by our negligence, or any other liability which cannot be excluded under UK law. The Website and services made available on the website are made available “as is” and “as available,” without any guarantee that they will be error-free or uninterrupted.

You agree to indemnify and hold Nova Express Recruit Ltd harmless from any claims resulting from your breach of these terms or misuse of the Website.

These terms and conditions are governed by the laws of England and Wales. All disputes arising in connection with these terms are subject to the exclusive jurisdiction of the courts of England and Wales.

These terms do not create any rights for third parties under the Contracts (Rights of Third Parties) Act 1999.

If any part of these terms is deemed invalid or unenforceable, the remaining provisions remain in full effect.

Failure by us to enforce any provision of these terms does not constitute a waiver.

We may update or amend these terms at any time, and such changes will become effective upon their posting on the Website. It is your responsibility to review these terms regularly.