HappyHugs TERMS AND CONDITIONS

 Effective Date: 17/05/2025

Company: HappyHugs Ltd. Company No: 16402197. Registered in England and Wales

Website: www.happyhugs.uk

1. Definitions

“HappyHugs,” “we,” “us,” or “our” refers to HappyHugs Ltd., a childcare introduction agency registered in England and Wales.

“Client” means any individual, family, company, or representative using our services to find and/or employ a childcare professional.

“Candidate” refers to any individual (nanny, maternity nurse, babysitter, etc.) introduced by HappyHugs for potential or actual childcare employment.

“Corporates/Agencies” refers to any business, concierge firm, relocation service, family office, or third-party organisation using our services on behalf of another party.

“Engagement” includes any form of employment, contract, placement, or informal working relationship between the Client and Candidate, directly or indirectly.

“User” means any visitor using the HappyHugs website.

“Services” refers to all activities provided by HappyHugs Ltd including introductions, consultations, screenings, vetting, and post-placement support.

“Personal Data” means any information that can identify an individual as defined by the UK GDPR.

“DBS” refers to the Disclosure and Barring Service (UK) background check.

2. Our Services

HappyHugs Ltd. acts solely as an introduction agency, matching families with experienced childcare professionals. We are not the employer of any Candidate and hold no responsibility for the employment relationship or its associated liabilities.

3. Candidate Vetting

All Candidates are vetted and screened by HappyHugs, including:

· In-person/video interviews

· Identity and right-to-work verification

· DBS certificate check (where applicable)

· Reference checks

· Qualification and employment history review

Disclaimer: HappyHugs does not guarantee the authenticity of third-party documents. Clients are strongly advised to independently verify all documentation (DBS certificates, visas, qualifications, and references) before finalizing employment.

4. Client Obligations

The Client must:

· Ensure the Candidate’s legal right to work in the UK

· Fulfill employment obligations (contracts, tax, insurance, salary)

· Provide a safe and respectful working environment

· Maintain confidentiality of Candidate information

· Notify the Agency of any engagement or re-engagement of a Candidate within 12 months of introduction

5. Fees & Invoicing

All fees are clearly detailed in our Fee Structure. Placement fees are due within 7 calendar days of invoice or immediately upon confirmation of engagement, whichever is earlier.

Failure to pay on time will void refund eligibility and may incur interest charges.

6. Refunds & Replacements

If a Candidate leaves within 6 weeks, and the Client has complied with all terms, HappyHugs may offer:

· A replacement Candidate, subject to availability

· Or a partial refund, as specified in the Fee Structure

Refunds are not applicable if the engagement ends due to:

· Unreasonable working conditions

· Change in job description or location

· Client’s breach of employment contract

7. Re-engagement

If a Candidate introduced by HappyHugs is re-employed (directly or indirectly) within 12 months of the original introduction, a full placement fee will apply.

8. Cancellations

If a Client cancels a confirmed engagement before the Candidate starts work, 50% of the placement fee will be charged to cover administrative costs.

9. Liability

HappyHugs is not liable for:

· Misrepresentation or omissions by a Candidate

· Any loss, damage, misconduct, or negligence during or after employment

· Employment disputes, legal claims, or tax issues

10. Confidentiality

All information supplied to Clients is confidential and may not be shared with third parties without written permission.

11. Data Protection

All data is processed in accordance with GDPR and our Privacy Policy below.

12. Jurisdiction

These terms are governed by the laws of England and Wales. Disputes will be subject to the exclusive jurisdiction of the English courts.

Effective Date: 17/05/2025

1. Definitions

“HappyHugs,” “we,” “us,” or “our” refers to HappyHugs Ltd., a childcare introduction agency registered in England and Wales.

“Client” means any individual, family, company, or representative using our services to find and/or employ a childcare professional.

“Candidate” refers to any individual (nanny, maternity nurse, babysitter, etc.) introduced by HappyHugs for potential or actual childcare employment.

“Corporates/Agencies” refers to any business, concierge firm, relocation service, family office, or third-party organisation using our services on behalf of another party.

“Engagement” includes any form of employment, contract, placement, or informal working relationship between the Client and Candidate, directly or indirectly.

“User” means any visitor using the HappyHugs website.

“Services” refers to all activities provided by HappyHugs Ltd including introductions, consultations, screenings, vetting, and post-placement support.

“Personal Data” means any information that can identify an individual as defined by the UK GDPR.

“DBS” refers to the Disclosure and Barring Service (UK) background check.

2. Data Controller

HappyHugs Ltd is the controller of your personal data. You can contact us at admin@happyhugs.uk

3. What Information We Collect

We collect and process the following personal data:

· Name, address, email, and phone number

· Employment history, qualifications, DBS status

· Identification documents

· References and interview notes

· Website usage data (cookies, IP address)

4. Legal Basis for Processing

We process your data based on:

· Consent

· Contractual necessity

· Legitimate interest

· Legal obligation (e.g., for HMRC)

5. How We Use Your Data

We use your personal data to:

· Match Candidates with Clients

· Perform screening and background checks

· Manage contracts and payments

· Send service updates and offers (with consent)

6. Data Sharing

We may share data with:

· Clients (if you’re a Candidate)

· Candidates (if you’re a Client)

· Legal authorities when required

· Third-party vetting services

We do not sell or rent your data to third parties.

7. Data Storage & Security

We securely store your data for up to 7 years or as legally required. All data is protected using encrypted servers and secure protocols.

8. Your Rights

Under the UK GDPR, you have the right to:

· Access your data

· Correct or delete your data

· Object to processing

· Withdraw consent at any time

Please email admin@happyhugs.uk for requests.

9. Cookies

We use cookies to enhance site functionality and analyse visitor behaviour. These include:

· Essential cookies for navigation and performance

· Analytics cookies to monitor site usage

You can manage or disable cookies via your browser settings.

10. Data Security

Your data is stored securely on password-protected servers and encrypted systems. We implement security measures in line with industry standards to prevent loss, misuse, or unauthorised access.

11. International Transfers

We do not knowingly transfer personal data outside of the UK or EEA. If ever required (e.g., international placements), we will ensure safeguards such as Standard Contractual Clauses are in place.

12. Updates to This Policy

We may update this Privacy Policy from time to time. Changes will be posted on our website and dated accordingly.

13. Contact Us

If you have any questions about this policy or wish to exercise your rights, please contact:

admin@happyhugs.uk