1. Definitions

In these Terms and Conditions, the following terms have the meanings set out below:

• "Administrator" means the person authorised by an Agency or School to manage that organisation's account on the Platform.
• "Agency" or "Recruiter" means a recruitment agency or employment business (as defined in the Employment Agencies Act 1973, as amended) that uses the Platform to manage candidates and fill vacancies at Schools.
• "Booking" means a confirmed work assignment created by an Agency on the Platform, assigning a Candidate to a specific School location for a specified date, time, and role.
• "Candidate" or "Teacher" means an individual registered on the Platform for the purpose of being placed at Schools through Agencies.
• "Check-in" means the attendance verification event recorded on the Platform when a Candidate scans a QR code or confirms their GPS location at a School site.
• "Commencement Date" means the date on which an Agency's or School's subscription to the Services commences.
• "Data Protection Legislation" means all applicable data protection and privacy legislation in force from time to time in the UK, including the UK General Data Protection Regulation, the Data Protection Act 2018, and any successor legislation.
• "Intellectual Property Rights" means all patents, copyrights, trade marks, database rights, design rights, rights in confidential information, and all other intellectual property rights, whether registered or unregistered, anywhere in the world.
• "Platform" means the SnapIQ web application and associated services available at snapiq.co.uk and any related mobile or API interfaces.
• "School" or "Client Organisation" means a school, academy, multi-academy trust, local education authority, college, or other educational institution registered on the Platform to post Vacancies and manage attendance.
• "Services" means the features and functionality made available through the Platform, including vacancy management, booking creation, QR code and GPS check-ins, calendar management, messaging, and reporting.
• "SnapIQ Ltd", "we", "us", or "our" means SnapIQ Ltd, the operator of the Platform.
• "Subscription" means a recurring paid plan (Personal or Organisation) giving access to the Services for a defined billing period.
• "Vacancy" means an unfilled staffing need posted by a School on the Platform, setting out the requirements for a role that an Agency may fill by creating a Booking. Vacancies are distinct from permanent job advertisements — they represent short-term or supply staffing needs managed through Agencies.

2. Interpretation

• A reference to a statute or statutory provision includes all amendments, re-enactments, and subordinate legislation made under it.
• The words "including", "include", "in particular", "for example", and similar expressions are illustrative and do not limit the generality of the preceding words.
• A reference to "writing" or "written" includes email.
• Words in the singular include the plural and vice versa. Words importing one gender include all genders.
• Clause headings are for convenience only and do not affect interpretation.
• A reference to a "party" includes that party's successors and permitted assigns.

3. Acceptance of Terms

By accessing, registering for, or using the Platform, you agree to be bound by these Terms and Conditions ("Terms") and our Privacy Policy, which are incorporated by reference. If you do not agree to these Terms in full, you must not use the Platform.

Where you accept these Terms on behalf of an organisation (such as an Agency or School), you warrant that you have authority to bind that organisation to these Terms. The organisation and its individual users are each responsible for compliance with these Terms.

These Terms constitute a binding contract between you and SnapIQ Ltd under the laws of England and Wales. Your continued use of the Platform after any revision to these Terms constitutes acceptance of the revised Terms.

4. Platform Description

SnapIQ is a people-in-person check-in and staffing management solution for the education sector. The Platform enables Agencies to manage Candidate pools and create Bookings; Schools to post Vacancies, manage preferred supplier lists, and verify attendance; and Candidates to manage availability and check in at assigned locations using QR code scanning or GPS verification. The Platform also provides built-in messaging, calendar integration, and reporting tools.

5. Eligibility and Registration

To register for and use the Platform, you must meet the following requirements:

• Agencies and Schools must be operated or represented by individuals who are at least 18 years of age and have the legal authority to enter into binding contracts on behalf of the organisation.
• Candidates must be at least 16 years of age to register on the Platform. Candidates under 18 are responsible for ensuring they have parental or guardian consent where required by applicable law.
• You must provide accurate, current, and complete information at registration and keep it updated. We reserve the right to refuse or remove accounts where information is found to be false or misleading.
• Account authentication is provided through Clerk, our third-party authentication provider. You are responsible for the confidentiality of your login credentials and for all activity under your account.
• You must not register more than one account without our prior written consent. If your account has been suspended or terminated, you must not re-register without our permission.
• Your account is personal to you (or, for organisations, to the designated Administrator) and must not be shared with or transferred to others, except for multi-user Organisation Subscriptions where access is managed through the Platform's role controls.

6. User Types and Responsibilities

The Platform supports three primary user types, each with specific obligations:

6.1 Agencies and Recruiters

• Manage Candidate profiles and availability within the Platform.
• Create Bookings by assigning Candidates to Vacancies posted by Schools.
• Ensure that Candidates assigned to Bookings hold all required qualifications, checks, and rights to work.
• Maintain accurate records of Candidate compliance documentation (including DBS certificates and right-to-work evidence) and make these available to Schools on request.
• Comply with the Employment Agencies Act 1973 and all other applicable employment legislation.
• Not share Candidate personal data with third parties except as necessary to fulfil Bookings and as permitted under the Data Protection Legislation.

6.2 Schools and Client Organisations

• Post accurate Vacancies reflecting genuine, live staffing needs at their organisation.
• Manage preferred supplier lists (PSLs) and approve or decline Agency relationships on the Platform.
• Verify that Candidates placed at their premises hold valid safeguarding compliance documentation before permitting them to work with children or vulnerable persons.
• Maintain QR code check-in infrastructure at their locations as required to support the Platform's attendance verification features.
• Comply with the Equality Act 2010 and all safeguarding legislation applicable to educational settings.

6.3 Candidates and Teachers

• Maintain accurate and up-to-date profile information, including qualifications, availability, and compliance documents.
• Check in at assigned locations using the Platform's QR code or GPS features at the start and end of each Booking.
• Notify the relevant Agency promptly if they are unable to attend a confirmed Booking.
• Comply with all School policies and safeguarding requirements when on School premises.

7. Vacancies and Job Postings

On the Platform, Schools post Vacancies — unfilled supply or short-term staffing requirements. Schools do not hire Candidates directly through the Platform; instead, Agencies review Vacancies and create Bookings to fulfil them. This distinction is fundamental to the Platform's operating model.

• All Vacancies posted must relate to genuine, live staffing needs within the School's organisation. Generic or speculative postings intended solely to attract Candidates are not permitted.
• Vacancy content must be accurate and comply with the Equality Act 2010. Schools must not include requirements that constitute unlawful discrimination.
• By default, a Vacancy listing remains active for 42 days from the date of posting, or until the Vacancy is filled or manually closed by the School. Extensions may be subject to additional charges.
• Agencies create Bookings against Vacancies and are responsible for ensuring that the Candidates they assign meet the requirements set out in the Vacancy.
• SnapIQ Ltd does not act as an employment agency, employer, or intermediary in the hiring process. We provide the Platform as a tool to facilitate interactions between Agencies and Schools.

8. Bookings and Check-ins

Agencies may create Bookings on the Platform to assign Candidates to School locations for specified dates, times, and roles. The following conditions apply:

• A Booking is confirmed only when all required details have been entered on the Platform and, where applicable, approved by the School.
• Candidates are expected to check in at their assigned location at the start of each Booking using the Platform's QR code scanning or GPS verification features.
• GPS and location data: By using the check-in features, Candidates consent to the collection and processing of their GPS coordinates for the sole purpose of verifying attendance at a School site. Location data is not used for continuous tracking outside of the check-in event.
• Submitting false, fabricated, or manipulated check-in data — including spoofing GPS coordinates or scanning a QR code when not physically present at the location — is strictly prohibited and may result in immediate account termination and referral to relevant authorities.
• Check-in records are retained in accordance with our data retention policy and may be used for payroll verification, dispute resolution, and reporting purposes.

9. Identity Verification and Safeguarding

The education sector requires the highest standards of safeguarding. All users acknowledge the critical importance of child protection and the safety of vulnerable persons.

• Agencies warrant that every Candidate they place at a School via the Platform has undergone an appropriate Enhanced DBS (Disclosure and Barring Service) check, holds a valid right to work in the UK, and meets any additional safeguarding requirements applicable to their role in an educational setting.
• Candidates warrant that all information submitted in their profile — including identity documents, qualifications, DBS certificates, and right-to-work evidence — is genuine, accurate, and current.
• Schools must satisfy themselves that any Candidate attending their premises holds valid safeguarding compliance before that Candidate begins work. Schools must not rely solely on the Platform as evidence of a Candidate's suitability and must conduct their own independent checks in accordance with the Keeping Children Safe in Education statutory guidance and any successor guidance.
• SnapIQ Ltd does not independently verify the accuracy of compliance documentation uploaded to the Platform. We provide a mechanism for Agencies to record and share compliance information; ultimate responsibility for verification rests with the Agency and the School.
• Any user who becomes aware of a safeguarding concern through their use of the Platform must report it immediately to the appropriate statutory authority and, where relevant, to SnapIQ Ltd at support@snapiq.co.uk.

10. User Data Warranties and Indemnification

Each user warrants, represents, and undertakes to SnapIQ Ltd that:

• All data, information, and content submitted to the Platform is accurate, complete, and not misleading at the time of submission.
• All content complies with applicable law and does not infringe any third-party rights, including Intellectual Property Rights.
• They hold all necessary rights, licences, and consents required to submit any third-party material to the Platform.
• They will promptly notify us of any inaccuracy in their submitted data and update it as necessary.

Indemnification: You agree to indemnify, defend, and hold harmless SnapIQ Ltd and its officers, directors, employees, and agents against all claims, liabilities, damages, losses, costs, and expenses (including reasonable legal fees) arising out of or in connection with: (a) any breach of the warranties in this clause; (b) any data, content, or material you submit to the Platform; (c) your use of the Platform in violation of these Terms; or (d) any breach of applicable law by you.

This indemnity obligation survives termination of your account and these Terms.

11. Intellectual Property

All Intellectual Property Rights in the Platform — including its software, design, text, graphics, logos, databases, and functionality — are owned by or licensed to SnapIQ Ltd. Nothing in these Terms grants you any ownership rights in the Platform or its content.

You may not reproduce, distribute, modify, create derivative works from, publicly display, or commercially exploit any part of the Platform without our prior written consent.

Licence grant to SnapIQ Ltd: By submitting content to the Platform (including Vacancy descriptions, Candidate profiles, and organisational information), you grant SnapIQ Ltd a non-exclusive, worldwide, royalty-free licence to host, use, store, copy, and display that content solely for the purpose of operating and improving the Platform and providing the Services to you. This licence terminates when the relevant content is deleted from the Platform, subject to any retention periods required by law.

You retain ownership of all content you submit. You warrant that you own or have the necessary rights to submit such content and to grant the licence above.

12. Confidentiality

Each party undertakes that during the term of these Terms and for a period of five years after termination of their account, they will not disclose to any third party any confidential information of the other party (including but not limited to business affairs, pricing, client lists, and technical information), except:

• To employees, officers, or advisers who need to know such information to perform obligations under these Terms, provided those persons are bound by equivalent confidentiality obligations; or
• As required by law, a court order, or a regulatory authority.

Candidate data: Agencies accessing Candidate personal data through the Platform must treat that data as strictly confidential. Candidate data must only be used for the purpose of making Bookings and must not be shared with, or sold to, any third party outside the scope of an active Booking.

Neither party shall use the other's confidential information for any purpose other than to perform its obligations under these Terms.

13. Acceptable Use Policy

You agree not to use the Platform to:

• Engage in any unlawful activity or act in contravention of any applicable law or regulation.
• Submit false, fabricated, misleading, or inaccurate information, including fake Vacancies, false qualifications, or fraudulent check-in data.
• Impersonate any person or organisation, or misrepresent your affiliation with any entity.
• Attempt to gain unauthorised access to any account, system, or network associated with the Platform.
• Interfere with, disrupt, or degrade the performance, security, or integrity of the Platform or its underlying infrastructure.
• Introduce malware, viruses, trojans, logic bombs, or other harmful or malicious code.
• Harvest, scrape, or extract data from the Platform by automated means without our prior written consent.
• Use the Platform to harass, bully, intimidate, threaten, or harm any other user.
• Post or transmit content that is defamatory, discriminatory, hateful, obscene, or that promotes unlawful acts.
• Resell or sublicence access to the Platform or the Services to any third party without our prior written consent.
• Use the Platform in a manner that places a disproportionate load on our infrastructure without prior written notice to us.
• Use a Candidate's personal data accessed through the Platform for any purpose other than making and managing Bookings.
• Post Vacancies that constitute generic advertising campaigns not related to live, genuine staffing needs.
• Place a Candidate at a School without ensuring that all required safeguarding and right-to-work checks are current and valid.

We reserve the right to remove content and suspend or terminate accounts that breach this policy, with or without notice, at our sole discretion.

14. Data Protection and Privacy

SnapIQ Ltd processes personal data in accordance with its Privacy Policy, which is available on the Platform and is incorporated into these Terms by reference. By using the Platform, you acknowledge that you have read and understood our Privacy Policy.

• Controller / Processor roles: In relation to Candidate personal data, Agencies and Schools act as independent Data Controllers for their own processing activities. SnapIQ Ltd acts as a Data Processor when processing personal data on behalf of Agencies and Schools to provide the Services, and as an independent Data Controller for its own platform operations.
• Each party shall comply with all obligations imposed on it under the Data Protection Legislation and shall have in place appropriate technical and organisational measures to protect personal data against unauthorised or unlawful processing, accidental loss, destruction, or damage.
• GPS and location data: The Platform collects GPS coordinates at the point of a Candidate's Check-in for the sole purpose of verifying attendance. By using the check-in feature, Candidates provide explicit consent to this processing. Location data is not used for any other purpose and is not shared with third parties except as required by law.
• A material breach of the Data Protection Legislation by any party that is not remedied within 30 days of written notice shall entitle the other party to terminate these Terms with immediate effect.

15. Fees and Payment

The Platform offers the following pricing plans for Agencies and Schools:

• Pay Per User — £69.99 per user per month, billed annually. Includes unlimited Bookings, Check-ins, calendar, messaging, and reports.
• Team (10 users) — £199.99 per organisation per month, multi-user (up to 10), billed annually. Includes role-based access controls, approvals workflow, unlimited Bookings, Check-ins, calendar, messaging, and reports.

Candidates use the Platform free of charge.

The following payment terms apply to Agencies and Schools with paid accounts:

• Invoices for Subscription fees will be issued up to one month before the start of each billing period and are payable within 14 days of the invoice date.
• Failure to pay an invoice within 30 days of the invoice date will result in access to the Services being suspended until payment is made in full. Suspension does not relieve you of the obligation to pay the outstanding amount.
• Interest will accrue on overdue amounts at the rate of 5% of the outstanding invoice value per overdue month (or part thereof), compounding monthly.
• All prices are exclusive of VAT, which will be added at the applicable rate.
• All amounts are payable in full without set-off, counterclaim, deduction, or withholding (other than any deduction required by law).
• No refunds will be given for unused portions of a Subscription period, including where access is terminated early by the subscriber.
• We reserve the right to change our pricing with at least 30 days' prior written notice. Price changes take effect at the next Renewal Date.
• Time for payment is of the essence of these Terms.

16. Termination and Account Closure

16.1 Termination by the user (non-renewal)

If you do not intend to renew your Subscription, you must provide written notice to SnapIQ Ltd at least 30 calendar days before your Renewal Date. If notice is not given in time, the Subscription will automatically renew for a further period and the applicable fees will be due in full.

16.2 Termination for breach

Either party may terminate with immediate effect by written notice if:

• The other party commits a material breach that is incapable of remedy, or that remains unremedied for 30 days after written notice requiring remedy;
• The other party becomes insolvent, enters administration, or ceases to carry on business; or
• SnapIQ Ltd may also terminate immediately where we reasonably believe a user has seriously or repeatedly breached these Terms, engaged in fraudulent conduct, or posed a risk to the safety of children or vulnerable persons.

16.3 Consequences of termination

• Your right to access the Platform ceases immediately upon termination.
• All outstanding fees become immediately due and payable.
• We may retain your data for the period required by law or our data retention policy, after which it will be deleted.
• Termination does not affect any rights, remedies, or liabilities that have accrued up to the date of termination.

16.4 Account deletion requests

To request deletion of your account and associated personal data, please contact us at support@snapiq.co.uk with a written deletion request. We will process your request in accordance with our obligations under the Data Protection Legislation.

17. Limitation of Liability

Nothing in these Terms excludes or limits our liability for: (a) death or personal injury caused by our negligence; (b) fraud or fraudulent misrepresentation; or (c) any other liability that cannot lawfully be excluded or limited.

Subject to the paragraph above, SnapIQ Ltd's total aggregate liability to you under or in connection with these Terms — whether in contract, tort (including negligence), breach of statutory duty, or otherwise — shall not exceed a sum equal to the total fees paid by you to SnapIQ Ltd in the 12 months immediately preceding the event giving rise to the claim.

To the fullest extent permitted by law, SnapIQ Ltd shall not be liable for any:

• Loss of profits, revenue, data, goodwill, or anticipated savings (whether direct or indirect);
• Indirect, special, or consequential loss;
• Loss arising from your reliance on the accuracy or completeness of any content posted by other users;
• Loss arising from any failure by an Agency to conduct appropriate safeguarding or right-to-work checks;
• Loss arising from inaccurate, false, or misleading information submitted by any user;
• Interruption, downtime, or errors in the Platform or third-party services on which it relies; or
• Viruses or harmful code introduced to the Platform by third parties.

The Platform is provided "as is" and "as available". We do not warrant that the Platform will be uninterrupted, error-free, or free from security vulnerabilities at all times.

18. Notices

Any notice required or permitted under these Terms must be in writing and must be either:

• Delivered personally or sent by pre-paid first-class post to the registered office or principal address of the recipient; or
• Sent by email to the email address associated with the recipient's account or otherwise notified in writing.

A notice will be deemed received:

• When delivered personally, at the time of delivery;
• When posted, 72 hours after being posted correctly addressed and prepaid; or
• When sent by email, at 9:00am on the next business day after transmission to a valid email address of the recipient.

Notices to SnapIQ Ltd should be sent to: support@snapiq.co.uk.

19. Governing Law and Jurisdiction

These Terms and any dispute or claim (including non-contractual disputes or claims) arising out of or in connection with them or their subject matter or formation shall be governed by and construed in accordance with the laws of England and Wales.

The parties irrevocably submit to the exclusive jurisdiction of the courts of England and Wales to settle any dispute or claim arising out of or in connection with these Terms.

Except where prohibited by applicable law, any claim or cause of action arising out of or relating to your use of the Platform or these Terms must be filed within one year after the date on which the claim arose, or be forever barred.

20. General Provisions

• Severability: If any provision of these Terms is found to be invalid, illegal, or unenforceable, it shall be deemed modified to the minimum extent necessary to make it valid and enforceable. If such modification is not possible, the affected provision shall be deleted. Such modification or deletion shall not affect the validity and enforceability of the remaining provisions.
• No waiver: Any failure or delay by us to exercise a right or remedy under these Terms or by law does not constitute a waiver of that right or remedy. No single or partial exercise of any right or remedy prevents further exercise of the same or any other right or remedy.
• Entire agreement: These Terms, together with our Privacy Policy and any other documents expressly incorporated by reference, constitute the entire agreement between you and SnapIQ Ltd relating to your use of the Platform and supersede all prior representations, agreements, and understandings. Neither party has relied on any representation not expressly set out in these Terms (save in the case of fraudulent misrepresentation).
• Assignment: You may not assign, transfer, sub-licence, or otherwise deal in your rights or obligations under these Terms without our prior written consent. We may at any time assign, transfer, subcontract, or deal in any other manner with any or all of our rights and obligations under these Terms, including in connection with a merger, acquisition, or sale of assets.
• No third-party rights: These Terms do not give rise to any rights under the Contracts (Rights of Third Parties) Act 1999 for any third party to enforce any provision of these Terms.
• Force majeure: Neither party shall be liable for any failure or delay in performing its obligations under these Terms (other than an obligation to make a payment) to the extent that such failure or delay is caused by events or circumstances beyond that party's reasonable control, including acts of God, pandemics, government actions, strikes, or failures of third-party infrastructure providers.
• Changes to these Terms: We reserve the right to update or modify these Terms at any time. We will provide at least 30 days' prior notice of material changes by email or via the Platform. Your continued use of the Platform after the effective date of any revised Terms constitutes acceptance of the changes.
• Complaints: If you have a complaint about the Platform or our conduct, please submit it in writing to support@snapiq.co.uk. We will acknowledge your complaint within five business days and aim to resolve it within 30 days, keeping you informed of progress.

21. Contact Us

If you have any questions about these Terms, please contact us at support@snapiq.co.uk.