Terms of Business

1. Definitions

"Candidate" means any individual introduced, referred or put forward by WorkBase to the Client. "Introduction" means the point at which WorkBase first provides the Client with a Candidate's details, CV, or arranges an interview, whichever happens first. "Placement" means the Client engaging a Candidate in any capacity — employee, worker, contractor or otherwise — whether immediately or at any point during the Introduction Period. "Introduction Period" means 12 months from the date of Introduction. "Placement Fee" means the fee payable to WorkBase as set out in Clause 4.

2. Our services

WorkBase provides permanent recruitment services: sourcing, screening and introducing Candidates for permanent vacancies in warehouse, logistics, driving and related sectors. WorkBase does not provide temporary staffing, umbrella payroll, or agency worker supply services under these Terms.

WorkBase carries out reasonable screening of Candidates, which may include CV review, interview, reference requests (with the Candidate's consent) and, for driving roles, licence verification. WorkBase carries out right-to-work checks in line with its legal obligations. This screening does not remove the Client's own responsibility to carry out any further checks it considers necessary before engaging a Candidate, including its own right-to-work verification at the point of hire.

3. Introduction of candidates

A Placement Fee becomes payable if the Client engages a Candidate introduced by WorkBase at any time during the Introduction Period, in any capacity, whether the engagement is direct, via a third party, or via a different WorkBase division or role than originally proposed. This clause exists to prevent a Client from bypassing WorkBase's fee by delaying a hire, and applies regardless of whether WorkBase is actively involved in the process at the time of engagement.

The Client agrees not to pass a Candidate's details to a third-party recruiter, employment business, or other organisation without WorkBase's written consent.

4. Placement fees

WorkBase operates on a No Placement, No Fee basis. No fee is payable unless and until a Placement occurs. The Placement Fee will be agreed with the Client in writing (by email or a signed order confirmation) before or at the point a vacancy is accepted, and is typically calculated as a percentage of the Candidate's first-year gross annual salary, or as a fixed fee, as confirmed at the time.

Where no specific fee has been agreed in writing for a particular vacancy, a standard Placement Fee of 15% of the Candidate's first-year gross annual salary applies, subject to a minimum fee to be confirmed by WorkBase in writing before work begins.

5. Invoicing and payment

WorkBase will issue an invoice on or after the Candidate's confirmed start date. Invoices are payable within 14 days of the invoice date, unless otherwise agreed in writing. Late payments may be subject to statutory interest under the Late Payment of Commercial Debts (Interest) Act 1998. All fees are exclusive of VAT, which will be added where applicable.

If a Candidate does not start work on the agreed date for reasons outside WorkBase's control, or if a Client withdraws an offer after acceptance without a valid reason, WorkBase reserves the right to invoice a cancellation fee reflecting work already carried out, to be agreed in good faith between the parties.

6. 30-day replacement guarantee

If a Candidate placed by WorkBase leaves the role within 30 calendar days of their start date, due to reasons of suitability or performance, WorkBase will source and introduce a replacement Candidate for the same vacancy at no additional Placement Fee.

This guarantee does not apply where: the Client materially changes the role, responsibilities, reporting line, location or working hours from what was originally briefed; the Placement Fee invoice has not been paid in accordance with Clause 5; the Candidate's departure is due to redundancy, restructuring, or a decision by the Client unrelated to the Candidate's suitability or performance; or the Client has failed to provide reasonable induction, supervision or a safe working environment.

The replacement guarantee is the Client's sole and exclusive remedy in these circumstances — it does not entitle the Client to a refund of the original Placement Fee, except at WorkBase's discretion.

7. Candidate suitability and conduct

WorkBase takes reasonable care in selecting and screening Candidates but does not guarantee the ongoing conduct, performance, attendance or suitability of any Candidate once placed. The Client is responsible for its own recruitment decisions, including the decision to interview, offer and employ any Candidate.

8. Confidentiality

Each party agrees to keep confidential any non-public information disclosed by the other in connection with these Terms, including vacancy details, Candidate information, and commercial terms, and to use such information only for the purposes of the recruitment relationship.

9. Data protection

Each party will comply with its obligations under UK GDPR and the Data Protection Act 2018 in relation to any personal data shared under these Terms. Further detail on WorkBase's handling of personal data is set out in our Privacy Policy and Candidate Privacy Notice.

10. Liability

WorkBase's total liability to the Client arising out of or in connection with these Terms, whether in contract, tort or otherwise, shall not exceed the total Placement Fees paid by the Client in the 12 months preceding the claim. WorkBase shall not be liable for any indirect or consequential loss, including loss of profits or business opportunity. Nothing in these Terms limits liability for death or personal injury caused by negligence, fraud, or any other liability that cannot be excluded by law.

11. Term and termination

These Terms apply from the point the Client first engages WorkBase's services and continue until terminated by either party in writing. Termination does not affect any Placement Fee already due, or that becomes due under Clause 3 in respect of a Candidate introduced before termination.

12. General

These Terms, together with any specific fee agreement confirmed in writing, form the entire agreement between WorkBase and the Client in relation to a particular vacancy. If any provision is found unenforceable, the remaining provisions continue in full force. These Terms are governed by the laws of England and Wales, and the courts of England and Wales shall have exclusive jurisdiction over any dispute.

WorkBase may update these Terms from time to time; the version in force at the time a vacancy is accepted will apply to that engagement.

Questions about these Terms should be sent to hello@joinworkbase.co.uk.