Client Term of Business

Stoutz & Co Recruitment Ltd – Candidate Registration & Consent Form
Effective Date: 10/05/2026

Thank you for registering with Stoutz & Co Recruitment Ltd (“the Agency”, “we”, “us”, “our”).

By submitting your information, CV or application details to the Agency, you confirm that you have read, understood and accepted the terms below.

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1. Candidate Information

 

By registering with the Agency, you agree to provide accurate, complete and truthful information regarding:

• your employment history;
• qualifications and certifications;
• skills and experience;
• right to work status;
• references;
• salary expectations;
• professional registrations where applicable;
• contact information.

You agree to notify the Agency of any material changes to your information as soon as reasonably practicable.

 

2. Recruitment Services

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The Agency provides recruitment and staffing services to employers across sectors including engineering, finance, education and professional services recruitment.

The Agency will use reasonable efforts to identify suitable employment opportunities based on your experience, qualifications and preferences.

The Agency cannot guarantee:

• employment;
• interviews;
• job offers;
• salary levels;
• placement outcomes;
• continued employment following placement.

 

3. No Fees to Candidates

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The Agency does not charge Candidates fees for recruitment or placement services unless explicitly agreed in writing.

 

4. Consent to Process Personal Data

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You consent to the Agency collecting, storing and processing your personal information for recruitment purposes, including:

• CV and employment information;
• contact details;
• qualifications and experience;
• interview notes;
• recruitment communications;
• right to work documentation where applicable.

The Agency processes personal information in accordance with applicable UK GDPR and data protection legislation.

The Agency may process Candidate information under lawful bases including:

• consent;
• legitimate interests relating to recruitment activities;
• legal obligations;
• steps taken prior to entering potential employment arrangements.

 

5. Consent to Share Information with Employers

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The Agency may share your CV or profile with prospective Employers where:

• you have expressed interest in a specific opportunity; or
• the Agency reasonably believes the role aligns with your skills, experience and employment preferences.

The Agency may seek confirmation before formally presenting a Candidate to a Client where reasonably practicable.

 

6. Candidate Submission Authorisation

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Once the Candidate authorises submission, applies for a role, or participates in an interview process arranged by the Agency, the Agency may represent the Candidate in connection with that employment opportunity.

 

7. Introductions and Engagement

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Where the Agency introduces a Candidate to an Employer or Client, the Candidate agrees not to knowingly circumvent the Agency in relation to that opportunity.

 

8. Candidate Responsibilities

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You agree:

• not to provide false, misleading or inaccurate information whether intentionally or negligently;
• to attend arranged interviews where reasonably possible;
• to communicate professionally with Clients and Agency staff;
• to inform the Agency if you accept employment introduced by the Agency;
• to cooperate with lawful recruitment verification processes where applicable.

 

9. Background Checks

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Certain roles may require:

• DBS checks;
• reference verification;
• qualification verification;
• right-to-work checks;
• professional registration checks.

Candidates agree to reasonably cooperate with such processes where applicable.

 

10. Safeguarding

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Candidates applying for regulated or safeguarding-sensitive roles may be subject to additional safeguarding and compliance procedures in accordance with applicable legislation and Client requirements.

 

11. Audio and Video Content

 

Where Candidates voluntarily provide video introductions, recorded interviews, voice recordings or similar content, the

Candidate consents to the Agency processing and sharing such materials with prospective Employers for recruitment purposes.

 

12. Recruitment Technology

 

The Agency may use recruitment management systems, automation tools and communication technologies to assist with recruitment administration and candidate matching processes.

 

13. Equal Opportunities

 

The Agency is committed to equal opportunity recruitment and does not unlawfully discriminate on the basis of protected characteristics in accordance with applicable UK legislation.

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14. Data Retention

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The Agency may retain Candidate information for recruitment, compliance and legal purposes for up to two (2) years following our last meaningful contact unless a longer retention period is required by law.

Meaningful contact may include:

• interviews;
• applications;
• email correspondence;
• telephone discussions;
• recruitment-related engagement.

You may request:

• access to your personal information;
• correction of inaccurate information;
• deletion of your information,

by contacting the Agency directly.

 

15. Withdrawal

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Candidates may withdraw from recruitment processes at any stage by notifying the Agency.

 

16. Confidentiality

 

Candidate records and recruitment communications are handled confidentially and used only for legitimate recruitment purposes.

17. Complaints

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Any complaints regarding the Agency’s services should be submitted in writing to info@stoutzandco.co.uk.

 

18. Limitation of Liability

 

To the fullest extent permitted by law, the Agency shall not be liable for:

• hiring decisions made by Employers;
• withdrawn vacancies or job offers;
• interview outcomes;
• employment disputes between Candidates and Employers;
• failed applications or background checks;
• loss of earnings, indirect loss or consequential loss;
• the accuracy of information provided by Employers or third parties.

19. Electronic Acceptance

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Submission of information electronically shall constitute acceptance of these terms.

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20. Shortlist Package Terms

1. Shortlist Package Fee

1.1 The Client agrees to pay an upfront shortlist fee of £1,000 for one agreed vacancy.

1.2 A £500 commitment fee becomes non-refundable once the Client confirms acceptance of the Shortlist Package and Stoutz & Co Recruitment allocates time and resources to the vacancy.

1.3 The remaining £500 is payable before candidate sourcing begins and becomes non-refundable once the search has started.

1.4 The shortlist fee covers the search, sourcing, screening and presentation of suitable candidates. It is not conditional on the Client making a hire.

1. Package Scope

2.1 The Shortlist Package applies to one agreed vacancy only.

2.2 The package includes the sourcing, screening and presentation of up to 3 suitable candidates for the agreed vacancy.

2.3 A suitable candidate means a candidate who broadly matches the agreed vacancy brief, including role type, location, salary expectations, work pattern, experience level, key skills and essential requirements.

2.4 If none of the initial 3 candidates is accepted by the Client for interview, further consideration or hire, Stoutz & Co Recruitment will provide up to 2 additional suitable candidates at no extra upfront fee, provided that:

a. the vacancy brief has not materially changed;
b. the Client has provided clear written feedback on each candidate;
c. the Client has responded within the agreed feedback timescales;
d. the role has not been paused, withdrawn, filled or substantially changed; and
e. the Client has not rejected candidates for reasons outside the agreed vacancy brief.

2.5 Once up to 3 initial candidates and, where applicable, up to 2 additional candidates have been submitted, the Shortlist Package will be considered completed.

1. Vacancy Brief

3.1 Before the search begins, the Client must provide a clear vacancy brief, including:

a. job title;
b. duties and responsibilities;
c. salary or salary range;
d. location;
e. working pattern;
f. required experience;
g. required qualifications or certifications;
h. essential skills;
i. desirable skills;
j. start date;
k. interview process; and
l. any legal, professional, compliance or right-to-work requirements relevant to the role.

3.2 Any material change to the vacancy brief, including salary, duties, location, working pattern, seniority, role type or required skills, may require a new search or an additional fee.

1. Candidate Conflict Check

4.1 Before submitting full candidate details, Stoutz & Co Recruitment may provide the Client with a limited candidate snapshot to allow the Client to check whether the candidate is already known to them.

4.2 The candidate snapshot may include a candidate reference code, broad location, current or target role, key skills, qualifications, salary expectations and notice period.

4.3 The candidate snapshot will not include the candidate’s full name, contact details or CV unless Stoutz & Co Recruitment has received the candidate’s permission to be represented for the vacancy.

4.4 The Client must confirm in writing within 48 hours whether the candidate is already known to them, already under consideration, already in their recruitment process, or has already been introduced by another agency.

4.5 If the Client does not raise a written objection within 48 hours of receiving the candidate snapshot or candidate details, the candidate will be treated as introduced by Stoutz & Co Recruitment.

4.6 The Client must not use the candidate snapshot to identify, approach, contact, source, bypass or engage the candidate directly.

1. Candidate Submission

5.1 No candidate will be formally submitted to the Client without the candidate’s permission to be represented for the relevant vacancy.

5.2 Candidate details, CVs, summaries, screening notes and profiles are confidential and must only be used for the agreed recruitment process.

5.3 The Client must not share candidate information with any third party, associated company, group company, supplier, client or connected business without written permission from Stoutz & Co Recruitment.

1. Client Feedback and Interview Process

6.1 The Client agrees to provide feedback within 48 hours of receiving each candidate profile.

6.2 Where the Client wishes to interview a candidate, the Client should aim to arrange the interview within 5 working days.

6.3 Stoutz & Co Recruitment is not responsible for candidate withdrawal, loss of interest, change in availability, salary changes or acceptance of another opportunity where the Client delays feedback, interview arrangements or decision-making.

1. Hire Fee

7.1 If the Client hires any candidate introduced by Stoutz & Co Recruitment under the Shortlist Package, the Client agrees to pay a hire fee of £1,000 per candidate hired.

7.2 The hire fee applies to each candidate hired, whether the candidate is hired for the original vacancy or any other role within the Client’s business.

7.3 The hire fee becomes payable once the candidate has completed 3 months of continuous service with the Client.

7.4 Stoutz & Co Recruitment will invoice the Client after the candidate completes the 3-month period.

7.5 The hire fee invoice must be paid within 30 days of the invoice date.

1. Candidate Ownership Period

8.1 Any candidate introduced by Stoutz & Co Recruitment will remain owned by Stoutz & Co Recruitment for 12 months from the date of introduction.

8.2 If the Client hires, engages, contracts with or otherwise uses the candidate within 12 months of introduction, the £1,000 hire fee will apply.

8.3 This applies whether the candidate is hired directly, indirectly, permanently, temporarily, on a fixed-term basis, as a contractor, consultant, freelancer or through any associated company, group company, connected business, client, supplier or third party.

8.4 This also applies where the candidate is first introduced for one role but is later hired, engaged or used by the Client for a different role within the 12-month ownership period.

1. Re-Engagement

9.1 If a candidate is introduced by Stoutz & Co Recruitment, is not initially hired, but is later hired, engaged or used by the Client within the 12-month ownership period, the £1,000 hire fee will apply.

1. No Bypassing

10.1 The Client must not contact, engage, hire, introduce, refer or pass candidate details to any third party outside the agreed recruitment process without written permission from Stoutz & Co Recruitment.

10.2 If the Client passes candidate information to another business, associated company, group company, supplier, client or third party, and that party hires, engages or uses the candidate within the 12-month ownership period, the Client will remain liable for the £1,000 hire fee.

1. No Guarantee of Hire

11.1 Stoutz & Co Recruitment will use reasonable efforts to source and screen suitable candidates for the agreed vacancy.

11.2 Stoutz & Co Recruitment does not guarantee that the Client will make a hire from the shortlist.

1. Payment Terms

12.1 The upfront shortlist fee must be paid before the search begins.

12.2 The £1,000 hire fee is invoiced after the hired candidate completes 3 months of continuous service.

12.3 Hire fee invoices are payable within 30 days of the invoice date.

12.4 Late payment may result in the suspension of further recruitment work.

12.5 All fees are exclusive of VAT where VAT is applicable.

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​20. Acceptance

 

By submitting your CV, application or registration details to the Agency, you confirm that:

• the information you have provided is accurate to the best of your knowledge;
• you consent to the Agency processing your information for recruitment purposes;
• you accept these terms and related Agency policies.

This document should be read alongside the Agency’s Privacy Policy and related website policies.

 

21. Governing Law

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These terms shall be governed by and interpreted in accordance with the laws of England and Wales.

 

Stoutz & Co Recruitment Ltd
1–11 Alvin Street
Gloucester
GL1 3EJ

Company Number: 17224626

Email: info@stoutzandco.co.uk