Terms of Service

1. About these terms

These terms apply to all services provided by Renari Assessment Ltd, trading as Renari ("we", "us"), a company registered in England and Wales (company number 17471922) with its registered office at Ashton Old Baths, Stamford Street West, Ashton Under-Lyne, United Kingdom, OL6 7FW. "You" means the business buying our services. By accepting a quote or signing an order form you agree to these terms.

If there is a conflict between these terms and an order form or quote, the order form or quote applies for that point.

2. Our services

We provide human led interviewing and candidate assessment. A trained interviewer runs each interview and scores the candidate against agreed criteria. Interviews may be run by our own team or by trained associates working under our direction. We remain responsible for their work and for keeping your information secure. Our services include:

• an onboarding consultation, so we understand your business, the role and what good looks like

• a short introduction to your company in each interview and answers to candidates' questions, with anything we cannot answer passed back to you

• a written feedback report for you and one for each candidate, provided within 24 hours of the interview

• a company overview page for prospective employees

Interviews are held by video unless we agree otherwise. In person interviews are available on request at a higher price agreed in advance. Interviews are recorded, with AI supported note taking, as described in our Privacy Policy. If a candidate asks not to be recorded, the interviewer takes written notes instead, so the report is still produced.

3. Quotes and pricing

Our prices are set per interview and are shown in the quote calculator or in a written quote. A quote is valid for 30 days. All prices are in pounds sterling. We are not currently registered for VAT and do not charge it. If we become registered, we will add VAT at the applicable rate from the date we register. Invoices are issued and payable in pounds sterling. You are responsible for any currency conversion and bank charges, so that we receive the full amount invoiced. If we agree to invoice in US dollars, the price is converted at the Bank of England spot rate on the invoice date.

Clients outside the UK are quoted after a conversation where their needs differ from our standard service.

Project work has a minimum booking of 5 interviews, or 3 for a specialist technical loop, so that you get a fair comparison between candidates.

4. Setup fee

A one off setup fee of £350 applies to project clients and is shown on your quote. It is £525 for clients in the United States. We do not charge it to clients on a 12 or 18 month retainer.

5. Retainers

A retainer is an agreement for a fixed term of 12 or 18 months. Your order form states the term, the number and type of interviews you expect to use and the price per interview. The annual value is billed in equal monthly amounts. Retainer clients are scheduled ahead of one off projects.

Using your interviews

• If your monthly spend is below £5,000 (£7,500 for clients in the United States), your interviews are a quarterly pool. You can use them at any point within the quarter. Interviews not used by the end of the quarter expire and are not refunded.

• If your monthly spend is £5,000 or more (£7,500 or more for clients in the United States), we provide steady monthly capacity. Interviews are not pooled and do not carry over.

If you need more interviews than your retainer includes, we will carry them out at the same price per interview as in your order form. We can also agree to change your monthly amount for the rest of the term if that would suit you better.

Review and renewal

We will contact you at least 8 weeks before the end of the term to arrange a review meeting, held about 6 weeks before the end. We will look at how the service has gone and how many interviews you have used, and agree what happens next.

If we have not received written notice from you by 4 weeks before the end of the term, the agreement continues on a rolling monthly basis at the same price per interview. After that, either of us can end it by giving 30 days written notice.

6. Project work

One off projects are available without a retainer. Project interviews are priced as shown in the quote calculator or your written quote. Per interview they cost more than retainer pricing.

7. Booking, rescheduling and cancellation

You can move or cancel an interview as follows:

• with at least 2 working days' notice: free of charge, and we will rebook it

• with less than 2 working days' notice but at least 1 working day's notice: 50 per cent of the interview fee

• with less than 1 working day's notice, or if the candidate does not attend: 100 per cent of the interview fee

For specialist technical loops the notice periods are longer, because specialist assessors are booked in advance: free of charge with at least 3 working days' notice, 50 per cent with less than 3 but at least 2 working days' notice, and 100 per cent with less than 2 working days' notice or if the candidate does not attend.

If a candidate has a genuine emergency, we may, at our discretion, rebook once without charge. Adjustments a candidate needs, for example for a disability or health condition, are always arranged at no extra charge and are not treated as a rescheduling request.

For retainer clients, a cancelled interview that is charged counts as used from your quarterly pool or monthly capacity. If we have to cancel or move an interview, we will rebook it at no charge or refund the fee, and we will give you as much notice as we can.

8. Payment

• Setup fee: we invoice this when you sign, and it is payable before onboarding starts.

• Retainers: we invoice monthly in advance, payable by direct debit within 7 days of the invoice date.

• Project work: we invoice a deposit of 50 per cent when you book, and the balance is payable before the first interview.

• Extra interviews above your retainer: we add these to your next monthly invoice.

If an invoice is not paid by its due date, we may charge statutory interest and compensation under the Late Payment of Commercial Debts (Interest) Act 1998. We may also pause interviews until the account is up to date, after giving you 5 working days' written notice.

9. Your responsibilities

• give us accurate information about the role, your business and your candidates, and tell us about any changes promptly

• give us reasonable notice of interview dates and make sure candidates are available

• make the hiring decision yourself, and comply with employment and equality law in your hiring process

• make sure you have a lawful basis for sharing your candidates' details with us, and give candidates our candidate notice when you invite them to interview

10. Our approach and results

Our scores and feedback are a professional assessment based on the interview and the agreed criteria. We do not guarantee that a candidate will be successful in a role, or that any hire will meet your expectations. You remain responsible for every hiring decision.

11. Confidentiality

Each of us will keep the other's confidential information secret, use it only for the purposes of these terms and share it only with people who need it and are bound to keep it confidential. This does not apply to information that is public, or that we are required by law to disclose.

12. Data protection

When we run interviews for you, you are the controller of your candidates' personal information and we are your processor. We will act on your written instructions, keep the information secure and use only providers that are bound by written contracts. Before we start work for you, we will agree data processing terms with you in writing.

Recordings, transcripts and notes are kept for the periods set out in our Privacy Policy and then deleted, unless we agree a different period in writing. We will not use recordings or transcripts from your candidates for any purpose other than delivering our services to you, unless you and the candidate have agreed in writing.

13. Intellectual property

We own our interview frameworks, question bank, scoring methods, templates, reports and tools. You may use the reports we give you for your own hiring purposes. You keep ownership of any materials you give us.

14. Liability

Nothing in these terms limits liability for death or personal injury caused by negligence, for fraud, or for anything else that cannot be limited by law. Subject to that, we are not liable for indirect or consequential loss or for loss of profit, and our total liability to you in relation to any agreement is limited to the fees you have paid us in the 12 months before the claim arose.

15. Ending the agreement

Either of us may end an agreement if the other commits a serious breach and does not put it right within 30 days of written notice. During a fixed retainer term, the agreement cannot otherwise be ended early except as set out in your order form. Once a retainer is rolling monthly, either of us can end it as set out in section 5. Ending an agreement does not affect fees already earned or sections that are meant to continue, such as confidentiality and liability.

16. Changes to these terms

We may update these terms. The version in force when you accept your quote or sign your order form applies to that agreement. Changes apply to existing agreements only if you agree, unless the law requires the change.

17. General

These terms and your order form are the whole agreement between us. Neither of us can transfer our rights without the other's written consent. If any part is found to be unenforceable, the rest continues to apply. These terms are governed by the law of England and Wales and any dispute will be dealt with by the courts of England and Wales.

Questions about these terms can be sent to hello@renariassessment.com.