Employer Terms and Conditions & Mobile Application License Agreement

Effective Date: 3^rd March 2025

1. Introduction

This document outlines the terms and conditions (T&Cs) and license agreement applicable to Employers using the "WpcRtwEmployer" mobile application and related services offered by WorkPermitCloud Limited ("WPC") for conducting right-to-work checks.

Definitions

• WPC: WorkPermitCloud Limited, registered in England and Wales, with Company Number 12909694 and registered office at The Gherkin Level 28, 30 St. Mary Axe, London, EC3A 8BF.
• Employer: Any organization using the WpcRtwEmployer mobile application to verify an individual's right to work within UK laws.
• Right to Work Checks: Processes as per the UK Home Office's "Employer's Guide to Right to Work Checks" to ensure compliance with immigration laws.
• Third Party Service Providers: Service providers who process Personal Data on behalf of WPC for verification purposes.

2. Application Purpose

The Wpc RTW Employer app allows Employers to collect necessary details for Right to Work checks, including:

• Job position
• Candidate's email, name, and phone number
• Work hours and working hours compliance

The Wpc RTW Candidate app allows Candidates to consent to the processing of their Personal Data for Right to Work checks, which will be shared with Employers via WpcRtwEmployer.

3. Licence and Use Grant

WPC grants Employers a non-exclusive, non-transferable license to access and use the Services solely for conducting right-to-work checks for candidates, in compliance with UK immigration laws. Use of the Services is subject to these terms and all applicable laws.

4. Information We Collect and Process

Employers must provide data such as organization name, employer contact details, job position, job type, and other relevant information necessary for right-to-work checks.

5. Data Security and Privacy Compliance

WPC complies with the General Data Protection Regulation (GDPR) and the Data Protection Act 2018 to ensure secure processing and storage of data.

Security Measures

• Data Encryption: All personal data is encrypted during transmission and at rest.
• Access Control: Only authorized personnel can access data.
• Third-Party Services: WPC collaborates with trusted third-party providers for verification processes.

Data Retention and Security

• Retention Period: WPC will retain Personal Data only for the duration necessary to perform Right to Work checks and as required under applicable law.
• Security Measures: WPC implements appropriate technical and organisational measures to safeguard Personal Data from unauthorized access, loss, or misuse.

6. Two-Factor Authentication (2FA)

Employers are required to use 2FA for secure access to the Services. This involves using a secondary form of authentication, such as a code sent to a registered contact.

7. How We Share Your Information

Employer-provided data may be shared with authorized third parties solely for verification purposes or as legally required.

8. Subscription Fees and Refund Policy

Employers must pay a non-refundable subscription fee to access the Services. The fee covers access during the subscription period specified in the agreement. No refunds are provided for unused portions of the Services, for more information please refer to our refund policy.

9. Payment and Pricing Terms

9.1 Payment Terms

Employers are required to make a one-time payment to purchase a plan-based package of right-to-work (RTW) checks. The package is valid for either the number of checks specified at the time of purchase or for the duration specified (whichever is exhausted or reached first). Payments must be made in GBP (£) through accepted methods as specified during the purchase process. By completing a payment, you agree to these terms.

9.2 Discounts and Promotions

WPC may, at its discretion, offer discounts or promotional offers on plan-based packages from time to time. Such offers will be subject to specific terms and conditions, which will be communicated separately. Discounts and promotions cannot be combined unless explicitly stated.

9.3 Expiry of Plan-Based Packages

Plan-based packages will expire upon either the completion of the number of RTW checks purchased or the expiration of the validity period, whichever occurs first. Any unused checks after the package's expiration will not be carried over.

9.4 Changes to Pricing

WPC reserves the right to modify pricing for its plan-based packages at any time. Any pricing changes will be communicated to Employers in advance and will apply only to new purchases or renewals of packages. Existing plan-based packages will not be affected until they are renewed.

9.5 Non-Refundable Plans

• All purchased plans are non-refundable once activated.
• Refunds are not provided for unused checks or expired plans.

10. Disclaimer for Right to Work Check Using Birth Certificate

When conducting a Right to Work check for British citizens using a birth certificate as proof of identity, additional supporting documentation, such as an official document issued by a government authority (e.g., a Passport or Driving license), may be required to verify the candidate's identity and right to work. Employers may also need to inspect the original birth certificate to ensure its authenticity.

11. User Obligations and Compliance

Employers are responsible for providing accurate and complete data for right-to-work checks. Failure to do so may result in non-compliance with applicable laws and limitations on service access.

12. Identity Document Verification & Fraud Prevention

By using WORKPERMITCLOUD LIMITED&aposs services, you acknowledge that identity document checks may be conducted using Identity Document Validation Technology (IDVT). This system assesses the authenticity of the documents you provide for right-to-work verification.

Employers and candidates should ensure that all documents submitted for verification are genuine and unaltered. In the event that fraudulent documentation is identified, WPC may:

• Report the suspected fraud to the relevant authorities, including the police and Immigration Enforcement.
• Retain and analyze the data in compliance with UK GDPR and other relevant legislation.
• Share the fraudulent document information with the IDVT provider for further investigation.

13. Indemnity and Limitation of Liability

WPC is not liable for indirect or consequential losses, including errors or delays in the right-to-work process caused by third parties or user-provided data inaccuracies.

14. Termination and Governing Law

This agreement is governed by the laws of England and Wales. WPC reserves the right to terminate service access for non-compliance.

15. Changes to Terms

WPC reserves the right to update these terms at any time to reflect changes in legal requirements or functionality. Continued use of the apps signifies acceptance of any revised terms.

16. Contact Information

For inquiries, contact:

Email: rtwcheck@workpermitcloud.co.uk

Address: The Gherkin, Level 28, 30 St. Mary Axe, London, England, EC3A 8BF

Disclaimer

This app is not affiliated with, endorsed by, or authorized by any government entity. All services provided within this app, including document verification and right-to-work checks, are based solely on publicly available information and general regulatory guidelines.

Version Control

This document is reviewed periodically, and the latest version is always available on our website.

Version History