Terms & Fees

1. Definitions
Candidate: A person including a member of Baby Room staff about whom information has been passed to the Client, whether in writing or verbally and whether or not previously known to the Client, with a view to Engagement.

Client: Any person, family, company or other entity, or any associated person(s) acting on their behalf, who instructs the Agency, whether in writing or verbally, to accept Candidates for interview with a view to Engagement.

Introduction: The process of passing to the Client the information relating to the Candidate, including but not limited to CV, Candidate profiles or any other details identifying the Candidate and/or interview of a Candidate by the Client.

Engagement: The employment, placement or use of the Candidate by the Client, whether with or without a knowledge of the Agency or whether or not such Engagement is permanent or temporary.

Fee Structure: Fees as may be payable by the Client detailed in the enclosed schedule.

Registration Fee: The Registration Fee is payable to start a search for a Candidate and is deductible from the Permanent Introduction Fee.

Introduction Fee: Where a Candidate’s Introduction leads to an offer of Engagement from the Client and the offer is accepted by the Candidate, whether verbal or in writing, the Introduction Fee shall be payable even if no employment contracts have yet been signed.

Matching Service: The Agency provides a matching service for parents to find other parents who wish to recruit a candidate to share. The Agency will hold Client contact details on their database in respect of days required and start date. Once a potential match is identified the Agency will provide contact details for the parents to meet each other.

Payment of Fees
The Introduction Fee shall be payable within 7 days of invoice or before Candidate’s start date or departure from the UK, whichever is earlier. The Candidate will not commence Engagement prior to payment of the Introduction Fee.

The Client shall notify the Agency immediately should they decide to engage a Candidate introduced by the Agency. If a Client engages a Candidate but fails to inform the Agency within 7 days the Agency fee will be subject to a 50% surcharge.

The Agency reserves the right to charge the Client relevant fee if a Candidate is rejected by the Client or a Candidate rejects an offer of engagement but is subsequently engaged by the Client at a future date.

The Agency reserves the right to charge the Client if a Candidate returns to a Client at a future date whether for a temporary, permanent or ad hoc position or if a temporary Engagement is extended.

The Agency reserves the right to charge the Client a 25% surcharge on all accounts not settled within this period and in addition to re-claim any costs incurred as a result of chasing for payment.

The Agency reserves the right to charge the Client a 25% surcharge on all accounts should the Client pass on the Candidate’s details to any third party resulting in the Engagement of the Candidate by such third party.

The Client is responsible for the Candidate`s remuneration including the employee’s Tax and National insurance payments in addition to any pension contributions that are required to be made by UK law or other applicable law.

Suitability and References
The Client is responsible to confirm the suitability of any Candidate by taking up any appropriate references and obtaining confirmation of any qualifications.

The Client is responsible for obtaining work permits or other permission to work as may be required.

The Client is responsible for the arrangement of any medical examinations that may be required.

The Client is responsible for any other investigations required by law of the country in which the Candidate is engaged to work.

Once the Introduction Fee is paid, the Agency undertakes to provide an enhanced CRB/DBS check for all Candidates offered a Permanent Engagement with the Client. However, the Agency is reliant on the Candidate providing the relevant paperwork and documentation for such checks to take place. Should the CRB/DBS Disclosure contain adverse information, then the search process will recommence with no additional charge to the client.

The Agency recommends that Candidate and Client negotiate a trial period prior to making the offer of Engagement. The Candidate should be paid for their time by the Client at the end of the trial.

The Agency agrees to waive the fees relating to the first 2 days of trial during a search; trials above 2 days are charged as set in the Fee Structure and are payable in advance of the commencement of any trial period or within 7 days of the invoice, whichever is the earlier. Should the Candidate be unsuccessful then monies relating to the trial shall be non-refundable. However, should the Candidate be engaged by the Client on a permanent basis the Agency will discount a maximum of one week trial fee from the final Permanent Introduction Fee. Should the Client decide to trial more than one Candidate, only the trial fee for the successful Candidate offered the permanent Engagement will be refunded.

Replacement Service
Subject to the terms below, where the Client notifies the Agency and the Candidate in writing of the termination of the Engagement within 48 hours of the termination, the Agency will endeavour to find one suitable Replacement Candidate free of charge (“Replacement Service”)

A Replacement Service will be available for contracts over 20 hours when the contract is terminated within a 12 week period from the date of commencement of the Engagement and for contracts under 20 hours per week when the contract is terminated within a 6 week period from the date of commencement of Engagement.

The Agency will run its search for up to 3 month of receiving the written notification of termination. The Agency shall provide the Client a maximum of 6 Candidate profiles as a part of the Replacement Service. Once these have been identified there are no further refunds and no further Replacement Service will be offered.

Replacement Service profiles will be selected based on the information provided in the original Client Registration Form. The Client is not eligible for the Replacement Service described above should the job specification change in any way from the one originally registered.

The Agency accepts no liability and is not obliged to offer a Replacement Service or any refund should the Client find the profiles unacceptable or does not want to Engage any of the potential Candidates. This includes, but is not limited to any salary change, hours of work, duties set out for the role, relocation of the family home, situations where the expectations of the Client are outside of the contract of employment or where their actions are deemed inappropriate in any way.

A Replacement Service will not be offered where the Client withdraws their offer of Engagement to the Candidate prior to start date or where the original Introduction Fee was not paid within the 7 day payment period or prior to the Candidate’s start date, whichever is earlier.

The Introduction Fee remains payable once a verbal or written Engagement offer has been accepted by the Candidate even if the Client for whatever reason decides to cancel it.

If cancellation is received less than 30 days prior to commencement of the Engagement then the full Introduction Fee shall be payable. In addition the Client agrees to pay the Candidate one week’s pay. If cancellation is received more than 30 days prior to commencement of the Engagement then 50% of the Introduction Fee shall be payable.

The Agency offers a draft Employment Contract as a guide only and the Client is advised to seek independent legal advice. The Agency is not responsible for the Employment Contract or any terms of service between the Client and the Candidate.

The Agency shall not be liable for any loss, damage, non-performance or any other expense suffered by the Client arising from or connected with the Engagement of the Candidate or from any search that does not result in a successful Engagement howsoever arising.

The Agency shall not be liable for any loss, damage, non-performance or any other expense or liability incurred by the Candidate arising from their Engagement or any aspect of their work at any time.

All information, whether written or oral and however communicated, shall be confidential between the Client, the Candidate and the Agency and shall at all times be treated as confidential information.

Any disclosure by the Client to a third party of any details regarding the Candidate which results in an Engagement with that third party renders the Client liable to payment of the Agency’s Fee.

All business undertaken between the Agency (Baby Room Nanny Agency Ltd at 155D Northcote Road, London SW11 6QB, Company no. 08811203) and the Client shall be governed by the Courts of England & Wales and is subject to the exclusive jurisdiction of the Courts of England and Wales.

The invoices can be settled by BACS Transfer to Baby Room Nanny Agency Ltd. Account Number: 11109993. Sort Code: 16 10 29. By cheque made payable to Baby Room Nanny Agency Ltd or by most credit/debit cards; please note that all credit payments will be subject to a 3% surcharge.

50% off our permanent introduction fees*

Permanent candidates
Full time: (live in/out)                  £1,125
Part time: (up to 20hrs)              £875
Mother’s help: (live in/out)      £875
Overseas candidates:                      £1,975

*terms and conditions apply