Organisation Policy

1. Purpose and Application

This Organisation Policy applies to employers, recruitment agencies, staffing firms, educational institutions, government entities, non-profit organisations, and any other organisation using Career Agent to advertise opportunities, access candidate information, manage applications, communicate with candidates, or conduct recruitment activities.

In this Policy, these entities are collectively referred to as "Organisations".

This Policy forms part of the Career Agent Terms of Service. By creating, managing, or using an Organisation account, the Organisation agrees to comply with this Policy, the Terms of Service, the Privacy Policy, and all applicable laws.

Career Agent may refuse, restrict, suspend, or terminate access to any Organisation that does not comply with this Policy or presents a legal, security, operational, or reputational risk.

2. Organisation Eligibility and Authority

Only legitimate and lawfully operating Organisations may use Career Agent's recruitment and employer Services.

By registering or using an Organisation account, the Organisation represents and warrants that:

• it is legally established, registered, or otherwise authorised to operate within its applicable jurisdiction;
• it holds all registrations, licences, permits, approvals, and authorisations required for its business and recruitment activities;
• all information provided to Career Agent is accurate, complete, current, and not misleading;
• the individual creating or managing the account is authorised to act on behalf of and legally bind the Organisation;
• it is not using the Services for fraudulent, unlawful, deceptive, or unauthorised purposes;
• it is not prohibited from conducting business, recruiting employees, or accessing employment services under applicable law;
• it will promptly update any information that becomes inaccurate or outdated.

An Organisation may not create an account using the identity, registration information, brand, domain, or contact details of another entity without proper authority.

3. Organisation Verification

Career Agent may require an Organisation to complete verification before or after it receives access to the Services.

Verification may include requesting or reviewing:

• business registration documents;
• company contact information;
• website or business domain ownership;
• identification and authority of directors, employees, or authorised representatives;
• any additional information reasonably required to assess the Organisation's legitimacy.

Organisations must cooperate with reasonable verification requests and provide authentic, accurate, and current documents.

Career Agent may reject, limit, suspend, or terminate an account where verification cannot be completed, documents appear false or altered, information is inconsistent, or the Organisation presents an unacceptable risk.

Verification does not constitute certification, accreditation, endorsement, approval, or a guarantee that an Organisation will remain legitimate or compliant after verification.

4. Compliance with Applicable Laws

Each Organisation is solely responsible for identifying, understanding, and complying with the laws and regulations applicable to its activities in every country, state, province, region, or jurisdiction where it operates, advertises, recruits, hires, or processes candidate information.

Applicable requirements may include:

• employment and labour laws;
• minimum wage and working-condition requirements;
• anti-discrimination and equal-opportunity laws;
• immigration and work-permit requirements;
• privacy and data-protection laws;
• consumer-protection and advertising laws;
• tax, payroll, and social-security obligations;
• occupational health and safety laws;
• background-check and employee-screening laws;
• industry-specific licensing requirements;
• sanctions, anti-bribery, anti-corruption, and anti-money laundering laws;
• laws relating to recruitment agencies, staffing firms, labour brokers, or employment intermediaries.

Career Agent does not provide legal, employment, tax, immigration, or regulatory advice. Organisations must obtain independent professional advice where necessary.

Availability of a feature on Career Agent does not mean that the feature, activity, or recruitment practice is lawful in every jurisdiction.

5. Organisation Responsibilities

Organisations must:

• publish only genuine and currently available opportunities;
• provide accurate and complete information about job duties, qualifications, location, working arrangements, compensation, benefits, and employment conditions;
• clearly identify the Organisation or authorised recruiting entity responsible for each opportunity;
• communicate honestly, professionally, and respectfully with candidates;
• maintain accurate application records and recruitment statuses;
• remove, close, or update opportunities that are filled, cancelled, expired, or no longer available;
• conduct appropriate interviews, reference checks, identity checks, qualification checks, and background checks where lawful and necessary;
• protect candidate information against unauthorised access, misuse, loss, disclosure, alteration, or destruction;
• cooperate with Career Agent when investigating complaints, suspected fraud, security incidents, or Policy violations;
• ensure that employees, recruiters, contractors, and account users comply with this Policy.

The Organisation remains fully responsible for all activity performed through its account, including actions taken by its employees, recruiters, administrators, contractors, agents, and authorised users.

6. Job and Opportunity Posting Requirements

Every job, internship, apprenticeship, scholarship, volunteer role, training opportunity, or other listing must be lawful, genuine, accurate, and connected to a legitimate opportunity.

Listings must not:

• contain false, incomplete, or misleading information;
• misrepresent compensation, responsibilities, seniority, location, working hours, benefits, or contractual terms;
• impersonate another company, brand, recruiter, or institution;
• advertise unlawful, unsafe, exploitative, or unauthorised work;
• unlawfully discriminate based on protected characteristics;
• require candidates to pay unlawful or undisclosed recruitment fees;
• be used primarily to collect personal information, generate sales leads, promote products, or conduct unrelated marketing;
• contain malicious links, malware, phishing content, or deceptive redirects;
• promote forced labour, human trafficking, child labour, illegal activities, or abusive working conditions;
• contain content that is threatening, defamatory, offensive, or otherwise unlawful.

Career Agent may review, reject, remove, edit, limit, or disable any listing that it reasonably believes violates this Policy, applicable law, or the integrity of the platform.

7. Candidate Information and Privacy

Candidate information accessed through Career Agent is confidential and may only be used for lawful and legitimate recruitment purposes connected to a genuine opportunity.

Organisations must not:

• sell, rent, trade, publish, or commercially distribute candidate information;
• use candidate information for unrelated advertising, sales, marketing, profiling, or solicitation;
• share candidate information with unauthorised employees, affiliates, clients, or third parties;
• download, scrape, harvest, copy, or reproduce candidate databases;
• contact candidates regarding unrelated products, services, or opportunities without a lawful basis;
• retain candidate information longer than permitted or reasonably necessary;
• request excessive, irrelevant, unlawful, or highly sensitive personal information;
• use candidate information for unlawful discrimination, surveillance, harassment, or identity verification outside the recruitment process.

Once an Organisation accesses, exports, downloads, receives, or otherwise processes candidate information, the Organisation may become an independent controller or responsible party under applicable privacy laws.

The Organisation is responsible for providing required privacy notices, establishing a lawful basis for processing, responding to candidate privacy requests, securing the information, and reporting data breaches where required.

Career Agent is not responsible for an Organisation's unauthorised, unlawful, negligent, or improper use of candidate information.

8. Recruitment Decisions and Fair Treatment

Organisations are solely responsible for their recruitment, selection, interviewing, screening, hiring, rejection, onboarding, employment, compensation, disciplinary, and termination decisions.

Organisations must ensure that recruitment decisions are lawful, fair, job-related, and supported by appropriate human review.

Organisations may not use Career Agent to discriminate unlawfully against candidates based on race, colour, ethnicity, nationality, sex, gender, pregnancy, marital status, family responsibility, age, disability, religion, belief, language, political opinion, sexual orientation, health status, or any other characteristic protected by applicable law.

9. AI-Assisted Recruitment

Career Agent may provide candidate matching, ranking, scoring, summaries, recommendations, validation indicators, skills analysis, and other AI-assisted recruitment features.

These outputs are provided solely as decision-support tools and must not replace independent human judgment.

Organisations acknowledge that AI-generated outputs:

• may contain errors, omissions, or incorrect assumptions;
• may not reflect all relevant candidate qualifications or circumstances;
• may be influenced by the quality, accuracy, and completeness of information provided;
• do not guarantee suitability, performance, integrity, or future employment success.

The Organisation is responsible for reviewing AI outputs, verifying relevant information, applying lawful selection criteria, and ensuring appropriate human oversight.

Career Agent is not liable for decisions, claims, losses, or disputes arising from an Organisation's reliance on AI-generated scores, rankings, recommendations, or summaries.

10. Prohibited Conduct

Organisations and their account users may not:

• create fake, duplicate, or misleading accounts;
• submit fraudulent or altered verification documents;
• impersonate another Organisation, recruiter, employee, or representative;
• post fake vacancies or opportunities that do not genuinely exist;
• engage in phishing, identity theft, advance-fee fraud, or financial scams;
• charge candidates unlawful, misleading, or undisclosed fees;
• participate in human trafficking, forced labour, child labour, exploitation, or unlawful recruitment;
• harass, threaten, intimidate, deceive, or unlawfully discriminate against candidates;
• use candidate data for unrelated commercial or personal purposes;
• scrape, harvest, copy, resell, or commercially exploit platform data;
• use bots, scripts, crawlers, or automated systems without written authorisation;
• introduce malware, malicious code, or harmful content;
• reverse engineer, copy, modify, or interfere with Career Agent's systems;
• bypass access controls, security measures, subscription limits, or account restrictions;
• share account credentials with unauthorised persons;
• use Career Agent in a way that violates sanctions, anti-bribery, anti-corruption, or other applicable laws;
• engage in any conduct that may harm candidates, Career Agent, or the reputation and integrity of the platform.

11. Organisation Account Management

Organisations are responsible for managing access to their accounts and ensuring that only authorised individuals may use Organisation features.

The Organisation must:

• assign appropriate account permissions and roles;
• promptly remove access for former employees, contractors, or representatives;
• maintain the confidentiality and security of login credentials;
• notify Career Agent promptly of suspected unauthorised access;
• regularly review users who have access to candidate information;
• ensure that every account user complies with this Policy.

Career Agent may treat actions taken through an Organisation account as authorised by the Organisation unless Career Agent was notified of unauthorised access and had a reasonable opportunity to respond.

12. Investigations and Cooperation

Career Agent may investigate suspected fraud, abuse, unlawful conduct, security incidents, complaints, or violations of this Policy.

During an investigation, Career Agent may:

• request documents, records, or explanations;
• temporarily limit listings, candidate access, messaging, or account functionality;
• contact candidates, representatives, regulators, or relevant third parties where lawful;
• preserve account records and related information where necessary;
• disclose information to law enforcement, regulators, courts, or professional advisers where required or permitted by law.

Organisations must cooperate honestly and promptly with reasonable investigations.

Career Agent is not required to disclose confidential security procedures, internal investigation methods, complainant identities, or legally protected information.

13. Suspension, Restriction, and Termination

Career Agent may immediately restrict, suspend, or terminate an Organisation account where it reasonably believes that:

• the Organisation is not legitimate or properly authorised;
• verification information is false, incomplete, altered, or misleading;
• the Organisation has violated this Policy, the Terms of Service, or applicable law;
• the account is connected to fraud, abuse, exploitation, or a security threat;
• candidate information has been misused or inadequately protected;
• continued access may expose Career Agent, candidates, or third parties to legal, financial, security, operational, or reputational harm;
• required fees remain unpaid;
• suspension or termination is requested by a regulator, court, or law-enforcement authority.

Career Agent may remove listings, prevent further candidate access, preserve records, cancel pending activity, or take other reasonable protective measures.

Career Agent is not liable for losses resulting from a good-faith restriction, suspension, investigation, or termination made to protect the platform or comply with legal obligations.

14. Relationship Between Career Agent and Organisations

Career Agent provides technology that allows Organisations and candidates to connect, manage recruitment processes, and exchange information.

Career Agent is not:

• the employer of any candidate;
• the employee or agent of any Organisation;
• a party to any employment or service agreement;
• responsible for salaries, benefits, taxes, payroll, working conditions, or employment rights;
• responsible for interviews, hiring decisions, rejection decisions, onboarding, discipline, or termination;
• responsible for workplace conduct, safety, harassment, or employment disputes;
• responsible for verifying every statement made by an Organisation or candidate;
• a guarantor of an Organisation's legitimacy, solvency, licensing, conduct, or continued compliance.

No partnership, joint venture, employment, fiduciary, agency, franchise, or representative relationship is created between Career Agent and an Organisation solely because the Organisation uses the Services.

15. No Endorsement or Guarantee

Approval, verification, publication of a listing, use of a badge, or continued access to Career Agent does not constitute an endorsement, recommendation, certification, accreditation, or guarantee of an Organisation.

Career Agent does not guarantee:

• the Organisation's financial stability;
• the accuracy of information provided by the Organisation;
• the availability or quality of any advertised opportunity;
• the Organisation's future conduct or continued legal compliance;
• the suitability or safety of any workplace;
• the outcome of any recruitment or employment relationship;
• that every unlawful or fraudulent Organisation will be detected.

Candidates remain responsible for conducting reasonable due diligence before sharing sensitive information, attending interviews, making payments, travelling, relocating, or accepting an offer.

16. Organisation Assumption of Responsibility

Each Organisation assumes full responsibility for its use of the Services and for all actions taken through its account.

This includes responsibility for:

• the content and legality of its listings;
• its recruitment and hiring practices;
• its treatment of candidates;
• its use and protection of candidate information;
• its communications, representations, and employment offers;
• the actions of its employees, contractors, agents, recruiters, and account users;
• compliance with all applicable legal, regulatory, tax, employment, immigration, and privacy obligations.

The Organisation acknowledges that Career Agent does not direct, supervise, control, or approve the Organisation's recruitment or employment practices.

17. Limitation of Career Agent's Liability

To the fullest extent permitted by applicable law, Career Agent will not be liable for any claim, loss, damage, injury, penalty, cost, dispute, or legal proceeding arising from or connected with:

• an Organisation's acts, omissions, or misconduct;
• false, misleading, discriminatory, unlawful, or fraudulent listings;
• recruitment, interview, selection, hiring, rejection, or termination decisions;
• employment contracts, compensation, benefits, payroll, taxes, or working conditions;
• misuse, disclosure, loss, or unauthorised processing of candidate information by an Organisation;
• harassment, discrimination, exploitation, fraud, identity theft, or criminal conduct by an Organisation or its representatives;
• reliance on candidate matching, scoring, ranking, AI analysis, or recommendations;
• an Organisation's failure to comply with applicable law;
• disputes between an Organisation, candidate, employee, contractor, recruiter, or third party.

Nothing in this Policy excludes liability that cannot lawfully be excluded or limited.

18. Indemnification

To the fullest extent permitted by applicable law, the Organisation agrees to defend, indemnify, and hold harmless Career Agent, its affiliates, directors, officers, employees, contractors, service providers, and representatives from any claims, demands, investigations, proceedings, damages, losses, liabilities, penalties, fines, settlements, and reasonable legal costs arising from or relating to:

• the Organisation's use of the Services;
• any content, listing, communication, offer, or representation made by the Organisation;
• any breach of this Policy, the Terms of Service, or the Privacy Policy;
• any violation of employment, labour, privacy, immigration, anti-discrimination, consumer-protection, tax, or other laws;
• any recruitment, hiring, employment, workplace, or termination dispute;
• misuse, disclosure, loss, or unlawful processing of candidate information;
• the conduct of the Organisation's employees, contractors, recruiters, agents, or authorised account users;
• allegations of fraud, harassment, discrimination, exploitation, negligence, intellectual-property infringement, or unlawful conduct.

Career Agent may assume control of the defence of any matter subject to indemnification. The Organisation must provide reasonable assistance and may not settle a claim in a manner that imposes liability, obligations, or admissions on Career Agent without Career Agent's written consent.

19. Reporting Organisations and Misconduct

Candidates and other users may report suspected:

• fake or misleading opportunities;
• impersonation or fraudulent Organisations;
• unlawful candidate fees or payment requests;
• discrimination, harassment, or exploitation;
• misuse of candidate information;
• phishing, identity theft, or suspicious communications;
• violations of this Policy or applicable law.

Career Agent may review reports and take action it considers appropriate. Career Agent is not required to investigate every complaint, resolve private disputes, provide compensation, or disclose confidential investigation outcomes.

Organisations must not retaliate against any person who submits a good-faith report or participates in an investigation.

20. Changes and Contact Information

Career Agent may update this Organisation Policy from time to time to reflect changes to the Services, legal requirements, security practices, or business operations.

Material changes may be communicated through the platform, by email, or through another reasonable method. Continued use of the Services after an updated Policy becomes effective constitutes acceptance of the revised Policy, to the extent permitted by law.

Questions, legal notices, verification documents, or reports concerning an Organisation may be submitted using the following contact details:

• Email: info@careeragentapp.co.za
• Phone: +27 63 977 7949
• WhatsApp: +266 505 90196