About this policy
This policy explains what you may and may not do when you use the Templace service (the Service). It is a plain-English guide to the Acceptable Use Policy in our terms at /terms. If anything here differs from the terms, the terms apply.
The Service is white-labelled. If you are a candidate, worker or client of an agency, you will see the agency's name rather than ours. These rules still apply to you when you use it.
An agency that uses the Service is responsible for making sure its own staff follow these rules.
Use the Service lawfully
You must use the Service only for lawful recruitment and workforce purposes.
The Service helps you keep records and follow your processes, but it does not make you compliant on its own. Compliance depends on what your people do. Agencies remain responsible for the law that applies to their business, including:
- the Employment Agencies Act 1973 and the Conduct of Employment Agencies and Employment Businesses Regulations 2003;
- the UK GDPR and the Data Protection Act 2018, as the controller of the personal data you put in the Service;
- the Equality Act 2010, including when you advertise roles, shortlist and book workers;
- the Privacy and Electronic Communications (EC Directive) Regulations 2003 when you send marketing messages;
- the right to work and other checks that the law requires for the people you supply.
Keep accounts secure
Every person must have their own account. Do not share a username or password, and do not let anyone else use a session you have signed in to.
Agencies decide who has an account and what each person can do, using the roles and permissions in the Service. Give each person only the access their job needs, and close an account as soon as someone leaves or no longer needs it.
Tell us straight away at terry@hilliernet.co.uk or on 07789 938284 if you think someone else has used an account, or that a password may have been seen by another person.
Things you must not do
You must not use the Service, or try to use it, to:
- reach data that belongs to another agency, or that your role does not allow you to see;
- get round sign-in, permissions or any other security control;
- probe, scan or test the security of the Service, except under the rules in our Cyber security and reporting a weakness policy;
- upload or send malware, or any file designed to harm a computer or someone's data;
- overload the Service, or copy its content or data in bulk by automated means, except through an integration we have set up with your agency;
- copy, adapt or reverse engineer the Service's software, except where the law allows this and it cannot be excluded;
- resell the Service, or give access to anyone outside your agreement with us;
- send spam, or messages that are unlawful, threatening, abusive or misleading;
- advertise roles that do not exist, or that discriminate unlawfully;
- store or share content that is unlawful or that infringes someone else's rights.
Uploads and content
You are responsible for what you upload or write in the Service, including documents, messages, job adverts, and the text and pictures on your careers website. Make sure it is accurate and that you have the right to use it.
Only add personal data you need for a lawful purpose. Do not put sensitive information, such as health or criminal-record details, in free-text notes unless you have a clear lawful basis and need to keep it there.
Identity documents, right-to-work evidence and criminal-record certificates (DBS, PVG and AccessNI) are never sent to an AI model. If a file looks like one of these, the Service refuses to send it. Do not try to get round this.
Using the AI features
The AI features produce drafts and suggestions. They do not make decisions. A person must check anything the AI produces before it is used, sent or relied on.
When the Service reads an uploaded certificate, licence or timesheet, it produces a proposal. A person must compare it with the picture and confirm, correct or discard it. Nothing read is written to a record until a person does so.
Do not use AI output to make decisions about people, such as rejecting a candidate, without a meaningful review by a person. An agency can switch the AI features off. Our Acceptable use of AI policy gives more detail.
If the rules are broken
If we reasonably believe these rules have been broken, we may act to protect the Service, other agencies and the people whose data the Service holds.
Where we can, we will tell the agency first and give it a chance to put things right. We will not wait where there is a risk to people's data or to the Service.
Depending on how serious it is, we may:
- ask the agency to put things right;
- remove or disable content;
- suspend a user's access, or an integration;
- suspend or end the agency's use of the Service, as our terms allow;
- report the matter to the police or a regulator where the law requires it or a crime may have been committed.
Reporting misuse
If you see the Service being misused, tell us at terry@hilliernet.co.uk or on 07789 938284. If you are a candidate, worker or client of an agency, you can tell the agency, or contact us directly.
Please report a security weakness under our Cyber security and reporting a weakness policy, which explains what to send and what we will do.
Acceptable use of the service · version 1.0 · approved 27/10/2026 · next review 27/10/2027. Templace is a trading name of TWH Holdings Limited, company number 10663539, Meadway, Mill Road, Writhlington, Radstock, BA3 5TY.