These Terms and Conditions create legally binding contract between you (the ‘Client’) and the Agency (the ‘Agreement’). Please read the Agreement carefully.
‘Agency’ means Holiday Nannies Greece, a company incorporated and existing under the laws of Greece;
‘Agency Fee’ means the fee payable to the Agency for the services set out in these Terms and Conditions;
‘Applicant’ means a person introduced by the Agency to the Client for employment in respect of childcare and/or education on a temporary or a permanent basis, whether full time or part time;
‘Client Enquiry’ means the initial contact by the Client to the Agency either via the online Contact Form, phone or WhatsApp (or other similar message providers), specifying general information about the Client and determining the terms and conditions of the Applicant’s employment;
‘Contact Form’ means the online form provided on the website www.holidaynanniesgreece.com through which the Client can send an initial request specifying their childcare requirements;
‘Contract of Employment’ means an employment agreement executed between the Client and the Applicant specifying the terms and conditions of employment under which the Applicant agrees to perform childcare and/or educational related duties for the Client in exchange of an agreed salary;
‘Introduction’ means the process of introducing an Applicant by the Agency to the Client by providing a Curriculum Vitae and other information which identifies an Applicant(s). This includes the Applicant being interviewed by the Client either in person, by telephone or via video calling services (e.g. Skype, WhatsApp, FaceTime, etc.), for the purpose of further employment of that Applicant by the Client;
‘Parties’ means the Client and the Agency together;
‘Permanent Placement’ means a Contract of Employment exceeding 8 weeks (56 days);
‘Temporary Placement’ means a Contract of Employment not exceeding 8 weeks (56 days);
‘Terms and Conditions’ means these terms and conditions including all amendments to them.
2. Services rendered outside Greece
2.1 The Agency has agreed to provide the Client with the following services (the ‘Services’):
(a) Analyse the Client Enquiry regarding the employment of the Applicant using the information provided by the Client via the Contact Form, phone or WhatsApp (or other similar message providers);
(b) Advertise the Client’s vacancy through the Agency’s internal and external resources;
(c) Analyse and review the Applicants’ data in relation to the Client Enquiry;
(d) Interview Applicants for the purpose of Introduction to the Client, which shall be conducted either in person or by the means of video calling services;
(e) The Introduction of the Applicant by the Agency to the Client in accordance with this Agreement;
(f) Carry out checking employment references or other documents provided by the Applicant;
(g) Arrange interviews and meetings between the Client and the Applicant, either in person, via phone or video calling services (e.g. Skype, WhatsApp, FaceTime, etc.);
(h) Provide the Client and the Applicant a sample of the Contract of Employment for their further revision and amendment;
(i) Provide follow up contact if required to both the Client and the Applicant throughout the duration of the Contract of Employment; and
(j) Provide a replacement Applicant (following the procedures set out in Clause 6) if during the first 12 weeks of employment any issue(s) occur that may result in a termination of the Contract of Employment between the Client and the Applicant, other than reasons specified in Clause 6.2.
2.2 Once the Agency has received the Client Enquiry, the Client has requested such Services to be performed by the Agency and agrees to pay the Agency Fee (according to Cause 5.1) to the Agency in accordance with these Terms and Conditions.
3. Client’s Responsibilities
It is the Client’s responsibility:
(a) To provide full, accurate and complete information with regards to their childcare requirements;
(b) To provide photographic identity to the Agency in the form of a passport or a driving license and registered home address before meeting with any Applicant in person for the purpose of the safety of the Applicant;
(c) To decide on the suitability of any Applicant based on the Applicant’s Profile and the following interview(s);
(d) To check identification documents, references, qualifications and any other documents provided by the Applicant;
(e) To inform the Agency if the Applicant has been offered employment with the Client;
(f) To execute the Contract of Employment within 14 calendar days from the date of the Client’s notice to the Agency about their decision to employ the Applicant, but not later than 7 calendar days prior to the Applicant’s commencement of the employment;
(g) To arrange at the Client’s expense any necessary business/work visas for the Applicant, as well as any appropriate medical examinations and request from the Applicant any proof of medical history or other certificates (with explicit permission of the Applicant and in accordance with applicable laws) prior to the employment of the Applicant;
(h) To pay the agreed salary to any Applicant employed according to the terms of the Contract of Employment, executed with the Applicant;
(i) To pay any expenses associated with any Applicant being able to fulfill their role throughout their Contract of Employment, including all visa expenses, flights and accommodation as determined in the Contract of Employment and where necessary;
(j) To inform the Agency if the Applicant has been offered employment with the Client;
(k) To immediately notify the Agency about any concerns about the Applicant’s employment; and
(l) To arrange and make payments where applicable by law for their employee’s Tax, National insurance, pension contributions and to provide a detailed payslip as required.
4. Execution of the Contract of Employment
Once the Client has decided on the Applicant with whom he wishes to execute the Contract of Employment, the Client shall immediately notify the Agency. The Agency shall provide the Client with a sample Contract of Employment, which may be edited by the Client according to their reasonable requirements.
5. Agency Fee for the Services rendered outside Greece
5.1 As soon as the Client notifies the Agency about their decision to employ the Applicant and this Applicant accepts the offer, even without a Contract of Employment completed between the Client and the Applicant, the Agency will invoice the Client in the following amounts:
(a) for a Permanent Placement – 4 times net weekly salary;
(b) for a Temporary Placement – 120 Euros per each week of employment of the Applicant demonstrated in the Contract of Employment.
5.2 If the Client decides to extend the Contract of Employment from an initial Temporary Placement (beyond 8 weeks) with the Applicant, this placement will be considered as a Permanent Placement and will be charged according to Clause 5.1(a).
5.3 The Agency Fee is to be paid in Euros into the bank account specified in the invoice issued by the Agency based on the mutual agreement, in writing or verbally, between the Client and the Applicant to proceed with the Contract of Employment.
5.4 The Agency Fee must be paid in full by the Client to the Agency within 7 calendar days from the date of receipt of the invoice by the Client or before the commencement of the employment of the Applicant, whichever comes first.
5.5 If the Agency Fee is not paid within 7 calendar days upon the receipt of the invoice, the invoiced amount shall become subject to a 15% surcharge per month thereafter.
6. Applicant Replacement and Refund Policy
6.1 If the Applicant, who has signed the Contract of Employment with the Client, either does not start employment or terminates the Contract of Employment for any reasons, except the reasons stated in Clause 6.2, within the first 8 weeks, the Agency will offer one free replacement of the Applicant subject to the following conditions:
(a) Should any issue(s) arise between the Client and the Applicant and such issue(s) cannot be resolved between them, either the Client or the Applicant must give the Agency immediate notice (up to 2 calendar days) to allow the Agency to assist in resolving such issue(s).
If the respective issue(s) is not resolved within 14 calendar days from the date of receipt of the notice by the Agency, the Client is entitled to one free replacement Applicant without any additional Agency Fee based on the same requirements provided by the Client in the initial Client Enquiry. For the avoidance of doubt, if the Client provides the Agency with any additional requirements for the Applicant’s employment, not specified in the initial Client Enquiry, then this shall be deemed as a new Permanent or Temporary Placement and the Client will be charged in full by the Agency in accordance with Clause 5.1.
(b) The Agency is informed in writing by the Client within 2 calendar days of the termination of the employment, stating why the Contract of Employment has ended and subject to which conditions.
(c) The Agency Fee has been paid in full within 7 days from the date of invoice and before the Applicant’s commencement of employment.
(d) The Client does not use another agency, sources or website during those 30 working days to find a replacement Applicant.
(e) The Agency shall offer the Client at least 1 additional Applicant for potential employment within a 30 working day period (the “Replacement Period”) and the Client shall execute the Contract of Employment with the replaced Applicant within 7 calendar days from the expiration of the Replacement Period.
6.2 The Client is not eligible for a free replacement of the Applicant in case the Contract of Employment has been cancelled by the Applicant due to a breach of the Contract of Employment by the Client, including but not limited to the following reasons:
(a) unreasonable employment demands by the Client;
(b) unreasonable working conditions and/or hours;
(c) a change in the job description;
(d) a change in the agreed working location; or
(e) unsatisfactory living conditions and employment related regulations, including salary being changed or unpaid.
6.3 If the Client for any reason decides not to honour the Contract of Employment (whereby the Applicant has been offered employment and has accepted either in writing or verbally, whether the Contract of Employment has been signed or not), then the full Agency Fee shall still be required to be paid in full. In addition, the Client is expected to pay the Applicant one week’s pay to reasonably cover the Applicant’s financial losses upon awaiting the commencement of employment.
6.4 One free replacement Applicant will be offered during a 30 working day period from the date of receipt of the notice given to the Agency by the Client. Once a replacement Applicant has been placed and a new Contract of Employment has been agreed either verbally or in writing, no further refunds or replacements shall be provided to the Client except at the complete discretion of the Agency.
6.5 In the event that a free replacement Applicant cannot be found or the Client decides not to seek a replacement Applicant, the Agency will refund the Client the following percentage of the amount of the Agency Fee paid by the Client to the Agency for the placement of the Applicant:
(a) if the Applicant leaves within the first 2 weeks, 80% of the timely paid Agency Fee will be refunded to the Client;
(b) if the Applicant leaves within the first 4 weeks, 60% of the timely paid Agency Fee will be refunded to the Client;
(c) if the Applicant leaves within the first 6 weeks, 40% of the timely paid Agency Fee will be refunded to the Client;
(d) if the Applicant leaves within the first 8 weeks, 20% of the timely paid Agency Fee will be refunded to the Client.
The Agency shall refund the Client in the amounts stated in this Clause only after all outstanding payments have been made to the Applicant. For the avoidance of doubt, this includes payment of the outstanding salary for the days worked, any other reimbursements due, and in case the Contract of Employment was discontinued based on the Client’s decision, the payment of the notice period agreed in the Contract of Employment. Within 14 days after the Applicant’s confirmation that all payments have been made, the Agency will transfer the Client the refund they are entitled to via bank transfer.
7. Liability of the Agency
The Agency endeavours to provide the Client with only the most suitable Applicants according to the Client’s requirements set out in the initial Client Enquiry. However, the Client must decide on the suitability of the Applicant prior to offering the Applicant employment. The Agency does not accept any liability for any kind of inconvenience, loss or damage howsoever arising and whether caused directly or indirectly from any act or omission of an Applicant introduced by the Agency. Additionally, no warranty is offered in respect of the suitability, honesty, capability or character of any Applicant introduced by the Agency and employed by the Client. Applicants are not employees of the Agency. The Client is responsible for ensuring that their home contents insurance includes cover for Employers and Public Liability insurance for domestic workers, including child carers. The Agency does not exclude or restrict liability for death or personal injury resulting from its negligence. The entire liability of the Agency under or in connection with these Terms and Conditions and the Agreement is limited to the amount of the Agency Fee received for the provision of the Services except as expressly provided in these Terms and Conditions and the Agreement.
8.1 If either of the Parties breaches these Terms and Conditions, the other Party shall send a written notice to the Party in breach to settle the breach within 10 days at its own cost. If the Party in breach does not settle the breach within 10 days from the date of receipt of the written notice the Agreement shall be terminated.
8.2 The Parties may terminate the Agreement by mutual consent at any time.
8.3 In the event that this Agreement is terminated, the Client shall not be entitled to any refund of the Agency Fee already paid and any Agency Fees due at the date of termination and interest thereon. All other administrative fees due to the Agency will immediately become payable in full.
9.1 It is a condition of this Agreement that now and at all times in the future, including the completion of this Agreement, save as may be lawfully required, the Agency and the Client shall keep all affairs, concerns, business and privacy of each other confidential.
9.2 All communication between the Parties in any form shall be confidential. Should the Client pass on any information of the Applicants, or recommend an Applicant to a third party which results in an employment of the Applicant then the Client will be liable for the relevant full fee as if the booking had been made by the Client itself and these Terms and Conditions shall apply accordingly.
9.3 The Agency is responsible for keeping the personal information of the Client and their family members private and confidential at all times. The Agency uses an encrypted data base to store personal information provided by the Client, which can be amended or deleted at any time by sending a request to email@example.com. The Agency shall not share the Client’s personal data with any third parties and shall store it solely for the purpose of direct communication with the Client and for finding a suitable Applicant.
10.1 This Agreement together with the Client Enquiry constitutes the agreement between the Parties and supersedes any previous agreement or understanding and may not be varied except in writing. All other terms and conditions expressed or implied by statute or otherwise are excluded to the fullest extent permitted by law.
10.2 Both Parties are not entitled to assign or transfer any of its obligations to a third party without the prior written consent of the other Party.
10.3 These Terms and Conditions and the Agreement is governed by the Greek law and the Parties agree to submit to the exclusive jurisdiction of the Courts of Greece.