The terms for using Vital

Vital is a credential-tracking and compliance-workflow tool for staffing agencies. It helps an agency collect, store, and monitor license and certification records for its workers, send renewal reminders, and generate audit reports. Agencies remain solely responsible for their own hiring, staffing, and legal-compliance decisions; Vital is a tool that supports that work, not a substitute for it.

When AI verification is enabled, Vital checks that an uploaded document is legible, matches the requested credential type, and that its extracted fields (name, license number, dates) are internally consistent. This is a document-review aid, not primary source verification. Unless a specific integration explicitly states otherwise, Vital does not independently confirm with a state licensing board, Nursys, the NPDB, OIG's exclusion list, or any other issuing or federal authority that a credential is currently active, unrestricted, or held by the person who submitted it. Where facility, payer, or accreditation rules (for example the CQC, a commissioning body, CMS, or the Joint Commission) require primary source verification, the agency is responsible for obtaining it through the appropriate channel.

Parts of the service reference or link to data from third parties outside our control, including state licensing boards, Nursys, federal registries, and documents supplied by workers or agency staff. We do not control the accuracy, availability, or timeliness of third-party data, and we disclaim responsibility for errors, delays, or outages originating from those sources. The service acts as a conduit and organizer for this information; it does not certify the authenticity of any third-party record or user-submitted document.

The service is provided "as is" and "as available," without warranties of any kind, whether express, implied, or statutory, including any implied warranties of merchantability, fitness for a particular purpose, or non-infringement. We do not warrant that the service will be uninterrupted, error-free, or that any credential status shown in the product is accurate, current, or complete at the moment it is relied upon.

To the maximum extent permitted by law, Vital and its officers, employees, and suppliers are not liable for any indirect, incidental, special, consequential, or punitive damages, including lost profits, lost data, or business interruption, arising out of or relating to use of the service. Our total liability for any claim arising from the service is capped at the total subscription fees your agency paid us in the twelve (12) months immediately preceding the event giving rise to the claim.

Your agency retains sole legal responsibility for its own hiring, placement, and employment decisions, including: verifying employment eligibility (Form I-9), screening workers against federal and state exclusion lists (such as OIG's LEIE and SAM.gov), performing any primary source verification required by your regulators, accreditors, or clients, and complying with all applicable federal, state, and local licensing and labor law. Use of Vital does not satisfy, replace, or delegate any of these statutory or contractual obligations. You are responsible for the accuracy of data your staff enters and for reviewing AI-flagged documents before relying on them.

You agree to defend, indemnify, and hold Vital harmless from any claim, loss, liability, or expense (including reasonable legal fees) arising from: your use of the service, your placement or employment decisions, your failure to perform required verifications or exclusion checks, or your violation of any law or third party's rights.

How we collect, use, and store data is described in our privacy policy, which is part of these terms. For worker data, your agency is the data controller (under POPIA, the responsible party) and Vital acts as a processor (under POPIA, the operator) on your behalf.

Where your agency has signed a data processing agreement with us, that agreement governs our processing of worker data and prevails over these terms to the extent of any conflict.

You may cancel your subscription at any time from your billing settings; cancellation takes effect at the end of the current billing period. We may suspend or end your access if you materially breach these terms and do not remedy the breach within 14 days of written notice. Where your agency has signed an order form with us, its termination terms apply instead.

On termination, we will make your data available for export for a reasonable period and then delete it, subject to the retention obligations described in our privacy policy.

We may update these terms from time to time. Material changes will be communicated to account administrators; continued use of the service after changes take effect constitutes acceptance of the updated terms.

These terms are governed by the law of England and Wales, and the courts of England and Wales have non-exclusive jurisdiction over any dispute arising from them.

Questions about these terms? Email contact@vitalcheck.co.uk.