Company terms of use for VEXXA Work
Effective from 19.08.2026.
These terms of use for VEXXA Work (hereinafter the "Terms") apply between VEXXA Work (hereinafter "VEXXA Work") and the company regarding the use of VEXXA Work.
By using the services that VEXXA Work provides, the company declares that it has read the Terms and understands and accepts the Terms in their entirety. The person who accepts the Terms on behalf of the company confirms that the person is authorised to accept the Terms on behalf of the company and that the company will respect the Terms and comply with them in full. VEXXA Work may not be used without accepting the Terms.
1. Definitions
Unless otherwise specifically stated in these terms, the following in the terms have the meaning as described here:
1.1 "VEXXA Work" is a system that offers its users a solution to view and monitor job advertisements, manage their own resumes and apply for available jobs advertised in the VEXXA Work app and/or on the www.vexxawork.com website and offers companies a solution whereby they can advertise jobs, receive job applications from applicants, process applications and communicate with applicants.
1.2 "Applicant" means a person who has created an individual profile in VEXXA Work.
1.3 "Company" means a company, corporation, public legal entity or individual that advertises a job position for application on VEXXA Work and receives applications from applicants. The term "company" in the Terms also includes workplace profiles. In this context, the term "workplace profile" means a person who is engaged in business, regardless of whether such a person does so under his or her own personal identification number or as a business entity within a certain under a specific legal form for business activities.
1.4 "Database" means a compilation of any material that is arranged in a systematic or methodical way and is accessible by electronic or other means, regardless of its form of publication and which has been created by VEXXA Work, see also Act No. 73/1972 (the "Copyright Act"), in particular a database of job offers and user profiles.
1.5 "Profile" means a profile containing a person's resume in VEXXA Work or a workplace profile in VEXXA Work, which contains all information about the applicant or the company and is based on information that the applicant or the company has provided through their social media access or has been registered separately by the applicant or the company.
1.6 "Social Media Access" means any access by the applicant or the company to social media which the applicant or the company uses to collect data for their individual profile (such as Facebook, Google or other).
1.7 "User" means a person who uses VEXXA Work regardless of whether or not such person has entered personal information there.
2. Use of VEXXA Work
2.1 The use of VEXXA Work by companies consists of creating job advertisements, updating company information, managing access to advertisements and applications, processing applications, and engaging in any communication with users or other interactions with VEXXA Work.
2.2 A user shall use VEXXA Work for the purposes stated in section 2.1. The use of VEXXA Work by a user is furthermore limited to general and legal activities and is only for the user himself. The user is only permitted to access and use information related to himself or jobs advertised by companies. The user is not allowed to try to gain access to and use information intended for others.
2.3 The company is responsible for the legality, accuracy, and reliability of all content that the company registers in VEXXA Work. Thus, the company is responsible for any errors, incorrect dates, and/or other inaccuracies that it registers when creating a job advertisement or later.
3. User access
3.1 Managers may create access to the VEXXA Work system for their employees and should do so based on a consent or employment contract of those parties. The company commits to ensuring that employees who they grant access to the VEXXA Work system have consented to be users, and the companies shall register their personal information in the system accordingly. Company managers must then ensure the accuracy and reliability of their employees' information and delete it as appropriate.
3.2 The following types of access are available for companies:
3.2.1 An administrator is the person who has access to all the service components of a company through VEXXA Work,
3.2.2 A representative may get access to certain parts of the VEXXA Work system, decided by the administrator.
4. Workplace profile
4.1 A company may create an unlimited number of workplace profiles within the meaning of this provision. Workplace profiles are entities who conduct business in connection with the company, which serves as a kind of "parent company", such as subsidiaries, sister companies, branches or units within a company. Certain information needs to be provided for each workplace profile, such as a name, and a high-resolution image of its brand/logo needs to be uploaded, and additional information may also be provided. A company that registers a workplace profile is responsible for the lawfulness and correctness of the information provided for each such entity and the use of the company name brands/logos.
5. Application process
5.1 When an applicant applies for a job that the company advertises on VEXXA Work, the company may receive various information about the applicant, such as the applicant's name, photo, email address, phone number, date of birth, gender, "about" text, work skills, work experience, language skills, attachments and other information specified by the applicant, as well as data that the applicant has linked to his profile. The company can also request further information during the application process.
5.2 The application is available for companies in VEXXA Work for one year from the date the applicant submits the application unless the applicant deletes his data or withdraws the application. If the applicant deletes his data or withdraws his application, the company's access to the applicant's individual profile is blocked. However, it may be necessary to make available personal information accessible in some cases, such as if we need to protect VEXXA Work's legitimate interests or due to the legal obligation of public authorities for document retention.
5.3 The company and the applicant can communicate with each other through the Processing Dashboard. The company and the applicant are responsible for all communications that may take place between them, regardless of the method used for the communications and whether they take place through VEXXA Work or not.
5.4 VEXXA Work is not responsible for the application process or for the company's success in using VEXXA Work. The application process is entirely at the responsibility of the company and all inquiries about the application process will be directed to the company. VEXXA Work is not responsible for expenses or any other costs or losses that the company may incur if the applicant decides to cancel the application or decline a job interview or job offer.
5.5 The company is responsible for the content of the employment contracts it enters into and for ensuring that hiring is carried out in accordance with applicable laws and regulations, e.g. in the field of labour law, equal rights law or the provisions of law on the employment of children and young people.
5.6 If the company hires an applicant, the company may use VEXXA Work to send employment-related documents, including employment agreements, for electronic signature.
5.7 The company is solely responsible for the content, legality, accuracy and use of all employment-related documents sent through VEXXA Work, including ensuring that such documents comply with applicable laws and employment requirements.
5.8 VEXXA Work merely provides the electronic signature functionality and is not a party to any employment agreement or other document signed through the service.
6. Payment for the service
6.1 The company shall pay VEXXA Work for the services VEXXA Work provides in accordance with the service pricing schedule adopted by VEXXA Work
6.2 All prices specified in VEXXA Work offers or in the service pricing schedule are always provided without VAT, unless otherwise expressly stated for the relevant service pricing item.
6.3 VEXXA Work may change its service pricing schedule at any time as needed, but must notify the company of those changes in advance. A change to the service pricing schedule shall be notified in the same way as changes to these Terms.
6.4 VEXXA Work will charge the company for the services provided to it by VEXXA Work according to the service pricing schedule, plus VAT, in the following manner: (i) at the end of the period during which an advertisement is displayed, (ii) at the end of the month in which the maximum advertising amount has been reached regardless of the advertising period, or (iii) at the end of the month in which an advertisement was created if additional placements are purchased in connection with an advertisement or other additional service, according to the service pricing schedule.
6.5 All invoices are due 15 days after being issued by VEXXA Work unless otherwise expressly stated in the relevant invoice.
7. Personal data
7.1 VEXXA Work is the controller of the processing of employee personal data that the company has entered in VEXXA Work.
7.2 VEXXA Work is the controller of the personal data that an applicant has entered in VEXXA Work. If the applicant decides to apply for a job with a company, the company will be the independent controller responsible for the processing of the applicant's personal data that is included in the applicant's job application or that the applicant provides it during the application process. VEXXA Work is not responsible for the company's handling of the applicant's personal data nor for fulfilling the company's obligations as a data controller towards the applicant. The same applies to the handling and processing of personal information of those whom the company employs for work.
7.3 Rights and obligations in relation to the processing of personal data are set out in the VEXXA Work privacy policy which can be found at www.vexxawork.com.
7.4 The company is not permitted to copy information about applicants from VEXXA Work into other unrelated systems and use it for purposes other than as part of the application process for the job that the applicant applied for.
8. Rights and Limitations
8.1 VEXXA Work is the author of the database and reserves all rights as the author of the database in accordance with the provisions of the Icelandic Copyright Act, including Article 42(c) and Article 50 of the Act.
8.2 The company is obliged to provide VEXXA Work only with correct, true and adequate information and register only under its own name, see section 4 of these Terms.
8.3 The company undertakes to communicate with applicants and VEXXA Work in accordance with the purpose of the use, see inter alia section 2 of these Terms, and generally use VEXXA Work in an appropriate manner and in accordance with good customs and practices. It is not permitted to distribute hate propaganda or illegal or inappropriate material through VEXXA Work. In cases of doubt, VEXXA Work will determine whether the material in question contains hate propaganda, is illegal or inappropriate and take appropriate action.
8.4 The company may not:
8.4.1 extract or reuse in whole or in part data or information collected from the database for the purpose of making such data or information part of other databases ("Screen Scraping");
8.4.2 reproduce the software on which VEXXA Work is based in any way, including by making copies;
8.4.3 distribute the software;
8.4.4 publish or release the software;
8.4.5 translate, adapt, sort or modify the software in any way;
8.4.6 reverse engineer, decode, disassemble or otherwise attempt to access the source code;
8.4.7 attempt to breach the security protection of the application or otherwise attack the application;
8.4.8 attempt to gain access to parts of VEXXA Work that it does not have the right to access or does not have permission from VEXXA Work to access;
8.4.9 overload the service through the use of automation;
8.4.10 otherwise use VEXXA Work in a manner that is inconsistent with its purpose, or;
8.4.11 violate the intellectual property rights of VEXXA Work
8.5 The company is obliged to notify VEXXA Work about security flaws in VEXXA Work that it may discover when using VEXXA Work.
8.6 The company is obliged to list only one job in a job advertisement. If an advertisement includes more than one job, VEXXA Work reserves the right to publish an advertisement for each job listed in the original advertisement and to charge the company according to the service pricing schedule for the number of jobs advertised.
8.7 In order to prevent a company's access from being hacked, companies are obliged to at least:
8.7.1 protect all devices against misuse;
8.7.2 establish secure login credentials;
8.7.3 not use login credentials used by third parties;
8.7.4 protect their login credentials; and
8.7.5 prevent misuse of login credentials.
8.8 If a problem occurs when using VEXXA Work, the company can contact VEXXA Work through the VEXXA Work website or app. The company understands and accepts that it can take VEXXA Work some time to assess the problem and determine how to resolve it.
8.9 The company accepts that VEXXA Work may use data related to the company's job advertisements to process various types of aggregated information about the labour market.
9. Confidential Information
9.1 Confidential information includes any data not accessible to the public, software or commercial data or data related to the production or services of the relevant contracting party, which are provided or made available to the other party, directly or indirectly, by any means of communication or communication related to the services provided under these Terms. Confidential information also includes personal data processed in accordance with the above.
9.2 For the purposes of this section, the party that provides confidential information to the other party is considered the "information provider" and the party that receives confidential information is considered the "information recipient".
9.3 The information recipient agrees to maintain the confidentiality of all confidential information concerning the information provider and not to use it for anything other than what may be considered necessary for the cooperation of the parties in connection with the services provided under these Terms. The information recipient further undertakes to implement appropriate security measures to ensure the security of confidential information and to prevent it from being disclosed or made available to third parties.
9.4 Disclosure or use of information does not constitute a breach of confidentiality in the case of (i) disclosure with the prior written consent of the person about whom the information is disclosed; (ii) disclosure required by law or by a public authority; (iii) if the information has been lawfully made public; (iv) if information is disclosed to a consultant or other associate of the information recipient, provided that such associate is bound by a contractual or statutory duty of confidentiality at least as extensive as that provided for in this section; or (v) if disclosure is deemed necessary for the parties' cooperation.
9.5 Notwithstanding the provisions of these Terms, the information recipient is only permitted to disclose or use confidential information of the information provider to the extent that may be considered necessary. In the case of exemption (ii) in section 9.4, the information recipient must notify the information provider without delay about such disclosure or use of information, unless this is contrary to law.
10. Limitation of Liability
10.1 Information in VEXXA Work about the applicant comes from the applicant himself and VEXXA Work bears no responsibility for the reliability of the information, its adequacy or its compliance with the law. Furthermore, VEXXA Work bears no responsibility for the legality or reliability of other information that the applicant may provide nor for its adequacy, or for communications between the company and the applicant.
10.2 If the user's profile or inbox contains links to other websites or any other communication channels, VEXXA Work assumes no responsibility or liability for the content or operations of such links or communication channels.
10.3 VEXXA Work is not responsible if notifications from VEXXA Work prove to be faulty, are delayed or if the company does not receive them.
10.4 VEXXA Work is not responsible for the content of job advertisements from companies or their lawfulness. VEXXA Work is not responsible for errors, incorrect dates or the reliability of information entered by the company at the time of creating advertisements or later.
10.5 VEXXA Work is not responsible for the content of employment contracts or whether the hiring of an employee complies with the law, see inter alia section 5.5.
10.6 VEXXA Work is not responsible for any inconvenience or damage that may occur due to malfunctions or defects in VEXXA Work, such as mechanical failure, technical errors, errors due to software updates, software failures, system updates, defects in operating systems, networks or telecommunications systems or due to interruption of VEXXA Work's services as a result of electrical failure or disruption of telecommunications services.
10.7 The company provides VEXXA Work with information about the company itself and about job openings on its own responsibility. VEXXA Work is not liable for damage that may occur as a result of a third party obtaining information about the company in VEXXA Work by illegal means, such as through hacking. Furthermore, VEXXA Work not responsible for how the applicant handles information or data provided by the company to the applicant during the application process.
10.8 VEXXA Work is not liable for force majeure events that may cause VEXXA Work's services to be unavailable, such as government decisions, natural disasters, strikes (including planned strikes) or lockouts, rebellions, riots, vandalism, terrorism or war, or other similar events that VEXXA Work cannot prevent or control by reasonable means.
10.9 If VEXXA Work malfunctions or suffers downtime, the service may become temporarily unavailable to the company without the company becoming entitled to compensation.
10.10 The company understands and accepts the limitations of liability set out in this section.
11. Intellectual Property Rights
11.1 All material on the app or website of VEXXA Work and VEXXA Work, such as design, text, graphics, images, photographs, information, trademarks of VEXXA Work, symbols, computer programs, source code, databases and other intellectual property are the exclusive property of VEXXA Work or its partners and subsidiaries and are protected under copyright and intellectual property laws. Unauthorized use, including copying, duplicating or distributing this material, whether in part or in whole, may violate the law and is not permitted without the consent of VEXXA Work The acceptance of these Terms and the use of VEXXA Work does not constitute permission by VEXXA Work for any user or company to use the intellectual property rights in any way other than what may be considered necessary to apply for jobs or offer jobs through VEXXA Work and to manage job applications.
12. Breach of Terms
12.1 If the company commits serious violations of these Terms or misuses VEXXA Work in any way, VEXXA Work reserves the right to temporarily or indefinitely block the company's access to VEXXA Work without notice, delete all or some job advertisements, delete a workplace profile or take other appropriate measures. The same applies if the company behaves in an illegal or inappropriate manner.
12.2 It is always considered a serious violation of these Terms if a company:
12.2.1 is in default for more than 15 days on payments rightfully claimed by VEXXA Work under these Terms;
12.2.2 sends or otherwise shares information in violation of the law or these Terms or that could damage the goodwill and reputation of VEXXA Work;
12.2.3 violates the obligations set out in sections 7, 8 and 9 of these Terms;
12.2.4 creates an information page in VEXXA Work that is based on unauthorised registration, e.g. for a non-existent person, or uses information from a third party without that party's consent;
12.2.5 enters information from a third party without the consent of that party;
12.2.6 distributes hateful, illegal or inappropriate material through VEXXA Work.
12.3 VEXXA Work reserves the right to remove all hate speech and illegal and inappropriate material from VEXXA Work without notice.
12.4 If there is a suspicion that a company has engaged in illegal behaviour, VEXXA Work reserves the right to report this to the appropriate authorities, which will not be considered a breach of confidentiality according to section 9 of these Terms. VEXXA Work is not obliged to inform the company of such reporting to the authorities.
13. Changes to Terms
13.1 VEXXA Work reserves the right to make changes to the Terms, as needed. VEXXA Work will inform the company of changes to the Terms by sending a notification to its specified email address or through a notice that appears during the next login and by making the new terms available on the website of VEXXA Work or in the app. If the company does not reject a change to the terms within 15 days of being notified by email or through VEXXA Work, depending on which notification was received first, the company will be deemed to have accepted the changed terms. If the company rejects the changed terms within the aforementioned period, this will be considered equivalent to a termination of VEXXA Work's services.
14. Termination
14.1 The company has the right to terminate VEXXA Work's services with written notice 15 days in advance, starting on the day such notice is received by VEXXA Work to the email address info@vexxawork.com
14.2 VEXXA Work has the right to terminate the company's services at VEXXA Work with 15 days' notice starting on the day that the company receives notice of termination.
14.3 Upon termination of VEXXA Work's services for any reason, the company must pay VEXXA Work for all services provided until the end of the notice period.
14.4 Upon termination of VEXXA Work's service, the company's access to VEXXA Work will be blocked at the end of the notice period and all of its advertisements will stop appearing to applicants.
14.5 Provisions intended to apply longer, even after VEXXA Work's service and use according to these terms the agreement have been terminated, will remain in force, including sections 1, 2.3, 5.3, 5.4, 5.5, 8.1, 8.3, 8.4, 9, 10, 11, 14.5, 16, 17 and 18, notwithstanding the termination of the agreement. An obligation of confidentiality regarding confidential information that has been provided and received before the termination of services and the agreement will remain in effect (i) in respect of confidential information that is considered a trade secret, until the confidential information is no longer considered a trade secret according to the relevant legal provisions on such matters; (ii) in respect of other confidential information, for 3 years from the end of VEXXA Work's service and the agreement. However, personal data remains confidential.
15. Change of Ownership of VEXXA Work
15.1 By using VEXXA Work, the company agrees that the ownership of VEXXA Work or VEXXA Work may be transferred, in whole or in part, to a third party together with all information that VEXXA Work holds, without the company's express consent. The same applies to any other legal change of ownership of VEXXA Work or VEXXA Work Transfer of ownership or other legal change of ownership in respect of VEXXA Work or VEXXA Work, in whole or in part, has no effect on the validity of the Terms or the agreement with the company or the rights or obligations of the parties according to the Terms. to the agreement. Any reference to VEXXA Work or VEXXA Work in the Terms shall be a reference to the system or the legal person VEXXA Work these entities with the ownership that exists at any given time.
16. Governing Law and Jurisdiction
16.1 The rights and obligations of the contracting parties related to the use of VEXXA Work or arising from these Terms agreement between the parties shall be governed by Icelandic law.
16.2 If a dispute arises between the parties in respect of the use of VEXXA Work or these Termsir agreement, such dispute shall be resolved before the District Court of Reykjavik, unless otherwise stated.
17. Language
17.1 The Terms are in Icelandic and English. All obligations of VEXXA Work to the company in respect of the Terms shall be fulfilled in Icelandic or English, at the discretion of VEXXA Work In the event of discrepancy between the language versions, the Icelandic text shall prevail.
18. Communication
18.1 All communication between the parties shall be in Icelandic or English, primarily electronically through VEXXA Work or the email address info@vexxawork.com
18.2 If any provisions of the Terms or provisions of law specifically require written communication, written communication in paper form will not be necessary if VEXXA Work has made arrangements for the user to communicate in writing through the user's email address with simple electronic signatures or through VEXXA Work.
19. Period of Validity
19.1 The Terms are issued by VEXXA Work and are valid from 19.08.2026.
Addendum to VEXXA Work Terms and Conditions
This annex is an addendum to VEXXA Work’s Company Terms and Conditions and forms an integral part of them. It applies to the user’s use of VEXXA Work’s Talent Pool (hereinafter also referred to as “the service”), which is available on the website and app of VEXXA Work All provisions of the Terms and Conditions also apply to the Talent Pool unless otherwise specifically stated or implied by the nature of the matter. By using VEXXA Work’s Talent Pool, users declare that they have read, understood, and accepted the Terms and Conditions, including this annex. Use of the Talent Pool is not permitted without accepting the Terms and Conditions along with this annex.
1. Definitions
1.1. Talents: Users of VEXXA Work that have signed up to be in the Talent Pool.
1.2. Talent seekers: Companies using the Talent Pool to discover suitable talents.
1.3. Talent Pool: A feature that matches talent profiles with job descriptions using AI and filtering criteria.
1.4. Generative AI: An AI system trained to read and evaluate CV´s and pair them with a given job description.
2. Description of the Service
2.1. The Service connects job seekers ("Talents") with employers ("Companies") by matching talent profiles to job descriptions using a combination of filtering criteria and generative AI.
2.2. Talent Pool is not intended for individuals under the age of 18. By registering for the Talent Pool, the user confirms that they are 18 years of age or older.
3. Signing up for the Talent Pool
3.1. Participation in the Talent Pool is optional for all users of the platform, including both talents and talent seekers. Users may use the platform without joining the Talent Pool. However, in order to access the Talent Pool functionality—either to be matched as a talent or to receive talent recommendations as a company—specific requirements must be met, see article 3.2. in this addendum.
3.2. To join the Talent Pool, talents must:
3.2.1. Complete their VEXXA Work Profile in full (100%).
3.2.2. Provide additional information, which is added to the profile and used exclusively in the Talent Pool, such as skills, employment terms, working conditions, and a résumé (if it has not already been linked to the profile).
3.2.3. Authenticate using electronic ID, thereby providing information such as full name, national ID number, and phone number.
3.3. Talents may choose to pause or permanently leave the Talent Pool at any time.
3.4. To join the Talent Pool, talent seekers must:
3.4.1. Fill out a job description in the 'Talent Pool' tab on VEXXA Work's website and app, which includes, among other things, information about the job, skill requirements, employment terms, and working conditions.
3.4.2. Talent seekers may choose to keep the company name hidden until talent candidates are invited for an interview, cf. Article 6.1 of this addendum.
3.4.3. If talent seekers also wish to advertise the same job on VEXXA Work's website and app, a separate advertisement must be created in accordance with general procedures. Registration in the Talent Pool is a separate service, and such registrations are therefore handled and matched independently of standard job advertisements.
4. Data Usage and Privacy
4.1. The Service only uses data and attachments that the user has manually entered into their profile. The Service does not use personal information such as, name, age, gender, nationality, or religion for matching purposes. For furhter information refer to VEXXA Work Privacy Policy.
4.2. The initial screening of talent candidates' profiles is based on the information they have provided, such as skills, employment terms, and working conditions.
5. Generative AI Matching
5.1. Profiles that pass the initial screening are forwarded to a third-party artificial intelligence system. The AI evaluates information from the profiles, such as education and work experience, and selects a group of talent candidates who receive notification that someone is recruiting for a specific position. These candidates have a set period of time to express interest in applying for the job.
5.2. The AI then makes a second selection from those who expressed interest, and the talent seekers are granted access to the profiles of the selected candidates.
5.3. If the AI does not match any candidates to the job description, the talent seekers are given the opportunity to modify the job description.
6. Invitation and Disclosure
6.1. Once talent seekers have gained access to the profiles of talent candidates, they may choose to invite candidates to an interview.
6.2. Talent seekers are not obligated to send an invitation to any of the candidates shown to them.
6.3. If talent seekers choose to invite one or more candidates to an interview, cf. Article 6.1 of this addendum, the candidates will receive information about the company's name if it has not already been disclosed, cf. Article 3.4 of this addendum. From that point, a standard application process takes place in the same manner as when a candidate submits an application directly to a company.
6.4. If candidates decline the invitation or do not express interest within the specified time frame, the talent seekers will not gain access to their profiles.
7. Data Retention and Transparency
7.1. The results of the Talent Pool process are stored for three months and can be reviewed in order to provide explanations if talent candidates request them or wish to present comments or viewpoints. The results of the Talent Pool process will not be made available to talent seekers in any other manner than as specified in Article 5.2 of this addendum, and only for the aforementioned three-month period.
7.2. Talent candidates may request an explanation of the results and the reasoning behind them within the three-month period by contacting customer support via email at info@vexxawork.com. However, if the user has deleted their data from the Talent Pool, cf. Article 3.3 of this addendum, this information cannot be provided.
8. User Responsibilities
8.1. Talent candidates and talent seekers are responsible for ensuring that the information they provide is accurate and up to date. Misuse or false information may result in temporary or permanent suspension from VEXXA Work, cf. the provisions of the terms and conditions regarding violations thereof.
9. Changes to Terms
9.1. This annex may be amended separately, in accordance with the provisions of the terms and conditions regarding amendments.
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