User terms and conditions for VEXXA Work
Effective from 19.08.2026.
These terms of use for VEXXA Work (hereinafter the "Terms") apply between VEXXA Work, Reykjavík, Iceland (hereinafter "VEXXA Work") and users regarding the use of VEXXA Work. By using the services that VEXXA Work provides, the user declares that he has read the Terms and understands and accepts the Terms in their entirety. VEXXA Work may not be used without accepting the Terms.
1. Definitions
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 a user consist of:
2.1.1 As an applicant; looking at job advertisements from companies, monitoring vacancies according to the applicant's own choice of job categories, employment ratio, job location, etc., updating their own information about their career, qualifications and other skills defined on their individual profile, applying for jobs or any other communication with companies or other communication with VEXXA Work.
2.1.2 As an employee of a company that advertises jobs on VEXXA Work; logging in to the company account, creating access for other employees, posting advertisements, processing applications and communicating with applicants, depending on the person's access permissions.
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.
3. User Access
3.1 The following types of access are available for users:
3.1.1 Login with phone number. The applicant's phone number and SMS verification code are used when the applicant creates his individual profile. By logging in, the user accepts these Terms.
3.1.2 Login with email address. The applicant's email address and email with a confirmation code are used when the applicant creates his individual profile. The email address of a company employee is used to create such employee's access to the company's account in VEXXA Work. By logging in, the applicant/employee accepts these Terms.
3.1.3 Login through social media. The applicant logs in through social media access. By logging in, the applicant accepts these Terms and thereby agrees to grant VEXXA Work and VEXXA Work access to information he may have provided on his social media. The information is only retrieved when the applicant registers for the first time. If the applicant updates the information on his social media, the information is not automatically updated in VEXXA Work.
3.1.4 Access without logging in. With this method, the user can only view advertisements that are posted in VEXXA Work. By using VEXXA Work in this way, the user accepts these Terms.
4. Application process
4.1 If an applicant is interested in applying for a job advertised on VEXXA Work, he can send an application to the company containing the information that is already available in his individual profile together with other information that the company has requested and any additional information that the applicant wishes to provide. This communication can take place in VEXXA Work.
4.2 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.
4.3 If employees of the company also consider the applicant suitable for another job within the company, e.g. in another department or unit, the applicant agrees that they may forward the application to the employees of the relevant department or unit within the company. Normal processing will subsequently commence in that department or unit and the applicant may be invited to an interview or additional information may be requested.
4.4 The applicant can withdraw his application at any time by selecting the appropriate option in VEXXA Work.
4.5 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. 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.
4.6. If an applicant is hired by a company, the company may use VEXXA Work to send employment-related documents, including employment agreements and other onboarding documents, to the applicant for electronic signature. The applicant is responsible for reviewing such documents before signing them. VEXXA Work only provides the technical platform for the electronic signing process and is not responsible for the content, validity, or legal effect of any employment-related documents.
5. Personal data
5.1 The user's login information is either his email address, phone number along with an SMS confirmation code that is sent to the user from VEXXA Work or the applicant's credentials for social media access when logging in. Email address or phone number may be retained in VEXXA Work but other Login information is not retained by VEXXA Work.
5.2 The user himself is responsible for storing his login information and keeping it confidential. If the user notices abnormal use or that an unauthorized person has obtained his login information, it is the user's responsibility to take appropriate measures, such as contacting VEXXA Work
5.3 All information about the user, which he has entered in VEXXA Work or provided by an access to social media access, is stored electronically in VEXXA Work database.
5.4 VEXXA Work is the data controller in respect of personal data of users, including those that applicants provide in their individual profile.
5.5 Rights and obligations in relation to the processing of personal data are set out in the VEXXA Work privacy policy, which can be found on the company's website at www.vexxawork.com. or in the app.
5.6 If an applicant user decides to apply for a job with a company, the company becomes an independent data controller responsible for the processing of the applicant's personal data to which it has access, e.g. the individual profile and other application material. VEXXA Work is not responsible for the processing by a company of an applicant's personal data.
5.7 If companies use third-party systems, such as human resource systems, VEXXA Work is allowed to transfer copies of the personal information of applicants directly to such systems if the company requests it. During the transfer, the company becomes responsible for the processing of the personal information.
6. Rights and limitations
6.1 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.
6.2 The user is obliged to provide VEXXA Work only with correct, true and adequate information and register only under his its own name.
6.3 The user undertakes to communicate with companies 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 case of doubt, VEXXA Work will determine whether the material in question contains hate propaganda, is illegal or inappropriate and take appropriate action.
6.4 The user may not:
6.4.1 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");
6.4.2 reproduce the software on which VEXXA Work is based in any way, including by making copies;
6.4.3 distribute the software;
6.4.4 publish or release the software;
6.4.5 translate, adapt, sort or modify the software in any way;
6.4.6 reverse engineer, decode, disassemble or otherwise attempt to access the source code;
6.4.7 attempt to breach the security protection of the application or otherwise attack the application;
6.4.8 attempt to gain access to parts of VEXXA Work that the user does not have the right to access or does not have permission from VEXXA Work to access;
6.4.9 overload the service through the use of automation;
6.4.10 otherwise use VEXXA Work in a manner that is inconsistent with its purpose, or;
6.4.11 violate the intellectual property rights of VEXXA Work
6.5 The user is obliged to notify VEXXA Work about security flaws in VEXXA Work that the user may discover when using VEXXA Work.
6.6 In order to prevent the user's access from being hacked, the user is obliged to at least:
6.6.1 protect all devices against misuse;
6.6.2 establish secure login credentials;
6.6.3 not use access credentials used by third parties;
6.6.4 protect his login credentials; and
6.6.5 prevent misuse of login credentials.
6.7 If a problem occurs when using VEXXA Work, the user can contact VEXXA Work through the VEXXA Work website. The user understands and accepts that it can take VEXXA Work some time to assess the problem and determine how to resolve it.
6.8 The user accepts that VEXXA Work may use data related to the user's information or job applications to process various types of aggregated non-personally identifiable information about the labor market.
7. Limitation of liability
7.1 VEXXA Work is not responsible for the application process or the results achieved by using VEXXA Work, as the application process is entirely the responsibility of the relevant company and all inquiries about the process should be directed to that company. VEXXA Work is not responsible for any expenses or other costs that an applicant may incur in dealing with a company, for instance if the company decides to terminate the applicant's employment, cancel a job interview or withdraw a job offer.
7.2 The applicant provides VEXXA Work and companies with information and applies for jobs on his own responsibility. VEXXA Work is not responsible for how a company handles applications and information provided by applicants during the application process.
7.3 VEXXA Work is not responsible if notifications from VEXXA Work prove to be faulty, are delayed or if the user does not receive them.
7.4 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 a company at the time of creating advertisements or later.
7.5 VEXXA Work is not responsible for the content of employment contracts or whether the hiring of an employee complies with the law, e.g. whether it is in accordance with the applicable labor law, equal rights law or the provisions of law on the employment of children and young people.
7.6 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.
7.7 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.
7.8 VEXXA Work is not responsible 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.
7.9 If VEXXA Work malfunctions or suffers downtime, the service may become temporarily unavailable to the user without the user becoming entitled to compensation.
7.10 The user understands and accepts the limitations of liability set out in this section.
8. Intellectual property rights
8.1 All material in the app, on the 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 ot VEXXA Work or its partners and subsidiaries and are protected under copyright and intellectual property laws. Unauthorised 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 an user applicant or a 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.
9. Breach of terms
9.1 If the user commits serious violations of these Terms or misuses VEXXA Work in any way, VEXXA Work reserves the right to block the user's access to VEXXA Work without notice and close the applicant's individual profile temporarily or permanently or take other appropriate measures. The same applies if the user behaves in an illegal or inappropriate manner.
9.2 It is always considered a serious violation of these Terms if the user:
9.2.1 sends or otherwise shares information in violation of the law or these Terms or that could damage the goodwill and reputation of VEXXA Work;
9.2.2 violates the obligations set out in section 6;
9.2.3 creates an individual profile in VEXXA Work that is based on unauthorized registration, e.g. for a non-existent person, or uses information from a third party without that party's consent;
9.2.4 distributes hateful, illegal or inappropriate material through VEXXA Work.
9.3 VEXXA Work reserves the right to remove all hate speech and illegal and inappropriate material from VEXXA Work without notice.
9.4 If there is a suspicion that the user has engaged in illegal behavior, VEXXA Work reserves the right to report this to the appropriate authorities.
10. Changes to terms
10.1 VEXXA Work reserves the right to make changes to the Terms, as needed. VEXXA Work will announce changes to the Terms by sending a notification to an applicant's specified email address or through a notice that appears during the next login by a user and by making the new terms available on the website of VEXXA Work and in the app. If the user does not reject a change to the terms within 15 days of being notified in the manner set out above, the user will be deemed to have accepted the changed terms. If the user rejects the changed terms within the aforementioned period, this will be considered equivalent to a termination of VEXXA Work's services with 15 days notice.
11. Termination
11.1 The applicant has the right to terminate VEXXA Work's service if he no longer wishes to use VEXXA Work. In such cases, the applicant shall delete his individual profile, which means that all application material will be removed from VEXXA Work.
11.2 VEXXA Work has the right to terminate VEXXA Work's service with 15 days notice starting on the day that the applicant receives notice of termination.
11.3 VEXXA Work's termination of service results in the closing and deletion of the applicant's individual profile and application material.
11.4 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. In particular, the provisions of sections 1, 4.2, 5, 6.1, 6.3, 6.4, 7, 8, 11.4, 13, 14, and 15 and 16 will remain in force notwithstanding the termination of service and the agreement.
12. Change of ownership of VEXXA Work
12.1 By using VEXXA Work, the user 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 user'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 user 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.
13. Governing law and jurisdiction
13.1 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.
13.2 If a dispute arises between the parties in respect of the use of VEXXA Work or these Terms and agreement, such dispute shall be resolved before the District Court of Reykjavik, unless otherwise stated.
14. Language
14.1 The Terms are in Icelandic and English. All obligations of VEXXA Work to the user 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.
15. Communication
15.1 All communication between the parties shall be in Icelandic or English, primarily electronically through VEXXA Work or the email address specified on the website of VEXXA Work
15.2 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 with simple electronic signatures through the user's email address or through VEXXA Work.
16. Period of validity
16.1 The Terms are issued by VEXXA Work and are valid from 10.07.2025.
Addendum to VEXXA Work Terms and Conditions
This annex is an addendum to VEXXA Work’s 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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