Terms of Use

1. Definitions

User / You: an individual or organization that accesses, creates an account, posts job listings, submits applications, or uses any Services on the Website (including Employer, Candidate, Learner).

Employer: an organization or individual that posts recruitment ads, purchases service packages, or uses introduction/Executive Search services.

Candidate: an individual who posts a profile, searches for jobs, receives career counseling, and participates in interviews/introduction.

User‑Provided Content: information, data, job postings, profiles, comments, documents, images, logos, links… that you upload, enter, or submit through the Website.

Employer Portal: a dedicated area for Employer customers at the /employer path on the Website, used to manage job postings, candidate profiles, interview schedules, the company's resume repository, and service packages.

Employer User: personnel of the Employer invited to use the Employer Portal, with one of two roles: Administrator or Poster.

2. Scope and Acceptance of the Terms

These terms govern the use of the Website and online Services. Certain Services may be accompanied by separate agreements/contracts (e.g., Headhunt Agreement, Training Agreement), in which case the separate agreement will take precedence for the specific content.

3. Account & Security

• You must be at least 16 years old and have legal capacity under applicable law to use the Service.

• Registration information must be accurate, complete, and kept up to date. You are responsible for safeguarding your login credentials and any activity arising from your account.

• We reserve the right to suspend/lock an account if we detect violations of the Terms, fraud, identity impersonation, infringement of third‑party rights, or security risks.

4. Acceptable Use Policy (AUP)

You commit not to:

• Post false or misleading content; infringe copyrights, trademarks, trade secrets; violate the privacy or personal data of others.

• Publish illegal job postings (discriminatory, unlawful requirements, fictitious job descriptions, illegal multi‑level marketing, etc.).

• Collect or exploit data unlawfully (data scraping), interfere with systems (hacking, malware, spam).

• Use the Service for unfair competition, unauthorized advertising, or for offensive, violent, hateful content.

We reserve the right to hide/remove content, refuse to provide the Service, or notify authorities when required by law.

5. Intellectual Property Rights

All interface elements, compiled content, software modules, and training materials on the Website are owned by the Company or are lawfully licensed. Any copying, modification, or redistribution requires our written approval.

For User‑Provided Content, you grant the Company a non‑exclusive, transferable, royalty‑free, worldwide license to use, copy, modify, display, store, and distribute such content for the operation of the Service (e.g., displaying job postings/resumes, forwarding resumes to Employers as a function).

6. Privacy & Personal Data

We collect and process data in accordance with our separate Privacy Policy, compliant with Vietnamese law (including Personal Data Protection Law No. 91/2025/QH15 and Decree 356/2025/ND-CP on personal data protection).

When you upload a resume/post a job/order a service, you confirm that you have the necessary legal basis to provide the data (e.g., consent of the candidate/referrer).

Employers commit to complying with the responsibilities of the data controller/processor under the law when receiving candidate data from the Website.

Your rights regarding personal data

You have the right to access, correct, delete, restrict processing, object to, and withdraw consent for your personal data in accordance with applicable law.

To request deletion of personal data: Submit a request via the form at /data-deletion-request. We will respond within 2 business days and act within the timeframe specified in Section 9 of the Privacy Policy.

Other rights: Contact info@headhuntvietnam.com

Please refer to the Company’s Privacy Policy for details on the types of data collected, processing purposes, data subject rights, cookies, retention periods, cross‑border data transfers, withdrawal of consent, etc.

7. Specific Terms for Each Service

7.1. Executive Search (Headhunt)

Our role is to act as a consultant and introduce suitable candidates according to the recruitment request. Candidate profiles are provided only to the Employer concerning the specific position, are not used for any purpose other than recruitment, and are not transferred unlawfully. Service fees, schedule, replacement warranty (if any), and the rights and obligations of the parties are stipulated in the Headhunt contract/attached quotation. When the Employer contacts/interviews/recruits a candidate introduced by us within the “introduction validity period” (the period will be stated in the contract), the Employer is responsible for paying the service fee as agreed.

7.2. Training & Development

Course content, schedule, cancellation/rescheduling conditions, participation rules and the right to use training materials will be set out in the proposal/training contract. Training materials, curricula, and electronic learning resources are owned by the Company or its licensed partners; they may not be copied or distributed without prior approval.

7.3. Job Posting Service

The Employer is responsible for the accuracy of the posting; ensuring the posting complies with the law (honest job description, non‑discriminatory, with valid contact information). The Employer must provide accurate company information, including a valid tax identification number, correct address, and an honest company description. Logos and company materials must not infringe third‑party intellectual property rights. We reserve the right to review, reject, or remove postings that show signs of violation, fraud, or that could harm candidates or the community.

7.4. Career Consulting Service

Consultations are advisory in nature and do not guarantee any specific employment outcome or compensation. Consultation schedule, scope, and fees (if any) are applied according to the service package announced for each period.

7.5. Resume/CV Posting Service

You may choose the display mode (public/anonymous) and consent to sharing your profile with suitable Employers. You are responsible for the accuracy of your profile and for keeping it up‑to‑date; inaccurate information may affect employment opportunities.

7.6. Candidate Referral

When you/your partner refer a candidate, the acknowledgment and referral fee (if any) will follow the rules/service package published by the Company or a separate agreement. You must ensure you have the candidate’s consent before providing their information to the Company.

7.7. Recruitment Portal Service

The Recruitment Portal Service allows Employers to post job ads on the HeadHunt Vietnam platform, subject to the following terms and conditions:

7.7.1 Eligibility Criteria

To be eligible to use the Recruitment Portal Service, job postings must meet the following minimum criteria:

• The position must have a total monthly salary of at least VND 20,000,000 (or equivalent to USD 800);
• The position must be a full‑time employment opportunity;
• The posting must contain accurate, truthful information and must not be misleading;
• The Employer must have the legal authority to hire for the posted position.

7.7.2 Scope of Service

After accepting the job posting, HeadHunt Vietnam will:

• Display the posting on our website for a period of three (3) months from the date of publication, unless removed earlier in accordance with these Terms;
• Promote the posting through HeadHunt Vietnam’s official social‑media channels at our sole discretion.

7.7.3 Pricing and Payment

The price of the Recruitment Portal Service is determined case‑by‑case depending on the scope of services requested. All fee and pricing information is available upon request. To receive a quotation, please contact our sales team via the channels provided on the website. Refunds are governed by Section 8.3.

7.7.4 Reserved Rights

HeadHunt Vietnam reserves the right, at its sole and absolute discretion, to:

• Decline, not accept, or remove any posting that does not meet the eligibility criteria set out in Section 7.7.1;
• Remove or suspend any posting that we deem inappropriate, offensive, discriminatory, fraudulent, or in violation of applicable law, regulations, or these Terms;
• Edit, amend, or request amendments to a posting to ensure compliance with our policies;
• Terminate or suspend the Employer’s access to the Recruitment Portal Service in cases of repeated violations or abuse of the service.

7.7.5 Limitation of Liability and Disclaimer

HeadHunt Vietnam does not guarantee any specific number of applications, views, or hires resulting from the postings. The Recruitment Portal Service is provided “as is” and “as available.” HeadHunt Vietnam shall not be liable for any claims, damages, or losses arising from the content of the postings or the Employer’s hiring decisions.

7.8. Job Application Process

When a candidate applies for a job through the website:

Storage of profile and personal information:

• Your profile and personal information (full name, email, phone number, CV file) will be stored in HeadHunt Vietnam’s system;
• The application is linked to the specific job you applied for;
• By applying, you consent to us retaining your CV in the database for consideration of other suitable opportunities, even if you are not selected for the position applied for. Retention period is as set out in Section 8.2 of the Privacy Policy. You may request cessation of storage or deletion at any time pursuant to Section 9 of the Privacy Policy.

Sharing with clients:

• Your CV will be shared with the Consultant responsible for that job;
• The Consultant may be an employee of HeadHunt Vietnam or an authorized client representative (Employer User as defined in Section 7.12);
• Shared information includes: candidate profile, CV file, and application notes;
• Purpose: processing the application, screening candidates, and arranging interviews.

Candidate rights:

• You will receive a confirmation email upon successful application.- You cannot apply for the same job multiple times using the same email address

Processing time:

• HeadHunt Vietnam and the assigned Consultant will review your CV within 7 business days

• If suitable, we will contact you via the email/phone number you provided

7.9. Application Submission Service

When a candidate submits a general application (not applying for a specific position):

Profile storage:

• Your CV will be stored in HeadHunt Vietnam's candidate database

• Stored information includes: full name, email, phone number, CV file, and the selected career counseling package

• Your CV is retained in the system to match with suitable job opportunities, for the period specified in Section 8.2 of the Privacy Policy. You may request to stop storage or deletion at any time in accordance with Section 9 of the Privacy Policy.

Sharing with the Headhunter team:

• Your CV will be shared with HeadHunt Vietnam's internal headhunter team

• A notification email will be sent to the internal team with a link to your candidate profile

• Purpose: Review the CV, match with available positions, and provide career counseling

Career counseling packages:

• Basic (Free): Basic counseling, CV stored in the system for job matching

• Standard/Premium (Paid): Includes in‑depth counseling, fees applied according to the package

• With a paid package, you will receive an email with payment instructions

Candidate rights:

• Choose a preferred consultant (optional)

• Receive a confirmation email upon submission

• Your CV will be proactively matched with jobs in the database

• You may attach a message/note for our team

7.10. Account and Service Management (My Page)

View current service information:

• You have the right to view the service you are using, the responsible consultant, remaining term, and benefits utilized.

• If you have a legitimate reason, you may request a consultant change. We will review and respond within 3 business days.

Service upgrade:

• To upgrade from the Basic package to Standard or Premium, you must complete your personal profile (including contact information, work experience, education, and CV).

• You may only have one unpaid service package at a time. If you have an outstanding order, please complete payment or cancel it before registering a new package.

• After registering for an upgrade, you have 7 days to complete payment. After this period, the order will be automatically cancelled.

Service and payment history:

• You have the right to view your registration history, payment status, and detailed information for each service package.

• You may cancel any unpaid order at any time.

• When payment is made, you are responsible for notifying us via the “Paid” feature on the website. Please provide accurate transfer details (amount, date, transfer reference).

• We will confirm payment within 2 business days of receiving the notice. The service will be activated once payment is confirmed.

Request to update information:

• You have the right to submit a request to edit or update personal information through the system.

• We will respond within 2 business days and complete the update within 10 days of receiving a valid request.

• You can view the processing status and history of submitted requests. You may delete any pending request.

CV management:

• You have the right to download your uploaded CV at any time.

• You are responsible for updating your CV when there are significant changes to experience, skills, or contact information to ensure we present you with the most accurate data.

• CV must be in an accepted format (PDF, DOC, DOCX) and not exceed 5 MB.

7.11. Email Subscription Management

• You can actively manage your email subscription preferences (unsubscribe/resubscribe) via the Email Subscription Center on the website.

• For security, unsubscribe or resubscribe requests require email confirmation.

• After successful confirmation, your email receipt status will be updated accordingly.

• The unsubscribe/resubscribe status will be updated immediately after you complete the confirmation step or within a reasonable time according to our operational procedures.

• Unsubscribing from marketing emails does not affect essential notifications required for service operation, account security, or legal obligations (if any).

7.12. Employer Portal

This section applies to Employers and Employer users when using the Employer Portal. Content not specified here is governed by other sections of these Terms and the contract/quotation between the Employer and the Company.

7.12.1. Account and login

• Employer Portal accounts can only be created by invitation from the Company or the Employer’s administrator. Self‑registration is not permitted.

• Invitations have an expiration date, noted in the invitation email. Upon receiving an invitation, the invitee must confirm their name and agree to these Terms and the Privacy Policy.

• The Employer Portal does not use passwords. You log in via a one‑time link sent to the invited email (the link is single‑use and short‑lived, as indicated in the email) or via a Google account with the same email address. Sessions expire; you must log in again after expiration.

• You are responsible for securing the email inbox used for login, not forwarding the login link to others, and not sharing the account. Each account is for a single individual.

7.12.2. Roles and user management- Administration: view and manage all job postings, candidate profiles, and the company's file repository; invite, change roles, lock or unlock other Employer Users; submit requests to extend or upgrade service packages.

• Posting: manage the job postings you are responsible for and the candidate profiles for those postings. Each Employer always has at least one active Administrator. When an account is locked, the responsibilities (job posting, tasks, upcoming interview schedule) are transferred to another user of the Employer. The Employer is responsible for promptly locking the accounts of personnel who have left or are no longer handling recruitment, and is liable for all actions performed from accounts belonging to its company. The Company may lock accounts or suspend the Employer Portal access of the Employer pursuant to Section 3 and Section 14. Such lock or suspension takes effect immediately.

7.12.3. Use of Candidate Data

• Candidate profiles on the Employer Portal (full name, email, phone number, CV, application history, interview schedule, notes, job offer, etc.) may be used solely for recruitment for the position the candidate applied for or was referred to.
• The Employer shall not copy, sell, share, or transfer candidate data to third parties, shall not use such data for marketing or any purpose other than recruitment, and shall not collect data in bulk using automated tools.
• CV downloads are frequency‑limited and logged by the system.
• Upon receiving candidate data, the Employer is responsible for protecting the data in accordance with Section 6 and applicable personal data protection laws, and must cooperate with the Company when a candidate requests access, correction, or deletion of data.

7.12.4. Candidate Search

• The Employer can only find profiles of candidates who have enabled the setting that allows the Employer to search.
• Prior to connection, the profile hides identifying and contact information. Full name, email, phone number, and CV become visible only after the Employer connects with that profile.
• Each connection remains valid for 365 days. Candidates may disable the search mode at any time; when they do, the profile no longer appears in search results.

7.12.5. Company File Repository

• The Employer may store application files in the repository or upload candidate CVs (PDF, DOCX) to the company's file repository. All Employer Users of the company can view the repository.
• For CVs uploaded by the Employer, the Employer determines the purpose and means of data processing. Prior to upload, the Employer warrants that it has obtained valid consent from the candidate and has notified the candidate as required by law. The Company stores and processes these CVs on behalf of the Employer, solely within the operation of the Employer Portal.
• CVs in the repository are read by an automated processing tool and converted into structured profiles. The results may be inaccurate; the Employer must verify them before use. The Employer may manually enter profile data instead of relying on the system's CV reading.
• Files in the repository are automatically deleted 24 months after entry. When a candidate requests deletion, the Employer's Administrator shall delete the file on the Employer Portal within the legally prescribed timeframe.

7.12.6. Tool for Drafting and Reviewing Job Posts

The Employer Portal provides an automated processing tool that assists in reading existing job postings (from links or pasted content) and reviewing their content. The results are advisory only. The Employer is responsible for the final posting content pursuant to Section 7.3 and Section 7.7, and must not submit content to the tool that it does not have the right to use.

7.12.7. Communication with Candidates

Emails sent to candidates from the Employer Portal (interview invitations, screening questions, job offers, result notifications, etc.) are composed or selected from templates by the Employer, and candidate responses are forwarded to the sender's email address. The Employer is responsible for the content of these emails, ensuring honesty, non‑discrimination, and compliance with Section 13.

7.12.8. Service Packages and Points

Service packages, service periods, point allocations, and the benefits of each package are applied according to the quotation or contract between the Employer and the Company. Payment and invoicing are carried out pursuant to Section 8.

7.12.9. Company Recruitment Page

Company information, images, and job postings displayed on the Employer's public recruitment page are provided by the Employer and are the Employer's responsibility pursuant to Section 7.3. Applications submitted through this page are processed in accordance with Section 7.8 and the Privacy Policy.

8. Payment & Invoicing

Paid service packages, price lists and payment methods are displayed on the Website or in the quotation/contract.

8.1. Payment Methods

• The Website displays online payment information (account number, transfer reference, VietQR code) so that you can make a bank transfer using your own banking application. The Website does not provide a card or e‑wallet payment gateway and does not collect or store your card or bank account information.
• The Company only accepts payment by bank transfer to the account held in the name of VIETNAM RECRUITMENT PERSONNEL CO., LTD, as specified in the contract, quotation, invoice or the Website’s payment page.
• The Company does not accept cash, nor does it accept transfers to personal accounts of employees, collaborators, or any other party. Payments transferred to an incorrect account are not considered as having been paid to the Company.
• If you receive a request to transfer funds to a different account, please do not make the payment and contact us immediately at info@headhuntvietnam.com or +84 28 7300 1519 for verification.

8.2. Payment Confirmation

You must enter the exact transfer reference provided. The service will be activated after the Company confirms receipt of payment, in accordance with the deadline set out in Section 7.10 or in the quotation/contract.

8.3. Refunds and Invoices

Unless otherwise stipulated, paid fees are non‑refundable, except where required by law or where the Company has provided a written commitment. Any refund (if applicable) will be transferred back to the account used for the original payment. Invoices are issued based on the information supplied by the client; you are responsible for the accuracy of the invoicing information.

9. Third-Party Content & External Links

The website may contain third‑party content/links. We do not control and are not responsible for the content, policies, or actions of third‑party websites/applications.

10. Disclaimer

The services are provided on an "as is" and "as available" basis. To the extent permitted by law, we do not guarantee that the Website will be error‑free, uninterrupted, or that any content will be absolutely accurate at all times.

11. Limitation of Liability

In any event, the Company's total liability for any claim relating to the Website/Service (whether under contract, in tort, or any other legal basis) shall not exceed the service fees you have paid to the Company in the three (3) most recent months related to such claim (if any fees were charged).

12. Indemnification

You agree to indemnify, defend and hold harmless the Company, its employees and partners from any claims, losses, costs (including reasonable attorney fees) arising from your: (i) breach of the Terms; (ii) infringement of third‑party rights; (iii) unauthorized use of the Service/data obtained from the Website.

13. Legal Compliance & Recruitment Standards

You commit to complying with Vietnamese law, including but not limited to labor, employment, personal data protection, cybersecurity, intellectual property, e‑commerce, tax… The employer commits to practicing fair recruitment, without discrimination based on gender, age, ethnicity, religion, marital status, disability, personal orientation… except where job requirements are inherent and lawful under the regulations.

14. Suspension, Termination

We may suspend or terminate (in whole or in part) your access if you breach the Terms or present a security/compliance risk. You may stop using the Service at any time; any accrued obligations (fees, confidentiality, lawful data use, etc.) will remain binding after termination.

15. Modification of Terms

We reserve the right to update the Terms at any time to align with operational needs or legal requirements. Changes will be posted on the Website and become effective on the date they are published (or the date expressly indicated). Your continued use of the Service after that point constitutes your agreement to the updated version.

16. Governing Law & Dispute Resolution

This clause is governed by the laws of Vietnam. All disputes shall initially be resolved through negotiation within 30 days. If an agreement cannot be reached, the dispute shall be submitted to the competent court in Ho Chi Minh City.

17. Contact

For any questions regarding the Terms of Use or when assistance is needed, please contact:

Vietnam Human Resources Recruitment Co., Ltd.

Phone: +84 28 7300 1519

Email: info@headhuntvietnam.com

Address: 119 Điện Biên Phủ, Phường Tân Định, Ho Chi Minh City, Vietnam

Business Hours: Monday – Friday, 8:30 – 17:30