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Our terms and conditions

Standard terms and conditions

1.0	General
1.1	Fax bureaux/answering service is an add-on service offered in conjunction with the telephone answering service and is not available as a separate service. The fax answering service is subject to the same terms and conditions as the Telephone answering service.
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1.2	Typing & Audio typing is only offered to existing clients. The service will be invoiced to the clients account at the end of each month and payment is required 14 days from date of invoice strict and interest will be charged on all outstanding amounts due after this term (currently 8% above bank rate).
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1.3	Boardroom hire is only offered to existing clients. A maximum of eight persons can be accommodated and tea/coffee and sandwiches can be provided at an extra charge. Minimum rate one hour. Once a booking is made the room will be reserved and will be charged for even if the booking is subsequently cancelled. The service will be invoiced to the clients account at the end of each month and payment is required 14 days from date of invoice strict and interest will be charged on all outstanding amounts due after this term (currently 8% above bank rate).
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1.4	Bookkeeping service is supplied by Sage Line 50 Accountant Plus software. The figures and results produced by the programme are a reflection of the information supplied for input by the client. The Company are not accountants and any accounts provided under the book keeping service should be verified and audited by a qualified accountancy practice before being offered for inspection by any person and/or authority. The Company will not be held responsible for the loss of any data held on the Company computer on behalf of the client, however all possible precautions will be taken to safe guard such data. The client is reminded that, although the Company can act as agents for payroll, book keeping and P.11D it is still the client’s responsibility, and theirs alone, to ensure that any such accounts/payroll or P.11D statutory requirements are met and that the Company will not be held at risk or responsible for any delays in providing such statutory requirements or other documents required from time to time by any authority. The service(s) will be invoiced to the clients account at the end of each month and payment is required 14 days from date of invoice strict and interest will be charged on all outstanding amounts due after this term (currently 8% above bank rate).
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1.5	Business and management consultancy provides advice on the operation and management of the clients business. Such advice is entirely based on the information given by the client as to their business affairs/health and any such conclusions drawn, reports produced or comments made by the Company will be reliant upon disclosure of all the relevant information needed to make an analysis of the clients business health. The Company will not be held responsible for outcomes of it’s given advice if the client has failed to notify the Company of any such information which should be relevant to the Company’s analysis. The Company will not be held responsible for any errors and omissions caused by the client’s management of the advice given when implementing such advice within their business. Payment for the initial consultancy discussion is required at the meeting, if the client engages the Company to provide the service then the service will be invoiced to the clients account at the end of each month and payment is required 14 days from date of invoice strict and interest will be charged on all outstanding amounts due after this term (currently 8% above bank rate).
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1.6	Business start-up provides advice on the opening of a clients new business but the Company does not attest to its success, performance or long-term viability. The Company offers a full business start up service from a simple initial consultancy role to complete company set up and management. The Company will not be held responsible for any errors and omissions caused by the client’s management of the advice given when implementing such advice within their business. The initial consultancy will discuss trading, profit and loss and overheads etc. amongst other subjects. Payment for the initial consultancy discussion is required at the meeting, if the client engages the Company to provide the service then the service will be invoiced to the clients account at the end of each month and payment is required 14 days from date of invoice strict and interest will be charged on all outstanding amounts due after this term (currently 8% above bank rate).
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1.7	Business to business calling is only offered to existing clients for use in contacting businesses only and supplies a telesales service for clients to use as a marketing tool to canvass existing customers or for cold calling to obtain new customers. Where cold calling is required all mailing lists or databases used to obtain contact details must be clear of all contacts that do not wish to be called and/or those contacts that have registered with a call baring or a Telephone Preference Service and it is the clients responsibility to ensure that they supply mailing lists or database that conform to this request. The Company will not be held responsible for any action taken by a contact should that contact not wished for a telesales call and that the Company had not been made aware of this request. The service will be invoiced to the clients account at the end of each month and payment is required 14 days from date of invoice strict and interest will be charged on all outstanding amounts due after this term (currently 8% above bank rate).
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1.8	Company secretary supplies a service to clients who are Directors of company’s in order to ensure their business conforms to Companies House regulations and all other legal requirements. The Company acts as an agent and has the full and agreed authority of the client to operate this service to the benefit and protection of the clients business without prior recourse to the client. The Company will not be held responsible for any inaction or delay by clients/directors or any other officers of the clients business that causes that business to fall foul of any authority or regulatory body in supplying any necessary requirements or requests made by the Company in operating this service on behalf of the client. All and any fees and charges etc. due to paid by the client’s business are the responsibility of the client’s business and not of the Company Secretary service. This service is for existing clients only. Initial year charge to be paid in advance then any work done will be invoiced to the clients account at the end of each month and payment is required 14 days from date of invoice strict and interest will be charged on all outstanding amounts due after this term (currently 8% above bank rate).
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1.9	Computer training is only available to existing clients. Training is done on clients computer equipment and software. No responsibility is taken by the Company for any failure to the computer equipment or software during the training sessions. The service will be invoiced to the clients account at the end of each month and payment is required 14 days from date of invoice strict and interest will be charged on all outstanding amounts due after this term (currently 8% above bank rate).
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1.10	Contact management is only available to existing clients and contacts are managed using the Sage Contact Management software. All data on the software is kept confidential to the client and will not be divulged to any other person or body under any circumstances. The service will be invoiced to the clients account at the end of each month and payment is required 14 days from date of invoice strict and interest will be charged on all outstanding amounts due after this term (currently 8% above bank rate).
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1.11	Curriculum vitae service is only available to existing clients. Payment for the service is required on completion of the CV and other requested paper work.
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1.12	Database services is only available to existing clients and databases are compiled and managed using the Microsoft Access software. All data on the software is kept confidential to the client and will not be divulged to any other person or body under any circumstances. The service will be invoiced to the clients account at the end of each month and payment is required 14 days from date of invoice strict and interest will be charged on all outstanding amounts due after this term (currently 8% above bank rate).
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1.13	Desktop publishing is only available to existing clients. All art and design work completed on behalf of the client remains the property of the Company until paid for in full by the client. Unless requested to do so, copyrights and trade mark etc. checks remain the responsibility of the client. The Company can carry out such checks for breach of copyright or trade marks and also obtain copyrights and trade marks on the clients instructions for an additional charge. The service will be invoiced to the clients account at the end of each month and payment is required 14 days from date of invoice strict and interest will be charged on all outstanding amounts due after this term (currently 8% above bank rate).
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1.14	Domain name registry service is only available to existing clients. Registered domain names will remain the property of the Company until paid for in full by the client. Registry charges are for an initial two years minimum (.eu is for one year) and includes the administration cost of redirection to the clients email address. Any additional work requested by the client regarding the domain name will be charged at the standard hourly rate. The Company will search for the domain name of the client’s choice. Should the name be available for registration it will be offered to the client for approval otherwise alternative names may be offered. The client will be asked for the go ahead to register the name. Once registry has been applied for a period of twenty-four hours will pass before confirmation of registry will be received. The Company can not guarantee that a domain name would be available or will be accepted for registry nor will the Company be held responsible for any loss of domain name registry due to the delay by the client in giving the approval to register a domain name if that name is available for registry. The Company uses an internet domain registry company to supply the service to register domain names although once registered they become the property of the Company until paid for by the client when title will pass to the client who will then have ownership. The services provided by the Company under the domain registry service such as email redirection etc. are also supplied by the domain registry company. The Company cannot and will not be held responsible for the failure of that service provider to provide such and any services connected with domain name registering and web site hosting for any reason. The Company also reserves the right to change the hosting/domain name registry supplying company at any time without reference to the client. The service will be invoiced to the clients account at the end of each month and payment is required 14 days from date of invoice strict and interest will be charged on all outstanding amounts due after this term (currently 8% above bank rate).
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1.15	E-mail & internet services are only available to existing clients. The service will be invoiced to the clients account at the end of each month and payment is required 14 days from date of invoice strict and interest will be charged on all outstanding amounts due after this term (currently 8% above bank rate).
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1.16	Financial forecasting is only available to those existing clients who are using the book keeping service. Forecasts are compiled using the figures from the clients existing accounts and calculated by the Sage Financial Forecasting software. The service will be invoiced to the clients account at the end of each month and payment is required 14 days from date of invoice strict and interest will be charged on all outstanding amounts due after this term (currently 8% above bank rate).
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1.17	Fulfilment is only available to existing clients. The service will be invoiced to the clients account at the end of each month and payment is required 14 days from date of invoice strict and interest will be charged on all outstanding amounts due after this term (currently 8% above bank rate).
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1.18	Health & safety advice is only available to existing clients and supplies health and safety advice and guidelines only. The Company will not be held responsible for any errors and omissions caused by the client’s management of the advice given when implementing such advice within their business. Advice is given when requested for by the client only and is not monitored or updated periodically. The service will be invoiced to the clients account at the end of each month and payment is required 14 days from date of invoice strict and interest will be charged on all outstanding amounts due after this term (currently 8% above bank rate).
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1.19	Human resources advice is only available to existing clients and supplies human resources advice and guidelines only. The Company will not be held responsible for any errors and omissions caused by the client’s management of the advice given when implementing such advice within their business. Advice is given when requested for by the client only and is not monitored or updated periodically. The service will be invoiced to the clients account at the end of each month and payment is required 14 days from date of invoice strict and interest will be charged on all outstanding amounts due after this term (currently 8% above bank rate).
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1.20	Job costing is only available to those existing clients who are using the book keeping service. Job Costing is compiled using the figures from the clients existing accounts and calculated by the Sage Job Costing software. The service will be invoiced to the clients account at the end of each month and payment is required 14 days from date of invoice strict and interest will be charged on all outstanding amounts due after this term (currently 8% above bank rate).
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1.21	Mailbox service is a component of the head office package and is not available as a separate service. The address supplied is for business mail use only. It must not be advertised in telephone boxes, ‘top shelf’ publications, pornographic literature, contact magazines etc. or be used for any immoral or illegal purposes. Authorisation must be obtained from the Company for all publications in which the advertisement is to be placed and before any advertisement is placed. All mail/correspondence handled by the mailbox service will be opened and dealt with on behalf of the client regardless of the addressee as long as it is also addressed to the clients business and the client agrees to this. There is no separate charge for this service, which is covered within the Head Office Service package charges. Read our head office terms and conditions.
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1.22	P.11D is only available to those existing clients who are using the book keeping and payroll services. There is a statutory requirement for employers to complete P.11D’s for each of their employees. P.11D’s are compiled using the figures from the clients existing accounts and payroll and calculated by the Sage P.11D software. The client is reminded that, although the Company can act as agents for payroll, book keeping and P.11D it is still the client’s responsibility, and theirs alone, to ensure that any such accounts/payroll or P.11D statutory requirements are met and that the Company will not be held at risk or responsible for any delays in providing such statutory requirements or other documents required from time to time by any authority. The service will be invoiced to the clients account at the end of each month and payment is required 14 days from date of invoice strict and interest will be charged on all outstanding amounts due after this term (currently 8% above bank rate).
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1.23	Payroll will be set up using Sage Payroll for up to 50 employees. The client is reminded that, although the Company can act as agents for payroll, book keeping and P.11D it is still the client’s responsibility, and theirs alone, to ensure that any such accounts/payroll or P.11D statutory requirements are met and that the Company will not be held at risk or be responsible for any delays in providing such statutory requirements or other documents required from time to time by any authority. The service will be invoiced to the clients account at the end of each month and payment is required 14 days from date of invoice strict and interest will be charged on all outstanding amounts due after this term (currently 8% above bank rate).
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1.24	Personal assistant (PA) is only available to existing clients. The service will be invoiced to the clients account at the end of each month and payment is required 14 days from date of invoice strict and interest will be charged on all outstanding amounts due after this term (currently 8% above bank rate).
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1.25	Personnel management is only available to existing clients. The service provides full management of human resources and health and safety of employees. The Company will manage and implement regimes and procedures to ensure the clients business conforms to the current legal and statuary requirements. The service will be invoiced to the clients account at the end of each month and payment is required 14 days from date of invoice strict and interest will be charged on all outstanding amounts due after this term (currently 8% above bank rate).
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1.26	Personal taxation is only available to existing clients. The Company will advise on personal taxation matters, however the Company are not accountants and in some circumstances will need to consult with a qualified accountant in order to be able to advise the client correctly about a taxation matter. The Company will not be held responsible for any errors and omissions caused by the client’s management of the advice given when implementing such advice within their personal financial situation. The client is reminded that, although the Company can act as agents for their personal taxation it is still the client’s responsibility, and theirs alone, to ensure that any such taxation statutory requirements are met and that the Company will not be held at risk or be responsible for any delays in providing such statutory requirements or other documents required from time to time by any authority. The service will be invoiced to the clients account at the end of each month and payment is required 14 days from date of invoice strict and interest will be charged on all outstanding amounts due after this term (currently 8% above bank rate).
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1.27	Response is only available to existing clients. The service will be invoiced to the clients account at the end of each month and payment is required 14 days from date of invoice strict and interest will be charged on all outstanding amounts due after this term (currently 8% above bank rate).
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1.28	Secretarial service is not offered on the client’s premises. All secretarial services are carried out in house on the Company’s property using the Microsoft Word software. Any documents for copy typing/word processing must be delivered to and collected from the Company’s premises. No delivery or collection service is available to clients. All work produced will be proof read however it is the clients responsibility to ensure work is correct and the Company will not accept responsibility for error or omissions once the work has left the Company’s premises. The service will be invoiced to the clients account at the end of each month and payment is required 14 days from date of invoice strict and interest will be charged on all outstanding amounts due after this term (currently 8% above bank rate).
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1.29	Spreadsheets is only available to existing clients. Spreadsheets are managed using Microsoft Excel software. The service will be invoiced to the clients account at the end of each month and payment is required 14 days from date of invoice strict and interest will be charged on all outstanding amounts due after this term (currently 8% above bank rate).
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1.30	Transcription service is only available to existing clients. All information and work produced for the client is kept confidential to the client and will not be divulged to any other person or body under any circumstances. The charge for this service includes either one of the following: printing one copy plus one photocopy, downloading and saving to CD/floppy disc or send to the client by email. The service will be invoiced to the clients account at the end of each month and payment is required 14 days from date of invoice strict and interest will be charged on all outstanding amounts due after this term (currently 8% above bank rate).
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1.31	Web Site Design + Hosting is only available to existing clients. Web hosting is provided only for sites designed and supplied by the Company and only from domain names registered for the client by the Compnay. It is the clients responsibility to ensure that any pictures or other media i.e. trademarks etc. must have owners consent or be copyright free before being incorporated into the web site design. The Company will not be held responsible for any breach of copyright etc. brought about by such actions having not been cleared and/or checked by the client. Web site hosting charges are payable six months in advance. The Company uses an internet hosting company to supply the service to host web sites onto the internet and cannot and will not be held responsible for the failure of that service provider to provide the hosting service for any reason. The Company also reserves the right to change the hosting supplying company at any time without reference to the client. The entry level web site refers to a standard 4 page site to include a home page, about us page, service details page and contact page only and to include one picture placeholder if required. More advanced site designs can be quoted for at the clients request. Web site design service will be invoiced to the clients account at the end of each month and payment is required 14 days from date of invoice strict and interest will be charged on all outstanding amounts due after this term (currently 8% above bank rate). Updating the web site from time to time upon the client’s instructions is subject to a charge of thirty pounds per hour.
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1.32	The e-Finance solutions services are available to existing clients using the company secretary, bookkeeping, payroll, personal taxation, services and is subject to the external recipient software and system being compatible with our own. The Company will not be held responsible for any failure in system compatibility both internal or external nor will the Company be penalised or held responsible for any delay or failure to transmit or receive any data or the loss of any such data while operating the service on behalf of the client. The service is charged at the standard hourly rate and is invoiced in the usual way for the service in which it is included.
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1.33	The graphic design service is for use by existing clients only. All material produced by The Company for the client will remain the property of The Company until full payment of the clients account for the material supplied has been received. It is the responsibility of the client to check that all and any material supplied to the client under this service is patent, trade mark and copyright checked, (UK and/or Worldwide) before it is adopted for use by the client. The Company can provide a patent, trade mark and copyright check for an additional charge, speak to your office manager for costs. The service will be invoiced to the clients account and payment is required 14 days from date of invoice strict and interest will be charged on all outstanding amounts after this term (currently 8% above bank rate).
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1.34	Executive telephone answering service (temporary cover) is an entry level service and available to new and existing clients. It is charged for on a daily rate for the total term required and agreed in advance with the client. Payment is required in advance of the service operating. The Temporary Service is dependant upon spare lines being available for use. All other terms and conditions apply – please click on link below to view.
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2.0	Provision of Telecommunications And Other Services
2.1	The following conditions apply to all the services available from the Company.
2.2	Office Manager(s), Martin Royal and all and any Employees are referred to as the Company.
2.3	The Company will not be held liable for the outcome of any decisions or actions taken or made on behalf of the client whilst carrying on any service(s) detailed in the inter-active brochure contained in e-mail or CD Rom format or detailed on the web site or any other service(s) offered or provided to the client and the client accepts this and agrees and sanctions that any such decisions or actions have been taken or carried out with the full knowledge and agreement of the client during the course of the service(s) being supplied. The Company acts as an agent for the client for all services provided.
2.4	The Company will not be responsible for the loss of any data held on the Company computer on behalf of the client, however all possible precautions will be taken to safe guard such data.
2.5	In-house training days are provided by the Company at regular intervals and on such days the offices and services will be closed. Time in lieu for such days will be allowed to the customer as is required.
2.6	The client is allowed to advertise their allocated telephone numbers and mailbox address only after they have obtained permission from the Company for each publication they wish to use and before any advertisement is placed. The Company reserves the right to refuse permission to advertise in a publication without having to state a reason.
2.7	The computer-generated services provided by the Company are limited in scope to the programs in use at any given time.
2.8	The Company provides the Head Office Service and an Office Manager with the full authority of the client to make decisions on the clients behalf and to act as agent on the clients behalf without consultation with the client.
2.9	The Company undertakes to provide and the client undertakes to use the service(s) indicated in the clients registration form on the terms set out in this standard terms and conditions.
2.10	The Company will be free to contract such telecommunications services and facilities from any licensed operator(s) as it may consider necessary in order to enable it to provide the service(s). The Company will be solely responsible for paying all agreed relevant charges in connection with such services.
2.11	The Company does not guarantee that telephone lines will be free to receive calls (due to being engaged/or line failure) at all times.
2.12	The Company does not guarantee that a call will be answered within a specified number of rings, however every effort is made to answer within six (6) rings.
2.13	The Company reserves the right to alter allocated telephone numbers in compliance with the United Kingdom or other country numbering plans or to avoid a breech of the license under which they operate. In the unlikely event of this occurring the Company will make its best endeavours to mitigate the effect(s) and promptly issue alternative number(s). The Company shall not be liable to the client for any consequential loss or effect.
2.14	Allocated telephone numbers must not be advertised in telephone boxes, ‘top shelf’ publications, pornographic literature, contact magazines etc. or be used for immoral or illegal purposes (see 2.6).

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3.0	Duration
3.1	The term of the service(s) shall be one month, and one month shall mean thirty (30) days and shall commence from the date of acceptance by the Company and continue unless terminated by either party giving the other not less than thirty (30) days written notice at the end of the current term.
3.2	A minimum of two months (sixty (60) days) or two terms is required for the commencement of a dedicated telephone line service, thence after charges will be applied per term. A balancing invoice will be sent towards the end of the first month to cover any charges incurred and to cover estimated future charges to be incurred by way of an advanced payment any unused balance of which will be refunded at the termination of the service.
3.3	Allocated call allowances must be used within the term in which they come into force and any unused part of the call allowance is not transferable to a new term.

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4.0	Charges and Payments
4.1	Prices relating to the service(s) will be as stated on the confirmation of acceptance of service(s) documentation. The prices shall not be increased during the term of the service (30 days), but the Company reserves the right to alter prices and charges at the start of a new term which will be advised to the client fourteen days before the new charges or prices will come into effect.
4.2	(Telephone Answering Service) The client will be invoiced by the Company for all charges due to the Company by the client in relation to the service(s) in advance of the service commencing a new term.
4.3	(Telephone Answering Service) Payment is required to be received by the Company in full and before the commencement of the new term for which a stamped addressed envelope is supplied or by internet transfer/BACS direct to the Company bank account. Other services will be invoiced to the clients account at the end of each month and payment is required 14 days from date of invoice strict and interest will be charged on all outstanding amounts due after this term (currently 8% above bank rate).
4.4	If payment is not received by the Company in advance of the new term of the service(s) in the case of the telephone answering service or, in the case of other services the Company considers that the clients account is seriously overdue, the service(s) shall be terminated without further recourse to the client. The Company will not be responsible for any loss whatsoever, caused to the client if such action is deemed to be necessary by the Company.
4.5	The Company will always pursue outstanding/overdue accounts through the small claims court procedure.
4.6	All application charges payable shall be calculated by reference to data recorded or logged by the Company and not by reference to data recorded or logged by the client.
4.7	Invoices will be presented in the Company standard format unless otherwise agreed
4.8	All sums referred to are exclusive of VAT and any other taxes of a similar nature that may from time to time be introduced.
4.9	The client may change their call usage level providing the Company is advised before the next term invoice is produced. The client would then be required to pay charges as per paragraph 3.2 of these terms and conditions.

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5.0	Use of Service
5.1	The client undertakes to use the service(s) in accordance with such conditions as may be notified in writing by the Company from time to time and also in accordance with the terms and conditions specified by licensed operators or suppliers contracted with the Company.

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6.0	Termination
6.1	Without prejudice to other rights under these terms and conditions either party has the right to terminate the service(s) forthwith in the event that the other party is in breach of a material condition and fails to remedy that beach within fourteen days of written notice to do so.
6.2	Without prejudice to its other rights the Company shall have the right forthwith to terminate the service(s) by notice in writing to the client in the event that:
	6.2.1	the client fails to make payment when it becomes due to the Company or
	6.2.2	any licence or agreement necessary for the Company to provide the service(s) expire and or is cancelled or revoked or is otherwise modified so as to frustrate the purpose of the service(s) in which event the Company shall give the customer the maximum notice of termination practicable in the circumstances, or licence under which the Company has the right to operate its communications system is revoked, amended or otherwise ceases to become valid or
	6.2.3	the client and the Company both mutually agree that the service(s) is not of benefit to the client and that the service(s) should be terminated at the end of the current term
6.3	In the event of termination by the Company the Company shall be entitled to recover from the client (except in the case of 6.2.3), all costs, losses and expenses incurred by the Company including but not limited to the cost of removing the service(s).

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7.0	Limitation of Liability
7.1	In the event that the Company service(s) fail to operate and the client diverts traffic to another service(s) provider, the Company will not be responsible for that provider’s charges.
7.2	The Company shall not be liable to the client under these terms and conditions in contract, in tort or otherwise including liability for negligence, for any loss of revenue, business contracts, anticipated savings profits or any other indirect or consequential loss whatsoever.
7.3	The Company liability in contract or tort or otherwise including any liability for negligence howsoever arising out of or in connection with the performance of the Company obligations under these terms and conditions shall be limited to an amount no greater than the charges paid by the client to the Company for the period of one term or thirty (30) days prior to the relevant incident(s) from which such liability arose.
7.4	The client agrees that the Company shall have no liability whatsoever for the acts, faults or omissions of licensed operators or other suppliers contracted with the Company however caused but not limited to negligence.
7.5	Neither party shall be liable to the other for any loss or damage which may be suffered by the other party due to any cause beyond the first party’s reasonable control including without limitation any act of God, inclement weather, failure or shortage of power supplies, flood, drought, lightning or fire, strike, lock out, trade dispute or labour disturbance, any act of omission of Government, highways authorities, other public telecommunications operators or other competent authority, production or supply of services by a third party.
7.6	The Company will not be responsible for the loss of messages from ansaphone equipment or any other equipment through power loss, fire, theft or any other reason beyond the Company’s control.

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8.0	Suspension of Service(s)
8.1	The Company may, at its sole discretion and upon giving the client fourteen days written notice, elect to suspend forthwith provision of the service(s) until further notice without compensation in the event that:
	8.1.1	the client is in breach of a material term or condition of these terms and conditions
	8.1.2	the Company is obliged to comply with an order, instruction or request of the Government, an emergency services organisation or other competent administrative authority, any licence or agreement necessary for the Company to provide the service(s) expires or is cancelled, suspended or revoked or the Company is unable to continue to supply a service due to staff illness, shortage, equipment failure or non availability or for any other reason or circumstances beyond the Company control

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