Terms & Conditions

 

Although we aim to be flexible and to rely on commonsense and good business practice, we do need a few rules:

 

Payment Terms:

• Before work commences, clients will be required to sign a Client Agreement agreeing the scope of the work, and the price to be paid.  This is not a long-term contract - simply an agreement for the job in hand.  It may be an exchange of emails.
• An estimated cost will be given prior to commencement.  We will advise you of any additional costs (before they are incurred if possible) and include them in the invoice.   Depending on the scope and cost, we may ask you to make a payment on account.  If the work is ongoing, it may be necessary to have stage payments.
• If we are working on a time basis, time spent on the telephone and internet will also be taken into account for invoicing purposes.
• Significant changes requested after commencement of the work will be subject to revised costs which must be agreed in writing between The Back Office and you.
• In the event that work is undertaken in advance of payment, all documents created by The Back Office will remain the property of The Back Office until payment has been received in full.
• Payment may be made via bank transfer or cheque.  We prefer not to be paid in cash.
• In the event of dishonoured payments, we will expect you to reimburse The Back Office for any bank or other charges incurred.
• Interest will be charged on overdue accounts at the rate of 7.5%, accruing daily.

 

Offensive/Inappropriate Material:

• The Back Office reserves the right to refuse to undertake work which it deems to be offensive or inappropriate.
  

  
  

Copyright & Permissions:

• All work is undertaken by The Back Office on the understanding that all original material belongs to the Client and/or the Client has permission to use the materials.

• The Client accepts all responsibility for copyright and permissions and undertakes to hold The Back Office and its officers and representatives harmless from any claim that may be made in respect of copyright or other permissions.

• HR policies and procedures are produced for the sole use of the client.  Copyright remains the property of The Back Office 2009 Ltd. 
  

• In the event that the Client permits a third party to use materials that are copyright of The Back Office, the Client will be liable for payment to The Back Office to the same extent that The Back Office would have charged the third party had the work been directly contracted between The Back Office and the third party.
  

 

Extra Costs:

• If we are asked to make financial commitments on your behalf, details of a valid and acceptable credit card must be provided and/or you must agree that we can re-invoice the costs to you.
  

• Any extra costs incurred such as postage, couriers, special stationery, etc, will be re-charged to you, at cost.

• Mileage incurred on your behalf will charged at 65p per mile.

• Travel time will be charged in 15 minute increments at the hourly rate agreed with you.

   

Working Hours/Out-of-Hours Work:

• Normal working hours are deemed to be 9am to 6pm, Monday to Friday.

• Assignments completed during normal office hours will be charged at single time.

• Assignments completed outside of normal office hours or on an "express" basis may carry a premium.  These extra costs must be agreed by you prior to commencement of the assignment.

   

Subscription Payments:

• Monthly subscriptions are payable by direct debit or bank transfer on the 1st of each subscription month, or by PayPal.  We prefer not to be paid by cheque in respect of subscriptions, and we prefer not to be paid in cash.

• Subscriptions may be terminated at any time by either party giving one full calendar month's notice on the 1st of any month.

• Upgrades or downgrades in subscription package will be effective from the 1st day of the following month.

• Unused subscription time will not normally be carried forward except at our absolute discretion, and is not refundable.

   

Turnaround Times & Deadlines:

• Turnaround times vary according to the complexity and volume of individual assignments, and will be agreed at the time the assignment is undertaken.
  

• You should ensure that The Back Office is advised of any crucial deadlines.  
  

• You should also ensure that the Back Office is able to contact someone in the event of queries or problems with any assignment.
  

• The Back Office does not accept responsibility for the consequences of any missed deadlines.

   

Accuracy:

• The Back Office strives to achieve 100% accuracy and all work will be proof-checked.  You must respond to queries within a reasonable period of time - especially if deadlines are to be met.

• Responsibility for final proof-checking lies with you.

• Errors/corrections must be notified to The Back Office, in writing, within 7 calendar days of delivery.

   

Anti Virus Checking:

• The Back Office maintains and operates anti-virus software on its systems, but you will be responsible for your own anti-virus software and for scanning all communications received from us.

• The Back Office will not open attachments to emails unless they are expected and are from an identifiable source.

   

Insurance:

• The Back Office carries Professional Indemnity and Public Liability Insurance.

   

• Please see our Privacy Policy.
  

   

 

If you need clarification on any of the above terms and conditions, or there is anything you think we've missed, please contact us.

 

Tel: 0118 988 7628

 

mail@TheBackOffice.co.uk