The Small Print... Our Terms & Conditions
We pride ourselves on being flexible and so we like to keep our terms of business simple. But we are running a business too and we need to be clear about our expectations so that there is no misunderstanding.
Basically, our underlying principle is that we'll do the best we can for you and, in return, we expect you pay us in full and on time.
Basically, our underlying principle is that we'll do the best we can for you and, in return, we expect you pay us in full and on time.
Scope of Assignments
- The scope of individual assignments will be agreed in writing in advance of work commencing.
- Where changes are made, these must be confirmed in writing, with additional payment being made where appropriate.
Quality of Work
- We endeavour to fulfil all assignments to a high standard, in line with the agreed scope of work. Errors and oversights will be rectified free of charge, provided they are notified within 5 working days of the delivery of the work.
- Where appropriate, we will submit drafts for review by our clients, and we expect these to be reviewed and returned with any queries, within a reasonable timescale - certainly no longer than 5 working days.
- Although we will do our best to identify and rectify all errors, the client is ultimately responsible for the final proofreading of all copy.
Plagiarism
- Plagiarism is an offence. In submitting copy to The Back Office, the client warrants absolutely that the work is theirs and agrees to indemnify The Back Office in the event that a case of plagiarism is brought against them.
Misrepresentations
- We will produce all documents in accordance with information provided by the client.
- We cannot be held responsible where the client has failed to provide full information or has provided inaccurate information.
Prices
- All pricing is subject to quotation.
- We generally charge by the hour - rounding up or down to the nearest 15 minutes.
- For ongoing work we can agree a retainer but this is only done once we are familiar with the Client, their workstyle and their ongoing requirements.
Payment
- All charges relating to bank transfers or exchange rates will be borne by the Client. Any charges applied to our account will be offset against retainer payments or added to invoices.
- Where we undertake work without payment on account, our payment terms are 7 days, unless otherwise agreed.
- For Pay-As-You-Go services, we require payment in advance.
- For retainer work, payment is required monthly in advance, based on the number of hours per month that we envisage spending on the Client's account. If the hours worked significantly exceed the monthly retainer, additional payment may be required. We will notify the Client in writing and supplementary invoices are payable within 7 days.
- For fixed price packages and proofreading, payment is required in full in advance.
- We may agree stage payments, subject to these being paid on time. If payments are late, we reserve the right to rescind stage payment arrangements, and to request payment in full.
- When clients fail to pay, or fall behind on agreed payments schedule, work will be suspended until payment is made.
- We will not be held liable for any issues resulting from suspension of work.
- We will do our utmost to complete the work in line with client deadlines, but accept no liability whatsoever for missed deadlines and the consequences thereof.
- Clients are expected to respond within 24 hours (one working day) to all queries raised by The Back Office.
- Receipted invoices will be issued for all works.
Interest on Late Payments, Bank Charges and Foreign Exchange Charges
- We reserve the right to apply interest to late accounts, in line with statutory guidelines.
- We will also charge a minimum £100 administration fee to cover debt recovery costs.
- Court fees, legal costs and debt collection services will incur extra charges which The Back Office will seek to recover in full from the Client.
- If bank charges are incurred due to dishonoured cheques or payments, these will be re-charged to the Client together with a £35 administration charge.
Extra Charges
- Where extra charges are to be incurred, we will advise the client and provide an additional invoice.
- Further payment on account may be requested.
- Extra charges may include items such as printing, postage, couriers, travel, stationery, etc.
- We require payment by bank transfer with all related charges being borne by the Client.
- Where other forms of payment are accepted, any additional charges will be passed on to the Client.
Cancellations and Refunds
- Cancellations must be received before documents have been delivered to the Client and/or before work commences.
- Once documents have been delivered to the Client, cancellation is not possible and no refunds will be given.
- In the event of cancellation prior to the employment documents being delivered and/or before work commences, we will charge the Client for the time we have spent since instruction, including telephone and email exchanges, at the quoted rate. Travel, expenses and any additional charges will also be charged at the appropriate rate plus expenses.
Copyright
- All employment documents, contracts of employment, staff handbooks, operational manuals are produced specifically for the sole use of our paying customers.
- Copyright remains with The Back Office and the documentation may not be passed on to third parties either for financial consideration, payment in kind (exchange of favours or services), or free of charge, or under any circumstances.
- We do not accept any responsibility where third parties seek to rely on documentation we have provided to our paying clients.
- In the event that copyright is breached and our employment documents are provided by our client to a third party, we will look to our client to reimburse us for the entire cost (100%) of the entire work that we have undertaken for that client, as if we had undertaken the entire work again directly for the third-party.
- In respect of articles or blogs written for a client, copyright will pass to the client when payment has been made in full.
Confidentiality
- We will do our utmost to maintain confidentiality of our clients and their staff.
- See also our Privacy Policy below.
Virus Scanning
- Although we have antivirus software installed and frequently scan our computers and files, we do not accept responsibility for virus checking and we ask that our clients take care to ensure that all incoming documents and emails are scanned for viruses.
- We do not open unsolicited links.
Jurisdiction
- All agreements between ourselves and our Clients will be subject to the laws of England and Wales.
Your Privacy Matters
- We respect your privacy, and that of your employees.
- All work is undertaken on a strictly confidential basis.
- Your details and information will never be passed to third parties unless you specifically request or authorise us to disclose information, or unless we are legally compelled to do so.
- Copies of work undertaken on your behalf will be kept for a restricted time period, to be agreed with you. When that time period has lapsed, computerised records will be deleted, and any paper copies will be destroyed securely or returned to you if you so request and it is feasible to do so.
- We recommend that you keep secure back up of all documentation.
- We are happy to provide a Confidentiality Undertaking where it is warranted by the nature of the work.
If any aspects of our terms are unclear, please seek clarification prior to commencement of work.
We reserve the right to amend our terms and conditions at any time and without notice, to fulfil the needs of our business and/or our statutory obligations. We also reserve the right to amend our pricing structure at any time and without notice.
Company Information
The Back Office is a trading name of Barbara Patrick
Reading, Berkshire, RG2
Email: TheBackOfficeUK @ gmail.com
Reading, Berkshire, RG2
Email: TheBackOfficeUK @ gmail.com