Ruth Green t/a Greenlight Communications: Terms & Conditions of Service
1 Contract
i) Greenlight Communications will accept an assignment commissioned by the Client either in writing, as a written contract, or on the basis of a verbal contract. In either case, these Terms and Conditions will apply.
ii) Where Greenlight Communications’ services have been contracted, the Client shall be liable for remuneration of Greenlight Communications’ services and reimbursement of any expenses incurred by Greenlight Communications in connection with the assignment.
2 Fees and Payments
i) Fees quoted in respect of an assignment, in full knowledge of the contents and conditions, will be valid for that particular assignment only. In some cases an assignment will be quoted as a whole, in other cases an hourly or day rate may be used.
ii) Unless otherwise agreed in writing for an assignment, a day rate is 7 hours worked in the same working day. Any additional hours, either working or travelling during that working day, are charged at the agreed hourly rate for the assignment.
iii) The hourly/daily rate may be subject to change if the assignment is of a particularly specialist nature, or if it occurs during unsociable hours. In this instance, the Client will be informed in advance and these fees agreed upon prior to the assignment.
iv) Where Greenlight Communications is required to work for a longer period than contracted, additional hours will be charged at the hourly rate agreed for the assignment.
v) Timed hours and the Fees payable for those hours are rounded up or down to the nearest quarter hour for invoicing.
vi) Greenlight Communications charges for time incurred on behalf of the Client, and this includes travel time. Travel time is usually defined as from when Ruth Green leaves home, to when she arrives back home, but may also be an alternative departure location or destination. If travelling starts or continues before or after the day(s) of the assignment then that time is charged also.
vii) If Ruth Green is staying away from her normal residence, then charging will stop upon arrival at the destination, providing no work is required at that point. Charging will recommence when work is required or discussed.
viii) Greenlight Communications shall be entitled to claim all expenses associated with the assignment, including, but not limited to, travel, accommodation, car parking, and subsistence. Greenlight Communications will operate within the following charge and recharge guidelines unless special arrangements are otherwise made in writing with the Client:
- Mileage: 45p per mile
- Tolls: at cost
- Public transport inc taxis: at cost
- Lunch: Up to £10 per person per day
- Dinner: Up to £20 per person per day
- Incidental subsistence: £5 per day away from office base
- Overnight accommodation outside London: Up to £100 per person per night including
breakfast - Overnight accommodation within London: Up to £125 per person per night including breakfast
Where the Client has booked accommodation but Greenlight Communications is required to settle the bill upon check in/check out, that rate will be recharged to the Client regardless of the recharge guidelines.
ix) An invoice will be sent to Client on the first day of each month, or shortly after, for the previous month’s work. Sometimes, where the invoiceable total is low, at their discretion, it may be reasonable for Greenlight Communications to invoice at alternative intervals. In addition, any recharges, disbursements and other outstanding amounts relating to that previous month or previous months as yet unbilled will be included. Payment is due within 30 days of the date of the invoice.
x) Interest shall be automatically applied at 8% plus the Bank of England’s base rate (or at such a rate as is determined by statute, the latter prevailing), to all overdue sums from the first date on which they become due until they are paid in full. If an invoice remains unpaid for more than 90 days it may be passed to a collection agency.
3 Cancellation
i) If a confirmed assignment is cancelled or curtailed by the Client, the Client will be liable for payment of any expenditure incurred as agreed in the contract and any additional expenditure incurred as a result of the cancellation shall also be reimbursed.
ii) Greenlight Communications undertakes to notify the Client at the earliest opportunity if they are prevented from undertaking an assignment or if performance is frustrated by unavoidable circumstances.
iii) In giving such notice Greenlight Communications shall relinquish any right to remuneration for any uncompleted part of the assignment and the reimbursement of any expenses, except those already irrecoverably incurred, or necessarily incurred in returning Greenlight Communications associates to their normal place of residence by suitable means.
4 Preparation material/information
i) Upon confirmation of the requirement for attendance at, or invitation to, a meeting, focus group, working group, presentation, or other participation or attendance assignment, whether physical or electronic, full details of the assignment should be provided to Greenlight Communications, including, but not limited to, location of the assignment, start and finish times and contact details. The Client shall provide Greenlight Communications with as much information as possible about the nature of the assignment, participants and content of the assignment, including notes/presentation material, aims and objectives, and any performance items.
ii) Upon agreement from Greenlight Communications that an assignment will be accepted, the Client should provide Greenlight Communications with full details of the assignment including as much information as possible about the nature of the assignment, participants and stakeholders, aims and objectives, targets and measurables, and context.
5 Working conditions and Client obligations
i) The Client will ensure that all reasonable and legally required health and safety procedures and requirements are in place.
ii) No audio or video recordings, or photography, of Greenlight Communications’ work or associates, should be made without prior consent, except where such recording is required for legal purposes.
