Terms and Conditions

  1. Social Heart Community Interest Company (Social Heart C.I.C.)


1.1 Social Heart C.I.C. is constituted as a company Limited by Guarantee, Company Number

9454095, with its registered office at 4 The Creative Quarter, Shrewsbury Business Park,

Shropshire, SY2 6LG.

1.2 In these Conditions: Confirmation of Instructions means the Confirmation of Instructions to

which these Conditions are attached (or alternatively supplied to you separately by us), ‘you’

means the client described in the Confirmation of Instructions; and ‘we’ means Social Heart


  1. Your Instructions and the incorporation of these Conditions

2.1 We will undertake the Work (outlined in the Confirmation of Instructions) from you as

indicated on the Confirmation of Instructions. Your continuing instruction in this matter will

amount to your acceptance of these conditions.

2.2 Unless otherwise agreed these Conditions will also apply to any future instructions you give

us and may only be altered in writing by a Director of Social Heart C.I.C.

2.3 Where we are instructed by more than one person, firm or company to represent business

support interests those instructions will be considered to be joint and several. This means

that each client is responsible for the whole of our charges and that any arrangement

between each Client on sharing is not binding on Social Heart C.I.C.

2.4 Your address for all purposes including correspondence and service of notices is the one

given by you, to your Business Support Adviser responsible for your business support. If

you change your address you must tell your Business Support Adviser responsible for your

support as soon as possible, but in the event within 7 days.

2.5 In your own interest and to avoid conflicts of interest, you should ensure that the Business

Support Adviser responsible for your Business Support is advised of your full name and

address (and in the case of corporate clients and charities the registered office and

registered number of the company and/or charity.

  • Termination

2.6.1 You may terminate your instructions in writing at any time. We must give you reasonable

notice that we are no longer to provide business support for you, for instance your failure to

comply with these Conditions or with request for payment on account, or non-payment of

an interim or final invoice.

2.6.2 If you or we decide that we are no longer to act for you, you will pay our charges and

expenses for all Work done by us for you up to termination. We are entitled to keep all your

papers and documents if there is money owing to us for any charges and expenses.

2.6.3 Unless otherwise agreed, after termination of instructions, we will keep the file for no less

than 7 years from the date the final invoice was sent to you. We may opt to keep all or part

of the file on microfilm or in an electronic or other storage medium. After that period we will

destroy the file.

  • Storage:

2.7.1 After completing the work, we will be entitled to keep all records, papers and documents

while there is still money owing to us for charges and expenses.

2.7.2 Will keep our file in line with our privacy policy notice guidelines; the minimum time limit

being 7 years. We will keep the file on the understanding that we have the authority to

destroy it after 7 years.

  1. Charges

3.1 We will set out the way we will charge for the work we do for you in the Confirmation of

Instructions. Any fixed fee quote we give you will be only for the work we agree to do as set

out in the Work section of the Confirmation of Instructions. Hourly rates vary according to

the level of expertise required by the Business Support Adviser; your instructions will be

carried out at a level appropriate in providing an efficient and economic service. Hourly

charging rates are reviewed periodically and will be increased automatically at that time. We

shall write to you with notification of any such increases. If you require, we can tell you

when chargeable time reaches a certain level and place a limit on the level of charges that

we may incur without further reference to you.

3.2 Payment Arrangements:

3.2.1 We may ask you to pay sums on account of charges and expenses to be incurred. This

money will be held in our client account until it is used to settle an invoice or paid out for

expenses. We will off-set any such payments against your final invoice. The total charges and

expenses may be greater than any advance payments you have made.

3.2.2 Where payments are made to us by cheque for payment to a third party we will require

receipt in time for us to have cleared funds to pay out.

3.2.3 We accept most major Credit and/or Debit Cards via PayPal (but you will be asked to pick

up the PayPal transaction costs), or you can pay via BAC’s transfer at no extra charge.

3.3 Where an arrangement has been made for a third party to pay all or part of our invoice we

shall still send you our invoices in accordance with these Conditions but shall take into

account any money received by us from that third party. This arrangement will not absolve

you from your primary responsibility to pay our charges and expenses.

3.4 If your instructions mean that we have to work outside normal office hours we reserve the

right to increase the level of the hourly rate. You will be notified in writing of any increased


3.5 There may be certain other expenses (including payments we make on your behalf) such

incorporation charges, registered office registrations and payments to independent advisers.

3.6 If for any reason your business support does not proceed to completion, we will charge you

for all Work done and expenses incurred on the basis of an hourly rate for the work done.

3.7 Invoices:

3.7.1 All invoices(s) are final for the period covered, unless stated otherwise and are payable on


3.7.2 Interest will be payable on the outstanding balance of any invoice unpaid 30 days after the

date of the invoice at the ‘statutory interest’ rate – this is 8% plus the Bank of England base

rate for business to business transactions; calculated on a daily basis from the date of the

invoice. We will also instigate credit control procedures, which may involve sending invoice

reminder letters and an additional charge to you beyond the charges mentioned in the

Confirmation of Instructions.

3.7.3 If you have any query about your invoice, you should contact the Business Support

Adviser dealing with your business support, straight away. If you are not satisfied with the

amount of our fees, whether this bill is contentious or non-contentious, you are entitled to

make a complaint either through our internal Complaints Procedure.

3.7.4 If an invoice is overdue for payment, we reserve the right to suspend work and to retain

documents and papers belonging to you and your Associates, irrespective of the matter to

which they relate, until all sums due to us are paid. “Your Associates” means all legal entities

which you control, or, if you form part of a group, all legal entities in that group.

  1. VAT

4.1 Social Heart C.I.C is not currently VAT registered. We will notify you in writing with a copy of

our VAT terms and conditions should at any time VAT become chargeable for Social Heart

C.I.C. products and services.

  1. Website Usage, Privacy Notice and Cookies Policy

5.1 Social Heart C.I.C privacy notice and cookies policy applies if using our website or online

products and/or services. Please find more information at:

www.socialheartcic.com http://www.socialheartcic.com/privacypolicy/