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Terms and Conditions

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On this page you will find the various terms and conditions for Safewell.

Safewell's Credit Control Process

Safewell’s Credit Control Process

The following summarises our process for the collection of debt from customers of Safewell Ltd. This process will be followed in most circumstances at the discretion of the Managing Director.

New Customers

Prior to engagement a Credit Check will be made.

Issuing Invoices

Customers Invoices will be issued on completion of the work or at the end of the month of the work. Except for Retained H&S Customers; these invoices are issued in advance of the month of support they cover. This is because these contracts are spread across 12 months and reflect a package of work where delivery is often front loaded.

Payment Terms

The terms are strictly 30 days net i.e. invoice issued on 1st January is due before 31st January.

Payment Reminder Process

7 days after invoice due date
An automatic reminder will be emailed from our Credit Control software. The email will remind you of the invoice number and the amount outstanding; it will all also include a link to view the invoice.

14 days after invoice due date
A 2nd automatic reminder will be emailed from our Credit Control software. Once again the email will include the invoice number the amount outstanding and a link to the invoice. The email will politely request payment to be made as soon as possible.

30 days after invoice due date
A final polite reminder will be emailed from our Credit Control software. The email will include the invoice number, amount outstanding, a link to the invoice and the number of days the invoice is now overdue. It will also remind you to raise any disputes should you feel our service has been below your expectations and to get in touch with us. We hope this won’t be the case but once you let us know we can work to towards a mutually agreeable outcome for both parties. This should be taken up at the earliest opportunity.

The 30 day reminder will also state that we have already reminded you the invoice is overdue and that we will continue to remind you with regular monthly statements (automated) as well as 2 further reminders at 60 days & 90 days.

Monthly Statements
Monthly statements will be sent out on the either the 1st or 2nd Friday of each month irrespective of whether an invoice is overdue. Therefore, an invoice raised at the end of January but not due until the end of February will still appear on the automated statement issued at the beginning of February.

The monthly statement will list all invoices outstanding, when they were due and the amount outstanding as well as links to all the invoices listed. The invoice link will take you to a page where you will be able to see the invoice details, download a pdf of the original, confirm your verification of the invoice and reply to the email sent.

The statement email will briefly remind you of our credit control process and layout what will happen at the 60 & 90 days overdue point.

45 days after invoice due date
You may receive a phone call, additional email or statement from the Accounts department requesting payment and advising that late payment charges will start accruing.

60 days after invoice due date
At 60 days overdue a further automatic reminder will be sent from our Credit Control software. An opportunity to dispute your invoice will be given once again along with notification that late payment fees are being added. Notification is also given that at 90 days overdue, a decision will be taken whether to pursue the recovery of the debt through a recovery agency or progress through the small claims court.

75 days after the invoice due date
You may receive a further call from the Accounts Department of Safewell requesting immediate payment.

90 days after invoice due date
A final automatic reminder will be emailed from our Credit Control software. At this point the invoice must be paid immediately to avoid further action. We will continue to send monthly statements and at the convenience of the Managing Director and Accounts department a decision will be taken regarding the next step. There will be no further warnings if we do take the decision to pursue recovery of the debt either through an agency or small claims court.

Late Payment charges

If you would like to find out more here is a link to the HMRC webpage. https://www.gov.uk/late-commercial-payments-interest-debt-recovery/when-a-payment-becomes-late.

At all times through this process you always have the opportunity to dispute the invoice, all you need to do is telephone Safewell and speak to the member of staff whom you have had regular communication with.

Sometimes business throws us challenges which mean that paying suppliers becomes difficult. We want to work with you and not against you, we are open to negotiation, please just call the Accounts department on 01793 852951.

GDPR - Safewell Health and Safety Privacy Notice

Safewell Ltd is an Occupational Health and Safety Consultancy. As both a Data Controller and Data Processor under the General Data Protection Regulations 2018 (GDPR) we are committed to protecting your data protection rights in line with the act. Safewell Health and Safety collect, process, and store personal data, as part of their working activities, in line with the GDPR, as well as Safewell’s policy.

The categories of information that we collect, hold and share data include

• Personal information (such as name, address, business telephone number mobile number, post code, Date of birth, job role)
• Characteristics (gender)

Who will collect/handle the data

Data will be collected and handled by Safewell employees:
• Health and Safety Advisors
• Administration staff
• Office Manager

The Lawful basis for collecting and processing sensitive information

• To comply with Health and Safety Regulations. Legal Bases.

The information will be used to

• To comply with Health and Safety requirement in relation to your health and safety in the workplace.
• To support your health and safety at work and to advise of any adjustments that may be required to support your ability to work.
• To assist your company in providing guidance on risk management compliance.

Data is collected from

• Risk assessments
• Fire Risk Assessments
• Personal air, noise and vibration monitoring data
• Accident/Incident reports
• Health and Safety policy/procedures
• Health and Safety Training records

Length of time Data is held

• Risk/fire assessment data will be held for 6 years
• Personal air, noise and vibration monitoring data will be held for 40 years
• Accident/Incident Reports are held for 6 years

Information is stored

Data is stored on a secure electronic management system which complies with GDPR regulations,

Sharing of information

Data will only be shared with a company representative with the individuals written consent.

Disposal of information

Your data will be disposed of in accordance with GDPR. electronic data will be securely deleted from all electronical equipment.

Rights of the individual

• Right to be informed of what data we collect via this Privacy Notice
• Right of access – you have the right to request access to your personal data at any time
• Right to rectification – you have the right to request rectification or amendment of your personal data
• Right to erasure – you have the right to request us to delete or remove your personal data and we will delete it if there is no legal reason for us to keep it, such as Health and Safety Legal requirements.
• Right to restrict processing – you have the right to request us to restrict onward processing of your personal data, including Marketing

Who to contact

If you require any further information and/or would like to request any of your rights above please contact Gail Farrow on 01793 852951 or info@safewell.co.uk

GDPR - Safewell Occupational Health Privacy Notice

Safewell Ltd is an Occupational Health and Safety Consultancy. As both a Data Controller and Data Processor under the General Data Protection Regulations 2018 (GDPR) we are committed to protecting your data protection rights in line with the act. Safewell Occupational Health collect, process, and store personal data, as part of their working activities, in line with the GDPR, as well as Safewell’s policy.

The categories of information that we collect, hold and share data include

• Personal information (such as name, address, mobile number, post code Date of birth)
• Characteristics (such as ethnicity, nationality, gender)
• Past and present job Role

Special Categories

Previously known as sensitive personal data, this means data about an individual which is more sensitive,
The special categories of data we hold are
• Physical and mental Health Records
• Disabilities

Who will collect/handle your data

Data will be collected and handled by Safewell employees:
• Occupational Health Advisors
• Occupational Health Technicians
• Administration staff
• Office Manager

The Lawful basis for collecting and processing sensitive information

• Article 9 (2) (h) of GDPR states that processing is necessary for the purpose of occupational medicine, for the assessment of working capacity of the employee, medical diagnosis, the provision of health and social care or treatment, and/or the management of health and social care systems.
• Article 9(3) states that processing is permitted “When this data is processed by a regulated health professional”.
• Lawful basis for processing this sensitive personal information is for consent.
• To comply with Health and Safety Regulations.

Why is it collected

• For the purposes of preventive or occupational medicine, for the assessment of the working capacity of the employee. To ensure the health and safety of the employees at work and to allow consideration of any adjustments that may be required to support their ability to work.
• Data may also be used for research, audit or statistics but will be anonymised if this is the case, such as KPI’s,

The information will be used to

• To comply with the legal requirement in relation to your health outcomes under Health Surveillance legislation.
• To comply with Health and Safety regulations.
• To support your health and safety at work and to advise of any adjustments that may be required to support your ability to work.

Data is collected from

• Pre-Assessments – via Pre-Assessment questionnaire you complete. This information is used to identify if any reasonable adjustments that may be required when starting a new role. We will only be providing your company with certification outing any reasonable adjustments, you may require, with your written consent. All medical information will be securely stored by Safewell Ltd
• Health Surveillance Records – following Health Surveillance medicals. With your consent a certification is supplied to your company outlining any restrictions or workplace adjustment. All medical information and tests results are stored securely by Safewell Ltd
• Management Reports – following a Management referral appointment with your consent your company will be supplied with a report outlining the restrictions, adjustments or workplace requirements to safeguard your health whilst at work. All medical information will be kept securely by Safewell Ltd.

Length of time Data is held

• Health Surveillance questionnaire, records and documentation will be kept for 40 years as required by the Health and Safety Executive (HSE)
• Management referral information will be held for 6 years or has left their job or 75 years of age (whichever is soonest) as recommended by the British Medical Association (BMA)
• Pre-Assessment questionnaires/medical will be held for 2 years if the employee does not commence work with the company.

How will my information be stored

Your information will be stored on a secure electronic management system which complies with GDPR regulations, paper records will be stored in lockable metal cabinets with restricted access.

Who will my information be shared with

Health Surveillance, Fitness for work certificates and Pre-Assessments Certification will only be sent to the nominated company representative with your written, informed consent. The information provided will only state Name, Date of birth and outcome of the assessment.

Reports will only be sent to those individuals as indicated on your referral form and consented to by you in the declaration.

We will not share information about you with third parties without your consent unless the law allows us to.

If you require onward referral of external support such as Occupational Health Physician we will inform you of this and obtain your consent to release your OH records.

How will my information be disposed of

Your records will be disposed of in accordance with GDPR. Paper base information will be securely shredded and electronic data will be securely deleted from all electronical equipment.

What are your rights?

You have the right to be

Right to be informed of what data we collect via this Privacy Notice
Right of access – you have the right to request access to your personal data at any time
Right to rectification – you have the right to request rectification or amendment of your personal data
Right to erasure – you have the right to request us to delete or remove your personal data and we will delete it if there is no legal reason for us to keep it, such as Health and Safety Legal requirements.
Right to restrict processing – you have the right to request us to restrict onward processing of your personal data, including Marketing

Who to contact

If you require any further information and/or would like to request any of your rights above please contact Gail Farrow on 01793 852951 or info@safewell.co.uk

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