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Terms and Conditions
On this page you will find the various terms and conditions for Safewell.
Safewell General Terms & Conditions
1. Introduction & Contract Terms
These Terms and Conditions along with the attached Service Level Agreement (SLA) form the basis of the agreement between Safewell Limited, a company registered in England and Wales (Company No. 05898863) with its registered office at Redwood House, Templars Way Industrial Estate, Royal Wootton Bassett, Wiltshire, SN4 7SR, England (“we”, “us”) and the Client (“you”).
They apply to all services provided unless otherwise agreed in writing.
Compliance Statement: Safewell operates in accordance with HSE guidance and all relevant UK legislation, including but not limited to the Health and Safety at Work etc. Act 1974 and the Management of Health and Safety at Work Regulations 1999.
These Terms & Conditions are accepted when the Client signs the Service Level Agreement (SLA), submits a purchase order, or instructs Safewell to commence work (including by booking services, returning referral forms, or otherwise requesting services).
These Terms & Conditions form part of every quotation, proposal, Service Level Agreement (SLA), booking, referral, training course, consultancy engagement, and any other service provided by Safewell. By signing the SLA, placing a booking, submitting a purchase order, or instructing us to proceed with any service, the Client agrees that these Terms & Conditions apply in full.
These Terms & Conditions form part of every quotation, proposal, Service Level Agreement (SLA), booking, referral, training course, consultancy engagement, and any other service provided by Safewell. By signing the SLA, placing a booking, submitting a purchase order, or instructing us to proceed with any service, the Client agrees that these Terms & Conditions apply in full.
Definitions:
• Consumer: An individual acting for purposes wholly or mainly outside their trade, business, craft or profession.
• Business Client: An organisation or individual acting during the course of business.
• Services: means the work described in the agreed proposal.
• Agreement: means the work described in the agreed proposal.
• Confidential Information: Any non-public information disclosed by either party in connection with this Agreement.
• Force Majeure Event: Circumstances beyond reasonable control, including natural disasters, pandemics, and government-imposed restrictions.
2. Services, Deliverables and Limitations
We will provide the Services described in your proposal with reasonable skill and care.
• Dates for delivery or commencement are estimates only and not guaranteed.
• Advice is based on the information you provide and the law at the time of advice.
• Unless you instruct otherwise, we may act on instructions from your authorised employees.
The Services, including any reports, training materials, assessments, recommendations or other outputs (Deliverables), are limited to those expressly described in the applicable proposal or Service Level Agreement.
Unless expressly stated otherwise in writing, Deliverables are advisory in nature and do not constitute guarantees of compliance, performance, outcomes, or results. Any limitations or exclusions relating to the Services or Deliverables are set out in this Agreement.
3. Order & Instruction Process
3.1 Quotations & Proposals
Any quotation, proposal or cost estimate provided by us is valid for 30 days unless stated otherwise. It constitutes an invitation to treat and does not itself form a binding contract.
3.2 Instruction to Proceed
No work will begin until:
• the Client has signed the Service Level Agreement (SLA), and
• any required referral forms or booking documents have been received.
3.3 Purchase Orders
[KD1.1]Where the Client operates a purchase order system, a valid purchase order should be provided before work commences.
However, if the Client requests or authorises services to proceed without issuing a purchase order, the Client is deemed to have authorised the work and accepted these Terms & Conditions in full.
3.4 Changes & Variations
Any changes to the scope of work must be agreed in writing. Additional charges may apply where changes require additional time, resources, or clinical input. We will make reasonable efforts to inform the Client of any such charges before proceeding.
3.5 Right to Decline Work
We reserve the right to decline work where information is incomplete, the request falls outside our competence, or proceeding would breach health and safety or regulatory obligations.
4. Pricing & Payment
• Charges & payment terms are as agreed in the Service Level Agreement.
• All charges are exclusive of VAT, which will be added where applicable.
• Payment must be made in GBP. Accepted payment methods are as specified in the SLA or on the invoice.
• Our payment terms are 30 days unless stated otherwise in the SLA or supplementary terms
• Late payments may incur interest and costs under the Late Payment of Commercial Debts (Interest) Act 1998.
• Persistent non-payment may result in third-party debt recovery. For more information on our credit control process please visit https://safewell.co.uk/terms-and-conditions
5. Your Obligations
You agree to:
• Meet deadlines notified by us.
• Ensure your employees cooperate fully.
• Provide accurate information and grant access where required.
6. Additional Work
Fixed charges apply only to agreed work. If there are changes to the project or we are asked to carry out additional work, we reserve the right to make an additional charge. We will make a reasonable effort to inform of this beforehand.
7. Employment restrictions
Neither party shall employ or engage any person from the other party involved in this Agreement for 12 months after termination.
8. Confidentiality
Both parties will keep confidential any information marked or reasonably considered confidential. Exceptions include:
• Information already public or lawfully held before this Agreement.
• Information disclosed by law or regulatory requirement.
• Information that must be disclosed to prevent or address a contravention of health and safety law or other legal obligations.
Obligations continue after termination or end of the Agreement.
9. Anti-Bribery and Reporting
Both parties will:
• Comply with all applicable laws relating to anti-bribery and anti-corruption, including the Bribery Act 2010.
• Promptly report to the other any request for an undue financial or other advantage of any kind received in connection with this Agreement.
Reporting Procedure: If we become aware of any suspected bribery, corruption, or serious health and safety breaches that contravene UK law, we reserve the right to report the matter to the appropriate regulatory authority (including the Health and Safety Executive) without prior notice to you, where legally required or in the public interest.
10. Force Majeure
Neither party is liable for delays or failures caused by events beyond reasonable control. Examples include natural disasters, pandemics, government-imposed restrictions, and other events beyond reasonable control.
11. Testimonials, Marketing & Social Media
We will not issue any press release or publish marketing material referencing your organisation without your prior consent, which may be given verbally or in writing.
You agree that:
• You will be added to our newsletter distribution list unless you advise us otherwise. You may opt out at any time in accordance with your stated preferences and applicable data protection law.
• We may request permission to use your company name and logo in our marketing materials, proposals, and case studies.
• We may create and publish anonymised case studies that do not identify your organisation, its employees, or its clients. These do not require prior consent.
• Any testimonials provided by you may be used in promotional content, subject to your approval. We will seek consent before sharing any images, videos, or references to your organisation on social media platforms.
• You may withdraw consent for marketing or social media use at any time by notifying us in writing.
12. Data Protection & IT Security
Both parties will comply with UK GDPR and the Data Protection Act 2018.
• We will process personal data lawfully and securely.
• We will notify you without undue delay if we become aware of a personal data breach affecting your data.
• You agree to handle any shared personal data in compliance with applicable law.
• Use of our website, online forms, and any digital tools provided by us is subject to our separate Website Terms of Use, Privacy Policy, and Cookie Policy. These documents apply in addition to these Terms & Conditions whenever the Client or its employees access or submit information through our website.
13. Acceptable Use of Online Portals
Where the Client or its employees use our secure online portals or digital tools for submitting or accessing information, the following acceptable use conditions apply:
• Users must only upload information that is accurate, lawful, and necessary for the delivery of our services.
• Users must not upload or transmit any harmful, malicious, or disruptive content, including malware, viruses, or corrupted files.
• Users must not attempt to gain unauthorised access to any part of our systems, interfere with their normal operation, or attempt to bypass security measures.
• Access credentials (such as passwords or links) must be kept secure and must not be shared with unauthorised individuals.
• We reserve the right to suspend or restrict portal access where misuse, security concerns, or data protection risks are identified.
These conditions apply in addition to our Website Terms of Use, Privacy Policy, and Cookie Policy.
14. Account Access and Third Party Portals
Where the Client or its employees create accounts or access portals provided through third party platforms for the purpose of delivering our services, the following conditions apply:
• Users must keep login credentials secure and must not share access with unauthorised individuals.
• Users must comply with both the third party platform’s Terms of Use and these Terms & Conditions.
• We may request suspension or restriction of access where misuse, security concerns, or data protection risks are identified.
• We are not responsible for the availability, functionality, or terms of the third party platform, but we will take reasonable steps to support secure access as part of our service delivery.
• Use of third-party portals may require acceptance of their privacy policies in addition to ours.
15. Cookies & Tracking
Website Cookies and Tracking Technologies
Our website uses cookies and similar tracking technologies as described in our Privacy Policy and Cookie Policy. By using our website or online forms, the Client agrees to the use of such technologies in accordance with those policies. These documents are available on our website and operate separately from these Terms & Conditions.
16. Electronic Communications Consent
Electronic Communications
By entering into this Agreement, the Client consents to us contacting them by email or other electronic means for operational, administrative, and service related purposes, including (but not limited to) appointment notifications, certificate distribution, service updates, and communications necessary for delivering our services.
The Client is responsible for ensuring that we hold accurate and up to date contact details for relevant personnel.
Any marketing communications will only be sent in accordance with the Client’s stated preferences and applicable data protection law.
17. Intellectual Property
All intellectual property in documents we produce remains ours.
• We grant you a non-exclusive licence for internal use only and for the original purpose.
• You must not share these documents outside your organisation without our written consent.
• Where we obtain licences of intellectual property rights from third parties for your benefit, these licences are limited to the scope of this Agreement and may not be used for any other purpose.
• Indemnity: You agree to indemnify us against any claims, costs, or liabilities arising from materials or information you provide that infringe third-party intellectual property rights.
18. Cooling-Off Period and Termination
18.1 Cooling-Off Period
• Both you and we have the right to cancel this Agreement within 14 days of acceptance without giving any reason. To exercise this right, written notice must be provided. This right is provided under the Consumer Contracts (Information, Cancellation and Additional Charges) Regulations 2013 and applies only if you qualify as a consumer under UK law.
18.2 Termination
• Either party may terminate this Agreement immediately for a material breach not remedied within 21 days of written notice, or if the other becomes insolvent or enters liquidation.
• If Services have already commenced during this period at your request, you may be liable for reasonable costs incurred.
19. Cancellations, Rescheduling & Late Notice Fees
Client Initiated Cancellation
If the Client cancels any booked service (including but not limited to consultancy, training courses, assessments, audits, onsite work, or scheduled Occupational Health services), the following cancellation fees apply unless otherwise stated in the Service Level Agreement (SLA):
• Less than 48 hours’ notice: 100% of the agreed fee is payable.
• 2–5 working days’ notice: 50% of the agreed fee is payable.
• More than 5 working days’ notice: No cancellation fee applies.
19.1 Non Attendance
Where a service relies on the attendance or participation of one or more individuals (e.g., training delegates, employees attending assessments, onsite meetings) and those individuals do not attend at the scheduled time, the full fee will be charged.
19.2 Rescheduling
Requests to reschedule a service are treated as cancellations unless a mutually acceptable alternative date is agreed at the time of the request. Safewell will make reasonable efforts to accommodate rescheduling, but availability cannot be guaranteed.
19.3 Pre Work and Preparation Costs
Where Safewell has already commenced preparatory work (for example: reviewing documentation, planning training content, preparing reports, administration, travel arrangements or pre assessment triage), we reserve the right to charge for reasonable costs incurred up to the point of cancellation, in addition to any applicable cancellation fees.
19.4 Safewell Initiated Cancellation
If we need to cancel or reschedule a booking, we will notify the Client as soon as reasonably practicable and offer an alternative date or refund of any fees already paid. No cancellation fees will apply unless the cancellation results from the Client’s failure to provide required information, access, or availability.
19.5 Minimum Attendance Requirements (Training Only)
Where training courses have minimum delegate requirements, cancellations or reductions below the minimum may be subject to additional charges. These will be confirmed in advance where applicable.
20. Refunds
Nothing in this section limits or affects any statutory rights the Client may have under applicable consumer protection legislation.
20.1 Prepaid Services
Where the Client has paid in advance for a service, refunds will only be issued where Safewell is unable to deliver the service and a suitable alternative date or replacement cannot be agreed.
20.2 Refunds Following Cancellation
Where a cancellation fee applies under Section 15, any refund issued will be reduced by the applicable cancellation charge and any reasonable costs already incurred.
20.3 Non Refundable Items
The following are non refundable unless Safewell is unable to provide the service:
• Fees for completed services
• Fees for missed appointments or non attendance
• Administrative fees, preparation work, and document review already completed
• Travel or accommodation costs already committed to on the Client’s behalf
20.4 Overpayments and Administrative Errors
Any overpayments, duplicate payments, or invoicing errors will be refunded within 14 days of confirmation.
20.5 Training Courses
Where delegates are removed, substituted, or fail to attend, refunds will not be issued unless agreed in writing or covered by Safewell’s published training course terms (where applicable).
20.6 Method of Refund
Refunds will be made using the original payment method unless otherwise agreed.
21. Warranties
21.1 Our Warranties
We warrant that we will provide the Services:
• with reasonable skill and care;
• in accordance with applicable UK legislation and recognised professional standards; and
• using appropriately qualified personnel.
21.2 No Guarantee of Specific Outcomes
Due to the nature of professional services, Safewell does not warrant or guarantee that:
• any particular clinical, organisational, operational, training, compliance or safety outcome will be achieved;
• the Client will achieve a specific audit result, accreditation level, inspection outcome, or legal compliance status;
• any reduction in incidents, absences, risks, or insurance claims will occur;
• employees, delegates, managers, or other personnel will follow or implement the advice, guidance or recommendations provided; or
• improvements will occur as a result of implementing (or not implementing) any Safewell recommendations.
21.3 Dependence on Client Information
Our advice and recommendations rely on the accuracy and completeness of the information provided by the Client.
We are not responsible for any issues arising from incomplete, inaccurate, or delayed information supplied by the Client or its employees.
21.4 Client Implementation
It is the Client’s responsibility to decide whether and how to implement any recommendations provided.
Safewell is not liable for the Client’s failure to act on advice, delays in implementing recommendations, or outcomes resulting from decisions made by the Client or its employees.
21.5 Third Party Products or Services
Where recommendations involve equipment, software, or specialist services provided by third parties, Safewell gives no warranty regarding those third party products or services and is not liable for their performance.
21.6 Training and Delegates
For training services, we warrant that course content will be delivered in accordance with recognised standards.
We do not guarantee that:
• delegates will pass assessments,
• delegates will achieve competence, or
• training will result in a reduction of incidents or insurance claims.
21.7 Statutory Rights
Nothing in this Agreement affects any statutory rights that cannot be excluded under UK law.
22. Indemnities
22.1 Client Information
The Client shall indemnify and hold Safewell harmless against any loss, cost, claim, demand, or liability arising from:
• inaccurate, incomplete, misleading, or late information provided by the Client or its employees;
• the Client’s failure to provide information necessary for Safewell to deliver the Services;
• the Client’s failure to notify Safewell of material changes relevant to the Services.
22.2 Failure to Implement Advice
Safewell is not responsible for any consequences arising from the Client’s failure to implement, or delay in implementing, any recommendations, guidance, or training provided.
The Client shall indemnify Safewell for any claims or losses that arise from such failure.
22.3 Misuse of Reports or Documentation
The Client shall indemnify Safewell for any claims arising from:
• the Client using Safewell’s reports, training materials, assessments, or documentation for purposes other than intended;
• sharing Safewell’s documentation outside the Client’s organisation without written consent;
• altering or misrepresenting Safewell’s written advice.
22.4 Employee Consent and Participation
Where the Services require the participation of employees, delegates, or other individuals, the Client is responsible for obtaining all necessary consents and ensuring attendance.
The Client shall indemnify Safewell against any claim arising from failure to obtain consent or facilitate participation.
22.5 Health & Safety Obligations
For onsite consultancy, assessments, or training, the Client is responsible for maintaining a safe working environment.
The Client shall indemnify Safewell for any injury, loss, or damage caused by the Client’s breach of health and safety legislation or failure to provide a safe environment.
22.6 Third Party Claims
The Client shall indemnify Safewell against any third party claim that arises from the Client’s acts or omissions, including but not limited to:
• breaches of data protection obligations by the Client;
• reliance on Safewell’s advice without disclosing full relevant facts;
• decisions made by the Client in relation to employment, HR, training, safety, or operations.
22.7 Limitations
Nothing in this section requires the Client to indemnify Safewell for Safewell’s own negligence, fraud, or wilful misconduct.
23. Liability
• We will provide our services with reasonable skill and care.
• Safewell maintains appropriate professional indemnity insurance for the services provided. A copy can be provided on request
• Our total liability to you for any claim under this Agreement is limited to the amount you have paid us for services in the last 12 months.
• We are not responsible for losses we cannot reasonably control or predict, such as:
o Loss of profits, business, or savings
o Loss or corruption of data
o Any indirect or consequential losses
o Death or personal injury caused by negligence
o Fraud or fraudulent misrepresentation
o Any rights you have under UK law that cannot be excluded
Nothing in this Agreement affects your statutory rights under the Consumer Rights Act 2015.
24. General Terms
• Assignment – You may not transfer or assign this Agreement without our prior written consent.
• Entire Agreement – This Agreement supersedes all previous agreements or statements relating to the Services.
• Waiver and Amendments – No waiver or amendment is valid unless in writing and signed by both parties.
• Third-Party Rights – No person who is not a party to this Agreement may enforce any of its terms under the Contracts (Rights of Third Parties) Act 1999.
• Safewell aims to provide a high standard of service. If the Client has any concerns or complaints regarding the Services, they should raise them as soon as reasonably practicable by contacting us using the details set out in Section 25.
• We will use reasonable efforts to investigate and respond to complaints promptly and fairly. Raising a complaint does not affect the Client’s right to pursue formal dispute resolution in accordance with this Agreement.
• Dispute Resolution – If a dispute arises, both parties agree to:
o Attempt to resolve the matter informally first.
o If unresolved, refer the dispute to mediation under the CEDR Model Mediation Procedure. Mediation will follow the Civil Procedure Rules Pre-Action Protocol before litigation.
o If mediation fails within 42 days, either party may pursue litigation.
• Governing Law – This Agreement is governed by the laws of England and Wales, and both parties submit to the exclusive jurisdiction of the English Courts.
• Health & Safety Suspension – We reserve the right to suspend services if continuing would breach health and safety law or create serious risk.
25. Company & Contact Details
Safewell Limited
Registered in England and Wales: Company No. 05898863
Registered Office & Trading Address:
Redwood House, Templars Way Industrial Estate,
Royal Wootton Bassett, Wiltshire, SN4 7SR, England
VAT Number: [insert your VAT number here]
General Enquiries Email: info@safewell.co.uk
Telephone: 01793 852951
Website: www.safewell.co.uk
Contact for Notices
Formal notices under this Agreement must be sent in writing to the registered office address above or to any updated address notified in writing by Safewell.
These Terms & Conditions are reviewed at least annually and may be updated from time to time to reflect changes in law, regulation, or business practices.
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 where we collect, hold and share data include
• Personal information (such as name, address, business telephone number, mobile number, postcode, 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 Advisers
• 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 requirements 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 individual’s written consent.
Disposal of information
Your data will be disposed of in accordance with GDPR. Electronic data will be securely deleted from all electronic 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 where we collect, hold and share data include
• Personal information (such as name, address, mobile number, postcode, 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 Advisers
• 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 the 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 KPIs.
The information will be used to
• Comply with the legal requirement in relation to your health outcomes under Health Surveillance legislation.
• Comply with Health and Safety regulations.
• Support your health and safety at work and advise of any adjustments that may be required to support your ability to work.
Data is collected from
• Pre-Assessments – via the Pre-Assessment questionnaire you complete. This information is used to identify 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 adjustments. 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 when the employee has left their job or reached 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 your 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 an 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 electronic 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,
Safewell 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 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 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 lay out 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 a 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 means 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.
