HR Terms & Conditions Find out how we do business

The Company: Redbeck Ltd (Trading as StaffLeave), "we", "us", "our"

All Redbeck Ltd products and services are provided to you under the terms and conditions as laid out in this document. By completing the registration process, making a purchase, using any of our group sites or signing these documents, you are stating that you have read and understood the terms of service, indicating your agreement to be bound by all the terms and conditions of Redbeck Ltd.

Whilst providing services as an external consultant, this document sets out the terms on which we accept instructions and charge for our services.

We aim to provide you with a professional HR service which meets your requirements in a cost-effective manner.

During the period of our relationship, we will act in good faith and in a manner that is professional, courteous and in the best interests of you, “the client” and your employees. We will utilise our skills, experience, knowledge and expertise to achieve the maximum return on investment for the service you have requested. In return, we expect to be treated in a similar manner.

These terms and conditions should be read in conjunction with our service level agreement and/or proposal or schedule of work (for non-ad hoc work).

2. Instruction

Unless we are acting for you personally you should tell us at the outset who is authorised to give us instructions. Otherwise, we will assume that we are authorised to accept instructions from any person within your organisation whom we reasonably believe has authority to give us instructions.

We will and can act on instructions given orally, or through email.

3. Responsibilities

You are responsible for ensuring:

  • any information you provide is complete and accurate.
  • you are on time to any planned meetings or events.
  • you make any payments due to Staff Leave T/A Redbeck Ltd in a timely manner.
  • you provide appropriate facilities onsite to deliver services where required, unless otherwise agreed.
  • you notify us by email of any discrepancies in service level or products provided without delay and within 7 days.

We are responsible for:

  • delivering the services with all reasonable skill and care and in compliance with relevant professional standards.
  • using reasonable endeavours to complete our obligations, time will not be of the essence in completing these obligations, our focus is on providing accurate and commercial advice in-line with current legislation.

4. Access

We are contactable Monday - Friday between 10.00 and 17.00, excluding public holidays, through advertised communication channels found on our website.

We request that you book an appointment through the booking calendar which you can find on our website.

If you are unable to book an appointment using this method, for what every reason, please either contact the support desk, or your HR representative via email. We will endeavour to respond as soon as possible but depending on the circumstances, and existing client obligations, we may be unable to do so for up to 48 hours. We will endeavour to respond to urgent requests without delay so please mark any such requests as urgent.

5. Fees

Our fees are calculated as detailed here on our website at unless otherwise agreed.

Subject to availability, we offer new clients 20 minutes free advice and our services are charged at an hourly rate thereafter, in blocks of 15 minutes. We will round up any redeemed services to the nearest 15 minutes, and the minimum redeemable block of time is 15 minutes.

Depending on your requirements, there may be fees chargeable in addition to the agreed / purchased HR services rate, such as travel expenses, hotel costs, training materials, room hire, printing, postage. This list is not exhaustive. Any expenses will be agreed with you prior to being incurred.

Our chargeable rates are subject to review on an annual basis. If our chargeable rates are to change, we will provide you with 30 days notice of the changes in writing, via email and confirm the date the rates will take effect from.

All payments due will be subject to UK VAT at 20% where applicable.

6. Payment

Most payments will be payable prior to the commencement of any work and paid either directly through our website using any major credit/debit card or by bank transfer.

Where we are instructed to work on a project or workshop, we will require 50% of the payment upfront. This payment can be made through our website using any major credit/debit card or by bank transfer. We will not commence work as per your instruction, until we are in receipt of this payment.

The remaining 50% balance will be payable on completion of the work. This payment can be made through our website using any major credit/debit card or by bank transfer.

When we are dealing with a complex or lengthy project, we may request stage payments for the duration of the project. We will discuss this with you on a case-by-case basis.

In circumstances in which we raise an invoice to you; payment will be required within 14 days of the date of invoice.

Our bank details for payment by bank transfer will be displayed on your invoice and payment request.

If an invoice remains outstanding after 14 days from the date of delivery, we reserve the right to charge interest and/or suspend work on all matters on which we are advising you until your account is brought into good standing.

In accordance with The Late Payment of Commercial Debts (Interest) Act 1998, we reserve the right to charge interest at 8% above the prevailing Bank of England rate. Additionally, for significantly delayed payments, we reserve the right to charge reasonable debt recovery costs, in accordance with the limits specified in this legislation. If for any reason you reach a situation where you will be unable to pay in accordance with these outlined terms and conditions, please advise us as soon as possible so that we may discuss alternative payment arrangements. We will only discuss alternative payment terms in exceptional and/or unforeseen circumstances.

Any queries relating to an invoice must be received within 7 days from the date of the invoice.

Until a query is resolved you remain liable to pay the undisputed part of an invoice within the original timescale detailed on it.

7. Confidential Information

Each party acknowledges that when entering into an agreement and working together it may receive certain confidential or business information and materials of the other party. This is known as confidential Information.

Each party shall hold and maintain in strict confidence all confidential information, shall not disclose such confidential information to any third party and shall not use any confidential information except as may be necessary to perform its obligations under the agreement except as may be required by a court or governmental authority of competent jurisdiction. This agreement will be maintained for the duration of the relationship and thereafter.

Confidential information shall not include any information that is in the public domain or becomes publicly known through no fault of the receiving party, or is otherwise properly received by a third party without obligation of confidentiality.

Nothing in this clause shall restrict either party, subject to obtaining the permission of the other, from discussing the existence of our agreement, the nature of the services to be delivered under it or the nature of the relationship between the parties.

We will comply with the relevant Data Protection laws in storing and processing any personal information you provide to us and we expect you to do the same.

8. Intellectual Property

You will have the full right and licence to use copies of materials we create for you for the particular purpose for which they were prepared. However, all copyright and other intellectual property rights in all documents, reports, written or electronic advice or other material provided by us to you remains with us. Materials cannot be used for commercial gain, i.e. sold on or re-licenced. If you wish to use copies of these materials for purposes other than those for which they were prepared, you will require our written permission.

9. Documentation

You agree that we may store documents and papers electronically.

Within the scope of applicable data protection laws, it is important that you keep all documents that relate in any way to the matter in respect of which you have instructed us. This also includes but is not limited to electronic data such as emails.

At the conclusion of a matter, and within the scope of applicable data protection laws, we are entitled to retain all your papers and documents while there is money owing to us for any charges and expenses incurred.

10. Termination of Instructions

All notices of termination must be in writing and sent by email to the main established contact.

10.1 Ad Hoc Work

Much of the work we undertake is on an ad hoc basis and so there is no obligation to continue to use our services. Either party can therefore cease this flexible agreement at any time without notice. In the event in which you have paid for a bundle of hours and then cease the relationship there is no recourse to refund any outstanding hours which have not been used.

10.2 Retainer work

You may terminate your instructions in writing to us at any time, on receipt of 30 days notice, and we may terminate our services to you providing the same notice.

Where you provide less than 30 days’ notice, you may be liable to pay us, in addition to the fees for all work undertaken and for all expenses incurred up to the date of termination, a payment of 100% of any fees that would have been due in the next 30 days had the instructions not been cancelled.

10.3 Workshops

Workshops may be cancelled as follows;

  • If you are able to provide more than 30 days notice of cancellation, you will have no liability to pay.
  • If you provide between 14 and 30 days notice of cancellation, you will be liable to pay to us a charge of 50% of the value of the workshop
  • If you provide less than 14 days notice of cancellation, you will be liable to pay the full value of the workshop and any expenses accrued as a result of this (i.e. pre-booked train fare)

We reserve the right to cancel a workshop where the occasion necessitates and, in such circumstances, will refund any fees already paid in respect of the workshop.

A request to reschedule a workshop will be treated as a request to cancel the workshop.

All cancellation requests must be received and agreed in writing by our HR Services department. The date on which the letter or email is received, will be deemed as the date the request has been made.

We shall terminate our agreement with immediate effect, without prejudice to any other rights or remedies, in the event that you:

  • commit any material breach of this agreement and such breach (where capable of remedy) is not remedied to our reasonable satisfaction within 14 days of notice;
  • commit any material breach which is not capable of remedy;
  • are unable to pay your debts (within the meaning of section 123 of the Insolvency Act 1986) or become insolvent or are subject to an order or a resolution for your liquidation, administration, winding up or dissolution;
  • are subject to a notice of intention to appoint an administrator (as defined in paragraph 14 of Schedule B1 to the Insolvency Act 1986) or has an administrative or other receiver, manager, trustee, liquidator, administrator or similar officer appointed over all or any substantial part of its assets or enters into or proposes any composition or arrangement with your creditors generally;
  • cease or threaten to cease to carry on business.

11. Liability

Both parties have an obligation to abide by current employment and other relevant legislation. We will provide, to the best of our knowledge, advice, guidance and best practice within the realms of current employment legislation based on the information provided by you. Where we have reasonable grounds to believe that our professional advice or applicable legislation is not being followed, we shall take reasonable steps to ensure that you are aware of the potential adverse consequences which may result. We shall not be liable for any consequences based on advice given; whether advice given was taken and acted upon or not. Nor will we be liable in circumstances in which you continue to use information we provide you with beyond the time in which we work with you, that is no longer correct due to statutory or legislative changes.

We will not be liable for any loss of profit or any indirect, special or consequential loss, damage, costs, expenses or other claims in connection with the performance of our obligations under these terms and conditions. You shall indemnify us against all damages, costs, claims and expenses suffered by them arising from loss or damage to any equipment (including that of third parties) caused by you or your employees.

In the event of a breach by us of our express obligations under these terms and conditions, the remedies to you will be limited to damages, which in any event, shall not exceed the fees and expenses paid by you for our services.

Any property including both hardware and software supplied to us by or on behalf of you shall be held and worked upon by us at your risk. We shall not be liable for any loss or damage to any such property. A person who is not a party to our agreement has no right under the Contracts (Rights of Third Parties) Act 1999 to rely on or enforce any term of our agreement, but this does not affect any right or remedy of a third party which exists or is available apart from that Act.

12. Unforeseen and unexpected catastrophe

If either party is subject to an unforeseen and unexpected catastrophe making performance impractical or impossible, for example, acts of god, war, terrorism, fire it shall notify the other party and terms shall be suspended until it notifies the other party otherwise.

13. Legal status

We are providing services as an external consultant. Nothing in these terms and condition shall render or be deemed to render this relationship as employer/employee relationship.

Any agreement we enter into is non-exclusive, leaving either party being free to engage in any business of its choosing with any other establishment.

Our relationship with you will be governed by English law.

14. Sub-contracting

We may sub-contract the performance of any of our obligations under these terms and condition or our agreement without your prior consent. However, we shall be responsible for every act or omission of the sub-contractor as if they were a direct employee.

15. Summary

All business shall be carried out in line with these terms and conditions and these shall prevail over any conditions contained or referred to in any of your documentation.

If a court or other competent authority holds any of these terms to be void or unenforceable in whole or part, the other terms and the remainder of the affected terms shall continue to be valid.

Should a waiver of any part of these terms be agreed in any circumstances this shall be done on an ad hoc basis and will not result in a waiver of the right to enforce such terms and conditions in the future.

We will operate on the understanding that you are in agreement with these terms and conditions, unless you notify us otherwise.