Terms of Service

Harbourline Regional Services Ltd

These Terms of Service (“Terms”) govern access to and use of the services provided by Harbourline Regional Services Ltd, a regional business operating from Harbourline Regional Services, 24 Queen Street, Cardiff, CF10 2AG, UK (“we”, “us”, “our”). By engaging our services, requesting a quotation, placing an order, or otherwise using our services, you (“Client”, “you”, “your”) agree to be bound by these Terms.

1. Introduction and Acceptance of Terms

These Terms form a legally binding agreement between you and Harbourline Regional Services Ltd. If you do not agree to these Terms, you must not use our services.

By confirming a booking, signing a service order, accepting a quotation, or instructing us to proceed, you acknowledge that you have read, understood, and accepted these Terms.

2. Scope of Services

Harbourline Regional Services Ltd provides regional support services, which may include, without limitation:

• Regional facilities support;
• Commercial cleaning coordination;
• Local site maintenance management;
• Business courier and delivery support;
• Office supplies sourcing and distribution;
• Event support for regional venues; and
• Client account and contract coordination.

Specific deliverables, service levels, schedules, and pricing will be set out in a quotation, order confirmation, statement of work, or similar service document. If there is any conflict between such document and these Terms, the service document will prevail to the extent of that conflict.

We may use third-party suppliers, subcontractors, couriers, venues, and specialist providers to perform part or all of the services. Unless expressly stated otherwise in writing, we remain responsible only for the services we directly undertake and not for the independent acts or omissions of third parties.

3. User Obligations and Responsibilities

You agree to:

• Provide accurate, complete, and timely information necessary for us to perform the services;
• Ensure that all access, permits, authorisations, and consents required for us to perform the services are obtained in advance;
• Provide safe and reasonable access to relevant premises, equipment, and personnel;
• Cooperate with us and respond promptly to reasonable requests for instructions or approvals;
• Ensure that your premises, materials, and instructions comply with applicable laws and do not create unsafe or unlawful working conditions;
• Notify us promptly of any changes that may affect the services, including site access restrictions, scheduling changes, or special handling requirements;
• Inspect any goods, deliveries, or service outputs promptly upon receipt and notify us of any issues within a reasonable time; and
• Use the services only for lawful purposes.

You must not:

• Misrepresent your identity, authority, or the nature of any request;
• Request us to handle prohibited, dangerous, unlawful, or hazardous items unless we have expressly agreed in writing and such handling is lawful;
• Interfere with our personnel, subcontractors, or service operations;
• Use our name, logos, reports, or materials without our prior written consent, except where required for the agreed services.

You are responsible for any loss, delay, damage, or additional cost caused by incomplete instructions, inaccurate information, lack of access, or your breach of these Terms.

4. Payment Terms and Conditions

Fees for services will be as set out in the relevant quotation, order confirmation, invoice, or service agreement. Unless otherwise agreed in writing:

• All fees are payable in pounds sterling (GBP);
• Invoices are due within the period stated on the invoice, or if no period is stated, within 14 days of the invoice date;
• We may require advance payment, a deposit, or staged payments for certain services;
• Fees are exclusive of VAT and any other applicable taxes unless expressly stated otherwise;
• You are responsible for any bank charges, international transfer fees, or payment processing charges applied by your financial institution or payment provider.

If payment is not received when due, we may, without prejudice to any other rights:

• Suspend or delay performance of services;
• Charge interest on overdue sums at the maximum rate permitted by applicable law, accruing daily until paid in full;
• Recover reasonable debt recovery costs and collection expenses;
• Require advance payment for future services.

Where services involve purchasing goods, supplies, or third-party services on your behalf, you remain liable for the underlying costs and any associated charges, unless otherwise agreed in writing.

5. Cancellation and Refund Policy

Cancellation requests must be made in writing to our contact details set out below. Cancellation terms may vary depending on the type of service, supplier commitments, and notice given.

• For scheduled services, you may be charged for work already performed, resources allocated, non-refundable supplier costs, and reasonable cancellation charges;
• If cancellation occurs after we have incurred third-party costs or reserved staff, vehicles, equipment, or venue support, those costs may be non-refundable;
• Where a deposit has been paid, it may be retained to cover administration, reserved capacity, and incurred costs, unless otherwise required by law or expressly agreed in writing.

Refunds, if applicable, will be processed only for amounts not already earned, incurred, or committed. Unless expressly stated otherwise in writing, completed services are non-refundable.

If you believe a service has not been delivered in accordance with the agreed scope, you must notify us in writing as soon as reasonably possible and provide sufficient detail to allow us to investigate and, where appropriate, remedy the issue.

6. Liability Limitations

Nothing in these Terms excludes or limits liability that cannot be excluded or limited under applicable law, including liability for death or personal injury caused by negligence, fraud, or fraudulent misrepresentation.

Subject to the foregoing, Harbourline Regional Services Ltd shall not be liable for:

• Any indirect, incidental, special, consequential, or punitive losses;
• Loss of profit, loss of business, loss of revenue, loss of goodwill, or loss of anticipated savings;
• Any delay, failure, or loss caused by inaccurate information, third-party acts or omissions, site conditions, force majeure, or your breach of these Terms;
• Damage to property or goods to the extent caused by pre-existing defects, inadequate packaging, improper handling instructions, or circumstances outside our reasonable control.

To the fullest extent permitted by law, our total aggregate liability arising out of or in connection with the services and these Terms shall be limited to the amount paid or payable by you for the specific service giving rise to the claim, or such other amount as may be required by applicable law.

You are responsible for maintaining appropriate insurance for your property, goods, operations, and business risks unless we expressly agree in writing to provide specific cover.

7. Intellectual Property Rights

Unless otherwise agreed in writing, all intellectual property rights in our templates, methodologies, operational documents, reports, systems, workflows, training materials, and other proprietary materials remain the property of Harbourline Regional Services Ltd or our licensors.

Upon full payment of all amounts due, you are granted a limited, non-exclusive, non-transferable licence to use deliverables created specifically for you solely for your internal business purposes, unless otherwise agreed in writing.

You must not copy, modify, distribute, reverse engineer, resell, or exploit our proprietary materials except with our prior written consent. Any intellectual property belonging to you remains your property, and you grant us a licence to use such materials as necessary to provide the services.

8. Data Protection and Privacy

We will process personal data in accordance with applicable data protection and privacy laws. We will use personal data only to the extent necessary to provide and administer the services, manage our relationship with you, comply with legal obligations, and protect our legitimate business interests.

Depending on the nature of the services, we may process contact details, site access information, delivery details, account information, and other operational data supplied by you or your representatives.

You confirm that you have the authority to provide any personal data shared with us and, where required, that you have provided any necessary notices or obtained any required consents.

We may share data with trusted third parties, including couriers, venue operators, cleaning providers, maintenance contractors, technology providers, accountants, legal advisers, and payment processors, where necessary for service delivery, administration, or compliance.

We will take reasonable technical and organisational measures to protect personal data, but we do not guarantee that data transmission over the internet or other networks will be entirely secure.

9. Force Majeure

We shall not be liable for any failure or delay in performing our obligations where such failure or delay is caused by events beyond our reasonable control, including but not limited to:

• Severe weather, flood, fire, or natural disaster;
• Industrial action or labour disputes;
• Transport disruption, road closures, or fuel shortages;
• Public health emergencies or government restrictions;
• Cyber incidents, telecommunications failures, power outages, or utility disruption;
• Acts of third parties, civil unrest, war, terrorism, or other emergencies.

If a force majeure event occurs, we may suspend performance, extend timelines, substitute equivalent services where reasonable, or terminate affected services if the event continues for a prolonged period.

10. Changes to Terms

We may update or revise these Terms from time to time. Any updated Terms will take effect upon publication on our website or upon notice to you, unless a later effective date is stated.

If you continue to use our services after changes become effective, you will be deemed to have accepted the revised Terms. For ongoing engagements, we will use reasonable efforts to notify you of material changes in advance.

11. Applicable Law and Jurisdiction

These Terms and any non-contractual obligations arising out of or in connection with them shall be governed by and construed in accordance with the laws of England and Wales.

Subject to any mandatory legal rights available to consumers or other protected parties, the courts of England and Wales shall have exclusive jurisdiction to settle any dispute arising out of or in connection with these Terms or the services.

12. Contact Information

If you have any questions, complaints, or cancellation requests regarding these Terms or our services, please contact Harbourline Regional Services Ltd using the details below:

• Address: Harbourline Regional Services, 24 Queen Street, Cardiff, CF10 2AG, UK
• Email: [email protected]
• Phone: +44 29 2046 7831

13. Severability Clause

If any provision of these Terms is found by a court or competent authority to be invalid, unlawful, or unenforceable, that provision shall be deemed modified to the minimum extent necessary to make it valid, lawful, and enforceable. If modification is not possible, the relevant provision shall be deemed severed, and the remaining provisions shall continue in full force and effect.

No failure or delay by us in exercising any right or remedy under these Terms shall operate as a waiver of that right or remedy.