PAYMENT TERMS

Standard Payment Terms & Conditions Document v1.0

WEBSITE TERMS

PRIVACY & COOKIES

GENERAL TERMS

WORKING TERMS

PAYMENT TERMS

HEALTH & SAFETY

Document: E
Effective Date: 1 January 2025
Version: 1.0

1. Introduction

Renovate Community Repair C.I.C (“RCR,” “we,” “us,” or “our”) establishes these Payment Terms & Conditions to ensure transparency and compliance with UK financial regulations. These Terms govern all payment obligations, disputes, and refunds for services provided under RCR agreements.

These Terms apply in conjunction with the CHC Membership Terms & Conditions and take precedence in relation to payment-related matters.

2. Definitions

“Invoice”: A detailed bill for services rendered, including labour, materials, and VAT.
“Security Deposit”: A refundable advance to secure bookings (covers materials/initial labour costs).
“Late Payment”: Failure to pay an invoice within the agreed timeframe.
“Dispute”: A formal objection to invoiced charges.
“Membership Invoice”: A recurring monthly charge for CHC Membership, issued in advance.
“Member Rate”: A discounted labour rate available to active CHC Members.

3. Payment Methods

3.1 Accepted Methods

Online: Credit/debit cards (Visa, Mastercard) via SagePay.
Bank Transfer: BACS to account Sort Code: 04-00-00 | Account: 12345678.
Cash: Limited to transactions under £1,000 (receipts issued).
For CHC Members, recurring card payments or Standing Orders are the preferred method to ensure uninterrupted coverage.

3.2 Membership Fees

CHC Basic: £15.99/month
CHC Standard: £31.99/month
CHC Premium: £65.99/month
Billing Cycle: Monthly, in advance.

All CHC Memberships are subject to a 12-month minimum term as outlined in the CHC Terms & Conditions. After this term, the membership continues on a rolling monthly basis unless cancelled or paused.

4. Invoicing

4.1 Service Invoices

Issued upon job completion.
Due Date: Payment due immediately unless agreed in writing (e.g., net-30 for council contracts).
Details Included: Labour hours, materials, VAT (20%), and deposit deductions.

If multiple invoices are outstanding, RCR reserves the right to allocate payments against the oldest outstanding balance or to priority invoices (e.g., membership dues).

4.2 Membership Invoices

Generated on the 1st of each month.
Late Fee: £5 if unpaid after 14 days.

If a Membership Invoice remains unpaid after 14 days, membership benefits may be paused until payment is received.

5. Security Deposits

5.1 Requirement

Jobs >£500: 20% deposit required at booking.
Non-Members: Full upfront payment for emergency call-outs.

For CHC Members, security deposits may be waived or reduced based on tier, service type, or prior account history.

5.2 Refund Process

Timing: Refunded within 14 days post-job completion.
Deductions: Costs for damages, unpaid balances, or no-show fees.

Refunds will only be issued via the original payment method, unless otherwise agreed.

6. Late Payments & Penalties

6.1 Interest Charges

Statutory Rate: 8% + Bank of England base rate (currently 5.25%) under the Late Payment Act 1998.
Example: £1,000 invoice overdue by 30 days = £13.25 interest.

RCR also reserves the right to apply a fixed debt recovery fee in line with Section 5A of the Late Payment of Commercial Debts (Interest) Act 1998.

6.2 Debt Recovery

County Court Judgments (CCJs): Pursued for unpaid debts >£150 after 60 days.
Costs: Debt recovery fees added to outstanding balances.

RCR reserves the right to suspend ongoing or future services until outstanding balances are settled.

7. Refunds

7.1 Service Cancellations

By Client: Pro-rata refunds minus £25 admin fee (if cancelled within 3 months).
By RCR: Full refund if unable to deliver services (e.g., unsafe conditions).

If a cancellation results in unused materials already purchased, the cost of those materials may be deducted from the refund.

7.2 Membership Cancellations

Unused months refunded within 14 days (excludes admin fees).
No pro-rata refunds are issued for unused days within a monthly billing cycle unless required by law or otherwise agreed.
Early cancellation during the 12-month CHC commitment period may incur admin fees, remaining membership balance, late payment fees and Debt recovery fees, as outlined in the CHC Terms & Conditions.

8. Dispute Resolution

8.1 Raising a Dispute

You must notify us in writing of any dispute within 7 calendar days of receiving an invoice.
Your dispute notice should include the invoice reference number, a clear explanation of the issue, and any supporting documentation (e.g. photos, communications, agreements).
Deadline: 7 days from invoice receipt.
Process: Email disputeresolution@renovatecommunityrepair.co.uk with evidence (e.g., photos, contracts).

8.2 Voluntary Mediation

If a dispute cannot be resolved through direct communication, both parties agree to consider voluntary mediation before pursuing legal action.
Mediation would be carried out by an independent, neutral mediator, preferably located within the Liverpool City Region.
RCR is willing to engage in such local mediation services where it is appropriate, fair, and cost-effective to do so.
Mediation is entirely optional and must be mutually agreed. Neither party is obligated to proceed if an acceptable provider or process cannot be agreed upon.

8.3 Mediation Timelines & Outcomes

Either party may propose mediation within 14 calendar days of a dispute being raised.
If accepted, both parties agree to participate in good faith.
If mediation does not result in resolution within 30 calendar days of being initiated (or another agreed timeline), either party may proceed to formal legal action.

8.4 Costs

Each party shall bear their own costs of mediation unless otherwise agreed.
RCR reserves the right to recover any unpaid fees, interest, and reasonable legal or administrative costs in accordance with Section 6 (Late Payments) and Section 10 (Governing Law), should mediation fail or not be pursued.

9. Amendments

RCR reserves the right to update these Terms. Changes take effect 30 days after posting on our website.

Continued use of our services after the changes come into effect will constitute acceptance of the revised Payment Terms.

10. Governing Law

These Terms are governed by and shall be interpreted in accordance with the laws of England and Wales.
Any disputes arising from or relating to these Terms will be subject to the exclusive jurisdiction of the courts of England and Wales.
Where appropriate, legal proceedings shall be brought in a court located within the Liverpool City Region.

11. Contact Us

For payment inquiries:

Finance Team: finance@renovatecommunityrepair.co.uk
Phone: 07707812997 OR 07707812999
Hours: Monday to Friday 9am to 5pm