Introduction
These terms and conditions apply across all services we provide and media we operate (for example, our website and social media accounts). For this notice, we call them our “services”. We use “Helen Pettifer”, “we”, “us” and “our” throughout these terms to reference our business, Helen Pettifer Training Ltd, and our services.
These terms will be reviewed annually, or when needed if within the annual period, and any necessary changes will be made. Where a change has occurred, an email notification with the latest version will be sent to clients.
Please read these Terms and Conditions in full and keep a copy for your records.
1.1 All materials provided by Helen Pettifer including graphics, text products, design, video, and audio are owned by Helen Pettifer.
1.2 The design and use of training materials are included in the training course fee. If the client requires further copies of the training material, these can be supplied at an additional cost.
1.3 Helen Pettifer will remain the first owner of the copyright and exclusively own all client-branded materials until all outstanding invoices relating to the project have been paid in full.
1.4 No content, in whole or in part may be sold, copied, reproduced, uploaded, posted, displayed, linked to, or used in any way other than with the prior written permission of Helen Pettifer.
1.5 Any such use is strictly prohibited and will constitute an infringement of these terms and conditions and other intellectual property rights of Helen Pettifer.
2.1 Consultancy work and projects will be completed based on the information, brief, and timescales provided by the client.
2.2 Any changes to the information, brief and timescales must be given in writing by the client at the earliest opportunity and any changes to the fees and scope of work will be discussed with the client.
2.3 Helen Pettifer will provide a cost, either as a consultancy hour/day rate, or a combined project fee based on the details provided by the client.
2.4 Clients will be invited to read, review, and amend any of the project details. Any amendments must be received before 5 working days of the commencement of services.
2.5 A Letter of Engagement will be sent to the client for approval. Projects and consultancy work will not commence until a signed copy has been received.
2.6 All consultancy packages purchased with us are valid for 6 months from the date of purchase. Unless by prior arrangement with us, any hours/days not used within the 6 months will expire.
3.1 Training courses will be designed based on the information, brief, and timescales provided by the client.
3.2 The client is invited to review the course content and make amendments to the content up to 2 weeks before the training course is delivered.
3.3 Training courses will take place at a mutually agreed location. This can be at the client’s premises, an agreed third-party venue or via an online platform such as Zoom or Teams.
3.4 If the course is delivered at a third-party venue, the cost of using this venue will be discussed and charged to the client for the exclusive use of the training course.
3.5 Helen Pettifer will provide a cost based on the needs and details provided by the client.
3.6 A Letter of Engagement and invoice will be sent to the client for approval and signature. Training courses will not commence until a signed copy of the Letter of Engagement and the invoice payment has been received.
3.7 Upon acceptance of our proposal, the client will be required to confirm the list of delegates attending the training course, together with the delegate’s email addresses. Delegate’s email addresses will only be used to communicate course information. We also require information on any reasonable adjustments we need to make relating to the delegates’ learning styles. We require this information no later than 14 working days before the training course takes place.
3.8 All delegates attending virtual training courses are required to individually join and activate their webcam.
3.9 We will accept any changes to the delegate attendance list in writing up to 3 working days before the training course takes place. Any changes received from the client after that time will incur an administration fee of £10 + VAT per delegate.
4.1 The work Helen Pettifer provides is tailored to the needs of the client’s business and the fees reflect this and are charged accordingly. These will be set out in the Letter of Engagement.
4.2 For consultancy work, fees will be invoiced alongside the Letter of Engagement or upon project completion, depending on the scope of the work proposed. Any invoices raised with the Letter of Engagement must be paid in full before any consultancy services take place.
4.3 For training courses, fees will be invoiced in two parts:
If the course date falls within 1 month of the agreement to proceed, the full course fee will be invoiced with the Letter of Engagement.
4.4 If the scope of work is amended in any way, Helen Pettifer will bring any changes to the client’s attention and advise of any changes to fees.
4.5 Prompt payment is appreciated, and full payment is expected within 30 days of the invoice date unless previously agreed with the client.
5.1 Invoices will be raised via the accounting software Xero, and payment can be made online and via BACS.
5.2 Should you want more information about Xero accountancy software, visit https://www.xero.com/uk/about/legal/privacy/
5.3 Helen Pettifer reserves the right to refuse or stop services until payment has been made in full.
6.1 In the event of any overdue invoices, all services will be put on hold until the payment has been received in full.
6.2 Invoices that are overdue by 30 days will incur a £30 + VAT credit control administration fee.
6.3 Invoices that are overdue by 45 days will be passed to a third-party civil enforcement agency.
7.1 Where a customer has requested to reschedule services for which they have received confirmation of booking, Helen Pettifer will accommodate as near to the newly requested dates as possible.
7.2 All requests should be submitted in writing at the earliest opportunity and offer suitable dates for rescheduling.
7.3 All expenses and payment terms will be provided in the proposal and/or in written communication and discussed and agreed with the client. Any expenses incurred (such as accommodation, travel etc) due to the rescheduling will be discussed with the client for reimbursement if required.
7.4 Rescheduling charges for services
|
Period before the service start date that rescheduling is made |
Charge to customer |
|
15 days or more |
No charge |
|
8 – 14 days |
25% of total cost |
|
2 – 7 days |
50% of total cost |
|
Within 48 hours |
100% of total cost |
8.1 There may be occasions when services are cancelled, either by us or the client. In the circumstance that services are cancelled by the client, the below cancellation fees apply (8.4 and 8.5). If we cancel services, we will aim to reschedule. If this is not a viable option a full refund will be made to the client.
8.2 All expenses and payment terms will be provided in the proposal and/or in written communication and discussed and agreed with the client. Any expenses incurred (such as accommodation, travel etc) due to cancellation will be discussed with the client for reimbursement if required.
8.3 Where services have been agreed upon and subsequently cancelled by the client, the client will be liable for the below charges. All postponements and cancellations must be in writing at the earliest opportunity and offer timescales for rescheduling.
8.4 Cancellation charges for consultancy work
|
Time period before services start date that cancellation is made |
Charge to customer |
|
Up to 1 week before commencement of the project |
No charge |
|
Within 1 week of commencing the project |
25% of total cost |
|
Once the project has started |
50% of total cost |
8.5 Cancellation charges for training courses
|
Time period before services start date that cancellation is made |
Charge to customer |
|
15 days or more |
No charge |
|
8 – 14 days |
25% of total cost |
|
2 – 7 days |
50% of total cost |
|
Within 48 hours |
100% of total cost |
9.1 If a client decides to exercise their rights to cancel their booking and they have made the payment, Helen Pettifer will refund fees paid following the above cancellation policy.
9.2 Refund payments will only be made to the same card or account from which payment was received.
10.1 Helen Pettifer invites all clients to grant us permission to use their logo and any photographs taken on their premises for case studies, testimonials, and promotional materials. This includes usage on our website, in printed marketing collateral, and on social media platforms.
10.2 This permission allows Helen Pettifer to showcase our clients as valued partners and to highlight the successful collaboration between both parties. Helen Pettifer confirms that any logos and images will be used solely for the aforementioned purposes and will not be altered, reproduced, or distributed in any manner beyond the scope outlined in this agreement.
10.3 All delegates will be provided with an opportunity to grant permission to appear in photographs. No images will be used if permission by the delegates has not been given.
10.3 The client will have the legal authority to grant this permission and hold all necessary rights to the logo and images. The client can revoke this permission at any time and must do so by providing written notice to us.
11.1 Helen Pettifer adheres to a strict Privacy Policy which can be found on our website (www.helenpettifer.com/privacy-policy.html)
11.2 The Privacy Policy details how Helen Pettifer collects, stores, and uses personal data in line with the General Data Protection Regulation (GDPR).
12.1 Helen Pettifer aims to ensure that services provided are accessible to all. If a client or their delegates have any specific needs, they are invited to advise Helen Pettifer at their earliest convenience and contact will be made to discuss these requirements.
12.2 It is the responsibility of clients to inform Helen Pettifer about any specific needs or requirements they may have as near to the time of booking as possible.
13.1 Helen Pettifer commits to ensuring that the services, products, and activities are of value and worth to everyone regardless of race, culture, sexuality, language, gender, age, experience, religion, background, ability, or disability.
13.2 Helen Pettifer aims to promote an environment that is free from all forms of unlawful or unfair discrimination and values the diversity of all people.
13.3 At the heart of the equal opportunities policy statement, Helen Pettifer seeks to treat people fairly with dignity and respect. A copy of this is available upon request.
14.1 Under no circumstances will Helen Pettifer, or any of the group companies, employees, officers or agents, or any other organisation involved in creating, producing, maintaining, or distributing the services be liable for any loss of:
14.2 Helen Pettifer will endeavour to be clear about what services can be provided and manage expectations. Clients are required to check that their criteria can be met before reserving Helen Pettifer for any services. Helen Pettifer does not accept liability for being unfit for purpose once services to be provided have been agreed.
15.1 Helen Pettifer acknowledges that in the course of the services provided, we will have access to client information in whatever form (including and without limitation: written, oral, visual, and/or electronic) relating to the business, customers, clients, suppliers, products, affairs, and finances. This can also include confidential information to the client and trade secrets including, without limitation, technical data and know-how relating to the business of the client or their customers, agents, distributors, shareholders, management, or business contacts, whether or not such information (if in anything other than oral form) is marked confidential (“Confidential Information”).
15.2 Helen Pettifer will not distribute or disclose any confidential, sensitive, or personal information without the client’s prior written consent except where:
15.3 Helen Pettifer will afford the client’s confidential information the same level of security with which we treat our own information.
16.1 The relationship of Helen Pettifer to the client will be that of an independent contractor and nothing in these terms shall render us as an employee, worker, agent, or partner of the client.
17.1 Either party may terminate these terms by providing 30 days written notice of termination to the other party, by email or at their registered office address, principal place of business or such other address as notified from time to time.
18.1 Nothing in these terms is intended to confer any benefit on any third party or any right under the Contracts (Rights of Third Parties) Act 1999 to enforce any term.
19.1 These terms constitute the entire agreement between the parties and supersede any previous communications. These terms and any dispute or claim arising out of or in connection with them shall be governed and construed in accordance with the laws of England and Wales. The courts of England and Wales shall have non-exclusive jurisdiction to settle any dispute or claim arising out of or in connection with these terms.
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