1. Application of these Terms
These Terms of Service ("Terms") govern all services provided by Oxford Environmental Consultants Limited. Together with any written proposal, scope of works or order confirmation issued by us, they form the contract between the Client and OEC. No variation shall be effective unless agreed in writing and signed by an OEC director.
2. Quotations and contract formation
Our quotations are valid for 30 days from the date of issue unless otherwise stated. A contract is formed when the Client accepts a written quotation, issues a written purchase order referring to our quotation, or instructs us to proceed in writing or by email. These Terms override any of the Client's own purchase-order terms to the extent of any inconsistency.
3. Scope of services
The scope of our services is as described in our written proposal or quotation. Work falling outside that scope — including unforeseen intrusive inspection, additional sampling, or further site visits — will be treated as a Variation and charged at our prevailing rates, subject to prior written approval.
4. Access, information and Client duties
The Client undertakes to: grant full and safe access to the premises; provide all relevant existing documentation (including asbestos registers, fire strategies, O&M manuals and previous reports); ensure that a responsible representative is available on site; and notify us in writing of any known hazards. Where access, information or on-site co-operation is not provided, our fees remain payable and timescales may be extended.
5. Fees and payment
Fees are as stated in our written quotation and are exclusive of VAT. Unless otherwise agreed, we invoice on the earlier of milestone completion or monthly in arrears. Payment is due within 30 days of invoice date.
Late payment charges. Where an invoice remains unpaid after the due date, the Client agrees that the following charges will apply, in addition to and without prejudice to any other rights and remedies available to Oxford Environmental Consultants Limited:
- A late-payment administration fee of £100.00 per overdue invoice, payable from the day after the invoice due date.
- Interest at 8% per annum above the Bank of England Base Rate applicable on the date the invoice was issued, calculated daily on the outstanding sum from the due date until payment is received in full, both before and after any judgment.
- All reasonable costs of recovery — including but not limited to fixed sums recoverable under the Late Payment of Commercial Debts Regulations 2013, debt-collection agency fees, solicitors' fees, court fees and any other charges associated with the recovery of the debt.
These charges are levied under the Late Payment of Commercial Debts (Interest) Act 1998 (as amended by the Late Payment of Commercial Debts Regulations 2013), and are intended as a substantial remedy for late payment in accordance with section 8 of that Act. OEC also reserves the right to suspend or terminate services where payment is not received.
6. Cancellation and postponement
Where the Client cancels or postpones a site visit within 48 working hours of the scheduled start, we reserve the right to charge a cancellation fee of up to 100% of the agreed fee for that visit. Cancellations with greater notice are not charged.
7. Intellectual property
All intellectual property in our reports, drawings, specifications and deliverables remains with OEC. Once fees for the relevant deliverable have been paid in full, we grant the Client a non-exclusive, non-transferable licence to use that deliverable for the purpose for which it was commissioned. Reports may not be used for marketing or published to third parties without our prior written consent.
8. Confidentiality
Each party shall keep confidential all non-public information received from the other. This obligation survives termination of the contract.
9. Reliance by third parties
Our reports are prepared solely for the named Client and for the purposes stated in the report. No other party may rely on any report without our prior written consent and, where appropriate, the grant of a collateral warranty or reliance letter on agreed terms.
10. Warranties
We warrant that our services will be performed with the reasonable skill and care expected of a competent professional consultancy. To the extent permitted by law, all other warranties (express or implied) are excluded.
11. Limitation of liability
Nothing in these Terms excludes or limits liability for death or personal injury caused by negligence, for fraud or fraudulent misrepresentation, or for any other liability that cannot lawfully be excluded. Subject to the foregoing, our total aggregate liability under or in connection with each contract is limited to the greater of (a) the fees paid by the Client for the services giving rise to the claim, or (b) £2,000,000 — whichever is lower. We are not liable for indirect, consequential or purely economic loss (including loss of profit, loss of use or loss of contract).
We maintain Professional Indemnity, Public Liability and Employers' Liability insurance to industry-standard limits; certificates are available on request.
12. Subcontracting
We may subcontract all or part of our services to competent sub-contractors, remaining fully responsible to the Client for their performance.
13. Force majeure
Neither party shall be liable for delay or failure to perform caused by events outside reasonable control, including acts of God, war, civil unrest, government action, pandemic, industrial action, or failure of utility services.
14. Termination
Either party may terminate a contract on 30 days' written notice, or immediately in the event of material breach not remedied within 14 days of written notice. On termination, fees for services properly rendered up to the date of termination remain payable.
15. Governing law and jurisdiction
These Terms are governed by the laws of England & Wales. The parties submit to the exclusive jurisdiction of the courts of England & Wales. Disputes may, by agreement, be referred to mediation under the CEDR Model Mediation Procedure before litigation.
16. Third party rights
No term of this contract is enforceable under the Contracts (Rights of Third Parties) Act 1999 by any person other than the parties themselves.
Version: Reviewed February 2026. Next review February 2027.
This policy is maintained by Oxford Environmental Consultants Limited and forms part of our Integrated Management System certified by Citation / Atlas.