Terms and Conditions

The following Terms and Conditions relate to the relationship between Community Heritage and Archaeology Consultancy and its clients and gives in writing our terms of business.

 

Responsibility for Work

1. Christopher Atkinson will have ultimate responsibility for the conduct of this project and where possible, will discuss any changes with the client in advance.

 

Fees

2. Charges are normally calculated by reference to the time spent in dealing with matters on the client’s behalf. This includes the time spent in meetings, on telephone calls, dealing with the clients papers, drafting reports/documents/correspondence, notes of meetings and travelling time. Hourly rates are reviewed in April each year and clients will be informed of any relevant changes. Fee estimates can be provided in most cases. Community Heritage and Archaeology Consultancy seeks to ensure that costs are kept to a reasonable minimum consistent with doing a thorough job. The extent of work required is, however, often difficult to predict at the outset because much depends on the responses of, for example the planning authority. Furthermore, although time is a major component of the charges, there are several other factors, which are take into account in calculating the fees, including the urgency and complexity of the matter, the values involved and any special skills required. It is usually difficult to estimate at the beginning of a matter what the total fees will be, but we can agree, for example to set a limit beyond which we must obtain the clients authority to continue. Furthermore, if at any time the client requires an indication of our fees to date or what we currently expect them to be overall this can be provided.

 

Disbursements

3. Disbursements include expenses actually incurred, which are passed on at cost, together with a standard administrative charge for photocopying, printing, binding, facsimile, telephone, couriers etc as appropriate. Travel costs are at cost and car mileage is charged at 50p per mile. These costs will be charged to the client and we may ask for funds in advance to pay those disbursements as and when they are incurred particularly when we instruct Counsel, experts or other professionals. VAT will be added to disbursements.

 

Payment Terms

4. Community Heritage and Archaeology Consultancy normally requests payment of fees and disbursements either at the conclusion of the project or by interim payments. Interim invoices spread the costs and can assist with monitoring costs. Community Heritage and Archaeology Consultancy also reserve the right to ask client’s to pay a sum in advance on account of our costs. If payment is not made Community Heritage and Archaeology Consultancy may decline to act further and in the event the full amount of work done to that date will be charged. Payment will be requested within 14 days of the date of the invoice. If any bill is not paid within 14 days we reserve the right to charge interest on any outstanding balance at 4% over the current base rate of our bankers, Halifax.

 

Copyright & Confidentiality

5. The property and any copyright or other intellectual property rights in any documents or any other material produced by Community Heritage and Archaeology Consultancy shall belong to Community Heritage and Archaeology Consultancy subject only to the client’s right to use the document’s or any other material for the purpose stated in the project brief, but this does not include the right to authorise any other person or organisation to use the document’s or any other material produced by Community Heritage and Archaeology Consultancy. Any documents or material or other information provided by the client which is so designated by the client will be kept confidential by Community Heritage and Archaeology Consultancy and Community Heritage and Archaeology Consultancy will only use or disclose it as may be required in the performance of the service. Any documents or other material or other information provided by Community Heritage and Archaeology Consultancy, which is so designated by Community Heritage and Archaeology Consultancy, shall be kept confidential by the Client. This clause shall not apply to any document or other materials, data or other information which are public knowledge at the time when they are so provided by the party and shall cease to apply if at any future time they become public knowledge through no fault of the other party. The client warrants that any documents or other material and its use by Community Heritage and Archaeology Consultancy for the purposes of providing the service will not infringe the copyright or other rights of any third party and the client shall indemnify Community Heritage and Archaeology Consultancy against any loss, damage, costs or expenses or other claims from any such infringement.

 

Complaints Procedure

6. Community Heritage and Archaeology Consultancy follows the regulations as laid down by the Chartered Institute For Archaeologists (CIfA). In cases of complaint or alleged malpractice CIfA provides a disciplinary procedure and where appropriate arbitration through the Institute of Arbitrators.

Complaint Handling Procedure

This note sets out the procedure we will follow in dealing with any client complaint:• Christopher Atkinson BA (hons) will deal with complaints. If you have a question or if you would like to make a complaint, don’t hesitate to contact him.• If you have initially made your complaint verbally – whether face-to-face or on the phone – please also make it in writing, addressed to Christopher Atkinson.• Once we have received your written complaint, Christopher Atkinson will contact you in writing within seven working days. At this stage we will give you our understanding of your case. We will also invite you to make any further comments that you may have in relation to this.• Within twenty one working days of receipt of your written summary, Christopher Atkinson will write to you, to inform you of the outcome of the internal investigation into your complaint and to let you know what actions we have been or will take.• If you are dissatisfied with any aspect of our handling of your complaint or the outcome of our internal investigation, feel free to contact The Institute For Archaeologists who will offer further advice.