Terms and Conditions &

Privacy Notice

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Terms and Conditions For The Hire and Purchase Of Equipment

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General:

The terms and conditions set out below shall be the basis of all Contracts of Hire with Events Tracking Ltd  which shall be concluded by a Rental Agreement form by any person, persons or body corporate and the handing over of goods by Events Tracking Ltd  on the basis of such Rental Agreement.

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Definition:

In these terms and conditions Events Tracking Ltd  means Events Tracking Ltd  limited whose principal place of business is 10 Newdale Halt, Telford, TF3 5GF. The customer or client shall mean any person, persons or body corporate entering into a purchase or rental agreement with Events Tracking Ltd  for the purchase or hire of goods and equipment. “Goods and equipment” referred to in “The terms and conditions” refer to those set out below and shall be the sole conditions of any contract with Events Tracking Ltd  subject to any addition or amendment which shall be in writing and ratified by a Director of Events Tracking Ltd .

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Hired Trackers

The Period of Hire:

1. The period of hire shall commence with the client taking possession of the equipment (whether or not such receipt shall have been from Events Tracking Ltd or courier service ) and shall terminate when equipment is returned.

2. Where equipment is delivered or collected by client, client’s servant or agents such delivery or collection is at the client’s risk and expense and the client shall be liable for physical loss and damage and delay to the equipment from the time the equipment leaves Events Tracking Ltd ’s premises until it is returned to Events Tracking Ltd ’s premises whether or not the equipment is being delivered or collected by Events Tracking Ltd  or is in the custody of Events Tracking Ltd , it’s directors, servants or agents.

3. Where collection is provisioned, the client must collect the equipment between 14:00hrs and end of business on the agreed on hire date and return the equipment by 11:00hrs on the agreed off hire date.

4. Where carriage is arranged by the client for return of goods, the goods will be dispatched no later than 24 hours after the event ends unless otherwise agreed

5. Good returned later than 7 days after end of hire date will incur late return fees, charged at the full weekly rate as advertised here. https://www.expedition-tracking.com/prices .  Also see Debt Recovery process

6. The client will satisfy themselves on taking possession of all equipment that it is in good working order and in undamaged condition. The client’s signature on the rental agreement will be taken as conclusive evidence that such agreement has been satisfied. Any matters relating to the sub-standard condition or working of the equipment must be referred to Events Tracking Ltd and (if the rental is to proceed) a note endorsed on the Rental Agreement to be countersigned by Events Tracking Ltd.

7. All equipment on hire remains the absolute property of Events Tracking Ltd.

8. The client shall have no authority to transfer or otherwise part with possession of the equipment during the period of hire unless the express written consent of Events Tracking Ltd is first obtained.

9.In the event that the client intends to take equipment on hazardous assignment then consent must first be obtained from Events Tracking Ltd who may at their sole discretion vary the terms of the rental. It is the client responsibility to check if the equipment can legally be used in a country outside the UK. Some countries do not allow Satellite tracking devices to be used.

Damage or Loss to Equipment Hired:

1. It shall be the absolute responsibility of the client to ensure the safe keeping of equipment and the client will indemnify Events Tracking Ltd in respect of any loss or damage howsoever caused whilst in the client’s possession.

2. All damage or loss will be notified to Events Tracking Ltd immediately (or as soon as practicable) following which the goods must be returned to Events Tracking Ltd for repair or replacement should repair be uneconomic. The client may carry out repairs to the damaged equipment with the express consent of Events Tracking Ltd and shall otherwise make no attempt to examine, diagnose, repair or remove the outer casing of the equipment hired.

3. The client shall be liable to pay the full cost of repair and / or replacement of any equipment lost or damaged beyond repair with reference to new equipment of the same or nearest available specification

4. The client will be responsible for the remaining yearly subscription cost of the device data-subscription, plus any associated cancellation fees levied by the network and or manufacturer. These fees vary from £150 to typically £650.00 per year, depending on the device type.

5.  In the event of loss or damage to equipment the period of hire will without further reference to the client extend until such time as full reimbursement for the cost of replacement of the lost or damaged equipment has been made whether or not such period extends beyond that of the original rental agreement.

Liability:

1.  Events Tracking Ltd shall not be liable under any circumstances whatsoever for losses incurred by the client due to faulty or non-functioning equipment during the period of hire. Events Tracking Ltd will however take all steps to ensure that faulty equipment is replaced as soon as possible with either the same or similar equipment.

2. The client will indemnify Events Tracking Ltd at all times fully against any liabilities, demands, actions, claims or proceedings arising from or in connection with the equipment hired.

3. In the event that the client shall create, use with or in conjunction to any equipment hired any unique or original material or matter Events Tracking Ltd shall have no liability whatsoever in respect of the loss, damage or imperfection of any such material and the client will fully indemnify Events Tracking Ltd in respect of any such claims by a third party.

4. Events Tracking Ltd are not responsible for the costs of any search and rescue operations, in the event that a client deliberately or accidentally engages the SOS capability of one of our devices. The costs of rescue are wholly a client responsibility.

Rental Fees:

1. During the Rental agreement the client will pay the rental fee as specified in the Prices page of the website. In the event of the Rental Agreement specifying a 1-3 days, weekly, 2-weekly or monthly rate then such rate will be charged to the end of the day on which the equipment is returned.

2. If cancelled with less than 30 days before the start of the hire, Events Tracking Ltd reserve the right to charge a cancellation fee not exceeding the full rental charge under the Rental Agreement.

3. All fees under the Rental Agreement will be discharged at the time of the client returning the equipment or with the specific consent of Events Tracking Ltd up to thirty days after the date of any invoice subsequently issued.

4. Events Tracking Ltd reserve the right to charge at the weekly rate for any late returned equipment.

5. Events Tracking Ltd reserve the right to determine the contract and recover any equipment hired in the event of bankruptcy, insolvency or liquidation of the client.

6. Where the client is a body of corporate registered in the United Kingdom Events Tracking Ltd may in their sole discretion require a surety to the Rental Agreement. The surety hereby agrees to indemnify Events Tracking Ltd in respect of all sums due under the Contract of Hire in the event of partial or total default by the Client Company.

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7. If a tracker reservation is cancelled before 30 days of the user selected start date, no charge will be made

8. If a tracker reservation is cancelled within 30 days of the user selected start date, you will have to contact us to change to cancel the reservation

9. If a tracker reservation is cancelled with less than 7 days before the user selected start date, we reserve the right to invoice for the full hire fee.

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Purchased Trackers

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1. Trackers purchased have a 12-month warranty from date of receipt by an individual or organisation. 

3. A customer can cancel their contract at any time. A final usage invoice would be issued at the end of the applicable month.

3. Once activated, each tracker usage is invoiced in arrears at the end of the month, at the applicable rates for activated or hibernated trackers (See prices page)

4. A reminder invoice is sent automatically after 30-days. A final reminder is sent after 90-days

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Payment:

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1. Payment for hire goods ordered can be made in advance but only if hired by our public-facing website at www.tracktrail.co.uk  Orders placed via this site will receive an emailed receipt. No additional invoice or paperwork can be supplied for those orders. We recommend schools and business place all orders under account, at expedition-tracking.com where a customer may have been granted a website login for purchase order, implying a credit account. In the absence of any specific credit period the invoice shall be construed to express a maximum period of thirty days. Events Tracking invoice in arrears for all services.

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2. Events Tracking Ltd reserve the right to add to any overdue balance at the due date an additional sum calculated by reference to 5% per annum above clearing bank base rate for the time being on any outstanding balance accruing on a daily basis.

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3. Where an order made by customers is accepted by Events Tracking Ltd and a deposit may be requested by us and paid over by the customer when such a sum is agreed between the parties. Events Tracking Ltd reserve the right to retain the full amount of the deposit to set against any costs they incur in fulfilling the customer’s order.

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4. As part of our commitment to transparency and compliance, we adhere to the UK Supply of Goods Act 1982. When you place an order from Events Tracking Ltd or any of our websites, you agree to be bound by the following terms of payment:

1. Goods Supply and Invoicing:

   • We supply goods and expect payment in accordance with UK Law.

   • Our invoices include clear terms of payment.

   • Payment can only be made via BACS. Cash or Cheques are not accepted.

2. Internal Governance Processes:

   • While we facilitate seamless transactions, Events Tracking Ltd will not complete bespoke internal forms or engage in internal governance processes specific to your company.

   • These internal procedures fall outside the scope of the 1982 Act of Parliament. We are not legally obliged to complete these. 

3. Letterhead Document:

   • To expedite your internal checks, we encourage you to use our company Letterhead document.

   • It contains all relevant company and bank details for verification.

4. Crosschecking Bank Details:

   • Customers are welcome to call us directly to verify bank details—an additional layer of security.

5. Invoices for purchased trackers and their usage are always issued in arrears

Debt Recovery Process

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​Events Tracking Ltd operate a debt recovery process aligned with the FSB procedures.  We will use the small claims court to seek costs in most instances, and seek a court order for non-payment. We also use court-appointed bailiffs.

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Non-payment of invoices

For invoiced customers, if an account balance remains oustanding for 90 days the account enters debt recovery and will be disabled until such time as the account balance is cleared via payment from the individual or organisation. If debt recovery has been initiated, we reserve the right to terminate any account permanently.

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Late Return Fees

​All hire stock received back later than 7 days after the  end of hire period will automatically incur an invoice for an additional one week’s hire at the current standard weekly hire rate to cover loss of business, which is (as of 1st January 2024):

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• GSM Units        £30

• SPOT Units       £35

• Iridium Units    £45

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Each subsequent week the tracker is not returned, the invoice amount will increase at the same weekly rate to a maximum of 4-weeks at which point an invoice will be issued. Late fees will contimue to accrue each week while goods remain oustanding. 

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Any device lost or damaged will be invoiced at full market value for the equivalent/current model.

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​Final Notice - Failure to return goods and pay any late return fee invoices.

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The Final Notice sent by recorded post is the last piece of correspondence the client will receive from Events Tracking Ltd before recovery action or legal proceedings begin. The Final Notice will highlight missing stock, and late fees with an invoice total to date. The client will then have 14 days to return goods and make final payment for the late return of goods before legal action is taken.

​Advice on seeking legal help can be found at

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https://www.citizensadvice.org.uk/law-and-courts/legal-system/finding-free-or-affordable-legal-help/​​​​​