📄 Terms of Business

The Hive Collaborative Ltd
Company Number: 13502766 | VAT Number: 433 0441 38
Last updated: June 2025

These Terms of Business set out the general conditions under which The Hive Collaborative Ltd provides HR, Health & Safety, and Occupational Health consultancy services. Specific details, deliverables, and pricing will be confirmed in the accompanying:

  • A. Letter of Engagement
  • B. Terms of Engagement

Together, these form the full agreement between The Hive Collaborative (“We”, “Us”, “Our”) and the Client (“You”, “Your”).

1. Scope of Services

We provide workplace consultancy and occupational health services, including:

HR & Health & Safety Consultancy

  • Ongoing retained support
  • Policy and procedure reviews
  • Risk assessments, audits, and inspections
  • Workplace investigations and case handling
  • Staff wellbeing strategy and organisational support
  • Signposting on employment law (we are not a legal practice)

Occupational Health Services

  • Pre-placement and fitness-for-work assessments
  • Management referrals and case management
  • Health surveillance and return-to-work support
  • Onsite and remote OH consultations
  • Reasonable adjustment recommendations
  • Sickness absence support

Services are delivered with reasonable skill and care, in line with current best practice. We do not guarantee specific outcomes or legal compliance based solely on our advice.

2. Client Responsibilities

  • Provide timely access to relevant personnel, documents, and premises
  • Cooperate with our consultants and clinicians
  • Inform us of site-specific risks or access restrictions
  • Retain full responsibility for decisions made based on our recommendations

3. Fees and Payment Terms

  • Fees are outlined in your Letter of Engagement or quotation
  • Payment terms are 14 days from invoice unless agreed otherwise
  • Advance payment may be required for certain services (e.g. OH appointments)
  • Late payments may incur interest at 2% above the Bank of England base rate
  • We reserve the right to suspend services if invoices remain unpaid

4. Confidentiality

We will treat all information shared with us as confidential. This includes:

  • HR investigations and internal documents
  • Employee medical and occupational health information
  • Business-sensitive materials

Information may only be disclosed where required by law, to regulated subcontractors, or with your written consent. This clause remains effective after termination of services.

5. Data Protection

  • We comply with UK GDPR and the Data Protection Act 2018
  • We are the data controller for consultancy and OH services
  • We only collect, store and share data as necessary for service delivery
  • You must have a lawful basis to refer employees or provide data to us
  • We uphold data subject rights and apply appropriate technical safeguards

Our full Privacy Policy explains how data is handled.

6. Intellectual Property

  • All reports, documents and resources we produce remain our intellectual property
  • You are granted a licence to use these internally for your business
  • You may not republish or distribute our materials without consent

7. Liability and Insurance

  • We are not liable for indirect or consequential loss
  • Our total liability is capped at the value of the specific service provided
  • We carry relevant professional indemnity and public liability insurance
  • This does not affect liability for death or personal injury due to negligence

8. Termination

  • Either party may terminate by giving written notice
  • Retainers: 1 month’s notice (unless stated otherwise)
  • Ad-hoc or project services: as agreed in the Letter of Engagement
  • Outstanding fees remain payable in full upon termination
  • We may terminate immediately if these Terms are breached

9. Subcontracting

We may use trusted subcontractors or associate consultants to support the delivery of any of our services, including HR, Health & Safety, and Occupational Health. All personnel are bound by confidentiality and professional standards.

We remain fully responsible for all work delivered under this agreement.

10. Compliance and Site Safety

  • We comply with relevant UK regulations and clinical standards
  • You must advise us of hazards, PPE requirements or access limitations
  • We may postpone visits if we deem conditions unsafe

11. Force Majeure

We are not liable for any delay or failure caused by events beyond our control, including illness, extreme weather, strikes, or system outages.

12. Dispute Resolution

  1. We will attempt informal resolution within 14 days of a dispute
  2. If unresolved, either party may suggest mediation
  3. This contract is governed by the laws of England and Wales
  4. Disputes will be handled by the courts of England and Wales

Contact:
📧 info@hivecollaborative.co.uk | ☎️ 01352 781965