Terms and Conditions

Introduction.

At EC Human Resources Ltd, we recognise that employees are the most valuable asset of any business, yet they also present the greatest complexities. With the growing body of employment legislation that businesses must comply with, our goal is to provide advice and support while taking into account the commercial needs of your business.
Our Terms and Conditions aim to ensure that all clients understand our responsibilities and that there is clarity regarding our clients’ obligations, as we will work closely with you to resolve any matters and ensure compliance at all times.

Our Services

EC Human Resources Ltd offers comprehensive HR services to small and medium-sized companies without an HR team, as well as to larger companies needing temporary HR support.

Our services include:

Our services will vary from one client to another because every client’s needs are different however, they have the option to change their agreement once the existing agreement has expired. The client can select from various HR retainer options after consulting with the advisor, allowing them to customise a service package to meet their needs.

Our Responsibility

EC Human Resources Ltd’s responsibility is to provide you with the service you require at any time, as we are aware that business owners can face staff issues and developments. Therefore, the support we provide to all employers requesting any of the areas, such as drafting, reviewing, and updating the HR policies, employee handbooks, and procedures.
We ensure compliance with employment legislation (e.g., UK Employment Law, UK GDPR).
We work alongside the employer with their workforce planning and recruitment, which allows us to advise on workforce structure, job descriptions, and staffing needs.
This will allow us to support recruitment strategies, selection processes, and onboarding programs.
Our employee relations provides guidance regarding conflict resolution, disciplinary procedures, and grievance management.
In some circumstances, we offer mediation between employees and management when required.
Where possible, we offer performance Management whereby we design and implement performance appraisal systems. This includes recommending strategies for employee engagement, motivation, and retention to improve.
Training & Development to assess skills gaps and create tailored training plans. In addition to the training and development sessions, we can facilitate leadership coaching or management development sessions for key members of staff.
In some cases, compensation and benefits will need to be confirmed and benchmarked against industry salaries, and advice on competitive pay structures will be provided. Where possible, recommend benefit schemes and incentive programs.

Our organisational change and strategy is designed to support restructuring, mergers, or cultural change initiatives. This allows us to provide HR insights for strategic business planning.
Our HR Audits and Risk Management are to identify compliance or operational risks. Therefore, we can recommend corrective actions to mitigate potential legal or reputational issues.
EC Human Resources will inform our clients urgently should we receive a DSAR/SAR regarding information that we have. EC Human Resources is aware that, as Data Processors, we need to forward the details on to the Data Controller/ Our Client.

Our Client’s responsibility

Our client must provide us with accurate and complete information, as well as the following;

• Supply us with up-to-date company policies, employee records, and any relevant HR documentation.
• Supply us with an up-to-date employment contract with a copy of the template version.
• Disclose existing issues, such as ongoing disputes, grievances, or compliance concerns.
• Grant EC Human Resources with reasonable access to key staff, systems, and premises as needed.
• Designate a main point of contact to coordinate meetings, approvals, and follow-up actions.
• Clearly communicate business goals, project scope, and expected outcomes to EC Human Resources Ltd.
• Confirm budgets, timelines, and priority areas before the work begins.
• Participate in consultations, workshops, or interviews when requested.
• Provide timely feedback on draft policies, reports, or recommendations.
• Continue to meet all statutory obligations as the employer of record (e.g., employment law, data protection, health and safety).
• Implement agreed actions and remain accountable for legal compliance.
• Protect any proprietary or personal data shared during the engagement.
• Ensure employees understand and uphold confidentiality requirements.
• Pay fees and expenses in line with the agreed Contract for Services or our service schedule.
• Manage all DSAR/SAR within the ICO guidelines.

Payment of fees

The Client shall pay EC Human Resource Ltd for all work performed within your company.

An invoice for the work performed by EC Human Resource Ltd shall be presented to the Client for payment, and the Client warrants that it shall be paid within 14 days of the invoice being presented, unless otherwise specified in the relevant Service Agreement or unless a standing order is arranged.

Payments can be processed through BACS or GoCardless. In cases where clients do not pay their invoices by the due date, they will be guided to sign up for GoCardless. This will enable automatic payments on the specified due date for all future invoices.

For all new customers, an upfront payment of either 50% or 100% of the total cost may be required before any work begins. After receipt of the initial payment, a credit account can be established for future transactions.

Late Payment

If the Client pays an invoice late, they must pay EC Human Resource Ltd statutory interest on the overdue amount under the Late Payment of Commercial Debts (Interest) Act 1998 (as amended), plus the compensatory payment set out in section 5A of that Act. The Client will also reimburse EC Human Resource Ltd for any legal costs incurred in recovering the overdue payment. These rights are in addition to any other legal rights the Company may have to recover interest or costs.
In the event of late payment of an invoice, services will be suspended until such time as payment has been received.

The Client shall be responsible for making payment to EC Human Resource Ltd, and in no circumstances shall the Client make a cash payment to the Consultant directly.

Special Payment Conditions

Any special conditions as to payment, if applicable, shall be specified in a schedule to the Service Agreement following any conversations had before, including the new payment arrangement.

Intellectual Property Rights

All Intellectual Property Rights and other rights shall belong to the Client that shall arise because of the services provided.

Confidentiality

Except as permitted by UK law, the Parties shall not disclose any Confidential Information relating to the other party without the other party’s prior written consent.

Either party shall immediately notify the other party if it becomes aware of the possession, use or knowledge of any of the Confidential Information by any unauthorised person, whether during or after the term of the Service Agreement and shall provide such assistance as is reasonable to deal with such an event.

Limitation of Liability

No liability is accepted by EC Human Resource Ltd for any loss, expense, damage, costs or delay arising from;

• the negligent acts or omissions, dishonesty, misconduct or lack of skill of the Consultant or its Consultant(s); and/or

• failure by EC Human Resource Ltd to complete the Services.

The Client will comply with all relevant legal requirements, including the provision of adequate Public Liability insurance. The Client shall indemnify EC Human Resource Ltd against any costs, claims, damages and expenses incurred by the Company as a result of any breach of the Service Agreement by the Client.

Neither party shall have any liability in respect of any delay in carrying out or failing to carry out any of its obligations under the Service Agreement caused by fire, strikes or other industrial action or dispute, Acts of Government or any circumstance outside the reasonable control of the Parties.

Termination

The termination date for the service agreements with EC Human Resource Ltd is specified in the schedule.

However, should the Client fail to pay any one invoice in accordance with the Service Agreement, then EC Human Resource Ltd shall have the following rights;

• to terminate the Agreement instantly; and
• to terminate all agreements in force between the Client and EC Human Resource Ltd immediately; and
• to claim all monies under all agreements in force between the Client and EC Human Resource Ltd, as rightfully due, including fees for work in progress.

EC Human Resource Ltd may terminate the Service Agreement immediately should the Client;

• fails to comply with the provisions mentioned within our Terms and Conditions
• go into liquidation or a receiver, administrative receiver, administrator or someone of similar office be appointed to the Client or any part of its assets or undertakings;
• default on its payment obligations under any other agreement in force between the Client and EC Human Resource Ltd.

The Client may terminate the Service Agreement straightaway if it provides satisfactory evidence to EC Human Resource Ltd, in writing, that either;

• The Client, in its reasonable opinion, finds the Consultant and/or its Specified Consultant to be negligent, or
• The EC Human Resource Ltd’s specified consultant has committed an act of misconduct which, in the Client’s reasonable opinion, makes it unacceptable for it to continue to use the Services.

Either party may terminate the Service Agreement immediately if the other party fails to comply with the provisions and legal guidelines.