THE OPS PORTAL TERMS & CONDITIONS
©2025 The Ops Portal Ltd.
Registered Office: 34c High Street, Yatton, Bristol, England, BS49 4JA
Company Registration Number: 14435258

WHO

1. The Ops Portal Ltd is an operations manual writing and software delivery company.
2. ‘We’ are The Ops Portal Ltd. ‘You’ are the client.
3. The Ops Portal software is referred to as The Portal, or TOP.
4. Franchise Projects and The Ops Portal are trading names of The Ops Portal Ltd.

HOW & WHAT

5. An initial consultation may result in a proposal if appropriate.
6. The proposal will be emailed to relevant parties.
7. If the proposal is accepted, we will start work on receipt of written confirmation.
8. Any other work required will be treated in the same manner.

TIME FRAMES

9. We will set realistic time frames, but occasionally, we may amend these. We will always discuss this if necessary.
10. We will agree on ‘check-in’ meetings (online or in person) to keep a project progressing.
11. If we need input from you, any delay in interaction may result in a delayed project outcome. We agree to be flexible where needed and may need personnel in your business to do the same.
12. The Ops Portal Software will be provided for an initial period of 12 months. This is the minimum subscription. Once the framework is built, you will be liable for 12 months’ subscription payments, whether you continue to use the portal or not.

CONFIDENTIALITY

13. We are committed to protecting your privacy. All information is confidential and will not be sold to, shared, or discussed with any third party.
14. We take data management seriously and will take every step necessary to protect your data when using electronic systems to process information. The Ops Portal Ltd hardware is protected by password access, software and content through anti-virus software.
15. To progress any work, The Ops Portal Ltd must be a party to significant information about your business. This information will always be protected and never shared unless you specifically request it.
16. For clarity, the development of manuals or sensitive material will be done either within your online secure portal OR on a portable dongle that will be password-protected and accessed only by approved people working on the project.
17. Any documents printed will be shredded for disposal unless there is a requirement to keep them by law. The papers will then be stored in a locked cabinet until disposal is necessary.

CONTENT

18. Where content is written on behalf of our clients, it will be provided for checking and approval. We will write the content based on the best information available, but you are responsible for approving it for publication.
19. We will not be held responsible for any information provided and relied upon by you and/or your Franchisees and Stakeholders that causes or is in any way identified as a point of litigation. You are responsible for checking and approving information. While we will do everything possible to ensure it is legal and fair, the responsibility lies with you.

PRICING

20. We will provide a quote for the work based on the information provided. This will reflect what we believe to be the work needed to complete the project.
21. If more work is needed, we will advise in advance of completing the work.
22. There will be no ‘surprise’ charges. We will be transparent in our work and, where appropriate, supply evidence of time taken and resources used.
23. Expenses may be needed, such as travel or subsistence. Any expenses will be notified and agreed upon in advance. Wherever required, travel will be most cost-effective, using the most environmentally friendly method.
24. VAT will be charged at the then-current rate.

EXCLUSIVITY

25. We will not work for any competing or similar business whilst writing for you, except where a company might use The Ops Portal software.
26. Six months after the last piece of your writing work is complete, the Ops Portal Ltd will be free to work with businesses in the same field as you.
27. Per our documented confidentiality agreement, a client’s business will never be discussed or referenced with another client without specific approval.

PAYMENT

28. Payment terms will be agreed upon in advance.
29. We will agree on a deposit to start any project – typically, this will be 25% of the total project fee.
30. Where we are working on a monthly retainer, payment will be expected in full and in advance.
31. We will agree on interim payments where appropriate, subject to specific milestones or targets being met.
32. If a payment is late, we will not progress the project until the invoice is settled.
33. Payment will be expected within 10 days of the presentation of an invoice.
34. Payment will be required initially by BACS transfer. No cheques or cash will be accepted. We do not have the facility to accept credit cards.
35. Subscription to the portal is a direct debit payment that can be set up through GoCardless.
36. Subscription is for a minimum of 12 months once a portal is built.
37. You have up to six months after the framework is built to activate the Users. At six (6) months, or sooner if you activate Users, the subscription payments will be due unless otherwise agreed.

REFERRALS

38. Sometimes, we recommend the use of a third-party supplier. We will always ask you to make your own choice about this supplier and to engage them directly, not through us. We do not accept commission payments on any referrals.

CLIENT SATISFACTION

39. Quality in our business is defined as being on time, meeting the standard needed, and adhering to the format required and agreed upon with you. We will do what we agree to do within the quoted timeframe and deliver in the style and manner agreed with you.
40. We acknowledge that sometimes things may go wrong. We will always work to rectify any areas where we fall short. Should it not meet the standards expected, we will work to agree on a suitable outcome for both parties and may involve a professional to arbitrate in case of dispute.

LEGAL BIT

41. Since we are a business based in England, we will work to British Law and expect all legal standards to follow British Law.