BOSS — Bowes Office Support Services · Administrative & Business Support Services
1.1 These Terms & Conditions are intended to ensure that both BOSS – Bowes Office Support Services (“BOSS”, “we”, “us” or “our”) and the Client understand the services to be provided, the associated costs, payment requirements and the responsibilities of each party.
1.2 In these Terms & Conditions, “Client” means the person, sole trader, partnership or company engaging BOSS to provide services. “Services” means any administrative, business support or related services provided by BOSS under an agreed arrangement.
1.3 These Terms & Conditions (“the Conditions”) apply to all Services provided by BOSS to the Client and form part of any quotation, proposal, service package, booking or other agreement between BOSS and the Client (“the Contract”).
1.4 Acceptance of a quotation, proposal, service package, booking or commencement of Services by the Client shall constitute acceptance of these Terms & Conditions.
1.5 BOSS reserves the right to update these Terms & Conditions from time to time. Where material changes are made, Clients will be notified as appropriate.
2.1 BOSS may arrange an initial consultation with the Client before commencing Services. This consultation is intended to establish the Client’s requirements, agree the scope of work and determine the most appropriate service package or arrangement.
2.2 The initial consultation is provided free of charge unless otherwise agreed in advance.
2.3 Any quotation or proposal issued by BOSS will set out, where applicable, the Services to be provided, applicable rates, estimated hours, package details and any other relevant charges.
2.4 Quotations are valid for the period stated on the quotation. Where no validity period is specified, quotations will remain valid for 30 days unless otherwise agreed.
2.5 Quotations are based on the information provided by the Client at the time of quotation. If the scope of work changes or additional work is requested, BOSS reserves the right to revise the quotation or charge the additional work at the applicable agreed hourly rate.
2.6 Correspondence, including quotations, proposals, booking confirmations, invoices, reports and other business communications, will normally be sent electronically by email. The Client is responsible for providing a valid email address and ensuring that communications from BOSS can be received and checked regularly.
2.7 The Client shall provide BOSS with all information, documentation, access, passwords, instructions and other materials reasonably required to perform the Services.
2.8 The Client is responsible for ensuring that all information and materials supplied to BOSS are accurate, complete, lawful and suitable for the intended purpose.
2.9 BOSS shall not be responsible for errors, delays or additional costs arising from inaccurate, incomplete, misleading or late information supplied by the Client.
2.10 BOSS will make reasonable efforts to carry out Services in accordance with the agreed requirements and timescales. However, delivery times may be affected by circumstances outside BOSS’s reasonable control, including delays in receiving information, third-party responses, system outages or other unforeseen circumstances.
3.1 BOSS provides administrative and business support services which may include, but are not limited to:
3.2 BOSS does not provide regulated financial, accounting, legal, tax or professional advice unless expressly agreed and appropriately qualified to do so.
3.3 Where BOSS carries out bookkeeping data entry, invoice processing or similar administrative work, the Client remains responsible for the accuracy of their financial records and for submitting accounts, tax returns and other statutory filings. BOSS does not replace the Client’s accountant or tax adviser.
3.4 BOSS will work from the information and instructions supplied by the Client and will not be responsible for decisions made by the Client based on administrative information or reports supplied by BOSS.
4.1 BOSS may offer Services on an hourly, ad-hoc, fixed-price or package basis, depending on the Client’s requirements.
4.2 The applicable rate or package price will be confirmed to the Client before Services commence.
4.3 Unless otherwise agreed in writing, service packages will be invoiced in advance and payment will be due within 7 days of the invoice date.
4.4 Any minimum booking or minimum package commitment agreed with the Client will remain payable regardless of whether the Client uses all available hours during the relevant billing period.
4.5 Unused hours within a service package are not refundable unless otherwise agreed in writing by BOSS.
4.6 Unless specifically agreed otherwise, unused package hours cannot be carried forward into a subsequent billing period.
4.7 Additional expenses incurred on behalf of the Client, including postage, courier charges, printing, stationery, travel or other agreed expenses, may be charged separately and will be itemised on the Client’s invoice.
4.8 Additional work outside the agreed scope of a package may be charged at BOSS’s standard hourly rate or at another rate agreed with the Client in advance.
4.9 All invoices must be paid using the payment method specified on the invoice. BOSS’s preferred payment method is bank transfer.
4.10 All prices and charges are stated in Euro (€) unless otherwise agreed.
4.11 Where VAT is applicable, VAT will be charged at the prevailing rate in accordance with Irish VAT legislation.
4.12 BOSS reserves the right to suspend or pause Services where an invoice remains unpaid beyond the agreed payment terms.
4.13 BOSS reserves the right to charge interest and applicable recovery costs on overdue invoices in accordance with Irish late-payment legislation.
4.14 Any disputed invoice must be brought to BOSS’s attention in writing within 7 days of the invoice date. The Client remains responsible for payment of any undisputed portion of the invoice.
5.1 The Client may request cancellation or rescheduling of a booked Service by providing reasonable notice to BOSS.
5.2 Where work has already been completed or time has been specifically allocated to the Client, BOSS reserves the right to charge for the time or Services already provided.
5.3 Repeated cancellations, postponements or failure to provide required information may result in BOSS reviewing or terminating the Client’s service arrangement.
5.4 Either party may terminate an ongoing service arrangement by providing 30 days’ written notice, unless a different notice period has been agreed in writing.
5.5 BOSS reserves the right to terminate Services immediately where there is a serious breach of these Terms & Conditions, non-payment of invoices, unlawful activity, abusive behaviour or any other circumstance which makes continuation of the working relationship unreasonable.
5.6 Any outstanding invoices or charges remain payable following termination of the Contract.
6.1 The Client agrees to provide BOSS with accurate and complete information and timely instructions necessary to perform the Services.
6.2 The Client is responsible for ensuring that BOSS has appropriate access to any systems, software, email accounts, calendars, customer portals or other platforms required to complete the agreed Services.
6.3 The Client is responsible for maintaining appropriate backups of their own records and information.
6.4 The Client remains responsible for reviewing and approving quotations, invoices, correspondence, reports, financial information and other documents before they are issued, submitted or relied upon, unless otherwise specifically agreed in writing.
6.5 Where BOSS is authorised to communicate with a Client’s customers, suppliers or other third parties on the Client’s behalf, the Client remains responsible for the accuracy of the instructions and information provided to BOSS.
7.1 BOSS understands that it may have access to confidential business, financial, customer and operational information belonging to the Client.
7.2 BOSS will take reasonable steps to keep Client information confidential and will not knowingly disclose confidential information to third parties except where:
7.3 BOSS will process personal data in accordance with applicable Irish and EU data protection legislation, including the General Data Protection Regulation (GDPR) where applicable.
7.4 The Client is responsible for ensuring that it has the appropriate legal basis and permissions to provide personal data to BOSS for the purpose of delivering the Services.
7.5 Where required, BOSS and the Client may enter into a separate Data Processing Agreement or other appropriate data protection documentation.
8.1 Unless otherwise agreed in writing, BOSS retains ownership of its own pre-existing templates, systems, processes, methods, forms, procedures, workflows and general business materials.
8.2 Where BOSS creates a bespoke document, template, spreadsheet or other material specifically for the Client and the Client has paid the applicable charges in full, the Client may use that material for its own business purposes.
8.3 BOSS retains the right to use its general knowledge, skills, experience, processes, know-how and non-confidential templates developed during the provision of Services.
8.4 BOSS will not use or disclose confidential Client information for the benefit of another Client.
9.1 BOSS will make reasonable efforts to complete work within the agreed timeframe. Completion times may vary depending on the complexity of the work and the information or approvals provided by the Client.
9.2 Where completed work is supplied to the Client for review or approval, the Client is responsible for checking the work as soon as reasonably practicable.
9.3 The Client should notify BOSS of any genuine errors made by BOSS within 7 days of receiving the completed work.
9.4 Where an error is confirmed to have been made by BOSS, BOSS will make reasonable corrections at no additional charge.
9.5 Changes, revisions or amendments requested by the Client that are outside the originally agreed scope of work may be charged at the applicable BOSS hourly rate.
10.1 BOSS will provide Services with reasonable care and skill.
10.2 BOSS will not be liable for losses, delays, errors or additional costs arising from inaccurate information, instructions, documents or data supplied by the Client or from circumstances outside BOSS’s reasonable control.
10.3 BOSS shall not be responsible for any indirect or consequential loss, loss of profit, loss of business, loss of opportunity or loss of anticipated savings arising from the provision of Services, to the extent permitted by law.
10.4 Nothing in these Terms & Conditions excludes or limits any liability which cannot lawfully be excluded or limited under Irish law.
11.1 BOSS shall not be liable for any failure or delay in providing Services where such failure or delay results from circumstances beyond its reasonable control.
11.2 Such circumstances may include, but are not limited to, power or internet outages, software or system failures, cyber incidents, illness, natural disasters, industrial disputes, government restrictions or failures by third-party service providers.
11.3 BOSS will make reasonable efforts to notify the Client of any significant disruption and resume Services as soon as reasonably practicable.
12.1 BOSS aims to provide a professional and reliable service. Any concerns or complaints should initially be raised with BOSS in writing so that the matter can be reviewed and resolved where possible.
12.2 Both parties agree to make reasonable efforts to resolve any dispute through discussion before pursuing formal legal proceedings.
13.1 These Terms & Conditions and any Contract between BOSS and the Client shall be governed by and interpreted in accordance with the laws of Ireland.
13.2 The parties submit to the jurisdiction of the Irish Courts, subject to any mandatory legal rights available to the Client.
14.1 By accepting a quotation, booking a Service, purchasing a service package or instructing BOSS to commence work, the Client confirms that they have read, understood and agreed to these Terms & Conditions.
14.2 These Terms & Conditions should be read together with any quotation, proposal, service package or other written agreement issued by BOSS.
