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1 Introductory

1.1 This document contains the membership rules which must be complied with by those businesses which are members of The Prompt Payer Register (The Register), an organisation established and administered by The Prompt Payer Register Limited (“Prompt Payer”) a private limited company, incorporated in England and Wales under number 4754927 and having its registered office at Andrews Road, Cardiff CF24 3DL.

2 Applications for Membership

2.1 Every application for membership of The Register must be supported by a completed application form in terms required by Prompt Payer, which will give details including applicant’s name, address and its business.

2.2 Each applicant for membership of The Register must also supply to Prompt Payer details of two suppliers who may be contacted as referees. In addition each applicant must also supply a reference including due diligence identity confirmation from either its solicitor or from its auditors, or, in the case of smaller companies, from a firm of chartered accountants engaged to produce its statutory annual accounts.

2.3 Prompt Payer will use all written information passed to it by applicants for membership for the purpose of determining whether the applicant is to be admitted to the membership of The Register or not.

3 Determination of Membership Applications

3.1 The decision whether or not to admit an applicant to membership of The Register will be taken exclusively by the Board of Directors of Prompt Payer (“The Board”).

3.2 The Board’s decision in relation to each application for membership shall be final. The Board need not give any reason for its decision, nor will the Board enter into any correspondence regarding its decision with any applicant for membership, or with any third party.

3.3 In relation to any application for membership, the Board’s decision may be to accept it, to reject it, or to accept it subject to any conditions the Board considers appropriate. In the case of a rejection of a membership application, the Board will within 14 days of its decision return all written information submitted by the applicant in support of its membership application.

3.4 On being admitted to membership of The Register, each member agrees that Prompt Payer may pass on all and any information which Prompt Payer has in its possession about that member to such credit reference and other like agencies and third parties as Prompt Payer deems appropriate.

4 Membership Rights

4.1 On admission to membership of The Register and thereafter whilst its membership continues:-

4.1.1 each member will receive a certificate of membership in a form designed by Prompt Payer, which the member may display at each place where it carries on business;

4.1.2 each member shall have its name and address displayed on the Web Site www.promptpayer.com maintained by Prompt Payer (“the Web Site”);

4.1.3 each member will be licensed by Prompt Payer subject to paragraph 6 below to display the Prompt Payer Logo on its notepaper, stationery, and other printed marketing and corporate literature, vehicles, premises or web site.

5 Registration Fee and Membership Subscriptions

5.1 Each member of The Register shall pay to Prompt Payer:-

5.1.1 a registration fee on its first admission as a member; and

5.1.2 thereafter an annual membership subscription, which may be paid monthly by standing order, direct debit or such other manner agreed with Prompt Payer.

5.2 The amount of each member’s registration fee, and annual subscription shall be calculated by applying Prompt Payer’s Membership Payment Rates from time to time.
Prompt Payer’s Membership Payment Rates which are applicable at the time of a member’s joining The Register will be furnished to each member at the time of its admission. Prompt Payer reserves the right to increase its Membership Payment Rates at any time by giving not less than three months’ written notice of the change to each member.

6 The Prompt Payer Logo

6.1 The Prompt Payer Logo is a registered Trade Mark used under licence by Prompt Payer.

6.2 So long as its membership continues each member of The Register is licensed by Prompt Payer to use the Logo on its notepaper, stationery and other marketing and corporate literature, premises, vehicles and website and each member agrees:-

6.2.1 not to change the colour, size, or design of the Logo or otherwise use the Logo outside the permitted guidelines supplied to the member;

6.2.2 not to claim any right, title and interest in the Logo except for the licence granted to the member by Prompt Payer under this paragraph 6.

6.3 When requested in writing by Prompt Payer, each member agrees to supply to Prompt Payer, at the member’s cost, a sample of all notepaper, stationery and other printed and corporate literature used by the member on which the Logo appears.

7 Monitoring Member Compliance

7.1 For the purpose of monitoring each member’s compliance in making payment in accordance with the terms agreed with it’s creditors, each member of The Register authorises Prompt Payer to make such enquiries, whether written or oral, of such third parties as Prompt Payer deems expedient.

7.2 Following its enquiries, or otherwise in response to a complaint or other information received from a third party, Prompt Payer shall notify a member in writing of allegations of its default in complying with the terms of payment and provide to the member such written or other evidence of its alleged default as Prompt Payer considers reasonable to enable the member to fully answer the allegations made against it. Prompt Payer’s written notification shall invite the member to make its written representations to the Board of Prompt Payer within seven days.

7.3 Fourteen days after sending its written notification to a member under paragraph 7.2 above, the Board of Prompt Payer (or a sub-committee of the Board convened for the purpose) shall meet to further consider the allegations of the member’s default and the written representations submitted by the member.

7.4 At the meeting of the Board of Prompt Payer, or of its sub-committee, a determination shall be made, which shall be communicated in writing by Prompt Payer to the member within seven days, and which shall be final and binding on the member concerned.
The determination may be:-

7.4.1 to allow the member to continue as a member of The Register;

7.4.2 to allow the member to continue to remain a member of The Register subject to the imposition of conditions which the Board considers appropriate.

7.4.3 that the member shall cease to be a member of The Register forthwith or within a fixed period, not exceeding one month.

8 Termination of Membership

8.1 Apart from paragraph 7, the happening of the following events shall entitle Prompt Payer to forthwith give written notice to a member of The Register terminating its membership:-

8.1.1 the failure on the part of the member to make any payment due to Prompt Payer for twenty one days after such payment shall have become due;

8.1.2 the voluntary or compulsory liquidation of a member or the appointment of a receiver over its assets.

8.2 A member may terminate its membership of The Register by giving not less than three months’ written notice of termination to Prompt Payer.

9 Consequences of Termination

9.1 Following termination of its membership for any reason:-

9.1.1 a member shall immediately pay to Prompt Payer all membership subscriptions then due and owing to Prompt Payer;

9.1.2 a member shall immediately:-

9.1.2.1 discontinue to use the Logo for any purpose whatsoever, the licence granted to the member by paragraph 7 having absolutely ceased and determined;

9.1.2.2 cease to display at any of its business premises its certificate of membership of Prompt Payer, which certificate the member shall at its expense forthwith return to Prompt Payer;

9.1.2.3 destroy all its remaining stocks of notepaper stationery and other printed marketing and corporate literature which display the Logo and confirm in writing to Prompt Payer that such destruction has been completed within seven days of the date of termination.

9.2 For the purpose of enabling Prompt Payer to verify a member’s compliance with its obligations contained in such paragraphs 9.1.2.2 and 9.1.2.3 above each member hereby authorises Prompt Payer and its chosen representatives to enter on any business premises of a member with or without prior notice during business hours to make such inspections and enquiries as Prompt Payer deems appropriate.

9.3 On ceasing to be a member of The Register following a determination made under paragraph 7.4.3 above, Prompt Payer reserves the right for a period of one year following the termination of membership, to continue to maintain a member’s details on the Web Site with the addition of the words “Membership terminated by default” or such other words, or graphics, of similar effect as Prompt Payer considers appropriate. In all other cases, Prompt Payer shall remove a member’s registration on the Web Site within one month of the termination of its membership.

10 Members Bound; Jurisdiction

10.1 Every member of The Register shall be bound by and must submit to these Rules, which shall be governed and construed in accordance with the laws of England and Wales.

10.2 All disputes arising in any way relating to the construction or interpretation of these Rules shall be subject to the jurisdiction of the courts of England and Wales.

11 Alteration of the Rules

11.1 These Rules may be repealed or altered, or new rules made by Prompt Payer, by giving not less than one month’s written notice of the changes to all the members of The Register.

12 Notices

12.1 Any notice required to be given to any member or to Prompt Payer may be served by sending the same by registered and recorded delivery post to the registered office of the recipient or to such other address as is shown in the records maintained by Prompt Payer as the principal place of business of the recipient.

13 Headings

13.1 The headings to these Rules are for ease of reference only and are not to be taken into account in their interpretation.

14 Live Chat
We use a live chat service on our website provided by a third party called Chat Heroes. Their privacy policy is available here: http://chatheroes.com/privacy-policy/
When you use our live chat service, we automatically collect the following information: IP address, browser type and operating system.
We will also collect your name, phone number, email address and any other information which you provide to us in order to follow up on an enquiry. If your enquiry is dependant on
location, we may also need to confirm a postcode.
 
Transfer and storage of your information
The information collected by our live chat service is processed by Chat Heroes and their third party chat service provider, SnapEngage, the privacy policy of which is available here:
https://snapengage.com/privacy-policy/
. SnapEngage stores your information for [60 days]
 
A transcript of your live chat is forwarded to us by SnapEngage via email and stored on our PromptPayer.co.uk​ email provider’s servers. Our​ email provider is PromptPayer.co.uk servers.
​​
Live Chat Cookies
Our live chat service uses functional cookies to allow it to function properly. For further information on these cookies, please see our cookies policy, which is available here:
 
The live chat cookies that may be used are listed below: 
 
Cookie Name
Type
Party
Description
SnapABugRef
Functional - Live Chat
(Session)
First Party
Chat function that tracks the origin and site entry SnapABugVisit
Functional - Live Chat
(​Session)
First Party
Chat function for the detection of new session SnapABugChatWindow
Functional - Live Chat
(Session)
First Party
Chat function that tracks the chat box position and minimize status. SnapABugChatSession
Functional - Live Chat
(Session)
First Party
Chat function for the tracking of chat in progress SnapABugNoProactiveChat
Functional - Live Chat
(Session)
First Party
Chat function flag to avoid proactively prompting visitors again SnapABugChatPoll
Functional - Live Chat
(Session)
First Party
Chat function tracking of the chat in progress transcript position SnapABugChatMessage
Functional - Live Chat
(Session)
First Party
Chat function to ensure the message typed by a visitor is persistence across pages SnapABugChatView
Functional - Live Chat
(Session)
First Party
Chat function to check logic handling SnapABugUserEmail Functional - Live Chat (Persistent - 1 year)
First Party
Chat function for visitor email address used to prepopulate the pre-chat window. This information is scrambled (not readable in plain text) SnapABugBanned
Functional - Live Chat
(Persistent - 30 days)
First Party
Chat function tracking whether the visitor is banned for chatting SnapABugMinimizeStashCookie
Functional - Live Chat
(Session)
First Party
Chat function for the detection of new messages while minimized so they persist during navigation. SnapABugHistory
Functional - Live Chat
(Persistent - 1 year)
First Party
Chat function that registers a unique ID that identifies the user's device to keep track of the visitor visits and last chats to present history to chat agent [Both]​ SnapEngage
 
Legitimate interests: we have a legitimate interest in collecting your IP address, browser information and device to better understand our customers as they access our website and live chat service.
We have a legitimate interest in collecting your name, email address, phone number and any additional information you provide in order to be able to respond to your enquiry and messages you submit via our live chat service. We ask for your phone number and email address in case we are unable to reach you on one of those means and to ensure that we are able to respond to your enquiry as quickly and effectively as possible.
We ask for your name so that we know who we will be contacting, to allow us to ensure we are contacting the correct person and for legal and evidential purposes so that we can identify what we have said to whom and when.
 
Legal basis for processing
: necessary to perform a contract or to take steps at your request to enter into a contract with you (Article 6(1)(b) of the General Data Protection Regulation). Reason why necessary to perform a contract
: where your message or enquiry relates to our goods and services, we will collect your information in order to enter into a contract with you or take steps to enter into a contract with you. This includes the collection of your name, email address and phone number so we know who we are contracting with and so that we can provide you with the information you need in order to be able to enter into a contract with you.
 
How Long We Retain Your information
Live chat transcripts
: we store the information from our live chat service for a maximum period of seven (7) years in order to defend against legal claims. This period is the maximum period in which a claim form can be issued and served in respect of contract and tort claims under the Limitation Act 1980 under English law.
Transfers of your information outside the European Economic Area
Live chat
Information you submit to us by email is transferred outside the EEA and stored on
SnapEngage’s servers in the United States of America.
Country of storage
: United States of America. This country is not subject to an adequacy decision by the European Commission.
 
Safeguard(s) used
: our SnapEngage has self-certified its compliance with the EU-U.S. Privacy
Shield which is available
https://www.privacyshield.gov/
. The EU-U.S. Privacy Shield is an approved certification mechanism under Article 42 of the General Data Protection Regulation, which is permitted under Article 46(2)(f) of the General Data Protection Regulation. You can access the European Commission decision on the adequacy of the EU-U.S. Privacy Shield https://ec.europa.eu/info/law/law-topic/data-protection/data-transfers-outside-eu/eu-us-privacy-shield_en
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Updated 15 May 2018
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