marketing communications services
1.1 The following definitions and rules of interpretation apply in this agreement:
‘Agency’ means Archetype Agency Limited, a company incorporated in England and Wales with company number 03329933, whose registered office is at 60 Great Portland Street, London, W1W 7RT.
‘Agency Expenses’ has the meaning given in clause 7.1(a).
‘Agency Materials’ means those Materials specifically created by the Agency for the purposes of the Services by or on behalf of the Agency (including any Materials adapted, modified or derived from the Client Materials), incorporated into Deliverables during the Term.
‘Agency Proprietary Materials’ means software (including all programming code in object and source code form), methodology, know-how and processes and Materials in relation to which the Intellectual Property Rights are owned by (or licensed to) the Agency and which are: (i) in existence prior to the date on which it is intended to use them in connection with the Services; or (ii) created by or for the Agency outside of the Services and which are intended to be reused across its business.
‘Agreement’ means each Scope of Work and these terms and conditions.
‘Associates’ means a party’s employees, officers, agents, sub-contractors or authorised representatives.
‘Business Day’ means a day (other than a Saturday or a Sunday) on which the clearing banks in the City of London are open for business.
‘Client’ means the party specified in the relevant Scope of Work
‘Client Materials’ means any data, client equipment, computer systems, software, documents, copy, Intellectual Property Rights, artwork, logos and any other materials or information that are provided to the Agency and/or its Associates by or on behalf of the Client.
‘Commencement Date’ means the date set out in the Scope of Work.
‘Deliverables’ means the advertising, creative and other materials which are to be provided by the Agency as specified in a Scope of Work, including Agency Materials, Third Party Materials and Agency Proprietary Materials where applicable.
‘Expenses’ means the Agency Expenses and any Third Party Costs.
‘Fees’ means the fees payable for the Services as set out in the Scope of Work.
‘Intellectual Property Rights’ or ‘IPRs’ means the following rights, wherever in the world enforceable, including all reversions and renewals and all applications for registration: (i) any patents or patent applications; (ii) any trade marks (whether or not registered); (iii) inventions, discoveries, utility models and improvements whether or not capable of protection by patent or registration; (iv) copyright or design rights (whether registered or unregistered); (v) database rights; (vi) performer’s property rights as described in Part II, Chapter X of the Copyright Designs and Patents Act 1988 and any similar rights of performers anywhere in the world; (vii) any goodwill in any trade or service name, trading style or get-up; and (viii) any and all other intellectual or proprietary rights.
‘Materials’ means any artwork, copy, models, designs, photographs, commercial, feature film, character, music, voice over, sound recording, performance, book, painting, logo, or any other material protected by Intellectual Property Rights, but not including any software.
‘Scope of Work’ means the scope of work letter, statement of work, order form or similar document agreed and signed by both parties containing a description of the relevant Services and incorporating these terms and conditions.
‘Services’ means the services to be provided by the Agency under this agreement, including the provision of Deliverables, as set out in the Scope of Work.
‘Term’ has the meaning given in clause 3.1.
‘Third Party Contracts’ has the meaning given in clause 7.2.
‘Third Party Costs’ has the meaning given in clause 7.1(b).
‘Third Party Materials’ means those Materials created by a third party and included in any Deliverables, but which excludes software which is owned or licensed by a third party.
‘VAT’ means value added tax or any equivalent tax chargeable in the UK.
1.2 Clause, schedule and paragraph headings shall not affect the interpretation of this Agreement.
1.3 A ‘person’ includes a natural person, or corporate or unincorporated body (whether or not having separate legal personality).
1.4 Where the context so requires, words in the singular shall include the plural and vice versa, and words denoting one gender shall include all genders.
1.5 A reference to a statute or statutory provision is a reference to it as amended, extended or re-enacted from time to time, and includes any subordinate legislation in force made under it.
1.6 If there is any conflict or direct inconsistency between any of the documents comprising this Agreement, they will prevail according to the following order of precedence: (i) the Scope of Work (but only to the extent of such direct inconsistency); and (ii) these terms and conditions.
1.7 Any words following the terms “including”, “include”, “in particular”, “for example” or any similar expression shall be construed as illustrative and shall not limit the sense of the words, description, definition, phrase or term preceding those terms.
1.8 Except where stated otherwise, a reference to ‘writing’ or ‘written’ does not include email or fax.
2. Appointment & scopes of work
2.1 The Agency shall provide the Services to the Client on the terms and conditions of this Agreement during the Term.
2.2 The parties may amend the Scope of Work by agreement in writing between the parties.
2.3 Any dates specified in the Scope of Work for delivery of Services shall be estimates only and time shall not be of the essence in this Agreement.
3.1 This Agreement shall commence on the first Commencement Date and shall continue until terminated in accordance with clause 13 or as otherwise set out in the Scope of Work (‘Term’).
4. Agency’s obligations & warranties
4.1 The Agency warrants and undertakes that:
(a) it has full power and authority to enter into this Agreement;
(b) it shall perform the Services with reasonable skill and care, using suitably qualified personnel, to a standard no less than that to be reasonably expected of a competent agency of similar size and resources;
(c) the use by the Client of any Materials to be provided by the Agency in connection with the Services (but excluding any IPRs in any Client Materials incorporated in the Deliverables) in accordance with this Agreement and for the purposes set out in the Scope of Work will not infringe the copyright of any third party.
4.2 The Agency hereby indemnifies the Client against any losses, costs or expense incurred by the Client as a result of breach by the Agency of its warranty in clause 4.1(c).
4.3 Save to the extent expressly agreed in the Scope of Work, the relationship between the parties is non-exclusive and the Agency shall therefore be entitled to provide any services or deliverables the same or similar to the Services (but for the avoidance of doubt, only without using any Client Materials) to any third party subject always to clause 10 (Confidentiality).
4.4 Subject to clause 11.2, the Agency shall not be liable for:
(a) any failure to generate media coverage or public interest for the Client, or any failure or delay in publication or transmission in any media, or any third-party error in publication, as these are ultimately out of the Agency’s control, and the Client acknowledges that payment of the Fees and Expenses is not conditional upon such;
(b) any loss or damages arising as a result of any information or materials supplied or approved by the Client; or
(c) any loss or damages arising from the withdrawal or alteration of any third-party product or service.
5. Client’s obligations & warranties
5.1 The Client warrants that:
(a) it has full power and authority to enter into this Agreement;
(b) the Client Materials will not, when used in accordance with this Agreement and any written instructions given by the Client, infringe any third party Intellectual Property Rights;
(c) to the best of its knowledge and belief, the Client Materials will comply with all applicable laws and regulations;
(d) the Client Materials are accurate and complete; and
(e) it is the beneficial owner of, or is entitled to provide the Agency with, the Client Materials.
5.2 The Client undertakes to:
(a) provide the Agency with full and clear instructions as to its requirement for the Services and all information, materials and assistance required for the proper performance of the Services;
(b) promptly supply to the Agency (at no charge) any Client Materials reasonably required by the Agency or otherwise necessary to provide the Services and shall ensure that it has all rights and licences in place to enable use by the Agency of all Client Materials;
(c) use the Services only for the purposes for which they were provided, and not modify or alter any material or information provided by the Agency without the Agency’s written consent;
(d) keep the Agency informed of any matters related to the Client which will, or could, have an impact on the Agency’s performance of the Services;
(e) keep, maintain and insure any of the Agency’s equipment in good condition and not dispose of or use such other than in accordance with the Agency’s written instructions;
(f) promptly inform the Agency if the Client considers that any Services or materials provided to the Client by the Agency for approval are false or misleading or in any way contrary to law or applicable advertising regulation; and
(g) permit the Agency to attend meetings, when reasonably necessary, with any advertising or marketing services agencies and other advisers engaged by the Client.
5.3 If the Client does not fulfil its obligations under or in connection with this Agreement (including its payment obligations), then to the extent that such failure prevents the Agency from performing any Services in accordance with this Agreement, the Agency will be relieved of its obligations to the Client, and the Agency shall not be liable for any losses, costs or expenses incurred by the Client as a result of any such failure.
6.1 In consideration of the provision of the Services by the Agency, the Client shall pay the Fees to the Agency together with any Expenses.
6.2 If it is agreed that work shall be undertaken by the Agency outside the scope of the Scope of Work, the Agency will charge for such work by time spent and in accordance with the hourly rates listed in the Agency’s prevailing ratecard as communicated to the Client from time to time.
6.3 The Fees and (if applicable) the Agency Expenses shall be invoiced to the Client monthly in advance, subject to VAT, which will be charged to the Client at the prevailing rate.
6.4 Third Party Costs (if applicable) will be invoiced to the Client monthly in arrears, subject to VAT.
6.5 The Client shall pay the Agency, in full and in cleared funds on receipt of each invoice.
6.6 In the event of any amendment to the Scope of Work by the Client, the Fees payable to the Agency in respect of the amended Services shall not decrease below the level of Fees that would have been payable had the Services not been amended, save with the prior written approval of the Agency.
6.7 Without prejudice to any other right or remedy that it may have, the Agency may charge interest on any overdue sum from the due date for payment at an annual rate of 4% above the base lending rate from time to time of Barclays Bank plc, accruing daily from the due date for payment until the date on which the Agency receives payment together with all accrued interest. The Agency may also suspend the Services until payment for overdue sums has been made in full (during which period, for the avoidance of doubt, the Fees will remain payable in full).
6.8 If any payment of the Fees, Agency Expenses or Third Party Costs is subject to tax (whether by way of direct assessment or withholding at its source), the Agency shall be entitled to receive from the Client such amounts as shall ensure that the net receipt to the Agency of the Fees, Agency Expenses and Third Party Costs after tax in respect of the payment is the same as it would have been were the payment not subject to such tax.
6.9 If the Agency is required to purchase anything other than in pounds sterling, it shall charge the Client at the exchange rate (which shall be the mid-point rate as quoted in the following day’s Financial Times) in operation on the date on which the Agency makes the purchase. If the Agency is required to invoice the Client other than in pounds sterling, the Fees shall be calculated in pounds sterling, and shall be charged to the Client based on the exchange-rate in operation on the date on which the Agency issues the invoice (which shall be the mid-point rate as quoted in the following day’s Financial Times).
6.10 Notwithstanding clause 6.5, all sums payable to the Agency under this Agreement shall become due immediately on its termination.
7.1 Save to the extent expressly stated otherwise in the Scope of Work, in addition to the Fees, the Client shall pay the Agency for Expenses as follows:
(a) ‘Agency Expenses’ will be payable at an additional 10% of each month’s total fees in respect of Agency’s day-to-day costs of providing the Services, including such items as the Agency’s technology, tools, software and other resource for insight and tracking, office overhead, and stationery; and
(b) ‘Third Party Costs’ will be payable at cost plus, except where the Client pays the Agency in advance of the Agency’s payment of any third party invoices, a handling charge of 17.65% of the cost, being all third party costs incurred by the Agency on behalf of the Client in performing the Services, subject to the Client approving all such costs in excess of £500 per single payment in advance in writing, including:
(i) third party production work required to deliver the Services including illustrations, film production, artwork, photography, model fees, recordings, the services of performers, animation, venue-hire, print and post production work and other content;
(ii) all costs incurred in taking legal or other advice or searches and enquiries, as agreed between the parties from time to time; and
(iii) accommodation, travel and subsistence, courier, outsourced clippings services or media monitoring.
7.2 The Agency enters into contracts with third party suppliers in respect of Services in accordance with such suppliers’ standard or individual conditions and contracts (“Third Party Contracts”).
7.3 Provided that the Agency has notified the Client of any significant restrictions or contract terms contained in such Third Party Contracts:
(a) the Client hereby acknowledges that its right to use or otherwise benefit from any Services or deliverables acquired under such Third Party Contracts shall be as set out in such Third Party Contracts;
(b) any charges or liabilities (to the extent caused by an act or omission of the Client or its affiliates or any third party acting for or on its behalf) for which the Agency is liable under such Third Party Contracts (including cancellation payments) shall be the responsibility of the Client; and
(c) the Client hereby indemnifies, and keeps indemnified, the Agency against any losses, costs and expenses caused by any act or omission of the Client which puts the Agency in breach of any such Third Party Contracts.
7.4 The Agency shall provide the Client with a copy of any relevant Third Party Contract if requested to do so and if authorised by the relevant third party.
8.1 For the purposes of this Agreement, any reference to ‘written approval’ shall include letter, fax, e-mail, purchase order, or the Client’s signature on a particular document that has been submitted for approval.
8.2 The Agency will seek the Client’s written approval for all draft press releases, proofs, copy, layouts, photographs, artwork, articles or announcements, or for any other material that it is to make public on the Client’s behalf, and will not subsequently seek to publish any of the above until it has obtained such written approval.
8.3 The Agency may rely on written approval from any employee of the Client, unless the Client has previously provided written notice in the manner stipulated by clause 16 that a particular employee is not authorised to give valid written approval.
8.4 The Client will not give written approval for anything which it knows, or ought reasonably to know, contains inaccurate, unlawful or defamatory material. The Client undertakes to notify the Agency immediately if it believes that any statement in a document submitted by the Agency to the Client for written approval is misleading or could give rise to any claim or action against the Agency, whether for defamation, infringement of any right, or otherwise.
8.5 The Client hereby indemnifies, and keeps indemnified, the Agency against any costs, any claims or proceedings, or any demands, arising out of or in connection with anything approved in writing by the Client.
8.6 In the event of any delay or failure of the Client giving approvals (or disapprovals) requested under or in connection with this Agreement, the Agency will not be liable for any resulting delays or adverse impact caused to the delivery of any Services.
9. Intellectual property rights
9.1 The Agency acknowledges that ownership of Client Materials and ownership of all Intellectual Property Rights in any Client Materials (including any modifications or adaptations of such Client Materials produced in the course of providing the Services) shall remain vested in the Client or its licensors. The Client hereby grants to the Agency a non-exclusive licence during the Term to use the Client Materials solely for the purposes of providing the Services.
9.2 Subject to the remaining provisions of this clause 9 and subject to the Agency receiving payment of all Fees attributable to the Agency Materials the Agency hereby assigns (and in the case of copyright, by way of a present assignment of future copyright) all of the Intellectual Property Rights in the Agency Materials which are capable of being assigned together with the right to sue for past infringement of the Intellectual Property Rights in the Agency Materials.
9.3 The Client acknowledges that all Intellectual Property Rights in the Agency Proprietary Materials shall be owned by and remain the property of and vested in the Agency. Subject to the Agency receiving payment of all Fees attributable to the Agency Proprietary Materials licensed under this clause 9, the Agency hereby grants to the Client a licence to use such Agency Proprietary Materials as are included in any materials provided by the Agency under the Scope of Work, for the period of time and for the purposes set out in the Scope of Work.
9.4 Prior to delivery of any materials to be provided by the Agency under the Scope of Work, the Agency shall obtain such licences or consents in respect of Third Party Materials as shall be necessary in order that the Client can use such Third Party Materials for the purposes set out in the Scope of Work. The Agency shall notify the Client of any restrictions on usage and any other contractual restrictions arising in respect of such Third Party Materials, and the Client hereby indemnifies, and keeps indemnified, the Agency against any losses, costs and expenses suffered by the Agency as a result of the Client or its Affiliates breaching any such restrictions.
9.5 The Agency agrees, at the Client’s request and expense, to take all such actions and execute all such documents as are necessary (in the Client’s reasonable opinion) to enable the Client to obtain, defend or enforce its rights in the Deliverables, and shall not do or fail to do any act which would or might prejudice the Client’s rights under this clause 9.
9.6 Notwithstanding any of the above and save as otherwise expressly provided for in the Scope of Work, the Agency shall:
(a) be able during and after the Term to use any Deliverables which have been broadcast, published, distributed or otherwise made available to the public, and the Client’s name and logo for the purposes of promoting its work and its business including on the Agency’s website, in credentials pitches and in its showreel. Any other use by the Agency shall be subject to the Client’s prior approval; and
(b) retain all know how obtained in connection with the Services.
9.7 During the Term, if the Agency is asked to take part in a competitive pitch or other similar process for the Client, then notwithstanding any of the previous provisions of this clause 9, the Agency shall retain ownership of all Intellectual Property Rights in any Materials forming part of the pitch process, save to the extent that the Agency is successful in such pitch and the parties agree that such Materials will be used in accordance with Services to be provided under the Scope of Work.
9.8 For the avoidance of doubt, the Agency shall not be liable under or in connection with this Agreement for any modifications, adaptations or amendments to any Deliverables made by the Client or by a third party on the Client’s behalf, nor in the event that any fault, error, destruction or other degradation in the quality and/or quantity of the Deliverables arises due to the acts or omissions of the Client and/or its Associates.
10.1 Each of the parties acknowledges that, whether by virtue of and in the course of this Agreement or otherwise, it may receive or otherwise become aware of information relating to the other party, its clients, customers, businesses, business plans or affairs, which information is proprietary and confidential to the other party (“Confidential Information”).
10.2 Confidential Information shall include any document marked “Confidential”, or any information which the recipient has been informed is confidential or which it ought reasonably to expect the other party would regard as confidential.
10.3 Confidential Information shall exclude information which:
(a) at the time of receipt by the recipient is in the public domain;
(b) subsequently comes into the public domain through no fault of the recipient, its officers, employees or agents;
(c) is lawfully received by the recipient from a third party on an unrestricted basis; and/or
(d) is already known to the recipient before receipt hereunder.
10.4 Each of the parties undertake to maintain the confidentiality of the other party’s Confidential Information at all times and to use no less adequate measures than it uses in respect of its own confidential information to keep the other party’s Confidential Information reasonably secure. Neither party shall at any time, whether during the Term or at any time thereafter, without the prior written approval of the other party, use, disclose, exploit, copy or modify any of the other party’s Confidential Information, or authorise or permit any third party to do the same, other than for the sole purpose of the exercise of its rights and/or the performance of its obligations in connection with this Agreement.
10.5 Each of the parties undertakes to disclose the other party’s Confidential Information only to those of its Associates to whom, and to the extent to which, such disclosure is necessary for the purposes contemplated under this Agreement.
10.6 The Client acknowledges that nothing in this Agreement shall affect the Agency’s right to use as it sees fit any general intelligence gained by the Agency in the course of its appointment.
10.7 Neither party shall be in breach of this clause 10 if it discloses the other party’s Confidential Information in circumstances where such disclosure is required by law, regulation or order of a competent authority, provided that, to the extent practicable and permissible, the other party is given reasonable advance notice of the intended disclosure and a reasonable opportunity to challenge the same.
10.8 The terms of and obligations imposed by this clause 10 shall survive the termination of this Agreement for any reason.
11. Limitation of liability
11.1 Subject to clause 11.2, the Agency’s maximum aggregate liability under or in connection with this Agreement (including all Scopes of Work):
(a) whether in contract, tort (including negligence) or otherwise, but excluding under any indemnity, shall in no circumstances exceed the lower of (a) £1,000,000; and (b) the amount paid or payable by the Client to the Agency in the 12 month period preceding any event giving rise to liability; and
(b) in the case of any indemnity contained in this Agreement, shall in no circumstances exceed £1,000,000.
11.2 Nothing in this Agreement shall exclude or in any way limit either party’s liability for fraud, death or personal injury caused by its negligence or any other liability to the extent such liability may not be excluded or limited as a matter of law.
11.3 Subject to clause 11.2, neither party shall be liable to the other, whether in contract, tort (including negligence), for breach of statutory duty, or otherwise, arising under or in connection with this Agreement (and including for the avoidance of doubt any indemnity contained in this Agreement) for:
(a) any loss (whether direct, indirect or consequential) of profits, sales or business, agreements or contracts, anticipated savings or goodwill;
(b) loss of use or corruption of software, data or information; or
(c) any special, indirect, consequential or pure economic loss, costs, damages, charges or expenses.
11.4 Where one party (“Indemnifying Party“) agrees to indemnify and keep the other party (“Indemnified Party”) indemnified under this Agreement, the Indemnified Party shall comply with the following process in the event that a third party claim arises:
(a) the Indemnified Party must promptly notify the Indemnifying Party in writing of such claim;
(b) the Indemnified Party must not make any admission of liability, settlement or compromise without the prior written consent of the Indemnifying Party;
(c) the Indemnified Party must give the Indemnifying Party express authority to conduct all negotiations and litigation and to defend and/or settle all litigation arising from such claim, provided that the Indemnifying Party regularly consults the Indemnified Party on the conduct and defence of the claim;
(d) the Indemnified Party must provide the Indemnifying Party with all available information and assistance in relation to such claim as the Indemnifying Party may reasonably require at the Indemnifying Party’s cost and expense; and
(e) if within ninety (90) days after the Indemnifying Party’s receipt of notice of any such claim, the Indemnifying Party fails to take action to defend or settle such claim, the Indemnified Party may at the Indemnifying Party’s expense undertake the defence, compromise or settlement of the claim as it sees fit.
12. Data protection
12.1 Each party warrants to the other that it will comply with its data protection obligations as set out in the Schedules of this Agreement.
13.1 Subject to clause 13.3, either party may terminate this Agreement for convenience on three months’ written notice.
13.2 Subject to clause 13.3, without prejudice to any other rights or remedies which the parties may have, either party may terminate this Agreement without liability to the other immediately on giving notice to the other if the other party:
(a) fails to pay any amount due under this Agreement on the due date for payment and remains in default not less than 15 days after being notified in writing to make such payment;
(b) commits a material breach of this Agreement and (if such a breach can be remedied) fails to remedy it within 30 days of being notified in writing of the breach;
(c) suspends (or threatens to suspend) payment of its debts or the continuation of all or a substantial part of its business, is unable or deemed unable to pay its debts as they fall due, begins negotiations with any class of its creditors with a view to rescheduling any of its debts, is the subject of a court order for winding-up, has a receiver appointed over its assets (or entitles any person to appoint one), or enters into any compromise or arrangement with its creditors or is the subject of a notice, resolution or order for or in connection with its winding-up (other than for the sole purpose of a solvent amalgamation or solvent reconstruction); or
(d) any event occurs, or proceeding is taken, with respect to the other party in any jurisdiction to which it is subject that has an effect equivalent or similar to those outlined in clause 13.2(c).
13.3 On termination of this Agreement for any reason:
(a) the Client shall immediately pay the Agency for all the Agency’s outstanding unpaid invoices, and, in respect of Services performed and Expenses incurred but not yet invoiced, the Agency may submit invoices, which shall be payable immediately on receipt;
(b) each party shall return all the other party’s equipment; and
(c) the accrued rights and liabilities of the parties as at termination, and the continuation of any provision expressly stated to survive or implicitly surviving termination, shall not be affected.
13.4 On termination of this Agreement, clauses 9, 10, 11, 13, 14, 18 shall survive and continue to have full force and effect.
14.1 During this Agreement and for 12 months after its termination, neither party shall, without the other party’s written consent, solicit or entice, or attempt to solicit or entice (or encourage a third party to solicit or entice), any person who, at any point in either the preceding six months or the six months before termination (as applicable), was employed or engaged by the other party in the provision or receipt of the Services other than by means of a national advertising campaign open to all comers and not specifically targeted at any of the staff of the other party.
14.2 A party recruiting a person in breach of clause 14.1 above shall immediately pay to the other party a sum representing 30% of the gross annual salary of the person recruited (calculated in relation to the salary that the employee was earning while employed by the non-defaulting party). If, for reasons of confidentiality, the Agency requires the employee not to work during the notice period, the Client will additionally pay the Agency a sum representing the salary payable in respect of the unfulfilled portion of the notice period.
15. Force Majeure
15.1 A party shall not be in breach of this Agreement, or be liable for any failure or delay in performance of any obligations under this Agreement (except in the case of a failure to pay), where such failure or delay arises or is attributable to acts, events, omissions or accidents beyond its reasonable control (‘Force Majeure’), including but not limited to fire, accidental damage, natural disaster, war, terrorist attack, riots, failure of machinery, computers or vehicles, industrial action, non-performance by suppliers or subcontractors (excluding companies in the same group as the party seeking to rely on this clause), or interruption or failure of utility service.
15.2 A party subject to Force Majeure shall not be in breach of this Agreement provided it could not have avoided the effect of Force Majeure by taking precautions which it ought reasonably to have taken, and provided it promptly notifies the other party of the existence and nature of the Force Majeure, and uses reasonable endeavours to mitigate the effect of Force Majeure.
15.3 If Force Majeure continues for more than 30 consecutive days, either party may terminate this Agreement immediately by giving written notice to the other party. Such termination shall be without prejudice to the rights of the parties in respect of any breach of this Agreement occurring before such termination.
16.1 A notice (other than a notice in any legal proceedings) given by one party to the other under this Agreement will be properly served if it is in English and sent to the appropriate address noted below.
16.2 The following table sets out methods by which a notice may be sent and, if sent by that method, the corresponding deemed delivery date and time:
|Delivery method||Deemed delivery date and time|
|Delivery by hand.||On signature of a delivery receipt.|
|Pre-paid first class recorded delivery post or other next working day delivery service providing proof of postage.||9.00 am on the second Business Day after posting.|
|Pre-paid airmail providing proof of postage.||9.00 am on the fifth Business Day after posting|
16.3 For the purpose of this clause and calculating deemed receipt all references to time are to local time in the place of deemed receipt.
16.4 The addresses for service of notice to the Client are as set out in the Scope of Work, and in the case of notices to the Agency to the registered office address, with a copy to:
Next Fifteen Communications Group plc,
75 Bermondsey Street, London SE1 3XF,
For the attention of:
the General Counsel.
17. Assignment and Sub-contracting
17.1 The Agency shall be entitled to sub-contract its performance of the Services provided that any sub-contracting shall not relieve the Agency from its obligations to the Client under this Agreement
17.2 Subject to clause 17.1, neither party may assign, transfer or charge or otherwise dispose of this Agreement or any of its rights or obligations arising hereunder without the prior written approval of the other party. The Agency is, however, entitled to perform any Services under this Agreement through any company which is its holding company or the subsidiary of such holding company, and any act or omission of such company shall be deemed to be the act or omission of the Agency. For the purposes of this clause, ‘holding company’ and ‘subsidiary’ shall be construed in accordance with the definition in section 1159 of the UK Companies Act 2006.
17.3 If the Client so requests, the Agency may agree to act as a “hub” or “co-ordinating agency” and pass such things as payment and instructions from the Client to a third-party agency. However, the Client agrees to contract directly with all third-party agencies and acknowledges that the Agency will be in no way responsible for the acts or omissions of any third-party agency.
18.1 The Agency may update this Agreement for legal or regulatory reasons, or to reflect changes in its services or business practices, provided that no variation of the Scope of Work shall be valid unless it is in writing and signed by a duly authorised officer of each of the parties. The Agency shall provide notice of any significant changes to these terms and conditions in clause 20 below.
18.2 A party’s failure to exercise, or delay in exercising, any right or remedy provided under this Agreement or by law shall not constitute a waiver of such, or preclude any further exercise of that or any other right or remedy.
18.3 If any provision or part-provision of this Agreement is found to be invalid, illegal or unenforceable, that provision or part-provision shall, to the extent required, be deemed not to form part of the Agreement, and the validity and enforceability of the other provisions and part-provisions of the Agreement shall not be affected.
18.4 A person who is not a party to this Agreement shall have no rights under the Contracts (Rights of Third Parties) Act 1999 to enforce any term of it.
18.5 If any dispute arises under or in connection with this Agreement, the parties will first attempt in good faith to settle such through negotiation rather than through legal proceedings. If the dispute is not resolved within 21 days of either party’s attempt to instigate such negotiations, it may be settled by the courts of competent jurisdiction under this Agreement.
18.6 Nothing in this Agreement shall restrict or exclude the right of either party to seek injunctive relief against the other party.
18.7 This Agreement, and any documents annexed to it and signed or initialled by the parties, constitutes the entire agreement between the parties and supersedes any previous arrangement, understanding or agreement between them relating to the subject-matter of this Agreement. Each party acknowledges that, in entering into this Agreement, it does not rely on any statement, representation, assurance, undertaking or warranty, whether negligently or innocently made (‘Representation’), of any person (whether a party to this Agreement or not), other than as expressly set out in this Agreement. Each party agrees that the only remedies available to it arising out of or in connection with a Representation shall be for breach of contract. Nothing in this clause 18.7 shall limit or exclude any liability for fraud.
18.8 This Agreement may be executed in any number of counterparts, each of which when executed shall constitute a duplicate original, but all the counterparts shall together constitute the one Agreement.
18.9 Nothing in this Agreement is intended to or shall operate to create a partnership or joint venture of any kind between the parties or to authorise either party to act as agent for the other, and neither party shall have authority to act in the name or on behalf of or otherwise to bind the other in any way.
19. Governing Law and Jurisdiction
19.1 This Agreement, and any dispute or claim arising out of or in connection with it or its subject-matter or formation (including non-contractual disputes or claims), shall be governed by, and construed in accordance with, the law of England and Wales.
19.2 The parties irrevocably agree that the courts of England and Wales shall have exclusive jurisdiction to settle any dispute or claim that arises out of or in connection with this Agreement or its subject-matter or formation (including non-contractual disputes or claims).
20. Changes to the Terms and Conditions
These terms and conditions were published on 4 June 2019.
DATA PROTECTION OBLIGATIONS
“Data Controller” (or “controller”), “Data Processor” (or “Processor”), “Data Subject”, “Personal Data” all have the meaning given to those terms in GDPR (and related terms such as “process” have corresponding meanings).
“Data Protection Legislation” means the Data Protection Act 1998, the EU Data Protection Directive 95/46/EC, the Regulation of Investigatory Powers Act 2000, the Telecommunications (Lawful Business Practice) (Interception of Communications) Regulations 2000 (SI 2000/2699), the Electronic Communications Data Protection Directive 2002/58/EC, the Privacy and Electronic Communications (EC Directive) Regulations 2003, GDPR, and all applicable laws and regulations relating to processing of Personal Data and privacy so far as they are still in force, including where applicable the guidance and codes of practice issued by the Information Commissioner.
“GDPR” means the Regulation (EU) 2016/679 of the European Parliament and of the Council of the 27 April 2016 on the protection of natural persons with regards to the processing of personal data and on the free movement of such data as applicable as of 25 May 2018, as may be amended from time to time.
“Security Incident” means unauthorised acquisition, access, use or disclosure of Company’s Personal Data.
“Sub Processor” means another Data Processor engaged by the Agency for carrying out processing activities in respect of the Personal Data on behalf of the Agency.
2.1 Each party shall comply with Data Protection Legislation with regards to the processing of Client Personal Data under this Agreement.
2.2 The Client shall only provide the Agency with Client Personal Data to the extent that it is strictly necessary for the Agency’s performance of the Services.
2.3 The Client shall ensure that it has all necessary appropriate consents and notices in place to enable lawful transfer of the Client Personal Data to the Agency for the duration and purposes of this agreement.
2.4 The Agency is a Data Processor in respect of the Client Personal Data processed under this Agreement. The Agency shall:
2.4.1 process the Client Personal Data only on and in accordance with lawful instructions from the Client which may be specific instructions or instructions of a general nature provided directly to the Agency, which may include any instructions from any end client of the Client with respect to that Client Personal Data;
2.4.2 process the Client Personal Data only to the extent, and in such manner as is necessary for the provision of services to the Client;
2.4.3 inform the Client of any legal requirement under any applicable law that would require the Agency to process the Client Personal Data otherwise than only on the processing instructions, or if any Client instruction infringes, Data Protection Legislation; and
2.4.4 not transfer Client Personal Data out of the European Economic Area without the Client’s prior written consent.
2.5 Except to the extent otherwise agreed in the Scope of Work, the parties agree that, where the Agency acts as the Client’s processor, the following description applies to the Agency’s processing of the Personal Data:
2.5.1 the subject matter of the processing is marketing and PR services;
2.5.2 the nature and purpose of the processing is the contacting of Client employees and staff and its customers and potential customers on behalf of the Client for PR and marketing purposes;
2.5.3 the categories of data subjects are employees and staff of the Client and its customers and potential customers;
2.5.4 the category of personal data processed is contact details; and
2.5.5 the duration of processing is as long as the Main Agreement remains in effect,
(the “Description of Processing”).
2.6 The Client acknowledges and agrees that:
2.6.1 the Description of Processing fully and accurately describes the processing of personal data under the Agreement; and
2.6.2 if it makes available Client Personal Data to the Agency or its Affiliates, or otherwise provides the Agency or its Affiliates with Client Personal Data, that does not meet the Description of Processing, it shall inform the Agency in advance, providing details of how the Client Personal Data differs from the Description of Processing, and the Agency shall have the right to refuse to process that Client Personal Data without being in breach of its obligations under the Agreement if the processing of that additional Client Personal Data is not commercially viable and/or would incur the Agency or its Affiliates significant additional costs.
3.1 The Agency shall implement and maintain, at its cost and expense, appropriate technical and organisational measures in relation to its processing of Client Personal Data so as to ensure a level of security in respect of Client Personal Data processed by it is appropriate to the risks that are presented by the processing, in particular from accidental or unlawful destruction, loss, alteration, unauthorised disclosure of, or access to Client Personal Data transmitted, stored or otherwise processed.
3.2 In respect of any Security Incident involving Client Personal Data, the Agency shall without undue delay (and in any event within 48 hours from discovery) notify and provide the Client with details of the Security Incident.
4. Agency Staff and Other Processors
4.1 The Agency shall not engage another person to perform specific processing activities in respect of the Client Personal Data without the Client’s prior written consent. The Agency shall remain fully liable to the Client for the Sub-Processor’s performance, as well as for any acts or omissions of the Sub-Processor as regards its processing of Client Personal Data.
4.2 The Agency shall ensure that its personnel processing Client Personal Data have signed agreements requiring them to keep Personal Data confidential, and take all reasonable steps to ensure the reliability of the Agency personnel processing Client Personal Data and that personnel processing Client Personal Data receive adequate training on compliance with the data protection provisions of this Data Processing Schedule and the Data Protection Legislation.
5. Other Obligations
5.1 The Agency shall forward to the Client and otherwise co-operate with and assist the company with any requests received from data subjects of any Client Personal Data.
5.2 The Agency shall provide reasonable assistance, information and cooperation to the Client to ensure compliance with the Client’s obligations under Data Protection Legislation in relation to the processing of Client Personal Data under this Agreement. This includes assistance with any data protection impact assessments and consultations with (or notifications to) relevant data protection regulators.
5.3 The Agency shall not transfer any Client Personal Data to any country outside the European Economic Area without the Client’s prior written consent.
5.4 The Agency shall make available to the Client on request in a timely manner such information as is required by the Client to demonstrate the Agency’s compliance with its obligations under Data Protection Legislation and this Data Processing Schedule.
5.5 The Agency shall permit audits conducted by the Client or another auditor mandated by the Client for the purpose of demonstrating the Agency’s compliance with its obligations under Data Protection Legislation and this Data Protection Schedule. This shall be subject to the Client giving The Agency reasonable prior notice of such audit and/or inspection, and ensuring that any auditor is subject to binding obligations of confidentiality and that such audit or inspection is undertaken so as to cause minimal disruption to the Agency’s business.
5.6 The Agency shall without delay, at the Client’s request, either securely delete or return all the Client Personal Data to the Client at the end of this Agreement, or if earlier, as soon as processing by the Agency of any Personal Data is no longer required for the Agency’s performance of its obligations under this Agreement, and securely delete existing copies (unless storage of any data is required by applicable law).
5.7 The Agency shall enter into the Controller-To-Processor EU Model Clauses where Client Personal Data is processed outside the EU; or in countries which do not ensure adequate level of data. In the event of any inconsistency between this Data Processing Schedule and the Controller-To-Processor EU Model Clauses, the Controller-To-Processor EU Model Clauses shall override this Data Processing Schedule.