Terms and Conditions – Octagon Technology Ltd (May 2025)

Data Security

We draw your attention to the following:

Whilst every effort is made to protect clients’ data from loss it is the clients’ responsibility to ensure all data are backed up before we undertake any work.  You must tell us, in writing, if there is any doubt about data security before we undertake any work.

Backup Policy

There is always the risk of equipment failure. A policy should be put in place to backup all data and files on a regular basis from all disks. It should also be noted that removable disks and other storage media can fail and this should be planned for in your backup policy.  Octagon Technology Ltd will not be responsible for any loss of data or other consequential losses, either financial or data, resulting from equipment failure, howsoever caused.

Hardware Security

All equipment left with us remains the sole responsibility of the client for insurance purposes.  Please ensure you have All Risks Cover.

Software Installation

If clients require software to be re-installed following work on their systems, they will need to provide any installation disks and any required serial numbers.  We are not responsible if installed software is lost during such work or inspections. Clients are responsible for paying for all software licensing.

Data Recording

Where Octagon Technology is required as part of a contract to install security or any other data recording equipment or process, it is the client’s responsibility to adhere to any relevant legislation and inform any interested third party.

Client Data

Octagon Technology will store client data on a computer system for the purposes of technical support, sales administration, marketing and accounts, and will not retain such data any longer than required by law or considered useful. On occasions it may be necessary to share some technical data with our support partners.

Provision of “Quotes for Grants”

Octagon Technology Ltd quotes cannot be used towards any grant application without written permission. Grant application quotes can be provided by agreement and may incur a refundable charge.

Payment Terms

Equipment, software and third party services supplied by Octagon Technology Ltd must be paid in full immediately on supply. In certain circumstances the client may be required to pay third party suppliers direct and occasionally prior to supply.  Any problems with supplies must be notified immediately.

All goods supplied remain the sole property of Octagon Technology Ltd until full payment has been made and confirmed by a Director.  Octagon Technology Ltd has the right to enter client premises and remove unpaid-for goods.

Contract clients benefit from a special labour rate and in return commit to pay the contract fee monthly in advance by direct transfer. If a client pays late, all work for that month will be invoiced at our standard rates.

For all other invoices, cleared funds are due within 14 days of the invoice date for clients who have completed our credit reference procedure.  For those clients who have not successfully completed this process, payment is due by return.

For some projects a deposit may be required before work will commence.

We run a paperless office and use internet banking. Our bank details are:  Sort Code 09-01-28 Acc No 67931261.

If a client persistently pays very late Octagon Technology Ltd reserves the right to withdraw future services and to pursue the outstanding debt through the courts.

Disputes about invoices must be submitted in writing within 7 days from the date of the invoice.

Octagon Technology Ltd reserves the right to charge clients for appointments cancelled at very short notice.

All quoted rates will be increased by at least 5% on 1 January each year.

Mileage charges at government-approved rate.

Travel time of more than half an hour for short client visits will be charged at our standard rate.

Invoices from Octagon Technology Ltd are covered by the provisions of The Late Payment of Commercial Debts (Interest) Act 1998.  Octagon Technology Ltd reserves the right to surcharge invoices by the current Court interest rate on a daily basis from the due date and to recover in full any costs incurred in securing payment of invoices. 

Special Payment Terms – Backup Services

Payment for all backup services must be cleared in advance of the month the backup applies to. No restore services are available unless the account is in credit. The backups will be disabled after 7 days non-payment.

Special Payment Terms – Microsoft 365, RMM, Antivirus and SOC

All payments for Microsoft 365, RMM, Antivirus and SOC must be paid in full by the 1st of each month. Accounts that are not paid for will be disabled on the 7th of the month. We are charged by our suppliers on the 7th of the month.

Any failure on the part of Octagon Technology Ltd to insist on any of these conditions on any occasion does not invalidate that condition in other circumstances.

Documentation

All documents produced by Octagon Technology Ltd, such as quotations, project outlines and notes, Terms & Conditions, advice and professional opinions, contracts, invoices, reports, audits, presentations and any other materials, are the intellectual property of the company and must not be disclosed to any third party without the express written consent of Octagon’s CEO or CISO.

Warranties

Octagon Technology Ltd disclaims all warranties, expressed or implied, including without limitation the implied warranties of merchantability and fitness for a particular purpose of any product or service supplied. In no event shall Octagon Technology Ltd be liable for any damages whatsoever, and in particular Octagon Technology Ltd shall not be liable for special, indirect, consequential, or incidental damages, or damages for lost profits, loss of revenue, or loss of use, or any other consequence arising out of any projects, whether such damages arise in contract, negligence, tort, under statute, in equity, at law, or otherwise.

A pdf version is available on request.