Terms & Conditions

EOSCA Policy Regarding Payment and The Late or Non-Payment of Invoices

General Information

EOSCA is a trade association and a Limited Company without share guarantee.   As such it’s trading activities are restricted and its income stream is,  in the main,  dependent upon membership subscriptions.   The late and non-payment of invoices could have a serious impact on the functioning of the association and its ability to meet its debt obligations and in particular its payment of the Executive Secretary.   To this end EOSCA proposes the following policy with regard to the payment and the late and non-payment of invoices.

It is the policy of EOSCA to ensure that debts owed to it are collected in a timely manner.  Payment for such debts will be pursued according to uniform criteria and procedures applicable to all debtors including subscribing members

Outgoing Invoices

Invoices may be issued for;

Membership Subscriptions by the EOSCA Treasurer usually at the beginning of May,  the start of a New Subscription Year.   It it the responsibility of the person representing a Member Company to advise the EOSCA Treasurer,  copied to the Executive Secretary,  the correct details for invoicing annual Membership fees including,  precisely,  the Company name and address for invoicing and Purchase Order number if required.

Sales of NECCS Software and any Associated Services by Executive Secretary at the time of providing the software or service.   It it the responsibility of the person purchasing software or any other service from EOSCA to advise the Executive Secretary,  the correct details for invoicing  including,  precisely,  the Company name and address for invoicing and any Purchase Order number if required.

Copies of invoices must be sent to the Treasurer.

The Terms and Conditions allied to this policy should be copied to all parties being invoiced by EOSCA.

Terms and Conditions

Invoices are issued in Pounds Sterling and the full amount in Sterling will be the amount due within a 60 day period from issuing of the invoice.   Any deductions made by banks transferring from funds other that Sterling will be at the account of the company to which the invoice was issued.

It is the responsibility of the Member Company Representative or the person applying for software or related service to advise EOSCA if a Purchase Order,  or similar code,  is required before payment is possible and such an Order or code should be provided by the Member Company Representative or the person applying for software or related service,  before the issuance of the invoice.   EOSCA reserves the right to charge a £50 administration fee for any reissuance of an invoice returned due to lack of Purchase Order,  or similar code.

Any goods supplied remain the property of EOSCA until full payment is received.

Full Payment Policy is available at www.eosca.eu.

VAT

EOSCA is no longer registered for VAT.   VAT should not be added to any invoices.   VAT added to any incoming invoices for goods or services received by EOSCA is not recoverable.

Incoming Invoices

Incoming Invoices may be received for expense payments due for;

Claims from personnel,  including the Executive Secretary,  carrying out EOSCA business.   Claims should be submitted on the EOSCA Expenses form and be supported by appropriate receipts.

Payment for services,  including projects,  provided to EOSCA.   Such invoices may be addressed to the Treasurer or the Executive Secretary of EOSCA.   Invoices received by the Executive Secretary will be forwarded to the Treasurer for payment.

Incoming invoices should be paid within the time period specified on the invoice,  normally 30 days,  unless the payment is in dispute.

Credit Cards

A credit card may be issued to the Executive Secretary and Chair for use for EOSCA expenditure only.   Such credit cards will be settled directly from the EOSCA bank account.   All expenditure listed on the credit card statements must be reconciled against receipts and be submitted to the Treasurer for inclusion in the EOSCA Company accounts.

Criteria for Debt Recovery:

  • Payments should normally be expected to be made within 60 days of issuing of the invoice.
  • Payments not received in 60 days after due date will be considered for sanctions..
  • Payments not received in 180 days after due date will be considered for being classed as a bad debt.

EOSCA reserves the right to charge interest at 1% above base rate on all unpaid invoices after the term of invoice acceptance usually 60 days.

Debt Recovery Actions

Payments due for Membership Subscriptions

The Treasurer is responsible for seeking payment if not received 60 day after the due date by issuing a reminder that the payment is overdue.   This should include ensuring that the person to which the invoice was issued is still working for the Company invoiced and has in fact received it.   Contact should preferably be made by e mail so that an audit trail can be established.

Failure to pay after 60 days will be discussed at Committee level and possible appropriate sanctions will be discussed.   These could include

  • Suspension of Membership and any services of EOSCA and the member will receive a letter to this effect from the Executive Secretary.

Failure to pay after 90 days will be discussed at Committee level and possible appropriate sanctions will be discussed.   These could include

  • Removal of Membership and any services of EOSCA and the member will receive a letter to this effect from the Executive Secretary.

If a bill remains unpaid more than 180 days from the date it was first mailed to the beneficiary, and reasonable collection attempts have failed, the debt may be deemed a bad debt and the offending company will be placed on a Bad Debtor’s List leading to possible legal action

Any Member removed will have no recourse in re joining without clearing the debt.

Payments due for a Service or Product provided by EOSCA

The Executive Secretary is responsible for copying invoices to the Treasurer.   The Treasurer is responsible for informing the Executive Secretary as and when payment is received.   The Executive Secretary is responsible for seeking payment if not received 60 day after the due date by issuing a reminder that the payment is overdue.   Contact should preferably be made by e mail so that an audit trail can be established.

If the debt is against another Company for a service or product provided by EOSCA,  the debt will be sought in writing by the Executive Secretary reinforcing the position that payment must be made immediately.

Goods remain the property of EOSCA until full payment is received.

Failure to pay after 60 days will be discussed at Committee level and possible appropriate sanctions will be discussed.   These could include

  • Suspension of membership if a Member of EOSCA
  • Revoking of software license for NECCS

If a bill remains unpaid more than 180 days from the date it was first mailed to the beneficiary, and reasonable collection attempts have failed, the debt may be deemed a bad debt and the offending company will be placed on a Bad Debtor’s List leading to possible legal action

Any further transactions with organisations on the Bad Debtor’s List can only be considered after full payment for goods and/ or services has been received.

Notification

The Treasurer is responsible for presenting the financial position including any debt recovery situations at regular quarterly committee meetings.

Privacy, Cookie & Legal Policy

Purpose of website

The content of this site is provided for general information purposes and no other purpose.

Use of website

EOSCA cannot accept liability for any loss of any kind incurred as a result of your accessing this site or reliance on the information provided in this site or any other website which can be accessed by a link from this site, or the functioning of this site. The contents of this site are subject to change without notice. EOSCA takes every care to ensure the accuracy of information contained in this site but reserves the right to change such information at its discretion and cannot be held liable for any omissions or errors.

EOSCA excludes to the fullest extent permitted by law all liability for any claims, penalties, losses, damages, costs or expenses arising from the use of, or inability to use, this site or from any unauthorised access to or alteration of the site. This site is established in theUnited Kingdomand is directed toUnited Kingdomresidents only. Scottish law governs these Terms and Conditions and your use of this site. By accessing this site you agree to submit to the exclusive jurisdiction of the Scottish Courts in relation to any claim or dispute arising out of or connected with your use of the site.

Copyright

All copyright and other rights in the content of this website are owned or controlled for these purposes by EOSCA. In accessing these web pages, you agree that you may only download the content for your own personal non-commercial use.

You are not permitted in any way to modify, change, copy, download, store, broadcast, transmit, show or play in public the content of these web pages for any other purpose whatsoever without the prior written consent of EOSCA.

Privacy & Cookie Policy

This privacy policy sets out how EOSCA uses and protects any information that you give EOSCA when you use this website.

EOSCA is committed to ensuring that your privacy is protected. Should we ask you to provide certain information by which you can be identified when using this website then you can be assured that it will only be used in accordance with this privacy statement.

EOSCA may change this policy from time to time by updating this page. You should check this page from time to time to ensure that you are happy with any changes. This policy is effective from 1st June 2012.

What we collect

We may collect the following information:

  • name and job title
  • contact information including email address
  • demographic information such as postcode, preferences and interests
  • other information relevant to online purchases and bookings, customer surveys and/or offers

What we do with the information we gather

We require this information to understand your needs and provide you with a better service, and in particular for the following reasons:

  • Internal record keeping.
  • We may use the information to improve our products and services.
  • We may periodically send promotional emails about news, new products, special offers or other information which we think you may find interesting using the email address which you have provided.
  • From time to time, we may also use your information to contact you for market research purposes. We may contact you by email, phone, fax or mail. We may use the information to customise the website according to your interests.

Security

We are committed to ensuring that your information is secure. In order to prevent unauthorised access or disclosure, we have put in place suitable physical, electronic and managerial procedures to safeguard and secure the information we collect online.

How we use cookies

A cookie is a small file which asks permission to be placed on your computer’s hard drive. Once you agree, the file is added and the cookie helps analyse web traffic or lets you know when you visit a particular site. Cookies allow web applications to respond to you as an individual. The web application can tailor its operations to your needs, likes and dislikes by gathering and remembering information about your preferences.

We use cookies for two purposes: to analyse data and to enable our online shop to function.

  • The traffic log cookies identify which pages are being used. This helps us analyse data about web page traffic and improve our website in order to tailor it to customer needs.
  • The online shop cookies enable the shop to take and process orders.

Overall, cookies help us provide you with a better website, by enabling us to monitor which pages you find useful and which you do not. A cookie in no way gives us access to your computer or any information about you, other than the data you choose to share with us.

You can choose to accept or decline cookies. Most web browsers automatically accept cookies, but you can usually modify your browser setting to decline cookies if you prefer but this may prevent you from taking full advantage of the website.

Our Cookies

Name / group Type Description
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First Party (non-persistent)
First Party (persistent)
First Party (persistent)
First Party (Persistent)
Pertaining to Google Analytics, unobtrusively used to track browsing trends.  No personally identifiable information is used.
bblastactivity
bbsessionhash
bblastvisit
token
__utma
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First Party (non-persistent)
First Party (non-persistent)
First Party (non-persistent)
First Party (non-persistent)
First Party (non-persistent)
First Party (non-persistent)
All used by the Ecwid Shop.  They are Third Party because the shop and software itself is hosted and maintained by Ecwid on their own secure servers however they are still considered unobtrusive.  The first four are session cookies which are required for the shop to function.  The latter two are again Google Analytics cookies which extend to the shop to allow it to mimic page views.
PHPSESSID First Party (non-persistent) This is the generic session cookie that appears on many PHP based sites.  In this case it is set when a user visits the mailing list sign up or unsubscribe forms.  It is necessary for the sign up form to function.

Links to other websites

EOSCA provides links to useful websites belonging to other organisations. We have no control over these sites and cannot be held responsible for their performance or content. In addition we cannot be responsible for the protection and privacy of any information which you provide whilst visiting such sites and such sites are not governed by this privacy statement. You should exercise caution and look at the privacy statement applicable to the website in question.

Controlling your personal information

We will not sell, distribute or lease your personal information to third parties unless we have your permission or are required by law to do so.

You may request details of personal information which we hold about you under the Data Protection Act 1998. A small fee will be payable. If you would like a copy of the information held on you please write to501 North Deeside Road, Cults, Aberdeen AB15 9ES

If you believe that any information we are holding on you is incorrect or incomplete, please write to or email us as soon as possible, at the above address. We will promptly correct any information found to be incorrect.