Terms Used

• We/Us/Our/Their: Lincolnshire IT Limited and its designated representatives.
• You/Your/I/My/Client: You, the Customer who has a business relationship with us to provide services or supply goods.
• Diagnosis Fee: A fee we charge to assess a fault with a PC system/device which may/may not be refundable – section 2.2

1. Payments and Invoices

1.1 VAT Registration

Lincolnshire IT Limited is registered for UK Value Added Tax, registration number 123 4567 89. Unless advised otherwise VAT at the current rate of 20% will be chargeable on all goods and services.

1.2 Payments

We are unable to accept cheques as a form of payment and recommend payment by Bank Transfer, Electronic Payment or Credit/Debit Card.
For subscription services, we require the first month’s payment in advance with future payments collected by Direct Debit.

1.3 Payment Terms

Unless agreed in advance, all Invoices are payable upon receipt. For Subscription Services payable by Direct Debit we will issue the Invoice then collect payment seven days later.
We have set up a process for late and unpaid Invoices which will result in automatic suspension of services if payment is not received by the Due Date indicated on the invoice. If this involves sales of goods, they remain the property of Lincolnshire IT Limited until paid for in full.
If a Direct Debit fails, it will be automatically be represented seven days later. If it fails after this second attempt, there will be a £10+VAT processing charge to cover administration costs and we will require immediate payment to prevent suspension of services.
If a service is suspended, there will be a £25+VAT processing charge per service to cover additional administration and advance payment to our suppliers. After 90 days of non-payment, any data contained in a service (website, email, cloud service) will be deleted.

1.4 Direct Debit Guarantee

All payments we collect via Direct Debit are through our external provider, GoCardless so we do not record or hold on file any customer bank account details. As such all payments are covered by the Direct Debit Guarantee. This protects customers from payments taken in error. In the case of any incorrect or fraudulent payments, the payer is entitled to a full and immediate refund from their bank.
Specifically:

• Notifications – We will send out on invoice in advance of payment and collect payment from your bank account at least seven days after the invoice issue date. If you notice an error, you must contact us in writing within seven days of receipt so that any mistakes can be rectified.
• Refunds – Customers are entitled to a full and immediate refund of any payment that has been taken in error, providing the error is on our side and not relating to your breach of our service agreement or failure to notify us in advance of cancellation of a service.
• Cancellations – customers can cancel a Direct Debit mandate by contacting their bank. If any Direct Debit collections are made after the cancellation, a refund can be provided under the Guarantee. For more information see our guide to cancelling Direct Debit mandates.
• Failed Payments – if a payment fails to be collected from a customer, it will be retried within seven days without additional fees. Should the payment fail a second time, the supplier (us) is entitled to request full payment plus a fee by alternative means.

Each of the above protections are enforced by the banks and so form an intrinsic part of the Direct Debit scheme. Refunds and cancellations are processed by the payer’s bank without prior discussion with the merchant. Under the Direct Debit Guarantee, the rules around refunds are particularly strong. A customer can request a refund for any payment and, provided the bank agrees with the validity of their claim, the customer will receive an immediate refund. Further, there is no time limit on when claims can be made. To request a refund under the Guarantee, a customer must notify their bank that they believe there has been an error with the collection. The customer’s bank is entitled to investigate further to satisfy themselves that an error has occurred. If accepted, the bank will immediately credit the payer with a full refund. The bank will then notify the merchant, by raising an indemnity claim. The amount refunded to the customer will be reclaimed from the merchant automatically 14 working days later.

2. Fees and Charges

2.1 Estimates and Quotations

• Where appropriate we will supply you with an estimate of an approximate cost of the work to be carried out. Due to supplier price fluctuations and issues arising during the repair process, this cannot be guaranteed and may be up to 10% more or less without notice.
• All written estimates we supply on headed paper are valid for a maximum term of 14 days from issue date.

2.2 Hardware Diagnosis Fee

• All hardware you ask us to repair will be subject to a minimum Diagnosis Fee of £22.50+VAT* – equivalent to one half hour’s work at current rates. We may spend much more time in carrying out diagnostics, but this is at our discretion.
• If we have supplied you with a diagnosis and estimate for a cost of work to be carried out on your PC system/device, the following will apply as appropriate.
  • You do not wish to go ahead with the repair. We will return the PC system/device to you in the state it was supplied upon your payment of the Diagnosis Fee.
  • All parties (You and Us) agree that the repair is not cost effective. We will discuss what can be done further and if you do not wish to go ahead, no Diagnosis Fee will be due, but you will be required to pay for any parts we purchase.
  • You wish to go ahead with the estimated work. We will not charge the Diagnosis Fee on the final bill as the labour time quoted will include the Diagnosis Fee.

2.3 Standard Repair Fee

Currently we charge £45 per hour or part thereof for work carried out at our office. As we have an equipped workshop, we can carry out repairs quicker than onsite and that is our preferred option.

2.4 Onsite Travel and Repair Fee

Depending on your location within our Service Area, we will charge either;

• a Fee based on total travel mileage from our office in Louth, Lincolnshire to your premises and return OR
• our Standard Repair Fee will begin from when we leave our office in Louth, Lincolnshire, up to the repair being completed at your premises

We will of course advise you in advance and calculate which will be the cheaper option.

3. Internet Services

3.1 Domain Registrations
All domain registrations will now be for a period of one year at a time unless agreed in advance. Hosting fees will also be due upon domain renewal. For all registrations to prevent errors, we will require you to complete a simple online form and make payment online by debit or credit card PRIOR to registration. You will be notified at least 14 days before a domain is due to expire and if payment is not received on or before expiry date, we will consider that you no longer wish to renew the domain and it will be automatically cancelled, along with any services attached to it (website/email).

4. Hardware Repairs

4.1 (From our Customer Approval Form)

I have agreed for the work discussed to be carried out and understand that should the cost of repairs exceed the quoted amount (where given) I will be advised of any additional cost.

I understand that there will be a Diagnosis Fee chargeable to diagnose the fault with the computer system(s) above and it will be payable if I decide not to go ahead with the quoted work. This is currently £22.50+VAT to cover our costs.

I authorise Lincolnshire IT Limited to carry out work on your computer system(s) detailed above and in the course of such work, all data and software may be lost – unless specifically advised in writing. It is your sole responsibility to ensure all data is backed up or authorise the additional costs for attempted data recovery or backups to be created. Any such data recovery or backups are not guaranteed and we cannot be held liable for any loss of data.

I understand that we will only install correctly licensed software onto my PC System and that in order to achieve license compliance, I authorise Lincolnshire IT Limited to purchase the correct software licenses at your cost and remove non-licensed software.

In respect of Confidential Information, it may be necessary during the course of work to access a client’s confidential information. Lincolnshire IT Limited will undertake not disclose any part of such data to any other person without your written consent. Any backups or copies of such data will be permanently destroyed as soon as practical. The only exception here is where data is required to be disclosed by the Police, Courts or other jurisdiction in the execution of their duty.

Should I decide at any time that I no longer wish Lincolnshire IT Limited to carry out work on my PC System, I will still be liable for any costs incurred and/or chargeable time.

All work is due for payment upon completion. I agree that if payment is not forthcoming then Lincolnshire IT Limited can legally withhold items to the value of the invoice amount until full payment is received.

4.2 Hardware That Will Be Repaired By Approved Third Party Providers (In addition to 4.1 above)

Sometimes we are unable to carry out repairs to your PC System/device and have a number of Authorised Third Party services who we trust to carry out repairs on our behalf. This will involve sending your PC System/device away for assessment and diagnosis.

We will use insured and tracked ParcelForce service and have specialist packaging to ensure your PC System/device is transported safely and securely.

I understand that there will be a Third Party Diagnosis Fee chargeable to diagnose the fault with the computer system(s) above and it will be payable if I decide not to go ahead with the quoted work. To cover costs, and what our Authorised Third Party Providers charge, we will invoice you a Authorised Third Party Diagnostic fee of £45.

Sections 2.2 and 4.1 above also apply. Once we hear back from our Third Party, we will advise you of the cost of repairs. Sections 2.1 and 2.2 will apply.

Correct as of 1st March 2026, but not complete. These Terms and Conditions replace previous versions. If you have any questions, please don’t hesitate to contact us