Terms of Use

Definitions

Term Definition
Account The primary means of accessing and SaveTrees content in the signed-in section;
Account Holder The person who has signed up to the Account;
Agency The recruitment agency;
App The signed in part of the website;
Client The company that has engaged the agency to provide a contractor or staff member;
Customer Data Any data help on the system relating to a User or Company;
Contacts/ Users Any person on the System including the Account Holder;
Content Any data and information available through the SaveTrees platform or contained within the structure of the System, articles, documents, brochures, presentations, pictures, images, other informational materials and any comments;
Contractor The person who works for the agency at the client company either on or off-site. Also referred to as a temp;
Contracts Ties together one or more contractors to a client;
System The integrated cloud computing solution for providing the SaveTrees platform, including applications, software, hardware, databases, interfaces, associated media, documentation, updates, new releases and other components or materials provided therewith;
The website Any part of the site with a TLD (top-level domain) of savetrees.co.uk;
Timesheets One or more entries of either days or hours worked by the Contractor;

General

References

Please be aware that by agreeing to these Terms of Use, you are also accepting our Cookie Policy and Privacy Policy.

Term

This Agreement will remain in full force and effect while SaveTrees offers the Services and/or you are a Customer using the Services. Either party may terminate this Agreement for any reason, at any time. After this Agreement is terminated, the following provisions of this Agreement will remain in effect: Sections: Credit usage, and any other Section that by its nature survives termination.

Continuity of Service

SaveTrees will attempt to provide continuous availability and access to Services. In the event that we are unable to provide access for reasons beyond our control, we will communicate the reasons for the outage and expected duration of the outage clearly and explicitly to the Customer. These outages could be due to third parties that the Service depends on, such as, but not limited to Microsoft Azure or other third-party service providers.

Also while we will make commercially reasonable attempts to backup all Customer data, in the event of recovery from disaster, the Customer may have to re-enter timesheets, add contracts/contacts again etc. to get it back to the state it was in before the outage.

SaveTrees is hosted by a third party hosting service provider. SaveTrees and its third-party service providers have implemented and maintain commercially reasonable technical and organizational security measures designed to meet the following objectives: (a) ensure the security and confidentiality of Customer data in SaveTrees and/or its third-party service providers' custody and control; (b) protect against anticipated threats or hazards to the security or integrity of Customer Data; (c) protect against unauthorized access to or use of Customer Data; (d) encrypt Customer's Content and data during transmission by SaveTrees and its third-party service providers and when being uploaded by Customer for use in connection with the Services using an https connection; and (e) ensure that SaveTrees return or disposal of Customer data is performed in a manner consistent with the foregoing. However, we cannot guarantee that unauthorized third parties will never be able to defeat those measures to access your data for improper purposes. You acknowledge that there are risks inherent in Internet connectivity that could result in the loss of your privacy, confidential information and property.

Use of Service

You must use the Services in a manner consistent with any and all applicable laws and regulations. SaveTrees and its suppliers use reasonable efforts to protect the confidentiality of the Content you provide. SaveTrees cannot guarantee that unauthorised third parties will never be able to defeat those measures to access content for improper purposes. You acknowledge that there are risks inherent in Internet connectivity that could result in the loss of your privacy, confidential information and property.

Disclaimer

To the extent permitted under applicable laws, the Services are provided “As-is” and as available, with no warranty of any kind, and SaveTrees, on behalf of itself and its licencors and suppliers, expressly disclaims any warranty and conditions of any kind, whether express or implied, including, but not limited to, the warranties or conditions of merchant-ability, fitness for a particular purpose, title, accuracy, or non-infringement and SaveTrees and its suppliers and licencors do not guarantee and do not promise any specific results from the use of the Services. The Services are intended as a data monitoring and collaboration tool and Customer’s use of, and reliance upon, same are Customer’s sole responsibility, with Customer assuming all associated risks.

Communications between You and Us

The communications between You and SaveTrees use electronic means, whether you visit the Website or send us emails, or whether SaveTrees posts notices on the Services or communicates with you via email. For contractual purposes, you (a) consent to receive communications from SaveTrees in an electronic form; and (b) agree that all terms and conditions, agreements, notices, disclosures, and other communications that SaveTrees provides to you electronically satisfy any legal requirement that such communications would satisfy if it were in writing. The foregoing does not affect your non-waivable rights.

Copyright and Intellectual Property

All Intellectual Property owned by SaveTrees shall remain the exclusive property of SaveTrees. The Customer agrees that SaveTrees will retain sole ownership of all Intellectual Property even if enhancements suggested or requested by the Customer become incorporated into the Services. You are not permitted to use SaveTrees Intellectual Property without our prior written consent or as expressly provided in this Agreement.

Promotional material

You grant SaveTrees the right to identify you as a user in Services promotional material. At any point in time you can submit a written request via email to hello@savetrees.co.uk to have Us remove your name, within thirty days of your request, from online promotional material and any further produced material that is produced offline.

Creating an account

Use of the SaveTrees Service requires that as an Agency, you create an account by providing us with information such as your full name and a valid email address, your Agency details as well as a strong password. As a contractor or Authoriser, your account will be created by the Agency, you will be invited to finish signing up. If you wish to have your account deleted, please DO NOT SUBMIT OR AUTHORISE ANY TIMESHEETS.

You are responsible for all activity that occurs in association with your Account. SaveTrees is not liable for any loss or damages caused by your failure to maintain the confidentiality of your account credentials.

Security

We take as many reasonable precautions as we can but if you discover that your account has had any suspicious activity then please report it immediately by calling the number on our contact privacy@savetrees.co.uk.

If we discover a data breach then we will make the affected users aware as soon as we can.

Cancellation of service

We may choose to cancel the service for particular accounts, without notice, if they are found to be ‘gaming the system’, if the user is not legitimate or if the user has provided us with false information. 

If you choose to stop using the system, you will be billed for the current month as normal. It is your responsibility to change the end dates for contractors so that they don't submit any further timesheets after that month.

Billing

The basics

  • All clients are invoiced for one calendar month at a time.
  • Invoices are normally sent out within one week after the end of the month.
  • The charge on an invoice relates to the number of active contractors in the previous calendar month.
  • The charges for active contractors can be found on our pricing page.
  • An active contractor is classed as any contractor who has submitted any time (hours, days or holidays) within a calendar month.

What if contractors submit for a month that has already been invoiced for?

If the increase in the number of active contractors doesn’t throw you into the next pricing bracket then nothing happens.

If the increase in active contractors does throw your agency into the next pricing bracket, then the difference in price will be calculated and an invoice for that difference will be sent- normally when the next invoice is sent.

What if we sign up halfway through the month?

The first invoice isn’t calculated on when you sign up as an agency, but instead, on when the first time is entered by a contractor (contractors can only submit for days that you have allowed so you have control over this).You are then invoiced on a pro-rata basis for that first month.

The best way to explain is with an example:

Say you sign up your agency at some point in February. You add a contractor who submits several weeks’ worth of timesheets with the first day on the first time entry being January 15th. Because you have fewer than 5 active contractors in January, your monthly invoice amount is £8.57 so your first invoice will be for January and pro-rata for the number of days from when your contractor became active.

Your invoice will then be £8.57 x 15 / 31 = £4.15 for January and £8.57 for February, unless you get 5 active contractors within February, in which case, you will move into the next pricing bracket for that second month.

What if we stop using the timesheet system halfway through the month?

Just wait until the end of the month and you will receive your final invoice as normal. If there are no timesheets submitted in the following months, then you won’t receive any more invoices. (Again, by setting end dates on your contractors, you can ensure no timesheets are submitted beyond a certain date).

Late payments

If an invoice on your account goes beyond 30 days from the date that it should have been paid:

  1. A late payment admin fee of £25 is applied.
  2. Technical support is suspended until the account is brought back into good credit.

Switch Off/ Switch On Policy

In the event of an Agency Account having invoices that are outstanding, we may decide to issue a Switch Off notice.

Switch off notices are given with 30 days notice in order to give plenty of time to settle up your account.

The Switch Off Notice will contain:

  • The amount outstanding. and;
  • The date by which that amount must be settled.

In the event of the full amount not being settled by the date stated in the switch off notice, the Switch Off will be activated and you will be notified. When this happens, you will no longer have access to your account until we switch it back on.

In order to have the account switched back on, two things must be paid:

  1. A switch on fee - this is equal to the outstanding amount at the date of the switch off.
  2. Any outstanding invoices.

In simple terms, there is a doubling of costs if we get to this stage.

Notes:

  • The Switch Off Policy is independent of the right to cancel an account as outlined above.
  • Even if you choose not to use the system again, any outstanding debt will be chased and will accrue interest.

Interest on late payments

Interest may be charged at our discretion on overdue invoices and this is calculated in accordance with Government guidelines which can be found at https://www.gov.uk/late-commercial-payments-interest-debt-recovery/charging-interest-commercial-debt.

Disclaimers

Information

The information provided using our website is only intended to be general summary information to the public. It is not intended to take the place of written law or regulations. SaveTrees Ltd makes no guarantees as to the accuracy of information provided and encourages users to verify references to laws, regulations, guidelines, etc. with competent counsel.

Endorsements/Links To Other Sites

This website has links to various other public and private websites. You are subject to those site’s privacy policies when you leave our site.

Reference in this website to any specific commercial products, process, service, manufacturer, or company does not constitute its endorsement or recommendation by Us.

We are not responsible for the contents of any “off-site” web page referenced.