Terms and Conditions

These terms and conditions (the " Terms") apply to the supply of goods and services by Coggin Sustainable Office Solutions Limited to the Customer, and form part of the Contract between us. Please read them carefully.

1. Definitions and interpretation

1.1 In these Terms the following definitions apply:

• " Business Day" means a day other than a Saturday, Sunday or public holiday in England, when banks in London are open for business.
• " Charges" means the charges payable by the Customer for the supply of the Goods and/or Services, as set out in the Supplier's quotation or Order acknowledgement.
• " Contract" means the contract between the Supplier and the Customer for the supply of Goods and/or Services in accordance with these Terms.
• " Customer", " you" or " your" means the person or organisation who purchases Goods and/or Services from the Supplier.
• " Goods" means the refurbished or used office furniture supplied by the Supplier under the Resale Service.
• " Order" means the Customer's order for Goods and/or Services, whether placed by email, signed quotation, purchase order, or through the Supplier's online systems.
• " Services" means the services supplied by the Supplier, being the Resale, Refurbishment, Clearance and Recycling services, or any of them.
• " Supplier", " we", " us" or " our" means Coggin Sustainable Office Solutions Limited (company number 10923698), whose registered office is at Lancaster New Road, Forton, Preston PR3 1AD.

1.2 The Services comprise: (a) Resale, the sale of refurbished or used office furniture; (b) Refurbishment, reupholstery, repair and refinishing of the Customer's existing furniture; (c) Clearance, collection and removal of office furniture from the Customer's premises; and (d) Recycling, the environmentally responsible disposal of furniture unfit for reuse.

1.3 In these Terms: (a) clause headings do not affect interpretation; (b) "including" and "in particular" are illustrative and do not limit the words that precede them; (c) a reference to a statute or statutory provision is a reference to it as amended or re-enacted from time to time; and (d) writing includes email.

2. Basis of contract

2.1 An Order constitutes an offer by the Customer to purchase Goods and/or Services in accordance with these Terms.

2.2 The Order is only accepted, and the Contract formed, when the Supplier issues written confirmation of the Order (including the agreed price, the Goods or Services, and the delivery or collection date), at which point the Contract comes into existence.

2.3 These Terms apply to the Contract to the exclusion of any other terms that the Customer seeks to impose or incorporate, or which are implied by trade, custom, practice or course of dealing.

2.4 Quotations are valid for 30 days from their date, unless stated otherwise. Quotations for refurbished Goods are subject to availability at the time the Order is accepted: where an item is no longer available, the Supplier may offer a comparable substitute or remove the item from the Order, and shall not be liable for unavailability. The Supplier reserves the right to revise pricing where the Customer's requirements change after a quotation is issued.

2.5 An Order may not be cancelled once production, refurbishment or collection has begun, save with the Supplier's written agreement. Where work has commenced, the Customer may be liable for costs reasonably incurred to that point.

2.6 Deposits and cancellation

Deposits are non-refundable once the delivery, collection or removal date has been secured or work has been scheduled, except where the Supplier cancels the Order or is unable to perform. Where the Customer cancels or postpones an Order within 5 Business Days of the scheduled delivery, collection or removal date, the Supplier may charge up to 50% of the Charges for the affected Services, giving credit for any deposit retained. Where access is refused, or items are not ready, on the scheduled date, wasted attendance is charged at the Supplier's standard rates, available on request.

3. Charges and payment

3.1 The Charges and the applicable payment terms are set when the Customer's account is established and are confirmed in writing on the quotation and invoice. Unless stated otherwise, the Charges are exclusive of VAT, which the Customer shall pay at the prevailing rate.

3.2 Resale

• New customers (Cash accounts): payment in full is required before delivery.
• Approved credit account customers: payment is due 30 days from delivery. Orders exceeding £5,000 including VAT require a 50% deposit at Order, with the balance due 30 days from delivery.

3.3 Refurbishment

• New customers (Cash accounts): 50% deposit at Order, with the balance due before delivery or return.
• Approved credit account customers: payment is due 30 days from delivery or return. Orders exceeding £5,000 including VAT require a 50% deposit at Order, with the balance due 30 days from delivery or return.

3.4 Clearance

• New customers (Cash accounts): 50% deposit to secure the removal date, with the balance due on final inventory sign-off following collection.
• Approved credit account customers: 50% deposit to secure the removal date, with the balance due 30 days from inventory sign-off.
• Where furniture qualifies for the Supplier's clearance buyback scheme under clause 8.4, that buyback is handled as a separate transaction and collection is provided free of charge.

3.5 Recycling

• New customers (Cash accounts): payment is due in full on inventory sign-off after the recycling has been completed.
• Approved credit account customers: payment is due 30 days from inventory sign-off after the recycling has been completed.

3.6 Credit accounts

Credit terms are granted at the Supplier's sole discretion following a credit review, and the Supplier may require trade references, recent accounts or proof of identity. The Supplier may withdraw credit terms at any time without notice where the Customer's payment behaviour or credit risk changes.

3.7 Late payment and set-off

Without limiting its other remedies, the Supplier may charge interest on overdue sums at 8% per annum above the Bank of England base rate, together with reasonable recovery costs, in accordance with the Late Payment of Commercial Debts (Interest) Act 1998, and may suspend or refuse further work while any account is in arrears. If the Customer fails to pay any sum when due, or suffers an insolvency event, all sums owed by the Customer under any Contract become immediately due and payable. The Customer shall pay all sums in full without set-off, counterclaim, deduction or withholding, except as required by law.

4. Delivery, collection, risk and title

4.1 The Supplier shall use reasonable endeavours to deliver the Goods or perform the Services on the agreed date and time. Such dates are estimates only and time is not of the essence unless agreed otherwise in writing.

4.2 Where the Supplier is unable to meet an agreed date for reasons beyond its reasonable control (including traffic, weather, supplier delays or illness), it shall contact the Customer to reschedule, and shall not be liable for loss caused by reasonable delay.

4.3 Risk in the Goods passes to the Customer on delivery. Title to the Goods does not pass to the Customer until the Supplier has received payment in full. Until title passes, the Customer holds the Goods as bailee for the Supplier, shall store them so that they remain identifiable as the Supplier's property, and shall not sell, charge or encumber them. If any sum is overdue, or the Customer suffers an insolvency event, the Customer grants the Supplier an irrevocable licence to enter any premises where the Goods are stored in order to inspect or repossess them.

4.4 The Customer shall inspect the Goods on delivery and notify the Supplier of any visible damage or shortage within 48 hours, failing which the Goods are deemed to have been delivered in good condition.

4.5 Where collection forms part of the Services (Refurbishment or Clearance), the Customer shall ensure that the items are accessible at the agreed time and that the Supplier has safe access to the site. Wasted journeys are charged at the Supplier's standard rates, available on request, in accordance with clause 2.6.

4.6 Delivery and collection charges are quoted separately and confirmed before acceptance of the Order.

4.7 If the Customer postpones delivery, or fails to accept delivery, of the Goods, the Supplier may store the Goods at the Customer's cost at its standard rates; risk in the Goods passes to the Customer on the date delivery was first attempted or postponed; and payment terms run from that date rather than the date of eventual delivery.

5. Refurbished and used goods

5.1 Goods supplied under the Resale Service are refurbished or used, not new. They are inspected, cleaned, repaired where necessary, and tested to working condition.

5.2 Cosmetic imperfections consistent with prior commercial use (light scuffs, minor marks and signs of wear) are normal and do not constitute a defect.

5.3 The Supplier describes the Goods accurately based on inspection and will note significant cosmetic issues in the listing or quotation. Photographs are representative, and the exact appearance may vary slightly between otherwise identical items.

5.4 The Goods are supplied on a business-to-business basis. The Consumer Rights Act 2015 does not apply unless the Customer is purchasing as a consumer for personal, non-business use, in which case the Customer's statutory rights are unaffected by these Terms.

6. Warranty

6.1 The Supplier warrants that refurbished furniture sold under the Resale Service will be free from defects in materials and refurbishment workmanship for 12 months from the date of delivery.

6.2 During the warranty period, if a defect arises, the Supplier shall at its discretion repair the item, replace it with a comparable item, or refund the purchase price.

6.3 The warranty does not cover: (a) damage caused by misuse, accident, modification or normal wear and tear; (b) damage from inappropriate cleaning products or improper assembly by the Customer; (c) items used outside their intended commercial purpose; (d) cosmetic deterioration consistent with use; or (e) failure of components due to age or prior use, where the failure is not attributable to the Supplier's refurbishment work.

6.4 Refurbishment work carried out under the Refurbishment Service (clause 1.2(b)) is warranted for 12 months on the work performed, and not on the Customer's existing furniture as a whole.

6.5 To make a warranty claim, the Customer shall contact the Supplier at info@coggin-sos.co.uk with photographs and a description of the defect. The Supplier aims to respond within 3 Business Days.

6.6 The Customer shall give the Supplier a reasonable opportunity to inspect the item and remedy the defect before arranging any repair by a third party. Repairs or modifications carried out by a third party without the Supplier's prior written agreement void the warranty for the item concerned.

7. Returns

7.1 Goods supplied under the Resale Service may be returned for a full refund within 14 days of delivery, provided they are in the same condition as when delivered, in their original packaging where supplied, and unused (not put into commercial service).

7.2 Goods returned in a degraded condition may be subject to a restocking fee of up to 25% of the purchase price, deducted from the refund.

7.3 The Customer is responsible for the cost and risk of return carriage unless the Goods were faulty on delivery, in which case the Supplier covers collection.

7.4 Bespoke refurbishment work, made-to-order items and Clearance services are not returnable.

8. Clearance and recycling

8.1 Where the Supplier collects furniture from the Customer's premises under the Clearance Service, the Customer confirms that: (a) the items belong to the Customer or the Customer is authorised to dispose of them; (b) the items contain no hazardous materials, confidential documents or personal property; and (c) the Supplier is released from liability for any items left, or contents found within furniture.

8.2 The Supplier guarantees zero landfill: all collected furniture is reused, refurbished for resale, donated or recycled, and no collected furniture is sent to landfill.

8.3 The Supplier provides environmental savings certificates on request, showing the kilograms of CO2e avoided and the weight diverted from landfill, suitable for ESG reporting.

8.4 Clearance buyback scheme

Where furniture qualifies (typically items in good resaleable condition from recognised manufacturers), the Supplier may offer 10% to 20% of the original purchase value, depending on age, condition and current market demand. Buyback value is assessed on a site visit or from photographs in advance of collection and confirmed in writing beforehand; collection of buyback items is free of charge; buyback value is applied as a credit within 14 days of collection, either deducted from the Charges for the Clearance Service or issued as a credit note against the Customer's account, with no cash alternative except at the Supplier's sole discretion; and items must be as described and accessible. The Supplier may revise or withdraw an offer where the condition on collection materially differs from that quoted. Buyback under this clause is offered at the Supplier's sole discretion, and the Supplier is not obliged to make an offer on any furniture presented to it. For the avoidance of doubt, this clause 8.4 applies to furniture the Supplier did not originally supply; furniture purchased from the Supplier is dealt with under clause 9.

8.5 Waste duty of care

The Customer shall provide accurate descriptions of the items and any waste to be collected. The Supplier holds the relevant waste carrier registration and will issue waste transfer notes where required. Where undisclosed hazardous or special waste is discovered, the Supplier may decline to collect it or charge additionally for its lawful handling and disposal.

9. Buyback guarantee (furniture supplied by us)

Where the Customer has purchased Goods from the Supplier and no longer requires them, the Supplier offers to buy them back on the following terms. This is a means of recovering value, is not a right to a refund, and is separate from the return right in clause 7.

9.1 Eligibility. This guarantee is available to business customers only, and does not apply to purchases made by consumers or to over-the-counter public sales. It applies only to Goods purchased directly from the Supplier, evidenced by the Customer's original invoice, and still owned by the Customer, and only where the buyback relates to at least 25 matching items(items of the same product type and specification supplied under the same original Order). The guarantee is personal to the original purchaser and is not transferable, and is available only while the Customer's account with the Supplier is in good standing. It does not apply to bespoke or made-to-order items, items refurbished to the Customer's specification, items modified, reupholstered or repaired by anyone other than the Supplier, or items bearing third-party branding.

9.2 Condition. Goods must be clean, undamaged, fully working and in resaleable condition consistent with normal commercial use for their age. The Supplier assesses condition on inspection (on site or from photographs) and its assessment is final. Items that are damaged, heavily worn, soiled, or which no longer meet current safety or hygiene standards, may be declined or offered a reduced value.

9.3 Guaranteed value. The buyback value is based on the original price paid (excluding VAT) and the age of the item at buyback: (a) within 12 months of purchase, at least 10% and up to 30%; (b) 12 to 36 months, at least 5% and up to 20%; (c) 36 to 60 months, up to 10% with no guaranteed minimum; and (d) over 60 months, at the Supplier's discretion with no guaranteed minimum. The value within each band reflects condition and current market demand and is confirmed in writing before collection. The minimum percentages apply only to items the Supplier accepts for buyback under clauses 9.1 and 9.2.

9.4 Payment. Buyback value is issued as a credit note against a future order with the Supplier, valid for 12 months from issue, non-transferable, and with no cash alternative except at the Supplier's sole discretion. Credit notes may not be redeemed while the Customer's account is in arrears, and the Supplier may set off any buyback value against sums the Customer owes to the Supplier.

9.5 Collection. Collection is free of charge where the buyback proceeds alongside a new order or delivery; otherwise a collection charge applies and is quoted in advance. The Customer is responsible for safe site access and for ensuring items are ready and accessible.

9.6 Discretion and limits. The guarantee is offered on furniture the Supplier currently resells, while the Supplier is trading and has capacity to take stock. The Supplier is not obliged to buy back quantities beyond what it can reasonably resell and may cap volumes, and may revise or withdraw an offer where the condition on collection materially differs from that quoted. Title to the furniture passes to the Supplier on collection and payment or credit issue.

9.7 Exclusions. This guarantee does not apply to consumables, accessories or components sold separately, and does not oblige the Supplier to buy back furniture it did not supply.

10. Limitation of liability

10.1 Nothing in these Terms limits or excludes the Supplier's liability for death or personal injury caused by its negligence, for fraud or fraudulent misrepresentation, or for any other liability that cannot lawfully be limited or excluded.

10.2 Subject to clause 10.1, the Supplier's total liability to the Customer in respect of any single Order or Service, whether in contract, tort (including negligence), breach of statutory duty or otherwise, shall not exceed the sums paid by the Customer for that Order or Service.

10.3 Subject to clause 10.1, the Supplier shall not be liable for any indirect, consequential or special loss, or for loss of profit, loss of business, loss of contracts or loss of goodwill.

10.4 Subject to clause 10.1, the Supplier shall have no liability for any claim under or in connection with the Contract unless the Customer notifies the Supplier of the claim in writing within 12 months of the date on which the Customer became aware, or ought reasonably to have become aware, of the grounds for it.

11. Data protection

11.1 The Supplier collects, stores and processes the Customer's personal and business data in accordance with its Privacy Policy and the UK General Data Protection Regulation.

11.2 The Customer confirms that the information provided in the account setup form, on quotations and on purchase orders is accurate and complete, and that the Supplier may rely on it for invoicing, delivery and dispute resolution.

11.3 The Customer shall notify the Supplier within 14 days of any change to its registered name, billing address, VAT registration status or accounts contact.

11.4 The Supplier retains customer records for 7 years after the last transaction, as required by HMRC and Companies House, after which records are securely deleted unless an active relationship continues.

12. Force majeure

The Supplier shall not be in breach of the Contract, nor liable for any delay in performing or failure to perform any of its obligations, if such delay or failure results from an event beyond its reasonable control, including act of God, fire, flood, severe weather, epidemic or pandemic, industrial action, failure of supply chains, or breakdown of vehicles or equipment. Where such an event occurs, the Supplier shall contact the Customer to agree a revised timescale.

13. Assignment and subcontracting

13.1 The Customer shall not assign, transfer or deal in any way with any of its rights or obligations under the Contract without the Supplier's prior written consent.

13.2 The Supplier may assign, subcontract or delegate any of its rights or obligations under the Contract, provided it remains responsible for the performance of any subcontractor.

14. Electronic acceptance and signatures

14.1 Where the Customer accepts these Terms electronically, including by ticking a checkbox, typing a name, clicking "accept" or submitting an online form, that acceptance is legally binding under the Electronic Communications Act 2000 and the eIDAS Regulation (EU Regulation No 910/2014, as retained in UK law).

14.2 A typed name combined with the timestamp and IP address recorded by the Supplier's systems constitutes a valid electronic signature with the same legal effect as a handwritten signature.

14.3 The Customer confirms that any person submitting an Order or completing the account setup form on its behalf has authority to do so and to bind the Customer to these Terms.

15. Intellectual property

15.1 All trademarks, logos, designs, photographs and branding belonging to the Supplier remain its property, and the Customer shall not copy, reproduce or use them without the Supplier's prior written consent.

15.2 Where the Customer supplies branded items for refurbishment, the Customer confirms it has the right to do so and grants the Supplier permission to handle and remove such branding as required.

16. General

16.1 Entire agreement. The Contract, comprising these Terms together with the relevant quotation, Order confirmation and account setup form, constitutes the entire agreement between the parties and supersedes all prior agreements, representations and understandings.

16.2 Variation. The Supplier may amend these Terms from time to time; the version in force at the date of the Customer's Order applies to that Order. No other variation of the Contract is effective unless agreed in writing.

16.3 Waiver. No failure or delay by the Supplier to exercise any right or remedy is a waiver of that or any other right or remedy.

16.4 Severance. If any provision of these Terms is or becomes invalid or unenforceable, it shall be deemed modified to the minimum extent necessary to make it valid, and the remaining provisions shall continue in full force.

16.5 Third party rights. No one other than a party to the Contract has any right to enforce any of its terms under the Contracts (Rights of Third Parties) Act 1999.

16.6 Notices. Any notice under the Contract shall be in writing and sent to the other party's principal place of business or email address. Notices sent by email are deemed received at the time of transmission on a Business Day.

16.7 Governing law and jurisdiction. The Contract and any dispute or claim arising out of or in connection with it are governed by the law of England and Wales, and the parties submit to the exclusive jurisdiction of the courts of England and Wales.

By placing an Order, accepting a quotation, completing the account setup form, or otherwise engaging the Supplier's Services, the Customer confirms that it has read, understood and agrees to be bound by these Terms.