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This is where you will find legal info along with our policies on important subjects.
Terms & Conditions of Sale
These terms and conditions of sale are available on request and for inspection at the company’s registered office.
1 Acceptance of Orders
Orders are accepted, manufactured and invoiced in accordance with the quantities, specification, price and payments terms as contained in New
Design Group Order Confirmation paperwork. New Design Group should be notified immediately of any discrepancies.
2 Lead Times
Lead times quoted are applicable from receipt by New Design Group of full order specification.
3 Ownership of Goods
Notwithstanding delivery and the passing of risk, property in and title to the goods shall remain with the seller until the seller has received payment of the full price of
(a) all Goods and/or Services the Subject of the Contract and
(b) all other goods and/or services supplied by the seller to the buyer under any contract whatsoever.
Payment of the full price shall include, without limitation, the amount of any interest or other sum payable under the terms of this and all other contracts between the seller and buyer.
These conditions shall apply to and govern all contracts for the supply of goods and Services by New Design Group Ltd (hereinafter called “the Company”) and shall prevail over any inconsistent terms or conditions contained in or referred to in this order or in correspondence or elsewhere and all or any arrangements to the contrary are hereby extinguished. The Term “goods” shall where the context so permits include units, parts, accessories, repairs, fitments and services.
5 Prices and Payments
- a) Subject to the provisions of Clause 2(c) whilst every effort will be made to maintain prices as quoted, the Company will only accept orders at prices ruling on the day of despatch, and such price shall be fixed at the Company’s discretion after taking into account any increase in the cost of materials, transport and any other relevant factors: and the buyer hereby agrees to pay the price as invoiced. The buyer also agrees to pay for any loss or extra costs incurred by the Company through any request or instruction or lack of instructions on the part of the buyer, its employees or contractors. Unless otherwise indicated in the Company’s quotation no discount of any kind is allowable, prices being strictly nett.
(b) V.A.T. will be charged at the rate applicable at the time of despatch.
(c) Unless it has otherwise been agreed in writing, orders are accepted on the condition that payment is paid in full on or prior to the taking of delivery of goods unless an approved credit account has been opened for the buyer by the Company. Payment of any instalment due is a condition precedent to further deliveries, and the Company shall have the right to terminate any contract or supply when an instalment or payment is in arrears. If an invoice is not agreed then it is incumbent upon the buyer to communicate this fact to the Company immediately as under no circumstances will any dispute be acknowledged by the Company more than 7 days after the date of the invoice. Where not otherwise expressly stated all payments are to be made at the main premises of the Company.
(d) Title to the goods shall in no case pass from the Company until the full contract or invoiced price has been received. If a cheque is tendered by the buyer it shall not be treated as payment until it has been cleared by the Company’s Bank. The Company shall in any event have a particular and general lien over the goods sold and for all claims and monies owing by the buyer to the Company under any contract whatsoever or in any other way whatsoever, and the Company shall be entitled to the return of all goods not paid for in full at the buyer’s expense in the event of any failure to pay in accordance with these conditions or any specific amendment thereto agreed in advance in writing by the Company with the buyer.
(e) The Company may charge interest at 4% above the base rate from time to time of HSBC Bank Plc on any amount not received by the due date until such amount is received, both before and after judgment.
6 Carriage and Delivery
Carriage is affected at the Company’s option and appropriate charges will be made for such carriage based on current Carriage Standard Rates. Although every effort will be made to effect prompt delivery, the Company cannot be held responsible for loss or damage due to delay in delivery, accidents, fire or strikes, war, lockouts, or any other causes beyond its control.
7 Damage and Loss
No claim for loss in transit can be considered unless notified to the Company within 48 hours after notification of despatch, or in the case of damage or shortage within 24 hours from receipt of goods. Risk of loss or damage to the goods shall pass to you upon delivery.
8 Orders and Schedules
The Company does not accept verbal orders or instructions. All orders from customer or their agents must be received by fax, email or by post before they will be accepted and processed.
9 Defective Products
Free replacement will be made by the Company of any product which it agrees is defective, if returned within twelve months from the date of despatch from the Company. No liability for expenses incurred by customers or any consequential damage arising from such defects can be accepted by the
10 Return of Goods
The return of any goods properly supplied will not be accepted unless the Company’s authority has been previously agreed in writing and an address for returned goods given. Notification of such return must be in writing within 24 hours of receipt of the goods. The Buyer accepts and understands that the issuing of orders or contracts to the Company implies full agreement with the above terms and conditions.
Cancellation will only be accepted if agreed in writing. Any order cancelled within 48 hours of placement will be subject to a 5% administration charge of nett order value (£200 minimum). Beyond this point a cancellation charge of between 50% and full order value will be levied dependent upon the stage of production.
12. Delayed orders
Orders delayed within 2 weeks of the delivery week may be subject to a storage charge. This will be charged at a rate of £10+vat per pallet (or part of) per week (or part of). Invoice for the order will be sent to the client on the original delivery date. Invoicing for the storage to be on a 4-weekly basis, starting on the week the order was originally due out.
New Design Group needs to gather and use certain information about individuals. These can include customers, suppliers, business contacts, employees and other people the organisation has a relationship with or may need to contact. This policy describes how this personal data must be collected, handled and stored to meet the company’s data protection standards — and to comply with the law.
Why this policy exists
This data protection policy ensures New Design Group:
• Complies with data protection law and follow good practice.
• Protects the rights of staff, customers and partners.
• Is open about how it stores and processes individuals’ data.
• Protects itself from the risks of a data breach.
Data protection law
The Data Protection Act 1998 describes how organisations — including New Design Group — must collect, handle and store personal information. These rules apply regardless of whether data is stored electronically, on paper or on other materials. To comply with the law, personal information must be collected and used fairly, stored safely and not disclosed unlawfully. The Data Protection Act is underpinned by eight important principles. These say that personal data must:
1. Be processed fairly and lawfully.
2. Be obtained only for specific, lawful purposes.
3. Be adequate, relevant and not excessive.
4. Be accurate and kept up to date.
5. Not be held for any longer than necessary.
6. Processed in accordance with the rights of data subjects.
7. Be protected in appropriate ways.
8. Not be transferred outside the European Economic Area (EEA), unless that country or territory also ensures an adequate level of protection.
People, risks and responsibilities
This policy applies to:
• The head office of New Design Group.
• All branches of New Design Group.
• All staff and volunteers of New Design Group.
• All contractors, suppliers and other people working on behalf of New Design Group.
It applies to all data that the company holds relating to identifiable individuals, even if that information technically falls outside of the Data Protection Act 1998. This can include:
• Names of individuals.
• Postal addresses.
• Email addresses.
• Telephone numbers.
• Any other information relating to individuals.
Data protection risks
This policy helps to protect New Design Group from some very real data security risks, including:
• Breaches of confidentiality. For instance, information being given out inappropriately.
• Failing to offer choice. For instance, all individuals should be free to choose how the company uses data relating to them.
• Reputational damage. For instance, the company could suffer if hackers successfully gained access to sensitive data.
Everyone who works for or with New Design Group has some responsibility for ensuring data is collected, stored and handled appropriately. Each team that handles personal data must ensure that it is handled and processed in line with this policy and data protection principles.
However, these people have key areas of responsibility:
• The board of directors is ultimately responsible for ensuring that New Design Group meets its legal obligations and for:
- Keeping up-to-date about data protection responsibilities, risks and issues.
- Reviewing all data protection procedures and related policies, in line with an agreed schedule.
- Arranging data protection training and advice for the people covered by this policy.
- Handling data protection questions from staff and anyone else covered by this policy.
- Dealing with requests from individuals to see the data New Design Group holds about them (also called ‘subject access requests’).
- Checking and approving any contracts or agreements with third parties that may handle the company’s sensitive data.
• The company’s IT service provider, ‘Our IT Department Ltd’ is responsible for:
- Ensuring all systems, services and equipment used for storing data meet acceptable security standards.
- Performing regular checks and scans to ensure security hardware and software is functioning properly.
- Evaluating any third-party services the company is considering using to store or process data. For instance, cloud computing
• The Marketing Manager, is responsible for:
- Approving any data protection statements attached to communications such as emails and letters.
- Addressing any data protection queries from journalists or media outlets like newspapers.
- Where necessary, working with other staff to ensure marketing initiatives abide by data protection principles.
General staff guidelines
• The only people able to access data covered by this policy should be those who need it for their work.
• Data should not be shared informally. When access to confidential information is required, employees can request it from their
• New Design Group will provide training to all employees to help them understand their responsibilities when handling data.
• Employees should keep all data secure, by taking sensible precautions and following the guidelines below.
• In particular, strong passwords must be used and they should never be shared.
• Personal data should not be disclosed to unauthorised people, either within the company or externally.
• Data should be regularly reviewed and updated if it is found to be out of date. If no longer required, it should be deleted and
• Employees should request help from their line manager or the data protection officer if they are unsure about any aspect of
These rules describe how and where data should be safely stored. Questions about storing data safely can be directed to the IT service provider or board of directors. When data is stored on paper, it should be kept in a secure place where unauthorised people cannot see it. These guidelines also apply to data that is usually stored electronically but has been printed out for some reason:
• When not required, the paper or files should be kept in a locked drawer or filing cabinet.
• Employees should make sure paper and printouts are not left where unauthorised people could see them, like on a printer.
• Data printouts should be shredded and disposed of securely when no longer required.
When data is stored electronically, it must be protected from unauthorised access, accidental deletion and malicious hacking attempts:
• Data should be protected by strong passwords that are changed regularly and never shared between employees.
• If data is stored on removable media (like a CD or DVD), these should be kept locked away securely when not being used.
• Data should only be stored on designated drives and servers, and should only be uploaded to an approved cloud computing
• Servers containing personal data should be sited in a secure location, away from general office space.
• Data should be backed up frequently. Those backups should be tested regularly, in line with the company’s standard backup
• Data should never be saved directly to laptops or other mobile devices like tablets or smart phones.
• All servers and computers containing data should be protected by approved security software and a firewall.
Personal data is of no value to New Design Group unless the business can make use of it. However, it is when personal data is accessed and used that it can be at the greatest risk of loss, corruption or theft:
• When working with personal data, employees should ensure the screens of their computers are always locked when left
• Personal data should not be shared informally. In particular, it should never be sent by email, as this form of communication
is not secure.
• Data must be encrypted before being transferred electronically. The IT service provider can explain how to send data to authorised
• Personal data should never be transferred outside of the European Economic Area.
• Employees should not save copies of personal data to their own computers. Always access and update the central copy of any
The law requires New Design Group to take reasonable steps to ensure data is kept accurate and up to date. The more important it is that the personal data is accurate, the greater the effort New Design Group should put into ensuring its accuracy. It is the responsibility of all employees who work with data to take reasonable steps to ensure it is kept as accurate and up to date as possible.
• Data will be held in as few places as necessary. Staff should not create any unnecessary additional data sets.
• Staff should take every opportunity to ensure data is updated. For instance, by confirming a customer’s details when they call.
• New Design Group will make it easy for data subjects to update the information New Design Group holds about them. For
instance, via the company website.
• Data should be updated as inaccuracies are discovered. For instance, if a customer can no longer be reached on their stored
telephone number, it should be removed from the database.
• It is the marketing manager’s responsibility to ensure marketing databases are checked against industry suppression files every
Subject access requests
All individuals who are the subject of personal data held by New Design Group are entitled to:
• Ask what information the company holds about them and why.
• Ask how to gain access to it.
• Be informed how to keep it up to date.
• Be informed how the company is meeting its data protection obligations.
If an individual contacts the company requesting this information, this is called a subject access request. Subject access requests from individuals should be made by email to firstname.lastname@example.org. New Design Group can supply a standard request form, although individuals do not have to use this. Individuals will be charged £10 per subject access request. New Design Group will aim to provide the relevant data within 14 days. New Design Group will always verify the identity of anyone making a subject access request before handing over any information.
Disclosing data for other reasons
In certain circumstances, the Data Protection Act allows personal data to be disclosed to law enforcement agencies without the consent of the data subject. Under these circumstances, New Design Group will disclose requested data. However, the company will ensure the request is legitimate, seeking assistance from the company’s legal advisers where necessary.
New Design Group aims to ensure that individuals are aware that their data is being processed, and that they understand:
• How the data is being used.
• How to exercise their rights.
To these ends, the company has a privacy statement, setting out how data relating to individuals is used by the company.
The information below has been put together to aid you with your specifications. If you require any further information please don’t hesitate to contact your account manager or a member of the New Design Group team.
Design & drawing approval
When New Design Group (NDG) are required to produce drawings for sign off, either at the request of the client or because NDG deem it necessary, these will be completed within 3 working days. The confirmed lead-time will commence from the date of drawing approval rather than the date shown on the Purchase Order. Please allow time for this process as required.
Control sample approval
When NDG are required to produce a control sample for sign off, either at the request of the client or because NDG deem it necessary, these will usually be available within 10 working days. The confirmed lead-time will commence from the date of the control sample approval rather than the date shown on the Purchase Order. Please allow time for this process as required.
Changes to orders
If an amendment is required on an order that has already been placed with NDG, please seek confirmation of lead-time implications from your account manager prior to implementation. We will of course seek to minimise disruption to you and your client but depending on the nature of the change, delays sometimes cannot be avoided.
Customers own fabrics & leathers (COM’s & COL’s)
Not all fabrics and leathers are suitable for all applications. If the specified COM’s and COL’s fall outside our standard range we reserve the right to test for suitability. Please allow 3 working days from receipt of sample fabric for this process.
New Design Group design and manufacture to exacting standards and submit to stringent testing. Our products are warranted against defective materials, workmanship and performance under normal use for a period of 10 years, excluding ordinary wear and tear. This warranty becomes invalid if the product shows signs of abuse or improper handling. New Design Group products have a continuity of supply for 10 years.
New Design Group recommends that all products are installed by our fitting teams. Where products have been installed outside of New Design Group recommendations there is a higher chance of the warranty becoming invalid.
New Design Group solid timber surfaces, in partnership with Spekva, offer a 30 year warranty against faults and changes not caused by the wood’s natural “life”. Full warranty details can be supplied on request.
Where Fabric is used, New Design Group is limited to the individual upholstery supplier’s warranty and advice on normal wear and tear.
Where 3rd party audio-visual, power and data products are used in conjunction with, and not supplied by, New Design Group, warranties are limited to the individual supplier or manufacturer of said audio-visual, power and data products.
As a leading manufacturer in contract furniture, we take our responsibility to actively protect the environment very seriously. As a user of raw materials we endeavour to work with suppliers that demonstrate an understanding and dedication to sustainability and the use of recyclable materials. In working with such partners and also adhering to ISO environmental management systems we ensure our own production processes are as conscientious as possible.
We rely on veneer for many of our products and so insist on suppliers providing FSC certification. With our use of solid wood materials we are also provided with Rainforest Alliance Certification and with the use of Proterra Oils (no cobalt, heavy metals, formaldehyde or parabens) we make sure the treatment process is environmentally friendly.
We also use Melamine and Laminate in many of our products. Working with suppliers such as Formica who are also committed to making sustainable principles part of everything that they do. They strive to adhere to the highest ethical standards and continuously advance their efforts to protect vital resources for the future. Formica Group has FSC certified laminates as standard across the majority of their European product portfolio. They are just one example of the partners we work with.
We regularly review our own sustainability policies and discuss with our partners to make sure we are offering the most sustainable solutions available for our manufacturing processes.
New Design Group maintains relationships with many different organisations in our supply chain, as well as employing directly throughout our brands. In the light of the general law on employment and human rights, and more specifically, the Modern Slavery Act 2015, our core values underpin our approach to business practices both internally and externally. New Design Group has adopted a statement of our corporate value on the prevention of modern slavery and human trafficking. Our values govern all our business dealings and the conduct of all persons or organisations with whom we contract directly or who we appoint to act on our behalf. At every stage we do all we can to make sure all assessments can be made to determine which parts of our business or of those we partner with are at risk of modern slavery or indeed breach of standard Human Rights.
We expect all or who have, or seek to have, a business relationship with New Design Group and/or any member of our Group, to familiarise themselves with our anti-slavery value and to act at all times in a way in which is consistent with our anti-slavery values.
As part of our culture of good governance for good business, we operate to a set of core values which reflect our relationships with our customers, manufacturers, shareholders, suppliers and team members. We adopt a behavioural value for all our business relationships, reflecting our attitude to the exploitation of individuals in any form, and more particularly the offences under the Modern Slavery Act 2015. We are committed to opposing modern slavery in all its forms and preventing it by whatever means we can. We demand the same attitude of all who work for us and expect it of all with whom we have business dealings.
Our attitude to modern slavery is: zero tolerance.
Our attitude to breach of human rights is: zero tolerance
New Design Group takes any allegations of bribery very seriously. Employees are reminded that giving or accepting bribes is likely to be gross misconduct which can result in summary dismissal. The Purpose of this policy is to establish control to ensure compliance with all applicable anti-bribery and corruption regulations and to ensure that the Company’s business is conducted in a socially responsible manner
The Bribery Act 2010 contains four possible offences:
1.Bribery – inducing someone to do something improperly by giving, offering or promising a reward
2.Being bribed – doing something improperly in return for a reward
3.Bribing a foreign public official
4.The corporate offence – this occurs when a company does not stop people who are operating on its behalf for being bribed or
Responsibilities of the employer:
The senior manager responsible for monitoring any issues relating to bribery in this company is the financial controller. Any employees with questions or concerns relating to bribery should address their issues to this manager.
The senior manager responsible for monitoring issues relating to bribery will carry out risk assessments of any possible issues. Employees will be advised if their work gives rise to any particular concerns and will be advised how to address these issues. Employees must follow the advice and address any questions to the named manager.
All line managers are responsible for ensuring that new members of their team are made aware of the company policy relating to bribery as part of the induction process.
All line managers are responsible for ensuring that their team members have had the appropriate training about how to handle possible situations of bribery.
Responsibilities of the employee:
If an employee is offered a bribe s/he should refuse it. The employee must then report the situation immediately to his/her line manager, or the senior manager named as responsible for any issues relating to bribery.
The employee should follow up this notification by writing a statement explaining what occurred and how the employee responded.
Any employee who is found to have given or accepted a bribe is likely to have committed an act of gross misconduct. This could lead to summary dismissal.
Employees who are offered gifts or hospitality should refer the offer to their line manager.
Employees must declare and keep a written record of all hospitality, or gifts accepted or offered, which will also be subject to managerial review. No accounts must be kept “off book” or “off the record” to facilitate or conceal improper payments.
Monitoring & Review
The Company Directors will monitor the effectiveness and review the implementation of this policy, regularly considering its suitability, adequacy and effectiveness. Any improvements identified will be made as soon as possible. Internal control systems and procedures will be subject to regular audits to provide assurance that they are effective in countering bribery and corruption.
All employees are responsible for the success of this policy and should ensure they use it to disclose and suspected danger or wrongdoing.
Employees are invited to comment on this policy and suggest ways in which it may be improved. Comments, suggestions and queries should be addressed to the Company Directors.
This policy does not form part of any employee’s contract of employment and it may amended at any time.
CORPORATE & SOCIAL RESPONSIBILITY (CSR)
CSR is an approach that encourages companies to be successful from an economic/financial perspective whilst also improving the impact it has on society as whole. This approach has always been the policy of New Design Group. From the outset, we have adopted the following principles:
• Produce goods that create employment in both local area & further afield.
• Pay taxes, rates & other regulatory charges
• Create a culture of honesty, integrity & professionalism
• Comply with all relevant laws
• Agree to work to customs, standards & expectations that reflect a concern for what society regards as fair, just & in keeping with the protection of moral rights.
• Contribute to the local community
• To respect confidentiality & intellectual property
• Create a great team spirit & harmony at work
New Design Group Achievements:
• We have been a fair employer for over 40 years & have many long serving employees.
• We would never work with an organisation that did not respect their people or the environment
• We have a flat management structure & have a very open, informal management style.
• We run a flexi - hours scheme & encourage a supportive democratic culture.
• Our works committee are consulted on numerous issues & we value their input.
• We provide equal opportunities for all & support everyone achieving some form of NVQ.
• We hold regular team briefings & explain the vision of the business to all employees on an annual basis. We have annual appraisals for all employees.
• We aim to pay market rates for all roles & will always respect any minimum wage targets.
• Our expenditure has increased dramatically & this has benefited all our suppliers many of whom are local. We have strong relationships with most of our suppliers & get them as involved in our business as possible. We assess their performance on a quarterly basis & encourage them to adopt best practice.
• We have continually improved our products & services that ensure that users of our products have quality ergonomic seating & inspirational work environments.
• We have had ISO 9001 for many years & see quality as a key competitive advantage.
• We work in partnership with The Back Up Trust a registered charity in Wandsworth in South West London supplying them with much of their office furniture needs free of charge.
The Health and Safety at Work Act 1974 and all other subordinate legislation, imposes a statutory duty on employers to ensure so far as is reasonably practicable, the health and safety of their employees whilst at work. This duty also extends to others who may be affected by that work.
Employees also have a statutory duty to take care of themselves and others who may be affected by their acts or omissions.
To enable these duties to be carried out, it is New Design Group’s will to ensure so far as is reasonably practicable, that responsibilities for health and safety matters are effectively assigned, accepted and fulfilled at all levels within New Design Group’s organisational structure.
A. New Design Group will, so far as is reasonably practicable, ensure that:
- Adequate resources are provided to ensure that proper provision can be made for health and safety.
- Systems of work are provided and maintained that are safe and without risks to health.
- The place of work is safe and that there is safe access to and egress from the workplace.
- Arrangements for use, handling, storage and transport of articles and substances at work are safe and without risks to health.
- All employees are provided with such information, instruction, training and supervision as is necessary to secure their safety and health at work and the safety of others who may be affected by their actions.
- The provision and maintenance of all plant, machinery and equipment is safe and without risk to health.
- Risk assessments are carried out and reviewed periodically.
- Health surveillance is provided where appropriate.
- The working environment of all employees is safe and without risks to health and that adequate provision is made with regard to the facilities and arrangements for their welfare at work.
- Monitoring of work activities are undertaken to help maintain agreed performance standards.
B. It is the duty of all employees at work:
- To take reasonable care for the health and safety of themselves and other persons who may be affected by their acts or omissions and to co-operate with New Design Group. with regard to any duty placed on New Design Group to enable the discharge of its duties under the Act and any Regulations and Codes of Practice.
- Not to interfere with or misuse anything provided in the interest of health and safety.
- To understand that non-compliance with either of the points above may lead to disciplinary action.
- The Health and Safety Policy will be reviewed periodically, amended and updated as and when necessary. The Policy, and any subsequent changes, will be promulgated to all employees.
- New Design Group will provide and maintain effective procedures for consultation and communication with employees and, where appropriate, trade union safety representatives on all matters relating to health, safety and welfare in order to ensure the effectiveness of the Health and Safety Policy.
- The New Design Group management will keep the Health and Safety Policy under continual review.
It is the overall policy of New Design Group to plan, regularly review, develop and progressively improve organisation and arrangements to provide, so far as is reasonably practicable, a workplace and working conditions which are safe for all staff and others who may be affected by New Design Group’s activities.
High standards of Health and Safety will be achieved by putting this policy into practice. The fostering of a positive health and safety culture will secure involvement and participation at all levels, and will be sustained by effective communications plus the promotion of competence to enable all employees to make a responsible and informed contribution to the health and safety effort.
METHOD STATEMENT FOR SAFE WORKING ON SITE.
Prior to the delivery of furniture to site, our Project Manager carries out a full assessment and site survey in order to ensure the safest working conditions for our fitters and to facilitate a smooth run installation for our Client.
This assessment will cover every aspect and phase of the work from access arrangements to clearing of the site and final quality check.
Any anticipated problem will be discussed and resolved with the Client or his agent before the commencement of the work.
Delivery of furniture will be via an entrance agreed with the employer. The furniture will then be transported directly to the appropriate locations. Access to these locations will be via routes as agreed with the employer.
If a lift is used for this purpose, attention will be taken not to exceed the weight capacity. If necessary, protection to floors, doors, lifts etc. will be provided.
Care will be taken not to leave any items in corridors, doorways or against fire hoses or fire alarm points.
All rubbish will be removed from site on a daily basis and the site will be left in a tidy state each day.
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If there's anything else you want to know or think we are missing something, please get in touch.