HALLWAY DISTRIBUTION
TERMS & CONDITIONS OF DISTRIBUTION
Effective from: January 2025
These Terms & Conditions apply to all leaflet, flyer, magazine, newspaper, promotional material and other distribution services provided by Hallway Distribution (“Hallway Distribution”, “we”, “us” or “our”) to the customer (“Customer”, “you” or “your”).
By placing an order with Hallway Distribution, you confirm that you have read, understood and accepted these Terms & Conditions.
1. DEFINITIONS AND DISTRIBUTION SERVICE
1.1 Distribution
Unless otherwise agreed in writing, distribution will normally take place as a shared distribution, meaning your material may be delivered alongside other non-competing leaflets, magazines or promotional materials within the agreed distribution area.
Shared distribution does not guarantee 100% penetration of every address within an area.
1.2 Distribution Areas
Distribution areas will be agreed with the Customer at the time of booking and may be identified by postcode, postcode sector, street, geographical boundary, route or other agreed area description.
1.3 Distribution Quantities
All quantities are targets or agreed distribution quantities and are subject to a reasonable operational variance of up to 5%, unless otherwise agreed in writing.
1.4 Distribution Schedule
Whilst every reasonable effort will be made to meet the agreed distribution date or schedule, Hallway Distribution reserves the right to alter the method, route or timing of distribution where reasonably necessary due to operational requirements, weather, access issues, stock availability, distributor availability or circumstances outside our reasonable control.
Where a material change is necessary, we will notify the Customer as soon as reasonably practicable.
1.5 Access and Deliverability
Distribution is subject to reasonable access to properties.
We cannot guarantee delivery to properties which are inaccessible, unsafe, subject to access restrictions, have a clear “No Junk Mail”, “No Circulars” or similar notice, or where delivery would place our distributors at unreasonable risk.
2. CUSTOMER MATERIALS
2.1 Supply of Materials
Unless printing has been separately agreed, the Customer is responsible for supplying enough of the materials to be distributed.
Materials should arrive at least seven days before the agreed distribution date, unless otherwise agreed.
2.2 Short or Late Supply
If materials arrive late, in insufficient quantities or are otherwise unsuitable for distribution, Hallway Distribution reserves the right to postpone the distribution.
Where reasonably possible, the distribution will be rescheduled for the earliest suitable opportunity.
Any additional costs arising from late, incorrect or insufficient supply may be charged to the Customer.
2.3 Packaging
Materials should be boxed, bundled or packaged in manageable quantities and clearly labelled.
Hallway Distribution reserves the right to refuse materials that are excessively heavy, damaged, unsafe, inadequately packaged or otherwise unsuitable for distribution.
2.4 Surplus Materials
Unless otherwise agreed, surplus materials will be retained for up to 90 days following completion of the campaign.
Materials remaining after this period may be recycled or disposed of.
Where fewer than 1,000 surplus items remain, these may be automatically disposed of unless the Customer has provided alternative written instructions.
The Customer is responsible for any reasonable storage, return or disposal costs where applicable.
3. ORDERS, ALTERATIONS AND CANCELLATIONS
3.1 Booking
A distribution booking may be accepted verbally, by email, telephone, online communication, purchase order or other written or electronic confirmation.
Once a booking has been accepted, Hallway Distribution may begin allocating resources, routes, distributors, storage, transport or other services.
3.2 Cancellation
At least seven days’ notice should be provided for cancellation or alteration of a standard distribution campaign.
For solus, multiple or specially arranged campaigns, at least 14 days’ notice should be provided unless otherwise agreed.
Where insufficient notice is provided, Hallway Distribution reserves the right to charge reasonable costs already incurred as a result of the cancellation or alteration.
This may include preparation, administration, stock handling, transport, distributor allocation and other committed costs.
3.3 Customer-Supplied Quantity
The Customer is responsible for ensuring that sufficient material is supplied for the agreed campaign.
Where fewer materials are supplied than required, Hallway Distribution may invoice the Customer for the agreed distribution quantity and will make reasonable efforts to complete the campaign using the available stock.
4. PRICES AND PAYMENT
4.1 Pricing
Prices will be agreed with the Customer before the campaign begins.
Unless expressly stated otherwise, quoted prices relate solely to the distribution service and exclude printing, design, storage, collection, delivery or other additional services.
4.2 Payment Terms
Unless otherwise agreed in writing, invoices are payable within 14 days of the invoice date.
Hallway Distribution reserves the right to require payment in advance for new customers, large campaigns or customers with overdue accounts.
4.3 Late Payment
Where an invoice remains unpaid after the agreed payment date, Hallway Distribution reserves the right to suspend further work and/or recover interest and reasonable costs in accordance with applicable UK legislation.
4.4 VAT
Where applicable, VAT will be charged at the prevailing rate.
5. ADVERTISING CONTENT
5.1 Approval
All materials submitted for distribution are subject to Hallway Distribution’s approval.
We reserve the right to refuse, suspend or cancel distribution of any material which we reasonably consider to be unlawful, misleading, offensive, inappropriate, unsafe or likely to expose Hallway Distribution or its distributors to risk.
5.2 Customer Responsibility
The Customer is solely responsible for ensuring that all advertising, promotional and editorial content supplied for distribution is:
- Accurate and not misleading;
- Lawful;
- Suitable for the intended audience;
- Compliant with applicable advertising and consumer protection legislation;
- Compliant with applicable rules and codes, including relevant requirements of the Advertising Standards Authority where applicable.
5.3 Intellectual Property
The Customer confirms that it owns or has obtained all necessary rights, permissions and licences to reproduce and distribute the material supplied to Hallway Distribution.
This includes, where applicable, copyright, trademarks, photographs, logos, artwork, text and other intellectual property.
5.4 Customer Indemnity
The Customer agrees to indemnify Hallway Distribution against reasonable losses, costs, claims or expenses arising from any breach of this section or any claim relating to the content or intellectual property rights of material supplied by the Customer.
6. GPS TRACKING AND DISTRIBUTION VERIFICATION
6.1 GPS Tracking
Where GPS tracking is used, Hallway Distribution may provide the Customer with access to live or completed route information.
GPS tracking is used as a quality-control and verification tool.
6.2 Nature of GPS Evidence
GPS tracking demonstrates the route undertaken and areas covered by the distributor.
It does not constitute proof that an individual leaflet was physically placed through every individual letterbox.
6.3 Tracking Reports
Where applicable, a final GPS tracking report may be provided following completion of a campaign.
Tracking information may be retained for a reasonable period for quality control, customer reporting, investigation of complaints and dispute resolution.
6.4 Tracking Limitations
GPS technology can occasionally be affected by signal strength, device failure, battery failure, mobile coverage, software errors or other technical issues.
Hallway Distribution does not guarantee uninterrupted or perfectly accurate GPS data.
7. DISTRIBUTION QUERIES AND COMPLAINTS
7.1 Reporting a Problem
Any query or complaint concerning distribution should be reported to Hallway Distribution within five days of the relevant distribution taking place.
The Customer must provide sufficient information to allow an investigation to take place, including where possible:
- Campaign details;
- Distribution date;
- Postcode or area;
- Street names;
- Specific addresses or routes where relevant;
- Details of the alleged shortfall or issue.
7.2 Investigation
Hallway Distribution will investigate reasonable complaints and will provide the Customer with the outcome of the investigation within a reasonable period.
Where appropriate, relevant distribution records or GPS information may be made available.
7.3 Shortfalls
Where a genuine shortfall is identified, Hallway Distribution may, at its discretion:
- Undertake remedial distribution;
- Provide a credit proportionate to the identified shortfall; or
- Offer another reasonable remedy.
Any remedial distribution will constitute fulfilment of the relevant distribution obligation.
8. NO GUARANTEE OF MARKETING RESULTS
Hallway Distribution provides a distribution and advertising delivery service.
We do not guarantee that any campaign will generate:
- Sales;
- Telephone calls;
- Website visits;
- Leads;
- Enquiries;
- Customers;
- Orders;
- Footfall; or
- Any financial return.
The effectiveness of a campaign depends on numerous factors outside our control, including the quality of the advertising material, offer, pricing, timing, competition, market conditions and customer demand.
9. INSURANCE AND LIABILITY
9.1 Insurance
Hallway Distribution will maintain appropriate insurance cover for its business activities as considered reasonably appropriate.
9.2 Customer Materials
Whilst materials are in our possession, we will take reasonable care of them.
Where materials are lost or damaged due to our negligence whilst in our possession, our liability shall be limited to the reasonable replacement or production cost of the affected materials, subject to any applicable insurance terms.
9.3 Limitation of Liability
Subject to liabilities which cannot legally be excluded or limited, Hallway Distribution’s total liability arising from a particular distribution campaign shall not exceed the amount paid by the Customer for the distribution service giving rise to the claim.
9.4 Consequential Loss
To the extent permitted by law, Hallway Distribution shall not be liable for indirect or consequential losses, loss of profit, loss of revenue, loss of business, loss of opportunity or loss of anticipated savings arising from the distribution service.
Nothing in these Terms & Conditions shall exclude or restrict liability where such exclusion or restriction would be unlawful.
10. EVENTS OUTSIDE OUR CONTROL
Hallway Distribution shall not be liable for delays, interruptions or failure to perform caused by circumstances beyond our reasonable control.
Such circumstances may include, but are not limited to:
- Severe weather;
- Flooding;
- Fire;
- Industrial action;
- Road closures;
- Government restrictions;
- Civil disturbance;
- Epidemics or pandemics;
- Distributor shortages;
- Vehicle failure;
- Utility or telecommunications failure;
- Supplier failure; or
- Other events beyond our reasonable control.
Where possible, we will notify the Customer and seek to reschedule the affected distribution.
11. DATA PROTECTION
Hallway Distribution will process personal information in accordance with applicable UK data protection legislation.
Where distributor GPS tracking is used, relevant information may be collected and processed for legitimate business purposes including:
- Route management;
- Distribution verification;
- Quality control;
- Customer reporting;
- Payment administration;
- Investigation of complaints; and
- Protection of the business against fraudulent or inaccurate distribution claims.
Further information may be provided in our Privacy Policy.
12. GENERAL
12.1 Entire Agreement
These Terms & Conditions, together with the agreed quotation, booking confirmation or written agreement, form the basis of the distribution contract between Hallway Distribution and the Customer.
12.2 Conflicting Terms
Unless expressly agreed in writing, these Terms & Conditions shall apply to the distribution service and shall take precedence over any conflicting Customer terms and conditions.
12.3 Changes to Terms
Hallway Distribution reserves the right to update these Terms & Conditions from time to time. The version applicable to a campaign will normally be the version in force when the booking is accepted.
12.4 Severability
If any provision of these Terms & Conditions is found to be invalid or unenforceable, the remaining provisions shall continue to apply.
12.5 No Waiver
Failure by Hallway Distribution to enforce any provision of these Terms & Conditions shall not constitute a waiver of our right to enforce that provision subsequently.
13. GOVERNING LAW
These Terms & Conditions and any contract between Hallway Distribution and the Customer shall be governed by the laws of England and Wales.
The courts of England and Wales shall have jurisdiction, subject to any mandatory legal rights applicable to consumers or other protected parties.
HALLWAY DISTRIBUTION
Company: Hallway Distribution
Registered Office: 53 Kempton Grove Cheltenham
Email: hallwaydistribution@gmail.com
Telephone: 07952649447
Website: https://hallwaydistribution.com
Terms & Conditions Version: [January 2025]
