Terms & Conditions of Supply

1. About these terms

1.1 These terms govern every supply of products and services by Locus Systems Ltd ("Locus", "we", "us"), company number 17366551, registered in England and Wales. Registered office: Foxtail House, Foxtail Road, Ransomes Europark, Ipswich, IP3 9RX.

1.2 "Customer" or "you" means the business placing the order. "Products" means all goods we supply, including shadow boards, whiteboards, stations, visual management products and any equipment supplied with them. "Custom Products" means any Product made, printed, cut, configured or modified to your specification, including any Product carrying your logo, artwork, text, layout or tool positions. "Design Work" means any drawings, layouts, artwork, proofs, visuals or 3D renders we prepare for you.

1.3 We supply to businesses only. By placing an order you confirm you are acting in the course of business and have authority to bind the business you order for.

1.4 These terms apply to every quotation, order acknowledgement, order confirmation and contract, to the exclusion of any terms you propose, including terms on your purchase order. No variation applies unless agreed in writing by a director of Locus.

1.5 We may update these terms from time to time. The version on our website when we confirm your order applies to that order.

2. Quotations and orders

2.1 Quotations are valid for 30 days from issue unless stated otherwise. A quotation is an invitation to order, not an offer.

2.2 Your order, whether by email, purchase order, phone or through our website, is an offer to buy. A contract exists only when we send you a written order confirmation. Until then we have no obligation to supply.

2.3 We may decline an order in whole or in part without liability. If you have paid for anything we cannot supply, we will refund that part as soon as reasonably possible.

2.4 You are responsible for making sure your order, and any specification, measurements, tool lists or drawings you give us, are complete and accurate.

2.5 Place orders by phone on +44 (0)1473 974400 or by email to team@locus-systems.com.

3. Custom Products, artwork and design approval

Once you approve artwork or Design Work, the order goes into production and cannot be cancelled, changed or refunded.

3.1 For Custom Products, including shadow boards and bespoke stations, we will send you Design Work for approval before production. Nothing is made until you approve it in writing. Email approval, or a signed or returned proof, counts as written approval.

3.2 Please check every proof carefully. Approval confirms that the spelling, wording, logos, colours, dimensions, layout, tool positions, quantities and any other detail shown are correct. Responsibility for those details passes to you on approval. We are not liable for errors in an approved proof.

3.3 Once Design Work is approved:

• the order cannot be cancelled, and the full order value is payable;
• no changes can be made unless we agree in writing, and any agreed change may be charged, including materials already used and any extra design or production time; and
• Custom Products cannot be returned, exchanged or refunded, except where they do not match the approved Design Work or are faulty under clause 8.

3.4 If you cancel or put an order on hold before approval, we may charge for Design Work already completed and for any materials or third-party goods already ordered for you.

3.5 Each order includes unlimited rounds of proof revisions. Further revisions, or a change of brief after work has started, may be charged at our standard design rate.

3.6 Proofs are shown on screen or as printed samples. Printed colours, finishes and textures may vary slightly from on-screen proofs and between production batches. Where an exact colour match is critical, tell us before approval and we will agree a reference (for example, a RAL or Pantone value or a physical sample).

3.7 Shadow board cut-outs and outlines are produced from the tools, measurements or images you provide. If tools change, or differ from those supplied, a board may need to be remade at your cost.

3.8 If you do not approve or comment on Design Work within 14 days of our sending it, we may treat the order as on hold. Delivery dates run from approval, not from order.

3.9 You confirm that you own, or have permission to use, any logo, artwork, trademark or content you give us. You will indemnify us against any claim that our use of that material, as you instructed, infringes someone else's rights.

4. Prices and VAT

4.1 Prices are in pounds sterling and exclude VAT, delivery and installation unless stated.

4.2 Prices in a valid quotation or pro forma invoice are fixed for its validity period. Otherwise prices may change without notice, and Products are invoiced at the price on the date of despatch.

4.3 VAT is charged at the applicable rate and shown on the invoice. Our VAT registration number is GB531410146.

5. Payment and credit accounts

5.1 Without an approved credit account, payment is due in full against a pro forma invoice before production starts. We accept bank transfer (BACS) and Visa or Mastercard.

5.2 For Custom Products or high-value orders, we may ask for a deposit on approval of Design Work, with the balance due before despatch or on the agreed credit terms.

5.3 Credit accounts are offered at our discretion, subject to satisfactory trade references and credit checks. For approved accounts, payment is due within 30 days of the end of the month of invoice, unless other terms are agreed in writing.

5.4 Payment must be made in full, without set-off, deduction or counterclaim, except as required by law.

5.5 If payment is late, we may charge interest and compensation under the Late Payment of Commercial Debts (Interest) Act 1998. Before doing so, we will contact you and give at least 10 working days to resolve any invoice query.

5.6 We may suspend deliveries, stop work in progress, or withdraw or reduce credit if any payment is overdue, or if we reasonably believe you may be unable or unwilling to pay. Please tell us promptly of any change that may affect your account.

5.7 Our bank details are printed on our invoices. Our bank details will never change by email. If you receive a message saying they have, call us on +44 (0)1473 974400 before making any payment.

6. Delivery

6.1 Most Products are made to order. Lead times are estimates, run from approval of Design Work (or order confirmation for standard items), and are not guaranteed. Time of delivery is not of the essence.

6.2 Standard delivery to UK mainland addresses is £15 (ex VAT). Northern Ireland, the Republic of Ireland, offshore and international addresses, delivery is charged as quoted.

6.3 Unless otherwise agreed, deliveries outside the UK are made DAP (Delivered at Place, Incoterms 2020). You are responsible for import duties, taxes and customs clearance. If goods are returned because these are unpaid, you will pay the resulting costs.

6.4 Timed or special delivery services are available on request, for UK mainland only. If we miss a paid timed delivery, our liability is limited to refunding the difference between that service and standard delivery.

6.5 Every delivery must be received, inspected and signed for by your representative. You are responsible for safe access and for having someone available to receive larger items.

6.6 We may deliver in instalments, each invoiced separately. A problem with one instalment does not entitle you to cancel the others.

6.7 Except as set out in these terms, we are not liable for failure to deliver, or for damage to Products before delivery.

7. Risk and title

7.1 Risk in the Products passes to you on delivery.

7.2 Ownership of the Products does not pass to you until we have received payment in full for them and for any other sums you owe us.

7.3 Until ownership passes, you must store the Products separately, identify them as ours, keep them insured and in good condition, and return them on request. If you do not, we or our agents may enter your premises to recover them.

8. Damage, shortages, non-delivery and defects

8.1 Inspect packaging before signing. Note any visible damage with the driver before signing, or refuse delivery if you think the contents are damaged, and tell us the same day. Deliveries signed for as in good condition cannot later be claimed for external transit damage.

8.2 Report damage found on unpacking by phone and email within 24 hours of delivery, with photographs.

8.3 Report shortages within 3 working days of delivery. After that, replacement or credit is at our discretion.

8.4 Report non-delivery on the working day after the expected delivery date, so we can investigate with the carrier.

8.5 Report any defect in writing to team@locus-systems.com as soon as it is found, with photographs and your order number. We may ask to inspect the Product or have it returned.

8.6 Where a Product is confirmed as damaged in transit, short-supplied, defective, or not made to the approved Design Work, we will at our option repair, replace or credit it. This clause sets out our full liability for damage before delivery, shortages, non-delivery and defects.

9. Returns and cancellations

9.1 Custom Products cannot be cancelled after Design Work is approved, and cannot be returned for credit (see clause 3).

9.2 Standard, unbranded Products correctly supplied may be returned only with our prior written agreement. Email team@locus-systems.com within 30 days of delivery for a returns number.

9.3 Agreed returns must be sent at your cost, unused, in saleable condition and original packaging, quoting the invoice or delivery note number. We may apply a 15% handling charge, and pass on any restocking charge from our supplier. Delivery charges are not refunded.

9.4 A standard order may be cancelled before despatch with our agreement. We may charge for any costs already incurred.

9.5 Nothing in this clause limits your rights where a Product is faulty or not as ordered (clause 8).

10. Specifications and warranty

10.1 We develop our range continuously and may change specifications of standard Products without notice, provided this does not materially affect quality or performance. If your policies require notice of changes, say so on your purchase order. Current specification sheets and declarations of compliance are available on request.

10.2 Products we make are free from material defects in materials and workmanship for 12 months from delivery, when installed and used as intended. This does not cover fair wear and tear, misuse, accidental damage, unsuitable cleaning chemicals, or modification by anyone other than us.

10.3 Products made by other manufacturers carry that manufacturer's warranty only. Details are supplied with the Product or available on request.

10.4 We are happy to advise, but it is your responsibility to make sure Products are suitable for your intended use and environment.

11. Liability and events beyond our control

11.1 Nothing in these terms limits liability for death or personal injury caused by negligence, for fraud or fraudulent misrepresentation, or for anything else that cannot be limited by law.

11.2 Subject to 11.1, our total liability under or in connection with any contract is limited to the price paid for the Products concerned.

11.3 Subject to 11.1, we are not liable for loss of profit, revenue, business, production, contracts or opportunity, or for any indirect or consequential loss, whether in contract, tort (including negligence), breach of statutory duty or otherwise, even if foreseeable.

11.4 We are not liable for delay or failure caused by events beyond our reasonable control. These include industrial action by third parties, supplier or carrier failure, shortage of materials, fire, flood, storm, pandemic, war, terrorism, civil unrest, and failure of utilities or communication networks.

12. Intellectual property

12.1 All intellectual property in our Products, Design Work, templates, drawings, layouts, catalogues, literature and processes belongs to Locus Systems Ltd, even where Design Work was created for you and whether or not you are charged for it.

12.2 You may use the Products and Design Work for your own operations. You may not copy them, or pass Design Work to a third party to manufacture, without our written consent.

12.3 Your own logos, trademarks and content remain yours. You grant us a licence to use them to fulfil your order.

13. Confidentiality, references, recalls and data protection

13.1 Each of us will keep the other's confidential information, including pricing, drawings and site information, confidential and use it only for the contract.

13.2 We may name you as a customer and use images of Products we have supplied you in our marketing and case studies, in line with your brand guidelines. We will never show sensitive site information. If your policies do not allow this, or need prior approval, tell us at team@locus-systems.com and we will note it on your account.

13.3 If we ever need to recall or withdraw a Product, we must be able to reach you quickly. Please keep your contact details up to date with us. We may check them periodically.

13.4 We process personal data in line with UK GDPR and the Data Protection Act 2018. See our privacy policy.

14. General and governing law

14.1 These terms, with any quotation, order confirmation and approved Design Work, form the entire agreement between us. You confirm you have not relied on any statement not set out in them.

14.2 If any provision is found invalid or unenforceable, it will be removed and the rest will continue in force.

14.3 A failure or delay by us in enforcing any right is not a waiver of it.

14.4 The Contracts (Rights of Third Parties) Act 1999 does not apply.

14.5 These terms and any contract under them are governed by the law of England and Wales, and the courts of England and Wales have exclusive jurisdiction.

Version 1 · 1st October 2026 · Locus Systems Ltd · Company No. 17366551 · VAT No. GB531410146 · Registered office: Foxtail House, Foxtail Road, Ransomes Europark, Ipswich, IP3 9RX