Terms and Conditions
These terms and conditions will apply for the duration of your membership of the Chamber, or to any event you attend, and you should read them carefully. By applying for, renewing or continuing your membership of the Chamber, or by booking on to one of our events, you will be deemed to have accepted these terms. We reserve the right to amend these terms from time to time.
References to the Chamber in these terms refer to the South Wales Chamber of Commerce, Enterprise and Industry and to the Mid Wales Chamber of Commerce, now trading as Chambers Wales.
Use of the expressions “we”, “us” and “our” in these terms refers to the Chamber. References to “you” and “your” refer to members of the Chamber, or to delegates attending our events where applicable.
Part 1: Membership
1. Benefits of Chamber membership
1.1. We offer three different types of membership package, details of which are displayed on our website and updated from time to time.
1.2. Being a member of the Chamber can benefit your whole organisation: all of your employees are entitled to use the Chamber benefits and services, for the duration of your membership.
2. Membership and application process
2.1. Membership of the Chamber is open to any of the following, regardless of their size or location:
(a) Trading businesses including limited companies, partnerships, limited liability partnerships and sole traders;
(b) Educational establishments; and
(c) Charities and not-for-profit organisations.
2.2. Applications for membership must be made by:
(a) contacting our membership team who will work with you to complete a member engagement form on your behalf (Application); and
(b) paying the fee (Membership Fee) in accordance with clause 3.
2.3. You warrant to us that all information provided in your Application is true and accurate in all material respects.
2.4. We will consider your Application and inform you whether your Application is approved as soon as practicable. In the event that we refuse to approve an Application, any Membership Fee paid will be refunded to you.
2.5. This clause 2 and clause 3 below shall not apply to those who enter into a corporate partnership agreement with the Chamber in accordance with clause 9 (Corporate Partners). Corporate Partners will automatically gain membership as part of their package and any fees due will be payable in accordance with the terms of their corporate partnership agreement. Corporate Partners will not incur an additional Membership Fee.
3. Membership Fee
3.1. The Membership Fees for each membership package we offer are set out on our website. The Membership Fees are reviewed annually.
3.2. Unless expressly agreed otherwise, the Membership Fee shall be paid to us when submitting your Application, or at such other time as we may agree with you in writing.
3.3. We accept payment of the Membership Fee by bank transfer, by card payment or by direct debit.
3.4. If you have chosen to pay by bank transfer or card payment, the Membership Fee must be paid to us in full when submitting your Application.
3.5. If you have chosen to pay by direct debit, you can either pay the Membership Fee in full when submitting your Application, or, you can pay the Membership Fee by monthly instalments, thereby spreading the Membership Fee over the course of 12 months. Monthly direct debit payments will be due on the first day of each month.
3.6. If the Membership Fee is not paid in accordance with this clause 3, we shall have the right to terminate your membership in accordance with clause 5.
3.7. The Membership Fee is non-refundable.
3.8. Your membership is non-transferrable.
4. Duration of your membership
4.1. Chamber membership is for a period of 12 months, commencing on the date on which your application is approved by us (Initial Term), unless terminated sooner in accordance with clause 5.
4.2. Your membership will automatically renew for a further period of 12 months unless terminated in accordance with clause 5 (Renewed Term), and you will be liable for the then-current Membership Fee for the Renewed Term. If you pay your Membership Fee by direct debit, your payments will continue in the usual way for the Renewed Term. If you do not pay by direct debit, we will provide you with an invoice in respect of the Renewed Term.
4.3. We will endeavour to notify you two months in advance of the Renewed Term commencing, however this is not a condition and your membership will automatically renew regardless of whether or not we have sent you a reminder.
4.4. If you have chosen to pay your Membership Fee by monthly direct debit and you:
(a) miss an instalment; or
(b) cancel your direct debit mid-way through the Initial Term or any Renewed Term; or
(c) your membership is terminated mid-way through the Initial Term or any Renewed Term for any reason;
the full outstanding balance of the Membership Fee shall become immediately due and payable.
5. Terminating your membership
5.1. You can terminate your membership with effect from the end of the Initial Term, or any Renewed Term, by giving us notice in writing. This can be served at any time provided that you give us not less than 1 month written notice (such notice to expire at the end of the Initial Term or any Renewed Term).
5.2. You can send your termination to us by email at firstname.lastname@example.org or by post to Enterprise Way, Newport, NP20 4AQ .
5.3. We have the right to terminate your membership immediately on notice in the following circumstances:
(a) you fail to pay the Membership Fee within 14 days of being notified to do so in accordance with clause 4.3;
(b) you commit a material breach of these terms and (if such breach is remediable) fails to remedy that breach within 14 days of being given notice to do so;
(c) we discover that you made material misrepresentations in your membership application form;
(d) you suspend, or threaten to suspend, payment of your debts, are unable to pay your debts as they fall due, or admit your inability to pay your debts, or (being a company or limited liability partnership) are deemed unable to pay your debts within the meaning of section 123 of the Insolvency Act 1986 (IA 1986) as if the words “it is proved to the satisfaction of the court” did not appear in sections 123(1)(e) or 123(2) of the IA 1986, or (being an individual sole trader) are deemed either unable to pay your debts or as having no reasonable prospect of so doing, in either case, within the meaning of section 268 of the IA 1986, or (being a partnership) has any partner to whom any of the foregoing apply
6. Consequences of termination
Following termination of your membership in accordance with clause 5:
6.1. You must immediately cease holding yourself out as a member of the Chamber; and
6.2. Any International Documents purchased in bulk from us at a preferential rate, but unused, shall be chargeable at the full rate, and we shall render an invoice in respect of the additional sum due, which shall be payable within 28 days, unless we expressly otherwise agree with you in writing.
6.3. If a Corporate Partner’s membership is terminated in accordance with clause 5, then in addition to the consequences in clause 6.1 and 6.2 above, the Corporate Partner will immediately cease to be a Corporate Partner of the Chamber and must immediately cease holding itself out as such.
7. Business between our members
7.1. We want to build a supportive and engaging network for our members and encourage them wherever appropriate to conduct business with each other.
7.2. If a member purchases a service or product or takes advice or assistance from another member, or an organisation they have been introduced to by the Chamber, the arrangement is made purely between those entities. In no circumstances will the Chamber be a party to any contract between our members, or have any liability for services or products provided.
7.3. The Chamber does not warrant the quality or suitability of, or accept any liability, for the service or product sold or the advice or assistance provided whatsoever. Members should conduct their own due diligence, seeking independent professional advice in accordance with the nature of their situation.
7.4. Members shall not send unsolicited emails or correspondence of any kind (“spam”) to other members. Correspondence may be considered spam if it is not addressed to the intended recipient and/or if the content of the correspondence is not relevant to the intended recipient. Any member who breaches this clause may have their membership terminated in accordance with clause 5.3(b).
8. Data Protection
Part 2: Partnership packages
9. Bespoke corporate partnership packages
9.1. We build bespoke corporate partnership packages for those members who wish to deepen their relationship with the Chamber. Our team will work with you to tailor the package based on your strategic goals.
9.2. The details of the corporate partnership packages (including fees) shall be agreed with us prior to commencement, and set out in a separate corporate partnership agreement which should be read in conjunction with these terms and conditions. The benefits for each package shall last for a minimum of 12 months.
9.3. Unless we expressly agree otherwise in writing, the fees for corporate packages are due within 28 days of the date of our invoice in respect of the same.
9.4. If a Corporate Partner’s membership is terminated in accordance with clause 5.3, and at the date of termination we have not provided all of the agreed services under the corporate package, then we may at our sole discretion offer a partial refund of the corporate partnership package fee in respect of those services which have not been provided on the termination date (less any administration expenses we have incurred).
Part 3: Our events
10. Attending our events
10.1. We run a variety of events and training courses (Events). Members and non-members are welcome to attend our Events, unless expressly stated otherwise.
10.2. We will publish a calendar of our available Events from time to time on our website, setting out a brief description of the Event along with the cost of attending.
10.3. For each Event, full payment for each place booked must be paid on the earlier of either 28 days of the date of invoice, or 14 days prior to the date of the Event, unless we expressly otherwise agree with you in writing.
10.4. We refuse the right to entry to an Event if payment has not been received in accordance with clause 9.3. We will exercise our statutory right to interest and compensation for debt recovery costs under the late payment legislation if we are not paid according to agreed credit terms.
10.5. Bookings for our Events are not refundable, however if you are unable to attend you are permitted to transfer your ticket to another person at no charge.
10.6. If you book a place at a free Event and you do not attend, we reserve the right to charge an administration fee of £10.00 + VAT per delegate.
11. Cancelling an Event
11.1. In some circumstances we may be required to cancel an Event. We shall give all delegates as much notice of any cancellation as we are reasonable able, and shall endeavour where appropriate to rearrange the Event on another date.
11.2. If we cancel an Event, we shall refund you booking fees paid as soon as reasonably practicable following the cancellation.
11.3. We accept no liability for any expenses or losses (including by not limited to pre-booked travel or hotel expenses) you may incur as a result of a cancelled or postponed Event.
Part 4: International Documentation Service
12. International Documentation
12.1. We certify various export documents relating to certificates of origin and the movement of goods for those who trade internationally. Full details of this service are available on request but it includes European Community Certificates of Origin, Arab-British Chamber Certificates of Origin, ATA Carnets, ATRs, EUR1s, invoices and other documents (International Documents).
12.2. We provide these services to both members and non-members.
12.3. We provide two types of service: standard and express. The key differences between these services are as follows:
(a) Standard service: you can apply for documents online on our website or via post. Once issued, documents will be returned to you via first class post. On request, you can collect them from our office, or we can send the documents to you by special delivery at your own expense.
(b) Express service: you can apply for and have documents issued online. There is no minimum or maximum limit on the number of express certificates that can be purchased at any one time. Documents purchased in bulk are non-refundable. We endeavour to review express applications within 2 business days of receipt, however we cannot guarantee turnaround times and time shall not be of the essence. There may also be delays if we need to deal with third parties to process the application.
More information about the different services we provide, including our document turnaround times, can be found on our website.
13. Fees and charges
13.1. Our enhanced membership packages include a number of International Documents at a discount of up to 50%, for such time as they hold membership with us. Once the allocation of discounted documents is exceeded, the cost of the documents will revert to our standard rates. We will confirm the price payable on application, and fees charged are non-refundable.
13.2. Our payment terms for our fees are as follows:
(a) for members: 28 days from the date of invoice, unless we expressly otherwise agree with you in writing;
(b) for non-members: immediately on application.
13.3. Depending on the type of International Documents we are certifying, there may be additional fees and charges which we incur with third parties (such as the Arab-British Chamber of Commerce) for example when documents must be legalised. We will pass on these charges to you at cost, with a nominal handling fee, and will confirm the fees on application. Unless we expressly agree otherwise, we will require full payment of these fees up front in order to progress your application.
14. Your obligations
14.1. You are required to complete a formal undertaking document with a list of signatories authorised to sign off on the International Documents. This undertaking must be updated at least annually, and we will be unable to progress any applications if the undertaking is out of date.
14.2. You must update the undertaking promptly following any material change in personnel at your organisation.
14.3. You agree to provide us with all information and documentation as we require in order to progress your application for International Documentation. You warrant and represent to us that all information you give to us in support of any International Documents is true and accurate in all respects, and not misleading.
14.4. You shall indemnify us against any claims or demands whatsoever which may at any time be made against us by reason of any fault, defect, omission or inaccuracy in the information provided in respect of any International Documentation.
15. Rejection of documents
15.1. Where the information you have given is incomplete or incorrect, we will be obliged to reject the application.
15.2. We reserve the right to charge a fresh fee for reconsideration of any application which has subsequently been corrected or amended by you and re-submitted to us for consideration.
Part 5: General provisions
16. Other services
16.1. From time to time we may offer additional products and services, including consultancy services, details of which shall be set out on our website.
16.2. All services offered will be subject to these terms and conditions, together with any additional documentation we may agree with you relating to those services.
16.3. We shall perform all services in good faith.
17. Force majeure
Neither we nor you shall be in breach of any obligation under this agreement, nor liable for any delay in performing any obligation, if such delay or failure results from events, circumstances beyond its reasonable control. In such circumstances, the time for performance shall be extended by a period equivalent to the period during which performance of the obligation has been delayed or failed to be performed.
18. Governing law and jurisdiction
18.1. Our contract with you, these terms and any dispute or claim (including non-contractual disputes or claims) arising out of or in connection with it or its subject matter or formation shall be governed by and construed in accordance with the law of England and Wales.
18.2. We and you both irrevocably agree that the courts of England and Wales shall have exclusive jurisdiction to settle any dispute or claim arising out of or in connection with these terms, their subject matter or formation.
By proceeding with the engagement and/or registration process for a South & Mid Wales Chamber of Commerce membership, training course or event, you agree to be bound by these terms and conditions and payment liability.