Business Account: Terms and Conditions

Effective Date: July 28, 2025

These Terms and Conditions ("Terms") govern your use of a Flex Taxis Business Account ("Account"). By applying for and using a Flex Taxis Business Account, you ("Account Holder," "Client," or "you") agree to be bound by these Terms.

1. Account Eligibility & Application

1.1 Eligibility

Flex Taxis Business Accounts are available to UK organizations, including:

• Limited companies and partnerships
• Registered charities and non-profit organizations
• Public sector bodies and government departments
• Educational institutions
• Sole traders and freelancers

1.2 Application Process

To open an Account, you must:

• Complete our official Business Account Application Form
• Provide accurate, complete, and current information
• Submit required documentation for verification

1.3 Account Approval

We reserve the right to approve, reject, or revoke any account application or existing Account at our discretion. Our verification process may include identity verification, credit checks, and business validation.

2. Authorized Users & Account Management

2.1 Authorized Users

You may designate employees or representatives as authorized users of your Account. You must:

• Maintain an up-to-date list of authorized users
• Notify us immediately in writing of any changes to user permissions
• Contact your account manager or email accounts@flextaxis.com for user management

2.2 Account Responsibility

You are fully liable for all bookings, charges, and activities conducted under your Account credentials, whether authorized or unauthorized, until we receive written notice of changes, revocation of access, or suspected misuse.

3. Booking Services

3.1 Booking Methods

Bookings can be made through:

• Telephone: +441992467782
• Email: bookings@flextaxis.com
• Online platform: www.flextaxis.com
• Authorized mobile application

3.2 Booking Information Requirements

For each booking, you must provide:

• Accurate pick-up location and destination
• Preferred pick-up time and date
• Number of passengers
• Special requirements (child seats, wheelchair accessibility, additional stops, luggage requirements)

Important: Inaccurate information may result in delays, additional charges, or booking cancellation.

3.3 Service Limitations

We reserve the right to decline bookings that:

• Fall outside our licensed service areas
• Present safety or security concerns
• Exceed our operational capacity
• Violate licensing conditions or legal requirements

4. Pricing & Billing

4.1 Fare Structure

All fares are calculated according to our local authority licensing structure and current rate card, available upon request.

4.2 Variable Pricing Factors

Pricing may vary based on:

• Vehicle type and size
• Time of day and day of week
• Distance and route complexity
• Waiting time beyond the standard allowance
• Special requirements or equipment

4.3 Additional Charges

Your invoice will clearly itemize any additional charges, including:

• Tolls and congestion charges
• Parking fees
• Extended waiting time
• Cancellation fees (where applicable)
• Airport or station supplements

4.4 Billing Cycle

• Business Accounts are billed weekly or monthly based on your preference
• Itemized invoices are sent to your designated Finance Contact
• No Hidden Costs: No minimum spend requirements, setup fees, or monthly maintenance charges

5. Payment Terms

5.1 Payment Due Date

All invoices must be paid in full within 14 calendar days of the invoice date, unless alternative terms have been agreed in writing.

5.2 Late Payment

• Interest may be charged on overdue accounts at 2% above the Bank of England base rate, calculated daily from the due date
• Account suspension may occur if payment is 30+ days overdue

5.3 Payment Methods

Accepted payment methods:

• BACS bank transfer (preferred)
• Direct Debit (available upon application)
• Corporate credit card (subject to approval)

5.4 Debt Recovery

You agree to reimburse all reasonable costs incurred in recovering overdue amounts, including legal fees, court costs, and collection agency charges.

6. Cancellation & No-Show Policy

6.1 Cancellation Fees

• More than 4 hours notice: No charge
• Less than 4 hours notice: Charges may apply based on driver allocation and travel time
• Less than 1 hour notice: Full fare may be charged

6.2 No-Show Policy

If an authorized user fails to board the vehicle at the agreed time and location without prior notice, the full fare for the booked journey will be charged.

6.3 Multiple Offences

Repeated cancellations or no-shows may result in account restrictions or termination.

7. Service Performance & Liability

7.1 Service Standards

While we strive for punctuality and reliability, we cannot guarantee exact arrival times due to factors beyond our control, including:

• Road traffic conditions
• Adverse weather conditions
• Vehicle mechanical issues
• Emergency situations

7.2 Limitation of Liability

Flex Taxis' liability is limited to the fare charged for the specific journey. We are not liable for:

• Indirect or consequential losses
• Loss of business or profits
• Missed appointments, meetings, or flights
• Travel disruption costs
• Personal inconvenience

7.3 Maximum Liability

Our total liability for any single incident shall not exceed the value of the fare for that particular journey.

8. Data Protection & Privacy

8.1 Data Compliance

All personal and business data is processed in accordance with:

• UK General Data Protection Regulation (UK GDPR)
• Data Protection Act 2018
• Our comprehensive Privacy Policy (available at www.flextaxis.com/privacy)

8.2 Data Usage

We collect and use data solely for:

• Account management and service delivery
• Journey planning and execution
• Billing and payment processing
• Service improvement and customer support
• Legal and regulatory compliance

8.3 Data Sharing

Your information will not be shared with third parties except:

• Where required by law or legal process
• With your explicit consent
• With service partners necessary for journey completion (e.g., payment processors)

9. Licensing & Regulatory Compliance

9.1 Our Licensing

Flex Taxis operates as a fully licensed Private Hire Operator under relevant local authority licensing.

9.2 Driver Standards

All our drivers are:

• Fully licensed by the appropriate local authority
• Enhanced DBS (Disclosure and Barring Service) checked
• Professionally trained in customer service and safeguarding
• Regularly assessed for performance and compliance

9.3 Client Obligations

You agree not to request services that would require us or our drivers to:

• Breach licensing conditions
• Violate road traffic laws
• Compromise safety standards
• Operate outside authorized areas

10. Account Termination

10.1 Termination by Client

You may terminate your Account by providing 7 days' written notice to accounts@flextaxis.com, provided all outstanding invoices are settled in full.

10.2 Termination by Flex Taxis

We may suspend or terminate your Account immediately for:

• Persistent non-payment of invoices
• Breach of these Terms and Conditions
• Misuse of services or fraudulent activity
• Conduct that compromises safety or security
• Repeated cancellations or no-shows

10.3 Effect of Termination

Upon termination:

• All outstanding balances become immediately due and payable
• Access to booking services will be suspended
• Final billing will be processed within 7 business days

11. Amendments & Updates

11.1 Changes to Terms

We may update these Terms to reflect:

• Changes in legislation or regulation
• Service improvements or modifications
• Business operational changes

11.2 Notification

Significant changes will be communicated via:

• Email to registered Account contacts
• Notice on our website
• Direct communication from your account manager

11.3 Acceptance

Continued use of your Account after notification of changes constitutes acceptance of the revised Terms.

12. General Provisions

12.1 Governing Law

These Terms are governed by the laws of England and Wales.

12.2 Jurisdiction

Any disputes arising from these Terms will be subject to the exclusive jurisdiction of the English courts.

12.3 Severability

If any provision of these Terms is found to be invalid or unenforceable, the remaining provisions shall continue in full force and effect.

12.4 Entire Agreement

These Terms constitute the entire agreement between the parties regarding the Account and supersede all prior agreements and understandings.

Contact Information

Flex Taxis Business Support Team

• Email: accounts@flextaxis.com
• Phone: +44 1992 467 782

Thank you for choosing Flex Taxis. We're committed to providing reliable, professional transportation services for your business needs.

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