The information and guidance provided on this page regarding the Terms & Conditions for RiO (Records in Order) are general and high-level overviews to assist you in understanding our services related to Legacy Records management. 

 

These Terms & Conditions (T&Cs) are legally binding terms set by RIO (Records in Order), the provider of Legacy Records management services. The T&Cs define the legal framework governing the interactions between our clients—such as charities, businesses, and sole traders—and RIO while they engage with my services.

1. Introduction

Welcome to Records in Order (“RiO”). By engaging with our services, you agree to the following Terms and Conditions. These govern your use of our services related to the management of Legacy Records—long-term documents essential for compliance but not part of daily operations.

Our Privacy Policy explaining how your data is processed is also available on this site.

The written terms as laid out in this document constitute the entire agreement between the parties, superseding any prior agreements or understandings.

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2. Definitions

• Legacy Records: Documents retained for legal, regulatory, or historical purposes, including but not limited to GDPR, Safeguarding, and HSE compliance.

• Client: Any individual, charity, business, or sole trader who contracts RiO’s services.

• Services: Includes evaluation, records reorganisation, database creation, digitisation, and ongoing support.

• Health records: Information relating to the physical or mental health or condition of an individual made by a health professional in connection with the care of that individual.

• Financial records: A set of documents that contain financial information about a business or individual. These records are used to track details such as income, expenses, assets, liabilities, and equity.

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3. Scope of Services

RiO provides tailored solutions to help clients:

• Evaluate current systems and remove outdated or non-compliant materials

• Reorganise and relocate archives to secure, accessible storage

• Create user-friendly databases and finding aids

• Digitise records and advise users on digital systems

• Receive free initial consultations and ongoing support

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4. Client Responsibilities

Clients agree to:

• Provide accurate and complete information

• Grant access to relevant records and storage areas

• Comply with applicable laws and regulations

• Participate in consultations and training as needed

• Provide verification that they have read and accepted the terms and conditions

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5. RiO service provider responsibilities

• RiO staff will be trained in records management

• Staff will maintain an up-to-date knowledge of data protection best practices

• RiO will provide services in line with applicable laws and regulations

• RiO will advise the client responsibly and provide the most relevant/useful guidance to the client, such as advice on database systems, etc
   

6. Accessibility & Reasonable adjustments

• RiO is committed to making its services accessible to all clients, including those with disabilities or additional needs.

• Reasonable adjustments will be made to processes, communications, and service delivery to accommodate individual requirements, in line with the Equality Act 2010.

• Clients should inform RiO of any specific accessibility needs or requests for reasonable adjustments as early as possible.

• RiO will work with clients to find and implement suitable solutions for equal access.

• For information in alternative formats or extra support, contact RiO using the details in Section 14.

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7. Fees and Payment

• Initial consultations of up to one hour are free of charge. Travel charges may apply.

• Basic fees for services are as outlined on this site.

• Bespoke services are priced based on scope and complexity, and must be paid within an agreed time.

• Cancellations must be submitted in writing, with notice, and any refund requests will be considered on a case-by-case basis.

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8. Confidentiality and Data Protection

RiO is committed to GDPR compliance and the secure handling of sensitive data.

• All records are treated with strict confidentiality

• Secure destruction protocols are followed for outdated materials

• Personal data is never shared with third parties without consent

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9. Intellectual Property

• RiO retains ownership of systems, databases, and materials created during service delivery

• Clients are granted a non-exclusive license to use these tools for internal purposes

• Reproduction, resale, or redistribution is prohibited without written permission

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10. Limitation of Liability

• RiO is not liable for pre-existing damage, loss, or mismanagement of records

• Services are provided “as is” and outcomes may vary depending on client cooperation and case complexity

• Clients agree to indemnify RiO against claims arising from misuse or non-compliance

• RiO's insurance policy excludes coverage for financial records and health records.

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11. Force Majeure

• Neither RiO nor the client shall be liable for any failure or delay in performing their obligations under these Terms if such failure or delay is caused by circumstances beyond their reasonable control, including but not limited to acts of God, natural disasters, war, civil disturbance, strikes, labour disputes, government actions, pandemics, or interruptions in utility services.

• In the event of a force majeure, the affected party shall notify the other party as soon as reasonably practicable and will use all reasonable efforts to resume performance as soon as possible. If the force majeure event continues for more than thirty (30) days, either party may terminate the services in writing without further liability, except for payment of services rendered up to the date of termination.

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12. Indemnity

• Clients agree to indemnify, defend, and hold harmless Records in Order (RiO), its directors, employees, and agents from and against any and all claims, liabilities, damages, losses, costs, and expenses (including reasonable legal fees) arising out of or in connection with:

• Any breach by the Client of these Terms and Conditions

• Any misuse, unauthorized access, or non-compliance relating to the records or data provided to RiO; Any claim by a third party resulting from the Client’s use of RiO’s services, except to the extent caused by RiO’s negligence or wilful misconduct.

• T&Cs do not affect clients’ statutory rights (e.g., under the Consumer Rights Act 2015)        

This indemnity shall survive the termination of services.

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13. Termination of Services

• Either party may terminate services in writing, with notice, by email, and return confirmation given of receipt of this by the other party.

•  Upon termination, RiO will return or securely dispose of any client records as agreed

• Final invoices will reflect services rendered up to the termination date.

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14. Dispute Resolution

• These Terms are governed by the laws of the United Kingdom

• Disputes will be resolved through mediation before legal action is pursued

• The jurisdiction and venue for any legal action will be the Courts of England and Wales

• Legal correspondence may be directed to: matilda@recordsinorder.co.uk

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15. Amendments to Terms

• RiO reserves the right to update these Terms at any time

• Clients will be notified of changes via email or website updates

• Continued use of services constitutes acceptance of revised Terms

By ticking the box below and entering your email, you are declaring that you have read and understood the Terms & Conditions that govern Records in Order

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