Payment Policy

Last Updated: 10th May 2025

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Introduction

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Theophelian Ltd is a registered provider of children’s residential care services. Our services are primarily commissioned by local authorities and public sector bodies, although we may, at times, provide services to private individuals or organisations.

 

This payment policy applies to all clients, unless a different agreement has been made in writing at the point of commissioning. Theophelian Ltd reserves the right to review, update, or amend this policy at any time and will notify existing clients of any changes.

 

 

 

Acceptable Payment Methods

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Theophelian Ltd accepts payment by direct bank transfer. Full bank details will be provided to clients at the time of invoicing.

 

Other payment methods may be accepted, but this must be agreed in advance of the service being provided. Unless otherwise arranged, Theophelian Ltd expects all payments to be made via bank transfer.

 

 

 

Deadlines for Payment

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We set clear expectations with clients on when payment is due. These are explained at the time of commissioning, prior to any service delivery.

 

• Within 7 days of receipt of invoice:

  – For new clients receiving their first invoice

  – For existing clients commissioning a new type of service (e.g., a local authority commissioning emergency placement support for the first time, after previously using standard residential services)

• Within 30 days of receipt of invoice:

  – For all subsequent invoices related to repeat or ongoing services

 

 

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Late Payments

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A payment is considered late the day after the agreed payment deadline has passed.

If no specific deadline has been set, payment is considered late 30 days after the date of invoice or service delivery (whichever is later).

 

In accordance with the Late Payment of Commercial Debts (Interest) Act 1998, Theophelian Ltd reserves the right to apply the following late payment charges:

 

For business clients (e.g., local authorities, commissioning bodies):

 

• Late fee:

  – £40 for invoices under £1,000

  – £70 for invoices between £1,000 and £10,000

  – £100 for invoices over £10,000

• Statutory interest at 8% plus the Bank of England base rate, calculated from the date the invoice became overdue

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For private individual clients:

 

• Late fee:

  – £40 for invoices under £1,000

  – £70 for invoices between £1,000 and £10,000

  – £100 for invoices over £10,000

 

 

 

Refunds

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Theophelian Ltd does not offer a general refund policy.

If a client is dissatisfied with the service provided, they are encouraged to contact us promptly at info@theophelian.com to discuss concerns and seek resolution.

 

 

 

Policy Updates

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Theophelian Ltd reserves the right to update or adapt this policy at any time. All existing clients will be notified of any significant changes.

In exceptional circumstances, Theophelian Ltd may waive parts of this policy, but only following discussion and written agreement with the client.

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Theophelian Ltd

Email: info@theophelian.com