Our Polices and Procedures

Procurement Resource Limited (PRL)

These Membership Terms, your Membership Agreement and any associated documents are operated and administered by Procurement Resource Limited.

Disclaimer

This document is confidential to the member and may be shared only with the affiliates of the member or their professional advisers but only to the extent necessary for the purposes of: (i) applying to become a member of Procurement Resource Limited (PRL); and (ii) complying with the Membership Terms.

Procurement Resource Limited members are solely responsible for all the financial transitions and any insurance cover directly with the supplier. Procurement Resource Limited is the trading facilitator between the vendor and its members acting only as agent.

Procurement Resource Limited helps to facilitate transactions between its members and suppliers. Accordingly, the contract formed at the completion of a transaction for supplier goods and services is between the member and the supplier.

All goods and services purchased by a member originate from a supplier. Procurement Resource Limited does not sell any goods or services to the members and the members do not purchase any goods or services from procurement Resource Limited. In the event that a member instructs Procurement Resource Limited to place an order on its behalf and thereby accept any supplier terms, Procurement resource Limited acts as agent only and does not assume any liability or responsibility whatsoever in connection with the goods or services.

GENERAL

Application of the Membership Terms

1. The Membership Terms, together with the Membership Agreement, and any other documentation given contractual force pursuant to these Membership Terms, form a contract between Procurement Resource Limited and each Member (the Contract).
2. Entry into the Membership Agreement, constitutes your acceptance of these Terms (or the latest version thereafter)
3. The Member acknowledges and understands that Procurement Resource Limited has no responsibility or liability for the provision of the Goods or Services, which are governed by the supplier terms. A Member may request to review the relevant supplier terms at any time.

Scope

1. Procurement Resource Limited contracts with each member on the terms of the contract only. Accordingly, these terms shall apply to the provision of the member services and shall override any other terms and conditions which the member may seek to impose.
2. An order for goods or services shall become binding on the supplier in accordance with the relevant supplier terms.
3. Procurement Resource Limited contractual obligations to the member shall be limited to the provision of the member services contemplated by the contract, only (together with any variations or additions thereafter).
4. Unless otherwise indicated, an order constitutes an instruction from the member to Procurement Resource Limited to conclude the relevant transaction on the supplier’s terms on its behalf as agent. The member acknowledges and understands that Procurement Resource Limited shall never contract as principal with the supplier in respect of a transaction.

Amendments

Procurement Resource Limited may amend the contract (or any part of the contract), at any time by issuing a notice setting out the text of the amended terms, and, where appropriate, a brief explanation of the reason for the amendment. A notice setting out an amendment to the contract shall state the date from which such amendment comes into effect.

By continuing to use the member services after any amendment to the terms comes into effect, a member will be deemed to accept any such amendments to the terms. For the avoidance of doubt, no member shall be entitled to continue its membership unless it accepts the terms. In the event that a member does not accept any amendment made, the member may give notice of its intention to terminate its participation of the Procurement Resource Limited membership.

1.  No amendment to the terms shall have the effect of extinguishing any right or discharging any liability incurred under the Terms before such amendment came into effect.

Confidentiality

1. Each Party shall treat as confidential the existence and terms of the contract and shall use best endeavours to ensure that such information is not divulged to any third party except where necessary to enable a party to perform its obligations or enforce its rights under the Contract for and in such cases subject to any third parties first undertaking a similar obligation of confidentiality. Each Party may disclose the existence and terms of the contract pursuant to an order of any court or as may otherwise be required by Applicable Law. This obligation does not apply to information, which at the time of disclosure is in the public domain or in the Member’s lawful possession without restriction on disclosure.
2.  Unless agreed otherwise, each Party agrees to treat as confidential the existence and terms of any claim, dispute or award arising under, out of or in connection with the contract.

Data protection

By providing personal information and using the Procurement Resource limited membership, the member acknowledges and consents to the collection, use, distribution, and maintenance of its personal information in the manner described in the Procurement Resource Limited GDPR and privacy policy found at www. Procurementresource.org.uk

Governing law and dispute resolution

1. The terms shall be governed by and construed in accordance with the laws of England and Wales.
2. All disputes or questions which may arise out of or in connection with or in relation to these membership terms and agreement shall be decided in accordance with of the Rules.

3. For the avoidance of doubt, Procurement Resource Limited shall not be party to any dispute whatsoever or howsoever arising relating to the quality or quantity of the goods, delivery of the goods and/or the adequacy of the services, all of which are the sole responsibility of the supplier.

Force Majeure

1. Neither party shall be entitled to claim Force Majeure for economic reasons, for example due to a change in the market price of the goods.
2. The party declaring Force Majeure (the “Affected Party”) shall take commercially reasonable steps to remove, relieve or minimise the effects of the circumstance that gave rise to the event of Force Majeure.
3.  As soon as reasonably practicable following the occurrence of an event of Force Majeure, the affected party shall give notice in writing to the other party setting out in reasonable detail the nature of the event of Force Majeure, its likely duration and its effect, or anticipated effect on the affected party’s performance of the contract.
4. The affected party shall give notice in writing to the other party as soon as reasonably practicable once the event of Force Majeure has come to an end.
5. Save for payment obligations, the Parties’ obligations under the contract shall be suspended from the date of the Force Majeure notice and the time for performance of the Contract shall be extended to the extent reasonably necessary following the end of the Force Majeure.

MEMBERSHIP

Compliance with the Terms

Procurement Resource Limited will provide a service for the members in the facilitation of goods and services required by them in connection with their business membership account. The objective of Procurement Resource Limited  is to negotiate effectively as possible on behalf of its members. All information regarding Procurement Resource Limited, and all prices and discounts offered or obtained by Procurement Resource Limited via its approved suppliers are to be treated as strictly confidential by all personnel involved in the members business. Membership will be renewed annual from the date the membership was activated; this will be automatically renewed each year unless the member informs Procurement Resource Limited in writing that the membership is not to be renewed.

Procurement Resource Limited has the right to terminate if the member has breached the Procurement Resource Limited membership terms, by written notice to that effect.

Procurement Resource Limited will not charge a membership fee, service, or levies charges for a full membership agreement.

Procurement Resource Limited’s income will come from the means of rebates, introducers, and commissions from their approved suppliers.

1. Procurement Resource Limited reserves the right to reject a member application for any reason, in its absolute discretion.
2. Each member shall, and shall procure that its representatives shall, act in accordance with the terms.
3. A member shall notify Procurement Resource Limited if it reasonably foresees that it will be unable to comply with any part of the contract, including as a result of Applicable Law to which it is subject.

General

1. The member will act as principal at all times to each transaction.
2. Procurement Resource Limited shall enter into transactions on behalf of a Member as agent only.
3. For the avoidance of doubt, Procurement Resource Limited shall not enter into transactions as agent for any person other than a member.

Termination of Membership

1. A Member shall give notice of its intention to terminate the contract by resigning from membership. The termination will not be effective until the terminating member satisfies all outstanding liabilities under the contract.
2. Procurement Resource Limited may terminate a member’s membership in accordance with the rules. For the avoidance of doubt, any termination of membership in accordance with the Rules shall automatically terminate the contract.
3. In addition to any termination rights set out within the rules and the remainder of these terms and without prejudice to any other rights it may have, Procurement Resource Limited may by notice in writing to the member terminate the contract with immediate effect.

Delivery of Goods and Services

1.  Unless otherwise agreed, the Supplier shall be responsible for arranging delivery of the goods to the member’s (or any other location as directed by the relevant member in accordance with the relevant supplier terms.
2. Procurement Resource Limited shall never be responsible for supervising the discharge of any load and/or to check that the delivered goods correspond with the goods purchased by the member under any transaction.

 Passing of title and risk

1. Title and all risk of loss or damage to the goods shall pass from the supplier to the member in accordance with the supplier terms. At no point shall risk or title pass to Procurement Resource Limited.

Limitation of Liability

1. Procurement Resource Limited provides the member services to the member on the basis that the member is neither a consumer nor deals as a consumer within the meaning of the Unfair Contract Terms Act 1977, the Unfair Terms in Consumer Contracts Regulations 1999, the Consumer Protection from Unfair Trading Regulations 2008, the Consumer Contracts Regulations 2013 and the Consumer Rights Act 2015.
2. Procurement Resource Limited also provides the member services to the member on the basis that the member has satisfied itself as to the suitability of the goods for use and/or resale by it in accordance with its own specialised knowledge and skill without placing any reliance on the skill or judgement

Defective Goods or Services

Procurement Resource Limited will not accept any liability for any defective goods or services supplied by the Supplier. Procurement Resource Limited may (but is not obliged to) assist the member in notifying the supplier of any such defects (such assistance to be provided in Procurement Resource limited capacity as agent, only).

Appointment of Procurement Resource Limited as agent

In consideration of the annual membership, the sufficiency of which is hereby acknowledged by the parties, the member appoints Procurement Resource Limited and Procurement Resource Limited accepts the appointment to act for and on behalf of the Member in relation to transactions (the “Appointment”).

Obligations of Procurement Resource Limited

To act towards the member conscientiously and in good faith and not to allow its interests to conflict with the duties that it owes to the Member under this Contract and Applicable Law;

1. To comply with all reasonable and lawful instructions of the member from time to time concerning any order, and generally to carry out its agency in such manner as it thinks best to promote the interest of the member;
2. To describe itself in all dealings with a supplier in relation to an order or as an agent of the member
3. To employ a sufficient number of suitable personnel to ensure the proper fulfilment of Procurement Resource Limited obligations
4. Not to, without the member’s prior written consent, make or give any representations, warranties, or other promises on behalf of the member beyond those contained in the relevant supplier terms.

 Third-Party Services

The Member acknowledges and accepts that:

1. The Goods and Services are provided by third-party Suppliers on the Suppliers’ Terms, over which Procurement Resource Limited has no control
2. While Procurement Resource Limited endeavours to source goods and services from trusted suppliers, it does not make any representation or warranty in relation to the quality of the goods or services or the status or financial standing of the suppliers

Obligations of the Member
In respect of the appointment, the member agrees:

1. To act towards Procurement Resource Limited conscientiously and in good faith and not to allow its interests to conflict with the duties that it owes to Procurement Resource Limited under this contract and Applicable Law;
2. Provided always that Procurement Resource Limited performs its obligations in accordance with the appointment, to indemnify Procurement Resource Limited against any liabilities which Procurement Resource Limited may incur as a result of acting with reasonable care and skill within the scope of its authority under the appointment as agent for the member;
3. To inform Procurement Resource Limited within a reasonable time if any transaction concluded on its behalf by Procurement Resource Limited will not be performed by the member

Supplier Orders

Before placing a supplier order, the member must ensure that it provides sufficient details to the supplier to enable the supplier to place the order and generate an accurate supplier invoice.

1. The members membership number must be quoted on all transactions both written and electronic.
2. Procurement Resource Limited has no control over, and shall not be liable for, the Supplier’s acceptance or rejection of any order.
3. All orders are placed at the Member’s own risk.

Cancellation of Orders

Procurement Resource Limited cannot guarantee that orders which have been accepted by the supplier can be cancelled or suspended. In the event that Procurement Resource Limited receives an instruction from the member to cancel an order, it shall use reasonable endeavours to do so, subject to the provisions of the relevant supplier terms.

Insurance and Indemnity when hiring equipment

Procurement Resource Limited members shall be responsible for and hereby indemnify us against any damage sustained to the equipment during the hire period (and any extension thereof) and such period until the equipment has been collected by the supplier.
Procurement Resource Limited members will indemnify the supplier against any and every expense, liability, financial loss, claim or proceedings whatsoever and in respect of any death or personal injury whatsoever or damage to or loss of property whatsoever arising out of the delivery, use, non-use, repossession, servicing, collection or return of the equipment or any part of it. Procurement Resource Limited members accept that it is your responsibility to safely secure the equipment at the site to prevent it from falling over or otherwise causing damage (including to third party property). The supplier will not be liable for any damage caused by the equipment to any property (whether such property belongs to a third party or otherwise) whilst it is at the site.
In the event of an accident involving the equipment and in respect of any claim not within your agreement to indemnify the supplier as set out in the conditions you shall:

Insurance and your responsibility for lost, stolen or damaged hire equipment

Members will pay to the supplier the replacement cost of any equipment which is lost or stolen or damaged beyond economic repair. You are advised to insure the equipment on this basis. You will hold in trust for the supplier and pay the supplier on demand all money the member receives from an insurance company or from any other source in settlement of any claim relating to the loss, theft, or damage of any of the equipment.

Non- Returned, Lost, Stolen, damaged or unclean equipment

1.The Procurement Resource Limited member takes full responsibility for the care, safekeeping and return in good order of the equipment.
2. Procurement Resource Limited member will pay the supplier all costs incurred in rectifying any equipment returned damaged or unclean.

3.Where Equipment is lost or stolen or damaged beyond economic repair, you will pay for all financial loss to us until you have paid to us the replacement cost. This is without prejudice to our other rights

Off hiring is the members responsibility directly with the supplier, Procurement Resource limited is not responsible for this as an agent.

When hiring any plant, machinery, or vehicles via your Procurement Resource Limited membership, members must ensure that they adhere to the hirer’s terms and conditions, and the CPA regulations.

All hire agreements are between the hirer and suppling company, Procurement Resource Limited is not responsible for any transactional commitment.

Relationship of Parties

By entering into this membership agreement, the member appoints and authorises Procurement Resource Limited to conclude transactions on its behalf as agent.

This membership agreement has been entered into on the date stated at the beginning of this Agreement.

Variation of Terms

PRL is permitted to revise these terms at any time as it sees fit, and by using this website, the user is expected to review them regularly

Procurement Resource Limited details

Procurement Resource Limited is a company incorporated in England and Wales with registered number 13715832, whose registered address is 27 Old Gloucester Street, London WC1N 3AX, and operates the website www.procurementresource.org.uk and all associated subdirectories and domains.  The registered VAT number is 397358239

The user can contact PRL by email at enquiries@procurementresource.org.uk

This privacy policy sets out how Procurement Resource Ltd (PRL) uses and protects any information that you give us. PRL are committed to ensuring that your privacy is protected. Should we ask you to provide certain information by which you can be identified, then you can be assured that it will only be used in accordance with this privacy statement.

PRL may change this policy from time to time.  If any changes are made to the policy, we will advise accordingly to ensure you have the opportunity, to advise us if you are not happy with such changes. This policy is effective from 1st February 2022.

What we collect
The information we collect from you will vary depending on the relationship you have with us as a company.  This information we may collect could include some or all of the following.

Name
Company name
Address
Phone numbers
Email addresses
Company VAT details
Company Registration details
References
Bank details

We also collect data from our directory to ensure our members have the best user experience.

What do we do with the information we gather?
We require this information to understand your needs and provide you with a better service, in particular for the following reasons:

Maintain internal records in accordance with applicable legal and regulatory requirements.

• • Process financial and verify your identity when and where this is required with external bodies such as HMRC.
  • We may contact you by post, email or telephone.

Security
We are committed to ensuring that your information is secure. In order to prevent unauthorised access or disclosure, we have put in place suitable physical, electronic and managerial procedures to safeguard and secure any personal data/information we collect.

We will not sell or rent your information to third parties.  We will not share your information with third parties for marketing purposes.  All members of the PRL team with access to your information have a duty of confidentiality.

We may pass your information to our third-party service providers, agents, subcontractors and other associated organisations for the purposes of completing tasks and providing services to you on our behalf.

However, when using such third parties we only disclose the information that is necessary to allow the service to be effective and that all third parties are contracted to keep your information secure and not to use it for their own purposes.

We try to ensure the protection of your personal data; however, we cannot guarantee the security of any information you send to us electronically, and you do so at your own risk.

Website privacy and cookies
Cookies are only active as part of our registration with search engines. Our website is purely for information purposes only, all options on how to contact us are given on our contact us page.

Cookies allow web browser applications to respond to you as an individual. The web application can tailor its operations to your needs, likes and dislikes by gathering and remembering information about your preferences. You can choose to accept or decline cookies. Most web browsers automatically accept cookies, but you can usually modify your browser setting to decline cookies if you prefer.

A cookie in no way gives us access to your computer or any information about you, other than the data you choose to share with us.

Our website may contain links to other websites of interest. However, once you have used these links to leave our site, you should note that we do not have any control over any other websites. Therefore, we cannot be responsible for the protection and privacy of any information which you provide whilst visiting such sites and such sites are not governed by this privacy statement.

You should exercise caution and look at the privacy statement applicable to the website in question.

Controlling your personal information
We will not sell, distribute or lease your personal information to third parties unless we have your permission or are required by law to do so.

You may request details of personal information which we hold about you under the Data Protection Act 1998. If you would like a copy of the information held on your business, please write to our Data Protection Officer. You have the right to ask us to restrict or delete any personal information we have about you where we are legally allowed to do so.  Please contact our Data Protection Officer.

If you believe that any information we are holding on you is incorrect or incomplete, please write to or email us as soon as possible, at the above address. We will promptly correct any information found to be incorrect.

Contact Information

Data Protection Officer
Daniel McKee

Email – daniel.mckee@procurementresource.org.uk
Phone – (03333) 580055

Complaints
We would endeavour to directly resolve all complaints in the first instance.  You have the right to lodge a complaint with the Information Commissioners’ Office.

Information Commissioners Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

Phone – (03031) 231113 or (01625) 545745
Website – https://ico.org.uk/concerns

Risk assessment and due diligence
The risk of slavery and human trafficking within Procurement Resource Limited (PRL) organisation is substantially diminished by the implementation of the above-mentioned policies and the procedures that PRL has in place across its operations.

PRL seeks to identify and minimise the risk of slavery and human trafficking in its supply chain by endeavouring to select suppliers who adopt high ethical standards which are consistent with PRL’s corporate beliefs and values and seeks to build long-standing relationships with these suppliers. These standards include respecting the rights of the individuals who are employed by them. As such, PRL expects its suppliers (and their subcontractors) to operate their businesses and conduct employee relations in an ethical manner and meet the requirements stipulated by both international and regional laws and industry standards. The majority of PRL’s products are sourced from leading manufacturers within Europe who adopt high standards which are consistent with PRL.

PRL expects its suppliers to have in place policies that enable PRL to be reasonably assured that they meet the standards expected of them. If suppliers fail to meet these expected standards, PRL may suspend its relationship with that supplier until the issue is resolved.

Training and Effectiveness
PRL has briefed its purchasing team on the risks of modern slavery and human trafficking and agency worker providers have been reviewed in order to ensure that they are reputable and will comply with the Modern Slavery Act.

The Group carries out an employee survey every year to obtain feedback for management and to identify areas to focus upon to increase employee engagement still further. The group also regularly monitors training costs per employee to assess the efficiency of its employees through training in order to ensure the quality of its overall service delivery.

In addition to the Whistleblowing Policy, PRL is in the process of assessing service providers for the introduction of a whistleblowing hotline so that unethical behaviour can be reported even more effectively. Should any concerns be held in relation to unethical behaviour, they can be raised in confidence via this hotline and will be subject to immediate investigation. We do not have any key performance indicators in place in relation to compliance with this policy; however, any breaches of this policy should be reported to PRL.

This statement is made pursuant to section 54(1) of the Modern Slavery Act 2015 and is subject to an annual review

PRL does not condone and will not participate in any form of human exploitation, including child or forced labour, slavery and people trafficking. PRL is aware of the provisions of the Modern Slavery Act 2015 and this policy sets out the steps that PRL and its subsidiaries have taken to try and remove the risk that slavery and human trafficking is taking place in any of its supply chains or as part of the PRL Group’s business.

Our Business
PRL is a leading pan-European added value distributor of high-quality industrial maintenance, repair and overhaul products. We supply bearings, mechanical power transmission components, fluid power, tools and general maintenance products, together with engineering and associated industrial services, to the maintenance repair and overhaul (“MRO”) market across Europe.

PRL is headquartered in the UK being our biggest operation, with our European geographic footprint now covering 23 countries and serving over 100,000 customers in every manufacturing sector, leveraging our pan-European network and delivering 24/7/365 locally across Europe from our 16 national distribution centres.

Supply Chain
PRL is the authorised distributor of many of the world’s leading engineering component manufacturers. As an industrial supply distributor, we offer around 6 million individual product lines, manufactured by thousands of companies.

Our Policies
PRL is committed to ensuring that slavery and human trafficking is not taking place in any of its supply chains or as part of the company’s business. Many of PRL’s existing policies contain relevant elements which seek to ensure that this is the case. Including:

• • Labour practices policy sets out the PRL ethos that “each and every PRL employee has a right to work in a safe and supportive environment”. PRL recognises and respects the legal and moral rights of all persons affected by its operations and is committed to providing a working environment free of harassment, discrimination, or prejudice.
  • Dignity at work policy sets out PRL’s strong belief in the benefits of non-discrimination and equality of opportunity and supports employee engagement and representation.
  • Whistleblowing policy, under which PRL commits to the highest standards of openness, probity, and accountability.
  • Supplier Code of Conduct and Sustainable Procurement Policy sets forth a number of actions where PRL can use its purchasing power to help ensure ethical and sustainable procurement.
  • Fair business practice policy, where we ask that all employees demonstrate the highest possible levels of integrity, act honestly and fairly when dealing with other employees and external stakeholders and set out our expectation that all employees will act ethically and in a manner which is consistent with their training.
  • Labour practices policy sets out the PRL ethos that “each and every PRL employee has a right to work in a safe and supportive environment”. PRL recognises and respects the legal and moral rights of all persons affected by its operations and is committed to providing a working environment free of harassment, discrimination, or prejudice.
  • Dignity at work policy sets out PRL’s strong belief in the benefits of non-discrimination and equality of opportunity and supports employee engagement and representation.
  • Whistleblowing policy, under which PRL commits to the highest standards of openness, probity, and accountability.
  • Supplier Code of Conduct and Sustainable Procurement Policy sets forth a number of actions where PRL can use its purchasing power to help ensure ethical and sustainable procurement.
  • Fair business practice policy, where we ask that all employees demonstrate the highest possible levels of integrity, act honestly and fairly when dealing with other employees and external stakeholders and set out our expectation that all employees will act ethically and in a manner which is consistent with their training.

PRL recognise that sustainability encompasses environmental, social, and economic concerns. We are committed to seeking continuous improvement in our performance on sustainability, in both our internal and procurement functions, which is consistent with providing value for money for our members and shareholders by:

• • Establishing sustainable development as a clear feature of our purchasing decision-making from the board level downwards and ensuring that all colleagues follow the principles of this and supporting guidance.
  • Setting and monitoring relevant sustainability objectives and targets, based on our significant aspects and impacts, and reporting progress regularly through clear, consistent processes.
  • Educating, training, and motivating colleagues to work in a sustainably responsible manner and to play a full part in developing new ideas and initiatives.
  • Communicating openly and proactively with colleagues about sustainability issues and best practices, and co-operating with others in the public and private sectors to develop and promote sustainable sound practices.
  • Ensuring that sustainability principles are given due consideration at each stage of the management process, including.
  • Developing an in-depth understanding of the sustainability issues relevant to each category.
  • Building a detailed appreciation of members’ sustainability requirements and ensuring that members have access to a range of sustainable products and services (and supporting information) to assist them in meeting these requirements.
  • Working with suppliers, to seek ongoing improvements to sustainable performance and that of their supply chains.
  • Encouraging the appropriate uptake of sustainable products and services across the business.

  Striving to improve the sustainable performance of all PRL ‘buying solutions’.

Anti-Counterfeiting Policy

The manufacturing and sale of counterfeit products are widely recognised by PRL and our Supply involves the theft of intellectual property rights, including patents, trade, Service and certification marks, and copyright.

There are not only economic consequences from trafficking in counterfeit goods, including injury to the reputation of the rights-holder who has made a substantial investment in the quality of its product and brand name, but also to the deceived consumer, especially when health and safety are impacted.

PRL – Anti-Counterfeiting Mission is to:

Advocate the creation and enforcement of measures that remove counterfeit products from the marketplace and penalise those that traffic counterfeit products.

Assist our Supply Partners by protecting their investment in their brands.

Communicate with our Supply Chain about the issues presented by the existence of counterfeit products in the marketplace.