Terms & Conditions of Business

The service provider is Lewis Griffiths t/a Pembrokeshire Security, a sole trader. References to PSS, Pembrokeshire Security or Pembrokeshire Security Services mean this business, not a separate legal entity. The client is the business or organisation engaging PSS; the parties are PSS and the client.

Services means the agreed security services. Contract means the agreement accepted by both parties, including the accepted quotation and any expressly incorporated schedules, assignment documents and these terms. Personnel includes employees, workers and approved third-party operatives used lawfully to deliver services. Writing includes email unless a specific form is required by law or the contract.

These terms are written primarily for business-to-business security contracts and apply where incorporated into the parties' agreement. Website publication alone does not confirm a booking. They do not create a blanket consumer cancellation regime or remove mandatory rights where those rights apply.

Bespoke quotations, signed contracts, schedules and assignment documents may supplement these terms. Specifically agreed terms prevail to the extent of a conflict. Subject to any expressly agreed order, a signed bespoke agreement takes priority, followed by accepted contract schedules and quotation terms, then these general terms. Assignment instructions define operational duties but do not change commercial or liability terms unless expressly agreed by authorised representatives.

Client purchasing terms do not replace these terms merely because they appear on a purchase order; any alternative terms must be expressly accepted by PSS.

Quotations are based on the information provided and any validity period stated in the quotation. Availability and acceptance remain subject to operational, staffing, licensing, risk, insurance and commercial review. An enquiry, provisional discussion or requested date is not a confirmed deployment.

A contract is formed when authorised representatives confirm acceptance of the identified services and applicable terms in writing, or by another acceptance method expressly agreed by both parties. Any conditions, deposits or mobilisation requirements must be stated in the agreed quotation or contract. PSS may seek clarification or revised terms before accepting a changed or inadequately specified requirement.

The scope, locations, dates, hours, duties, staffing and reporting arrangements are those agreed for the contract. Services may include guarding and site security, events and crowd management, door supervision and hospitality, construction and infrastructure security, corporate or commercial security, personnel support for client CCTV functions, or bespoke security provision.

Services outside the agreed scope are not included merely because they are mentioned on the website or requested informally on site. PSS will assess whether additional duties can lawfully and safely be undertaken and agree any changes through an authorised contact.

Personnel undertaking licensable activities must hold the appropriate SIA licence where legally required. Duties and assignments are assessed against the licensing requirements relevant to the activity. The client must not request work inconsistent with the operative's licence or lawful authority.

Licence requirements and verification arrangements are considered for the role and contract. If a licensing issue arises, PSS may change personnel or suspend affected duties while it is resolved.

PSS takes reasonable steps to provide personnel with licences where required and competence appropriate to the agreed duties. Services may lawfully be delivered using employees, workers or approved third-party personnel, subject to the contract and relevant checks.

PSS may reasonably replace operatives to address availability, suitability, welfare, licensing or operational needs while considering continuity and the agreed requirement. A named individual is guaranteed only where expressly agreed. Client concerns about personnel should be raised with PSS management rather than used to impose unlawful or unsafe instructions.

PSS verifies the appropriate SIA licence where legally required for the role. Assignment requirements are reviewed against the agreed duties and applicable licensing obligations.

Any additional client-specific eligibility or access requirements must be identified before acceptance. PSS will confirm whether these can be met before committing to the assignment. Personnel information is supplied only where lawful and proportionate.

The client must provide accurate and timely information about the site, risks, access arrangements, expected activities, emergency procedures, hazards and any material changes. This includes relevant health and safety information, foreseeable public interactions and restrictions affecting personnel or services.

The client must provide safe and lawful working conditions and agreed welfare, access, facilities and cooperation; maintain responsibilities for premises and activities under its control; and identify authorised contacts for instructions and escalation. It must not conceal material risks or require duties outside the law or agreed scope.

PSS will raise material concerns it identifies. Each party remains responsible for its own legal duties; engaging security personnel does not transfer all site-management, employer, organiser or occupier responsibilities to PSS.

Risk assessments, assignment instructions, RAMS and safe systems of work are prepared or agreed where appropriate to the service and risk. They depend on accurate site information and cooperation between the parties and should be reviewed when material circumstances change.

The client should review information relating to its site and promptly raise inaccuracies or conflicts. Operational documents guide the agreed duties; they do not authorise unlawful activity, guarantee the elimination of risk or replace a party's statutory obligations.

Mobilisation is tailored to the contract, site, risks, staffing and client requirements. Preparation may include site review, staffing plans, instructions, escalation and contingency arrangements, relevant checks and briefings, deployment oversight and reporting arrangements.

The agreed timing depends on information, approvals, suitable resources and any site-specific conditions being available. The parties will identify dependencies and address changes before deployment where reasonably practicable; not every assignment requires an identical sequence or set of documents.

Security personnel are not police officers and have no general police powers. They act within the law, their licence where applicable, training, reasonable authority and agreed instructions. They must not be directed to use unlawful force, conduct unlawful searches or detention, discriminate unlawfully or undertake other unlawful activity.

PSS may refuse or stop an unlawful, unsafe or inappropriate instruction and escalate it to the authorised client contact. The client must communicate any legitimate site rules and consent-based procedures clearly; such rules do not override the law.

Personnel may take proportionate lawful action within their competence and the circumstances, including contacting emergency services, escalating to agreed contacts and recording events. Life safety and lawful emergency instructions take priority over routine duties.

Where appropriate and safe, personnel may assist with scene or evidence preservation and provide factual incident reporting. PSS does not guarantee a particular emergency-service attendance time, outcome or recovery of property. The client must maintain and communicate relevant emergency arrangements.

Changes to duties, locations, staffing, hours, dates, risk or site conditions require review. PSS will consider capacity, licensing, safety, insurance and any resulting charges or revised arrangements. Material changes should be agreed in writing by authorised contacts before implementation.

Where urgent lawful action is reasonably necessary for safety, personnel may act within their competence and escalate promptly. This does not create an unrestricted authority to expand the contract or incur charges; any resulting commercial adjustment must follow the contract and be reasonable in the circumstances.

Charges are those in the agreed quotation or contract, including any expressly agreed minimum deployment, expenses or additional-resource arrangements. Additional or out-of-scope resources and duties are subject to agreement, except where a specific contract mechanism authorises them.

VAT is payable only where applicable by law and will be shown where appropriate. These terms do not state that PSS is VAT registered. Price changes require the agreed contractual basis or further agreement; no unspecified website surcharge is created by these terms.

Attendance, timesheets, shift records and other deployment records may be maintained to support service delivery, reporting and invoicing. The parties should agree any approval process and promptly investigate discrepancies.

A client sign-off confirms the record to the extent reasonably apparent but does not waive a genuine service concern or validate inaccurate information. Failure to sign a record does not by itself extinguish payment for services actually provided; relevant evidence and the agreed contract govern.

Invoices and the agreed contract set the payment arrangements and due dates. Any deposit, staged payment or credit condition must be expressly stated. Payment must be made using the agreed method and details.

Genuine invoice disputes should be raised promptly with sufficient detail to allow investigation. The parties will seek to resolve them reasonably; undisputed amounts remain payable when due. No arbitrary dispute deadline or forfeiture of legitimate rights is imposed by these general terms.

For qualifying business debts, PSS reserves applicable statutory rights under the Late Payment of Commercial Debts (Interest) Act 1998, including statutory interest, compensation and recoverable debt-recovery costs where available. Their application depends on the law and any valid agreed contractual remedy.

PSS may pursue lawful recovery of overdue amounts and exercise proportionate contractual remedies. These terms do not impose an arbitrary percentage penalty.

An individual quotation or contract may set specific cancellation or reduction notice periods and charges. The client should notify PSS promptly in writing of any proposed cancellation, reduction or postponement.

Where no specific cancellation terms are agreed, PSS may seek payment for services already provided and reasonable, evidenced costs or commitments properly incurred in reliance on the agreed booking, to the extent recoverable by law. PSS will take reasonable steps to mitigate avoidable loss, account for savings or redeployment and avoid double recovery. No automatic blanket cancellation fee is created by these terms.

PSS may suspend affected services where serious non-payment, unsafe conditions, unlawful instructions, material breach or licensing or regulatory risk makes continued delivery unreasonable or unlawful. Suspension will be proportionate to the issue.

Where reasonable, PSS will notify the client, explain the grounds and allow an opportunity to remedy before suspension. Immediate action may be necessary for safety or legal compliance. The parties will consider practical handover and risk implications; charges and other consequences depend on the contract, services provided and applicable law.

Termination rights and notice periods in the agreed contract apply. A party may also exercise rights available by law, including in response to a sufficiently serious breach. Where a breach is capable of remedy, reasonable written notice and a remedy opportunity should be provided where appropriate to the circumstances.

Termination does not extinguish accrued payment obligations, legitimate claims or provisions intended to continue, including relevant confidentiality, data protection and liability terms. The parties will cooperate on an appropriate handover and return or lawful retention of information and property, subject to their legal duties.

PSS may use appropriately authorised and briefed third-party resources where lawful and consistent with the agreed contract. Any requirement for prior client approval will be respected. Relevant licence, role suitability, confidentiality and data-protection requirements apply.

Use of approved resources does not by itself relieve PSS of its contractual responsibilities to the client. Changes affecting the agreed requirement will be communicated where appropriate; there is no representation that PSS never uses subcontractors.

Each party must protect confidential information received in connection with the contract and use it only for legitimate contract purposes. This includes site vulnerabilities, access details, assignment instructions, security plans, personnel information and commercial information. Disclosure is limited to authorised people with a need to know and suitable obligations.

This does not prevent lawful disclosure required by a regulator, court or other competent authority, or disclosure to professional advisers and insurers where necessary under appropriate confidentiality. Information already lawfully public, independently developed or lawfully obtained without restriction is not confidential solely because it appears in contract records. Confidentiality must not obstruct lawful reporting or protected disclosures.

Each party must comply with applicable data-protection law for its activities. Controller and processor roles depend on who determines the purposes and means of processing, not solely on a contractual label. Each party must provide relevant privacy information and a lawful basis for data it controls.

Where PSS acts as a processor, appropriate Article 28 UK GDPR terms must be agreed before the processing concerned. These should address documented instructions, confidentiality, security, subprocessors, assistance with rights and breaches, deletion or return, and appropriate audit information. These general terms do not substitute for a complete processing schedule.

The parties will cooperate proportionately on data incidents and requests. The PSS Privacy Policy describes processing for which PSS is responsible and is available through this website.

PSS supplies appropriately licensed personnel to support client-owned or client-operated CCTV and control-room functions, subject to the contract. This is not a PSS-owned or operated monitoring centre.

Where systems are under client control, the client is responsible for their lawful operation, suitability, maintenance, access permissions, appropriate signage, privacy information, policies and authorised processing instructions. The client is normally the controller where it determines purposes and means. PSS follows lawful agreed instructions within its role and will raise material concerns identified during delivery.

System faults, footage access, retention, evidence handling and reporting responsibilities should be allocated expressly. PSS does not assume responsibility for the design or technical reliability of client equipment unless specifically agreed.

The contract should identify who supplies equipment and responsibility for suitability, inspection, maintenance, training and return. Client equipment supplied for use must be safe, lawful and suitable, with necessary instructions and permissions.

Personnel will take reasonable care of property entrusted to them for agreed duties. Custody of keys, access devices or equipment and any loss-reporting arrangements should be documented. PSS does not accept responsibility for all property on a site merely because personnel are present; any liability is assessed under the contract and applicable law.

Security services seek to manage and reduce risk but cannot eliminate every risk or guarantee that theft, damage, disorder, trespass or other incidents will never occur. The effectiveness of a deployment depends in part on the agreed scope, resources, environment, client cooperation and events beyond reasonable control.

This acknowledgement does not remove PSS's duty to exercise reasonable care and skill or exclude liability that cannot lawfully be excluded. The client should maintain appropriate risk-management measures and insurance for its activities and property.

PSS will perform agreed services with reasonable care and skill, using personnel appropriate to the duties and working within the law and agreed instructions. Operational oversight, escalation and reporting arrangements are agreed for the contract.

Specific service levels, KPIs, response commitments, remedies or performance guarantees apply only where expressly agreed. General website descriptions are not a guarantee of a particular result or an unstated service-level commitment.

Nothing in these terms excludes or limits liability for death or personal injury caused by negligence, fraud or fraudulent misrepresentation, or any other liability that cannot lawfully be excluded or limited. All limitations are subject to applicable law, including statutory reasonableness requirements where relevant.

Subject to those protections, and only to the extent legally enforceable and reasonable in the circumstances, PSS is not liable for indirect or consequential losses, or loss of profit, revenue, anticipated savings, business opportunity or goodwill arising from the contract. This wording does not automatically exclude a direct loss merely by labelling it commercial, nor does it purport to remove responsibility for negligence unlawfully.

Responsibility for recoverable loss is assessed by reference to the contractual duties, causation, foreseeability, mitigation and applicable law. These website terms do not set a monetary liability cap or create a general client indemnity. Any contract-specific liability limits, indemnities or allocation of risk must be expressly agreed, remain subject to non-excludable liabilities and be interpreted in accordance with law.

PSS currently maintains Public Liability insurance with a limit of £5 million and Employers’ Liability insurance with a limit of £10 million. These figures describe current policy limits and do not themselves create or increase any contractual liability. Cover remains subject to the applicable policy terms, conditions, exclusions and endorsements.

Evidence of current insurance is available as part of supplier onboarding and procurement. Other insurance required for a particular contract must be expressly agreed and confirmed before the relevant services commence; no additional cover is implied by these terms. A client's particular insurance requirements must be disclosed before contract acceptance.

Insurance limits are not contractual liability caps and do not guarantee that every loss is covered. The client remains responsible for insurance appropriate to its own property, activities and risks.

A party is not responsible for delay or failure to the extent caused by an event beyond its reasonable control that could not reasonably have been prevented or overcome, subject to applicable law and the contract. Depending on the circumstances, this may include severe weather, major transport disruption, utility failure, government restrictions or other exceptional events.

The affected party must notify the other as soon as reasonably practicable, take reasonable mitigation steps and discuss continuation or alternative arrangements. Ordinary foreseeable staffing difficulties are not automatically excused. This clause does not erase accrued payment obligations; prolonged disruption and termination consequences should be addressed under the contract or further agreement.

Raise service concerns promptly with the named operational contact or email PembrokeshireSecurity@gmail.com, giving relevant dates, assignment details and the concern. Urgent safety issues should be escalated immediately through agreed arrangements or emergency services where appropriate.

PSS will consider concerns, seek relevant information and communicate an appropriate response or proposed action. The parties should cooperate on reasonable investigation and resolution. Data-protection complaints follow the process described in the Privacy Policy. No guaranteed service-complaint response period is created by these terms.

Any restriction on directly engaging or soliciting personnel applies only if separately and expressly agreed in the individual contract, with reasonable scope, duration and lawful terms. These website terms impose no automatic recruitment, transfer or non-solicitation fee.

PSS retains its pre-existing intellectual property in policies, templates, methodologies and materials. Unless otherwise agreed, the client may use contract-specific documents supplied to it for their intended operational or procurement purpose, subject to confidentiality and security requirements.

The client must not publish, redistribute or commercially exploit PSS materials beyond the agreed purpose without permission. Ownership and use of client materials remain with the client or relevant owner. PSS is not obliged to expose sensitive internal security material merely because general supplier information is requested; lawful and expressly agreed disclosure duties remain unaffected.

Unless expressly agreed otherwise, a person who is not a party to the contract has no right to enforce its terms under the Contracts (Rights of Third Parties) Act 1999. This does not remove any right or remedy available independently of that Act.

The agreed contract and expressly incorporated documents record the parties' agreement for the services and supersede earlier discussions on the same subject, subject to mandatory law. Each party should ensure material requirements and commitments are recorded before acceptance.

Nothing in this clause excludes or limits liability or remedies for fraud or fraudulent misrepresentation, or any other right that cannot lawfully be excluded. Any other limitation of reliance or remedies applies only if expressly and lawfully agreed; this clause does not create a sweeping misrepresentation exclusion.

If a provision is held invalid, unlawful or unenforceable, it is severed or modified only to the minimum extent lawfully necessary. The remaining provisions continue to apply so far as possible. The parties will seek a lawful replacement reflecting the original legitimate purpose where appropriate.

A delay or failure to exercise a right does not by itself waive that right. A waiver should be express and relates only to the circumstances stated; it does not automatically waive future breaches or other rights.

Formal notices to PSS should be sent in writing to PembrokeshireSecurity@gmail.com or to Lewis Griffiths t/a Pembrokeshire Security, Barnhill Farm, The Ridgeway, Lamphey, Pembrokeshire, SA71 5PB, United Kingdom, unless a contract or law requires another method. The client must provide and maintain an appropriate notices address and authorised contact.

Receipt and timing follow any expressly agreed notices provisions and applicable law. An automated email response or unsuccessful delivery does not prove acceptance of a notice or contractual change. This clause does not override statutory rules for service of legal proceedings. Routine operational communications should use the agreed assignment contacts.

The contract and related non-contractual obligations are governed by the law of England and Wales. The courts of England and Wales have jurisdiction, subject to mandatory rights and any expressly agreed lawful dispute-resolution mechanism.

The parties may agree to discuss or mediate a dispute without preventing urgent relief, statutory rights or lawful debt recovery. No mandatory arbitration procedure is imposed by these general website terms.

Lewis Griffiths t/a Pembrokeshire Security. Legal proprietor: Lewis Griffiths. Legal structure: sole trader. Brand references: Pembrokeshire Security Services / PSS.

Correspondence / service address: Barnhill Farm, The Ridgeway, Lamphey, Pembrokeshire, SA71 5PB, United Kingdom.

Email: PembrokeshireSecurity@gmail.com. Telephone: 01646 833212.