Terms and Conditions

Last Updated: 12^th December 2025
Company Name: Relay Port Agency Ltd (“the Company”, “we”, “our”, “us”)

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1.  Introduction

1.1 These Terms and Conditions (“Terms”) apply to all services provided by Relay Port Agency ltd, including customs brokerage, import/export documentation, clearance, and related logistics or advisory services (the “Services”).

1.2 By instructing the Company, the Client (“you”, “your”) agrees to be bound by these Terms. No agent or employee of the Company has authority to alter these Terms except in writing and signed by a duly authorised officer of the Company.

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2.  Scope of Services

2.1 The Company acts solely as an agent on behalf of the Client when dealing with HM Revenue & Customs (“HMRC”), Border Force, and other relevant authorities, unless explicitly agreed otherwise in writing.

2.2 The Company does not act as a carrier, insurer, or warehouse operator unless separately contracted for such services.

2.3 The Company’s role is limited to submitting documentation and making declarations based on information supplied by the Client.

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3.  Client Responsibilities

3.1 The Client must provide complete, accurate, and timely information, including but not limited to invoices, packing lists, commodity codes, licences, and origin certificates.

3.2 The Client warrants that:

• All information supplied is true and correct.
• All goods comply with UK import/export and customs regulations.
• All declarations reflect the actual goods, values, and transactions.
• The Company’s EORI cannot be used or declared for the purposes of moving Goods into or out of the UK Mainland, unless the Company is to be named as the Declarant in the instructions.

3.3 The Client shall indemnify and hold the Company harmless against all liabilities, losses, fines, penalties, or costs arising from incorrect or incomplete information, or non-compliance with applicable laws.

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4.  Compliance with Laws

4.1 The Client is solely responsible for ensuring compliance with:

• The Customs and Excise Management Act 1979,
• The UK Trade Tariff,
• The Customs (Import Duty) (EU Exit) Regulations 2018,
• Any other applicable UK and international trade laws, sanctions, and restrictions.

4.2 The Company will not handle, clear, or process goods that are illegal, prohibited, or subject to restrictions without proper authorisation.

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5.  Fees and Payment

5.1 Fees for Services will be charged in accordance with the Company’s current rate schedule or agreed quotation.

5.2 Unless otherwise agreed, invoices are payable immediately upon issue.

5.3 The Company: (i) has a general lien on all Goods and documents relating to Goods in its possession, custody or control, whether such Goods or documents be located within or outside the United Kingdom, for all sums due at any time to the Company from the Customer and/or Owner on any account whatsoever, whether relating to Goods belonging to, or Services provided by or on behalf of the Company to the Customer or Owner. Storage charges shall continue to accrue on any Goods detained under lien; (ii) shall be entitled, on at least 7 days’ notice in writing to the Customer, to sell or dispose of or deal with such Goods or documents as agent for, and at the expense of, the Customer or Owner and apply the proceeds in or towards the payment of such sums; (iii) shall, upon accounting to the Customer or Owner for any balance remaining after payment of any sum due to the Company, and for the cost of sale and/or disposal and/or dealing including legal costs and reasonable compensation for internal management time, be discharged of any liability whatsoever in respect of the Goods or documents. (B) When the Goods are liable to perish or deteriorate, or where charges incurred in relation to rent and/or storage are likely to exceed the likely sale value, the Company’s right to sell or dispose of or deal with the Goods shall arise immediately upon any sum becoming due to the Company, subject only to the Company taking reasonable steps to bring to the Customer’s attention its intention to sell or dispose of the Goods before doing so.

5.4 Interest may be charged on overdue accounts at the rate of 2% per month or the maximum permitted under the Late Payment of Commercial Debts (Interest) Act 1998.

5.5 Any charges (or part there of for split loads) accrued by the Company in the process of declaring any instruction as Port Charges shall be transparently passed onto the Client.

5.6 The Company reserves the right to temporarily suspend the processing of any future instructions under circumstances where the Client has outstanding debt from any previous services provided and an amicable solution has not been agreed in writing between both parties to rectify the debt.

5.7 The Company reserves the right to charge an Administrative Fee to amend any instruction once prepared and submitted to HRMC or European Body based on the content of the original instruction being correct and the declaration needing to be resubmitted. This excludes ‘Forces of Nature’ whereby the vehicle of transportation was unable to arrive at the intended seaport/airport due to bad weather.

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6.  Advise

Advice and information, in whatever form it may be given, is provided by the Company for the Customer only. The Customer shall indemnify the Company against all loss and damage suffered as a consequence of passing such advice or information on to any third party.

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7.  Liability and Limitation

7.1 The Company shall exercise reasonable skill and care in performing the Services but shall not be liable for any loss, damage, delay, or expense arising from:

• Acts or omissions of HMRC or other authorities;
• Incorrect or incomplete information provided by the Client;
• Force majeure or circumstances beyond the Company’s control.

7.2 The Company’s total liability to the Client, whether in contract, tort, or otherwise, shall not exceed the amount of the service fee paid for the specific transaction giving rise to the claim.

7.3 The Company shall not be liable for indirect or consequential losses, including loss of profit, goodwill, or opportunity.

7.4 The Customer undertakes that no claim shall be made against any director, servant, or employee of the Company which imposes, or attempts to impose, upon them any liability in connection with any services which are the subject of these Conditions, and, if any such claim should nevertheless be made, to indemnify the Company against all consequences thereof.

7.5 The Customer shall indemnify the Company for all claims, costs and demands whatsoever and by whomsoever made or preferred, in excess of the liability of the Company under the terms of these conditions, regardless of whether such claims, costs, and/or demands arise from, or in connection with, the breach of contract, negligence or breach of duty of the Company, its servants, sub-contractors or agents.

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8.  Direct / Indirect Representation

Unless otherwise agreed in writing between the Customer and Company, in all and any dealings with HMRC by the Company on behalf of the Customer: (i) where permitted under the Taxation (Cross Border Trade) Act 2018, the Customer empowers the Company to act as a Direct Customs Agent; and (ii) in all other cases the Customer empowers the Company to act as an Indirect Customs Agent.

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 9.  Insurance

9.1 The Company does not provide insurance for goods unless expressly agreed in writing.

9.2 The Client is responsible for arranging adequate cargo or transit insurance at their own expense.

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10.  Data Protection and Confidentiality

10.1 The Company will process personal data in accordance with the UK Data Protection Act 2018 and the UK GDPR.

10.2 All Client information and documentation will be treated as confidential and will only be disclosed as required by law or necessary for customs and logistics operations.

10.3 Clearance Instructions and any provided documents relating to a clearance request will be retained for the period of time legislated by HMRC or any other governing body. This is currently 6 (six) years.

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11.  Termination

11.1 Either party may terminate the engagement by written notice.

11.2 Termination shall not affect any accrued rights or obligations, including the Client’s responsibility to pay for Services rendered or disbursements incurred prior to termination.

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12.  Force Majeure

The Company shall not be liable for any failure or delay in performance caused by events beyond its reasonable control, including but not limited to natural disasters, strikes, IT failures, government actions, or war.

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13.  Governing Law and Jurisdiction

These Terms shall be governed by and construed in accordance with the laws of England and Wales.
Any disputes arising under or in connection with these Terms shall be subject to the exclusive jurisdiction of the courts of England and Wales.

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14.  Amendments

The Company reserves the right to amend these Terms at any time. Updated Terms will be made available on our website or upon request and shall apply to all Services performed after the date of publication.

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15.  Acceptance

By instructing or engaging the Company, the Client confirms that they have read, understood, and agree to be bound by these Terms and Conditions.

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