Terms & ConditionsLeeds IT Services · Data Systems

These terms and conditions apply to every service and product supplied by Leeds IT Services Ltd, trading as Leeds IT Services and Data Systems ("we", "us", "our"). We are a company registered in England and Wales under company number 16151681, with our registered office at 65 Headingley Lane, Leeds LS6 1AA. Our VAT number is GB 525 9921 63.

You can contact us on 0113 275 6610, by email at info@leeds-it.co.uk, or through our website at leeds-it.co.uk. Our normal business hours are Monday to Friday 10:00 to 18:00 and Saturday 12:00 to 18:00, excluding bank holidays. Visits to our premises are by appointment.

These terms apply to all customers, whether you are a business or a consumer. Where a clause applies only to business customers or only to consumers, it says so. Nothing in these terms takes away any rights you have as a consumer under the law.

These terms, together with any quote, proposal, order form or service agreement we give you, make up the whole agreement between us. If a signed service agreement or proposal says something different from these terms, the signed document wins on that point.

We may update these terms from time to time. The version on our website when you place an order is the version that applies to that order. For ongoing services, we will give you at least 30 days' notice of any change that affects you.

Acceptance. These terms are published at tnc.Leeds-IT.co.uk and referred to on our quotes, booking forms, job tickets, invoices and website. By accepting a quote, booking a repair, placing an order, setting up a direct debit, asking us to start work, paying an invoice, or continuing to use our Services after receiving an invoice that refers to these terms, you agree to these terms. If you have any question or concern about them, please contact us and we will deal with it.

In these terms the following words have these meanings.

Quotes are valid for 30 days from the date given unless the quote says otherwise. Prices for hardware and Third Party Services depend on supplier pricing and stock, and may change before you accept the quote. We will tell you before going ahead if they do.

A Contract is formed when you accept our quote or proposal in writing (including by email or WhatsApp), sign a service agreement, set up a direct debit with us, pay a deposit, or ask us to start work, whichever happens first.

Where we cannot give a fixed price in advance, for example with fault finding or data recovery, we will give you an estimate. If the work is going to cost more than the estimate, we will stop and ask you before carrying on.

Any work you ask for that is outside the original quote or outside the scope of your service agreement is extra work. We will tell you it is chargeable before we do it, unless it is urgent and you have asked us to proceed.

Special orders. We keep only small accessories in stock. Computers, laptops, parts and most other Goods are ordered from our suppliers, built or prepared specifically for you. Once you have placed an order for such Goods, whether in person, by phone, by email or online, the order cannot be cancelled and the Goods cannot be returned or refunded if you change your mind. This applies to business customers and consumers alike. We may ask for full payment or a deposit before we place the order.

Stocked items. Small accessories bought from our stock may be returned within 14 days of purchase, unused, in their original packaging and with proof of purchase. We may charge a restocking fee of up to 30% of the price on returned items that are not faulty.

Manufacturer warranty. Goods carry the warranty given by their manufacturer, and warranty claims are handled under the manufacturer's terms. We will do our best to help you with any warranty claim. Nothing in this clause affects your legal rights if Goods are faulty or not as described.

We will carry out the Services with reasonable care and skill, using suitably experienced people, and in line with good industry practice.

We will try to meet any dates or response times we give you, but unless a signed service agreement sets out guaranteed response times, they are estimates. We are not responsible for delays caused by suppliers, couriers, manufacturers, Third Party Services or anything outside our reasonable control.

Managed Services. What is included in your Managed Services is set out in your service agreement, proposal or invoice. Anything not listed there is chargeable at our standard rates. Our rates are the same whether work is carried out during business hours, in the evening or at the weekend, and most support is delivered remotely.

On site visits. On site and home visits carry a call out charge, which we will confirm when you book. The call out charge covers travel and the first period of work stated at booking. Any further work or parts will be quoted to you first and, for consumers, paid for before we carry them out. You can also bring your Equipment to us instead.

Remote support. With your permission we may connect to your Equipment remotely. You must make sure that whoever gives us access is authorised to do so.

Web design, SEO, AI and marketing. The scope, deliverables, timescales and number of revisions are set out in your proposal. Additional changes or revisions beyond that are chargeable. We carry out SEO, including AI search optimisation, using our best efforts and industry monitoring tools. Results depend on search engines, AI platforms and competitors that we do not control, so we do not guarantee any ranking, visibility, traffic, enquiries, customers or sales.

AI automation and agents. Automations and AI agents we build or configure act on the instructions, data and permissions you give them. You remain responsible for checking their output and for decisions you make using it. Some AI services may be delivered with our partners, and where they are, these terms still apply between you and us.

We may use carefully selected subcontractors or partners to deliver part of the Services. We remain responsible to you for their work.

Cyber security. We use industry standard security tools and practices and take reasonable steps to protect the systems we look after. However, no system can be made completely secure, and we cannot guarantee that your systems, accounts or data will never be compromised by viruses, ransomware, phishing, hacking or other attacks. We are not liable for loss or damage caused by such an attack unless it was caused by our failure to use reasonable care and skill.

Where we recommend a security measure, update, upgrade or backup and you choose not to follow our advice, or delay doing so, you accept the risk that comes with that decision and we are not responsible for any loss that results from it.

AI services and your data. AI automations and agents may send data to third party AI and cloud providers, such as OpenAI, Anthropic, Microsoft or Google, for processing. By asking us to provide AI services you agree to this. You must not give us, or ask our AI tools to process, any data you do not have the right to share, and you remain responsible for your own legal compliance, including data protection, in how you use AI tools and their output.

Advertising and social media. Advertising spend on Google, Meta and other platforms is paid by you in addition to our fees, either directly to the platform or recharged by us. Advertising and social media platforms set their own rules. We are not liable if a platform rejects, restricts, suspends or bans an advert, page or account, or if adverts do not achieve the results you hoped for.

Acceptable use. You must not use any service we provide or manage, including hosting, email, websites, connectivity and software, for spam, unlawful or infringing content, malware, harassment, or anything that breaks the law or the supplier's terms. If you do, or we reasonably suspect it, we may suspend the affected service immediately without notice. You will pay any costs, charges, fines or penalties that we or our suppliers incur as a result.

You agree to give us accurate information, reasonable access to your premises, Equipment, systems and accounts, and prompt decisions and approvals when we need them. If we are delayed because these are not provided, we may charge for any extra time this causes.

You confirm that you own the Equipment and software you ask us to work on, or that you have the owner's permission, and that any software installed on it is properly licensed.

Backups. You are fully responsible for keeping a current backup of your data before handing over Equipment or before we start any work. Repairs, upgrades, operating system installs and data recovery all carry a risk of data loss. Unless backup is part of a Managed Service you pay us for, we are not liable for any loss or corruption of data, and we strongly recommend you keep at least one copy of important data away from the Equipment.

Where we do provide backup as part of a Managed Service, we will run and monitor it as described in your agreement. You should tell us promptly about any new systems or data that need to be included.

You must keep your passwords secure and tell us promptly if you think any account or system has been compromised. You must not ask us to do anything unlawful, including accessing accounts or devices you have no right to access.

Non solicitation. You must not, during the Contract or for 12 months after it ends, directly or indirectly employ, engage or contract with any of our staff or subcontractors who have worked on your account, without our written agreement. If you do, you agree to pay us a fee equal to 25% of that person's first year salary or fees, as a genuine estimate of our loss of recruitment, training and business.

Instructions and authority. Any instruction we receive from you, your directors, staff or anyone acting on your behalf, whether in person, by phone, email, WhatsApp, text or through our portals, is treated as authorised by you. Instructions and approvals given by email, WhatsApp or text count as given in writing. You are responsible for telling us promptly if someone's authority to instruct us changes.

Software licensing. We will not install or support pirated or unlicensed software. You are responsible for making sure all software on your Equipment and systems is properly licensed. If any software you supplied, asked us to install or already had turns out to be unlicensed, you will cover any costs, claims or penalties that result.

Indemnity. You agree to cover our losses, damages, costs and reasonable legal fees arising from any claim brought against us by a third party because of your breach of these terms, your data or content, or your unlawful use of the Services.

Our prices are as set out in our quote, proposal or service agreement, or otherwise our standard rates at the time. Prices quoted to business customers are shown excluding VAT. Prices quoted to consumers include VAT unless we clearly say otherwise. VAT is charged at the rate in force at the time of supply.

Payment terms. Business customers must pay our invoices within 14 days of the invoice date unless a different period is agreed in writing. Consumers must pay on completion of the work or on collection of their Equipment, unless we agree otherwise. Parts, Goods and extra work for consumers are paid for in advance.

Direct debit. Managed Services, licences and other recurring charges are invoiced monthly in advance (or annually where agreed) and collected by direct debit. You agree to keep a valid direct debit in place for as long as you have recurring services with us. If a direct debit payment fails or is cancelled without notice, we will add an administration charge of £50 plus VAT to your account and may collect the amount again.

Overdue invoices. If an invoice remains unpaid 30 days after it is due, we will send you a reminder by email, text or any other contact method we hold for you.

Interest. If any amount is still unpaid 30 days after our reminder, we will charge interest on it until it is paid. For business customers interest is charged at 8% a year above the Bank of England base rate, together with fixed compensation and reasonable recovery costs, as allowed by the Late Payment of Commercial Debts (Interest) Act 1998. For consumers interest is charged at 4% a year above the Bank of England base rate.

Suspension and legal action. If an invoice remains unpaid after our reminder, we may suspend some or all of the Services, including email, licences, hosting, websites and other Third Party Services, until your account is brought up to date, and we may take legal action to recover the debt together with our costs. Charges for recurring services continue during any suspension, and we may charge a reasonable fee to restore services.

Price changes. We may change our own prices for ongoing services by giving you at least 30 days' written notice. Where a supplier increases the cost of a Third Party Service, for example a Microsoft licence price rise, we will increase your price to match from the date the increase applies to us, including during a minimum term, and we will tell you as soon as we can.

If you dispute any part of an invoice, you must tell us in writing within 14 days of the invoice date, explaining why, and pay the undisputed part on time.

Ownership until paid. Everything we sell or invoice, including Goods, parts, hardware, software licences, domains, websites and other work, remains the property of Leeds IT Services Ltd (trading as Data Systems) until we have received payment in full for it and for any other overdue amounts you owe us. Until then you hold any Goods on our behalf, must keep them safe and identifiable, and must not sell or dispose of them. If payment is overdue, we may recover the Goods, and you allow us or our agents to enter the premises where they are kept, on reasonable notice, to do so. We may also withdraw or suspend any licence, account or service that has not been paid for. Risk in Goods passes to you on delivery or collection.

Recurring services. Any service shown on your invoice as recurring, including Managed Services, IT support plans, Microsoft 365 and other licences, email, email security, antivirus, backup, website hosting and maintenance, SEO and marketing, is supplied under a yearly contract. By taking a recurring service you automatically enter into that yearly contract under these terms. The contract starts on the date the service first starts, and it is billed monthly or yearly as shown on your invoice.

Renewal and notice to end. Each yearly contract renews automatically for a further year on its anniversary. To end a recurring service, you must email us at info@leeds-it.co.uk at least three months before the anniversary of the date the service first started. If we do not receive notice in time, the service renews for a further year. You may add users, licences or services at any time. Reductions take effect from the next anniversary only.

Ending early. If you want to end a recurring service before the end of the current contract year, you remain liable for the charges for the rest of that year. At our discretion, depending on your contract and how long you have been with us, we may agree a lower exit fee or waive some or all of the remaining charges. Any such agreement must be confirmed by us in writing.

Domains. Some customers own their domain names. Where we buy a domain on your behalf, we pay for it, manage it and renew it annually, and we will invoice you for each renewal. You may ask us to transfer the domain to you at any time, and we will release it once all fees and costs owed to us, including any charges or exit fee under clause 7.3, have been paid. If a renewal is not paid by the due date, the domain may lapse and we are not responsible for its loss or for any service that stops working as a result.

Third Party Services are provided under the supplier's own terms, including their licence terms, acceptable use policies and service levels. By using them you agree to those terms. We are not responsible for outages, faults, data loss, security incidents, price changes or withdrawal of services by the supplier, though we will help you deal with the supplier where we can.

Where we buy hardware or services on your behalf, such as broadband, satellite connectivity or software, we may add a handling margin to the supplier's price.

Diagnostic fee. Repairs and data recovery carry a diagnostic and troubleshooting fee, with a minimum of £45 (shown either plus VAT or including VAT depending on the job). The fee becomes payable once the job is booked in and we have examined the Equipment. It is not refundable in any circumstances, including where the Equipment cannot be repaired, is beyond economical repair, or you decide not to go ahead with our advice.

What diagnosis involves. Investigation and diagnosis may include carefully opening the Equipment and removing components, disassembling and testing circuits, connectors and components, reassembling and testing integrated components and modular circuits, swapping out parts to isolate a fault, troubleshooting Windows and software problems, removing viruses, and full testing of the hard drive where it is accessible. This work takes skilled time whatever the outcome, which is why the diagnostic fee is not refundable.

Parts. Replacement parts may be new, refurbished or compatible equivalents of equal or better specification unless you ask for a specific part. Replaced parts become our property and are disposed of responsibly, unless you ask to keep them when you book the repair.

Repair warranty. Unless your invoice says otherwise, we guarantee the repair we carried out for 90 days from the date of completion, within reasonable means. The warranty covers the specific fault we repaired and the parts we fitted. It does not cover faults caused by accidental damage, liquid, misuse, viruses or malware, software changes made by you or others, or unrelated faults that appear later. If a covered fault returns within 90 days, we will put it right free of charge.

Liquid and physically damaged devices. Repairs to liquid damaged, dropped or otherwise physically damaged Equipment are carried out on a best efforts basis. Where we get such a device working, damage that is not visible may still cause other parts to fail later. We will support you for 90 days after the repair, but we cannot guarantee that the device will continue to work, and failure of any other part is not covered by our warranty.

Some faults cannot be repaired economically or at all, and some Equipment is already damaged in ways that only become clear during work. Opening older or damaged Equipment can occasionally cause further failure. We will take care, but we are not responsible for failure of a part that was already faulty or worn.

Uncollected equipment. We will tell you when your Equipment is ready for collection. Equipment left with us for more than 90 days after that will be disposed of. We may send you a reminder by text or email before doing so, but we are not obliged to. We never sell Equipment that belongs to a customer. Any data storage is securely wiped before disposal, and we are not liable for the Equipment or any data on it once it has been disposed of. You remain liable for any charges owed for work on it.

We may keep your Equipment until all charges for work on it have been paid.

Data recovery. Data recovery is carried out on a best efforts basis and success is never guaranteed. The diagnostic fee in clause 8.1 applies. Where we carry out recovery in house, the fee is agreed with you after diagnosis. Where the drive needs to go to a specialist recovery partner, their charge is payable only if the recovery is successful, and turnaround is longer, particularly if a donor drive is needed. In many cases a drive is already inaccessible when it reaches us. Where data is lost, damaged or cannot be recovered, that loss is caused by the existing fault in the device, and we accept no liability for it. Recovered data is supplied on a new drive or media at extra cost unless you supply one. We will keep a copy of recovered data for 14 days after return and then securely delete it.

We do not open, view or copy your personal files beyond what is needed to carry out and check the work. We will treat anything we see as confidential.

Parts you supply. If you ask us to fit a part you have supplied yourself, we charge for labour only. We give no warranty on that part, and we are not responsible if it is faulty, incompatible, counterfeit or fails during or after fitting. The diagnostic fee and our labour charges remain payable in that case.

Equipment left for recycling. If you leave Equipment with us to recycle or dispose of, ownership passes to us when you hand it over. You should remove any data you want to keep before then. We securely wipe or destroy data storage before recycling and dispose of Equipment in line with the WEEE Regulations, but we are not liable for any data left on it.

Unlawful material. If, while working on any Equipment or system, we find material that appears to be illegal, we may stop work immediately, keep the Equipment and report the matter to the police or other authorities. We are not liable to you for any loss arising from doing so, and charges for work already carried out remain payable.

You are responsible for the content you give us for your website, social media, marketing or AI tools, including text, images, logos and data. You confirm that you own it or have permission to use it, that it is accurate, and that it does not break any law or anyone else's rights. You agree to cover any loss we suffer if a claim is made against us because of content you supplied.

Once you have paid in full for a website or other bespoke work, ownership of the design and content created specifically for you passes to you. Until then, it remains ours. If any invoice for your website, hosting, SEO or related services is overdue, we may, after giving you 7 days' written notice, take the website offline and withhold domain access, logins, files and handover until your account is paid in full.

We keep ownership of our own tools, templates, code libraries, scripts, automation frameworks and know how that we used before or develop separately from your project. We give you a non exclusive, permanent licence to use them as part of the work we delivered to you. Third party themes, plugins, fonts, stock images and software remain subject to their own licences.

Website hosting, maintenance and SEO plans are recurring services under clause 7. If you move your website elsewhere, we will provide your site files and reasonable help with the transfer once all invoices and any charges under clause 7.3 are paid. Transfer work beyond a simple handover may be charged.

We are not responsible for problems caused by changes made to your website, hosting or accounts by you or another provider, or by updates to third party platforms, plugins or search engine rules.

Unless you tell us otherwise in writing, we may show your website or a short description of the work we did for you in our portfolio and marketing. We will not disclose any confidential information in doing so.

Your website's legal compliance. You are responsible for making sure your website, online shop and marketing comply with the law, including your privacy policy, cookie consent, accessibility, product and service claims, pricing, and consumer protection and e-commerce rules. We will add notices, policies and features that you supply or ask for, but we do not provide legal advice and are not responsible for their content.

Nothing in these terms limits or excludes our liability for death or personal injury caused by our negligence, for fraud or fraudulent misrepresentation, or for anything else that cannot be limited or excluded by law.

Business customers. We are not liable to you, whether in contract, negligence or otherwise, for any loss of profit, revenue, business, contracts, goodwill or anticipated savings, for loss or corruption of data (except where we have agreed to provide backup and failed to do so with reasonable care), or for any indirect or consequential loss. Our total liability to you under or in connection with a Contract in any 12 month period is limited to the total charges you paid us under that Contract in that period.

Consumers. If we fail to comply with these terms, we are responsible for loss or damage you suffer that is a foreseeable result of our breach or our failure to use reasonable care and skill. We are not responsible for losses that were not foreseeable, or for business losses. We are not responsible for loss of data where you did not keep a backup as set out in clause 5.3.

We are not liable for any delay or failure caused by events outside our reasonable control, including power or internet outages, failures of Third Party Services, cyber attacks we could not reasonably have prevented, supplier shortages, extreme weather, illness or government action. If this happens we will tell you and do what we reasonably can to reduce the effect.

If you are a consumer, you have legal rights under the Consumer Rights Act 2015. Services must be carried out with reasonable care and skill, and Goods must be as described, fit for purpose and of satisfactory quality. If we fall short, you are entitled to ask us to put it right, and in some cases to a price reduction or refund. For detailed information, visit the Citizens Advice website.

Cancellation. If you agree a Contract with us at a distance (for example by phone, email, WhatsApp or online) or away from our premises, you may have the right to cancel within 14 days under the Consumer Contracts (Information, Cancellation and Additional Charges) Regulations 2013. If you ask us to start work during the cancellation period, you must pay for the work done up to the time you cancel, and you lose the right to cancel once the work is fully completed. This right does not apply to orders placed in person at our premises, to Goods made, built, configured or prepared to your specification, or to sealed software once it has been opened or activated. Special orders under clause 3.5 are therefore not refundable.

To cancel, tell us clearly in writing by email to info@leeds-it.co.uk or by post to our address.

We handle personal data in line with the UK General Data Protection Regulation and the Data Protection Act 2018. Our privacy notice on our website explains how we use your personal information.

Where we process personal data on your behalf while providing the Services, for example when supporting your systems, email or backups, you are the controller and we are the processor. We will only process that data on your documented instructions, keep it secure, make sure our staff are bound by confidentiality, only use subprocessors who give equivalent protection, help you with data subject requests and breaches where reasonable, and delete or return the data when the Services end, unless the law requires us to keep it.

Each of us will keep the other's confidential information confidential and will only use it for the purpose of the Contract. This does not apply to information that is already public, or that we must disclose by law.

Leeds IT Services Ltd, a private limited company registered at 65 Headingley Lane, Leeds, West Yorkshire LS6 1AA, is the data controller for personal data we collect about our own customers and contacts. We are registered with the Information Commissioner's Office under registration number ZC234213. Our data protection contact can be reached at info@leeds-it.co.uk.

What we collect. For walk in repairs we collect only your name and phone number, recorded on a paper job sheet when you visit our shop. For business customers and ongoing services we also collect business names, addresses, email addresses, billing and direct debit details, details of Equipment and accounts we support, records of work carried out, and our communications with you.

Why we use it. Repair customer details are used only to contact you about your repair and to let you know when your laptop, PC or device is ready for collection. Other customer data is used to provide and invoice our Services, to collect payment, to contact you about your account, to meet our legal and accounting obligations, and to keep our own systems secure. Our lawful bases are performance of our contract with you, our legal obligations and our legitimate interests in running our business. We will only send you marketing where the law allows, and you can opt out at any time.

Who we share it with. We never share walk in repair customer details with third parties. For other customers, we share data only where needed with the suppliers and partners who help us deliver the Services, such as software and licence providers, payment and direct debit processors, our accountants and our professional advisers, or where the law requires it. We do not sell personal data. Our own records are held in the UK. Where a supplier such as a cloud software provider processes data outside the UK, we only use suppliers that provide the safeguards required by UK data protection law.

How long we keep it and security. Paper job sheets for walk in repairs are stored securely and destroyed by shredding 30 days after the device is collected or disposed of. Invoices and other financial records are kept for six years after the end of the financial year they relate to, as required for tax and accounting purposes. Other data is kept only for as long as we need it. Electronic records are kept on secure, access controlled systems.

Your rights. You have the right to access the personal data we hold about you, to ask us to correct or delete it, to object to or restrict how we use it, and to data portability. To make a request, email info@leeds-it.co.uk. If you are unhappy with how we handle your data, you can complain to the Information Commissioner's Office at ico.org.uk.

Either of us may end a Contract immediately by written notice if the other seriously breaks these terms and does not put it right within 14 days of being asked to, or becomes insolvent, enters administration or liquidation, or stops trading.

Recurring services, including Managed Services, run and end as set out in clause 7.

When a Contract ends, you must pay all outstanding invoices and any charges due under clause 7.3. We will hand over passwords, admin access, documentation and your data to you, or to a new provider you choose, within a reasonable time once your account is paid in full. Handover work beyond a standard exit will be charged at our normal rates.

Abusive behaviour. We expect our staff to be treated with respect. If you or anyone acting for you is abusive, threatening, discriminatory or aggressive towards us or our staff, in person, by phone, by message or online, we may refuse further service and end any Contract immediately by notice. You must still pay for all work done and Goods supplied up to that point, and any charges due under clause 7.3.

Complaints. If you are unhappy with anything we have done, please contact us at info@leeds-it.co.uk. We will acknowledge your complaint within 3 working days and aim to resolve it within 14 days.

Notices. Notices under these terms must be in writing and may be sent by email to the last address the other party gave. A notice sent by email is treated as received on the next working day.

You may not transfer your rights under a Contract to anyone else without our written agreement. We may transfer our rights to another business, and will tell you if we do so.

If any part of these terms is found to be unenforceable, the rest remains in force. If we do not enforce a right straight away, we can still enforce it later.

No one other than you and us has any right to enforce these terms under the Contracts (Rights of Third Parties) Act 1999.

These terms and any Contract are governed by the law of England and Wales, and the courts of England and Wales have exclusive jurisdiction, except that consumers living in Scotland or Northern Ireland may bring proceedings in their local courts.