Terms of Service

1. Agreement to These Terms

By visiting this website, sending an enquiry through the contact form, or instructing GHD Approvals Ltd to act on a permit matter, you agree to these terms to the extent that they apply to the activity concerned. A website visit is covered by the sections on acceptable use and intellectual property. An engagement for professional work is covered by the sections on scope, fees, confidentiality and liability.

Where a written engagement contains terms that differ from these terms, the written engagement prevails for the work it describes. These terms continue to apply to anything not covered by the engagement, including the use of this website and any general correspondence with the desk.

If you are agreeing on behalf of a company or another organisation, you confirm that you have authority to bind that organisation. If you do not have that authority, please do not accept these terms on its behalf.

2. About GHD Approvals Ltd

GHD Approvals Ltd is a company registered in the United Kingdom, operating from 12 Buttermere Road, Liverpool - L16 2NN, United Kingdom (GB). The firm provides computer systems design and related professional services, with a focus on the handling of permit applications, licence renewals, inspection bookings and associated records.

The desk can be reached at permits@ghdapprovals.lat or on +12674895046. Correspondence by post should be addressed to the registered address above. Where a matter is handled through a named handler, the handler is identified at intake and recorded in the case ledger.

3. The Services We Provide

The desk provides six principal services. Planning submission desks assemble and lodge planning applications with the documents and statements that the authority requires. Licence renewal cycles keep licences on a calendar and prepare the evidence needed for renewal. Inspection booking windows arrange visits against a readiness check and prepare a briefing note for the day. Compliance file checks read a file against conditions and guidance and record any gap with an owner and a date.

Appeal paper runs compile the bundle needed for a challenge to a decision, in the order a tribunal expects, with an index and cross references to the lodged submission. Certificate collections gather the issued document, check it against the application and hand it over with a covering note that records any continuing condition.

Each service is described in more detail on the services page. The description on that page is an outline rather than a guarantee of outcome, because the work required in a particular matter depends on the file, the authority and the conditions that apply.

4. Engagements and Scope

Work begins when the desk accepts an instruction and records the matter in the ledger. The acceptance should identify the service or services required, the site or licence concerned, the named contact and the deadline if one exists. If an instruction is unclear, the desk will ask for clarification before the case is opened, because an ambiguous scope is the most common cause of disagreement later.

Where the scope changes during a matter, for example because an authority requests further information or because a client asks for an additional service, the change is recorded as a variation. A variation may affect fees, timelines and the documents required, and the desk will confirm the effect before proceeding. Work outside the confirmed scope is not started without that confirmation, so that a client is never surprised by an unexpected charge.

The desk does not provide legal advice, structural engineering advice or architectural design services unless a separate written agreement says otherwise. Where a matter requires a professional opinion of that kind, the desk will identify the need and work with the adviser the client appoints.

5. Client Responsibilities

The accuracy of a permit file depends on the information supplied by the client. The client is responsible for providing complete and correct information, for identifying any change in the site or the use that may affect an application, and for ensuring that documents supplied by third parties are current and authorised for use.

The client is also responsible for responding to requests from the desk within a reasonable time, especially where an authority deadline is approaching. Where a reply is delayed, the desk will record the delay and any effect it has on the matter. A missed deadline that results from a delayed instruction is not a failure of the desk, and the record will show the sequence of events.

Where a client supplies personal data about other people, the client is responsible for having a lawful basis for that sharing and for informing the individuals concerned. The desk will handle the data in line with the Privacy Policy, but it relies on the client to supply only what the matter requires.

• Provide accurate and complete information for the file.
• Inform the desk promptly of any change to the site, use or responsible person.
• Respond to requests for information within the time agreed.
• Ensure third party documents are authorised and current.
• Hold a lawful basis for any personal data supplied about other people.

6. Fees and Payment

Fees are agreed in writing before work begins. The basis may be a fixed fee for a defined task, a fee for a set period of desk time, or a fee calculated by reference to the work involved. The written engagement records which basis applies, what is included and what is not.

Disbursements, such as authority fees, courier charges or the cost of obtaining a document from a third party, are charged separately unless the engagement says otherwise. Authority fees are set by the authority and are not income of the desk. Where a fee changes before a matter is lodged, the desk will tell the client before the application is submitted.

Invoices are payable within the period stated on the invoice. If an invoice remains unpaid beyond that period, the desk may suspend work on open matters and may charge interest at a reasonable rate permitted by law. Suspension will be recorded in the ledger, so that the effect on any deadline is clear.

7. Timelines and Best Endeavours

The desk gives dates in good faith and works to meet them. Dates are estimates unless the engagement says that a date is fixed. Many steps in a permit matter depend on an authority, a consultee or a third party, and no firm can guarantee the time a decision will take.

Where a deadline is critical, the client should tell the desk at the start so that the calendar can be built around it. Where a deadline cannot be met because a document is missing or an authority has not responded, the desk will say so as soon as the risk is known, rather than waiting until the date passes.

If a delay is caused by the desk, the matter will be reviewed promptly and the client will be told what is being done to recover the position. If a delay is caused by a party outside the control of the desk, the desk will help the client respond but cannot accept responsibility for the conduct of that party.

8. Lodgement and Authority Decisions

Lodging an application does not mean that it will be granted. Decisions rest with the authority, and the desk cannot promise an outcome. The desk prepares the file to the best professional standard, tracks the application through the process and responds to requests for information, but the decision itself is outside its control.

Where an authority refuses an application or attaches a condition, the desk will explain the decision and the options that follow, including an appeal paper run where that is appropriate. Advice about whether to appeal is given on the basis of the file, and the decision to proceed remains with the client.

The client is responsible for complying with any condition that applies after a certificate is issued. The desk records continuing conditions in the release note, but keeping the site and its operation compliant remains the duty of the client and its responsible persons.

9. Case Records and Files

The desk keeps a case record for every matter, including the instruction, the documents supplied, the steps taken and the outcome. The record is kept so that a client can ask about the state of a matter at any time and receive an answer taken from the file. The record is also the evidence that the matter was handled properly, which matters if a decision is later questioned.

The client owns the personal data and documents that it supplies. The desk holds a copy for the purpose of the matter and retains it in line with the Privacy Policy. Where a client asks for a copy of the file at the end of a matter, the desk will provide one in a reasonable format, subject to any confidentiality obligation owed to a third party.

The desk does not alter a lodged document once it has been submitted to an authority. If a change is needed, a revised document is prepared and recorded as a separate version, so that the history remains clear.

10. Confidentiality

Information supplied for a matter is treated as confidential. It is used for the purpose of the matter and is shared only with people who need it for that purpose, such as the authority, a consultant working on the same file or a service provider supporting the desk. Staff and contractors are bound by confidentiality obligations.

The desk may disclose information where it is required by law, by a court order or by a lawful request from a regulator. It may also disclose information where necessary to establish or defend a legal claim. Where a disclosure of this kind is required, the desk will, where the law allows, tell the client before the disclosure is made.

The obligation of confidentiality continues after a matter ends. It does not apply to information that is already public, that becomes public without a breach of duty, or that the client has agreed in writing may be shared.

11. Intellectual Property

The content of this website, including its text, layout, graphics and code, is owned by GHD Approvals Ltd or used under licence. You may read, print and download the pages for your own reference and for the purpose of contacting the desk. You may not copy, republish or distribute the site content for a commercial purpose without written permission.

Documents prepared by the desk for a client are supplied for the purpose of the matter. Ownership of the underlying material supplied by the client stays with the client. The desk retains ownership of its own working methods, templates and internal standards, even where a document prepared for a client makes use of them.

Where a report or drawing is prepared by a third party adviser, the intellectual property belongs to that adviser and is used in the file on the terms under which it was supplied.

12. Acceptable Website Use

The website is provided for information about the desk and its services. You may use it for that purpose and to send an enquiry. You may not use the site in a way that interferes with its operation, attempts to gain unauthorised access to any system, or imposes an unreasonable load on the hosting service.

You may not copy the site content into another website, remove any notice of ownership, or present the content as your own. You may not use the contact details on the site to send unsolicited advertising or bulk messages.

The desk may suspend or withdraw access to the website at any time, for example to carry out maintenance or to protect the service from abuse. Where a technical fault is identified, the desk will act to correct it as soon as reasonably possible.

13. Third Party Services and Links

This website may link to another website, such as an authority portal or a professional body. A link does not mean that the desk endorses the content of the other site, and the desk is not responsible for its accuracy, availability or privacy practices.

The desk may use third party services to support its work, such as email, document storage or a specialist platform required by an authority. Those services are used on terms that require appropriate confidentiality and security, but the desk cannot guarantee that a third party system will never experience a fault. Where a fault affects a matter, the desk will tell the client and take reasonable steps to recover the position.

14. Limitation of Liability

The desk takes its professional duties seriously and prepares every file with care. Even so, liability must be set at a level that is proportionate to the work, and this section explains the limits that apply.

Nothing in these terms limits liability for death or personal injury caused by negligence, for fraud or fraudulent misrepresentation, or for any other matter for which liability cannot lawfully be limited. The limits below apply to the extent permitted by law.

Subject to the paragraph above, the desk is not liable for indirect or consequential loss, for loss of profit, for loss of an opportunity, or for a decision made by an authority that is adverse to an application. Where liability is established for a matter, it is limited to the fees paid for the service to which the liability relates, unless the written engagement states a different limit.

The desk is not liable for the acts or omissions of an authority, a consultee, a third party adviser or a client, and it is not liable for a loss that results from information that was incomplete or inaccurate when it was supplied.

15. Indemnity

You agree to indemnify GHD Approvals Ltd against reasonable losses, costs and expenses that result from a claim arising out of a breach by you of these terms, out of inaccurate information supplied for a matter, or out of a failure to hold a lawful basis for personal data supplied to the desk.

The indemnity does not apply to the extent that the loss was caused by the desk own negligence or breach of these terms. It is intended to allocate responsibility fairly where a claim arises from the material that a client supplies, rather than from the professional work of the desk.

16. Termination

Either party may end an engagement in accordance with the written engagement. Where no notice period is stated, a reasonable period of notice should be given so that open matters can be handed over properly. Work carried out before termination remains payable, and any documents already lodged with an authority remain part of the public record.

The desk may suspend or end an engagement if a client fails to provide information needed for the matter, fails to pay an invoice when due, or asks the desk to act in a way that would be unlawful or contrary to professional standards. Where an engagement is ended for one of these reasons, the desk will explain the position and, where possible, return the documents that belong to the client.

On termination, the desk will keep the case record in line with the Privacy Policy and the retention obligations that apply to the matter. A client who requires a copy of the file should ask for it before the engagement ends, or shortly afterwards while the file is still active.

17. Events Outside Our Control

The desk is not liable for a failure or delay caused by an event outside its reasonable control. Such events include a failure of a public utility, a failure of an internet or email service, a severe weather event, an industrial dispute, a public health restriction, or an action by a government or authority that prevents a step from being taken.

Where such an event occurs, the desk will tell affected clients as soon as it can and will resume work when the event ends. If the event continues for a prolonged period, either party may discuss ending the affected engagement, and any work already carried out will remain payable.

18. Privacy and Data Protection

Personal data is handled in line with the Privacy Policy published on this website. The policy explains what data is collected, why it is used, how long it is kept and how a person can exercise their rights. It should be read together with these terms.

Where the desk acts as a processor for a client, the client remains the controller and the desk follows the client written instructions. Where the desk acts as controller, it uses the data for the purposes described in the Privacy Policy. The boundaries are recorded at intake so that responsibility is clear.

The contact form on this website prepares a message in your own email application. It does not send data to a server operated by the desk, and nothing entered into the form is stored on this website.

19. Governing Law and Disputes

These terms are governed by the law of England and Wales. The courts of England and Wales have exclusive jurisdiction over a dispute arising from these terms or from an engagement, unless the written engagement states a different arrangement.

Before starting proceedings, the parties should try to resolve a dispute by discussion. A written notice that sets out the concern, the facts relied on and the outcome sought is the best first step, because it allows the desk to review the file and respond in detail. If discussion does not resolve the matter, the parties may agree to a form of alternative dispute resolution before going to court.

20. Changes to These Terms

These terms may be updated to reflect a change in the way the desk works, a change in the law or an improvement in the way the service is described. The current version is published on this page with a revised date at the top.

A change does not apply retrospectively to an engagement that has already been accepted, unless the client agrees. Where a change is material, the desk will take reasonable steps to bring it to the attention of clients with open matters.

21. Contact Details

Questions about these terms, or about a matter being handled by the desk, can be sent to the contacts below. The desk answers enquiries during business hours, Monday to Friday from 09:00 to 17:30.

Please include the case reference if one has been issued, and set out the question plainly. A clear message allows the desk to check the file and reply with a factual answer rather than an estimate.