Terms of Service

Harbour Community Support Limited

Effective Date: 20 July 2026

1. Introduction and Acceptance of Terms

These Terms of Service (“Terms”) govern your access to and use of the services provided by Harbour Community Support Limited, a community services provider operating from Harbour Community Hub, 18 King Street, Newcastle upon Tyne, NE1 6JE, UK (“we”, “us”, “our”). By accessing, registering for, participating in, or otherwise using our services, you agree to be bound by these Terms. If you do not agree, you must not use our services.

Our services are intended to support community wellbeing, local engagement, and social inclusion. Some activities may be subject to eligibility criteria, safeguarding requirements, capacity limits, venue rules, volunteer availability, or other operational conditions.

2. Scope of Services

Harbour Community Support Limited provides community-focused services, which may include:

• Community outreach and local engagement;
• Volunteer coordination and placement support;
• Youth activities and after-school programmes;
• Older adults companionship and wellbeing visits;
• Food bank referrals and basic welfare guidance;
• Community workshops and skills sessions; and
• Neighbourhood events and social inclusion activities.

We may amend, suspend, withdraw, or discontinue any service at any time, subject to applicable law and any commitments already made to users.

We do not provide emergency services, medical treatment, legal advice, financial advice, housing decisions, or social care assessments unless expressly stated in writing. Where appropriate, we may signpost users to qualified professionals or public services.

3. User Obligations and Responsibilities

You agree that you will:

• Provide accurate, current, and complete information when requested;
• Use our services lawfully, respectfully, and in a manner consistent with community safety and inclusion;
• Comply with safeguarding rules, venue policies, event instructions, and staff or volunteer directions;
• Treat staff, volunteers, other participants, and members of the public with dignity and respect;
• Not engage in abusive, threatening, discriminatory, harassing, fraudulent, or disruptive conduct;
• Not bring prohibited items, illegal substances, or weapons to any activity or venue;
• Supervise any child or dependent person under your care unless we have expressly agreed to provide supervision;
• Inform us promptly of any relevant access needs, allergies, risks, or safeguarding concerns where necessary for participation;
• Not misuse our facilities, materials, contact channels, or volunteer networks; and
• Respect confidentiality and privacy of others encountered through our services.

We may refuse, suspend, or terminate access to services where a user breaches these obligations, where we reasonably believe there is a safeguarding, welfare, legal, or operational concern, or where continued participation may negatively affect others.

4. Payment Terms and Conditions

Many of our community services are provided free of charge. Where fees apply, charges will be communicated clearly in advance and may vary depending on the service, event, booking type, or eligibility criteria.

• All fees must be paid in accordance with the instructions provided at the time of booking or registration;
• Unless otherwise stated, fees are due before the service is delivered;
• We may require deposits for some activities or events;
• We reserve the right to cancel access where payment is not received on time;
• Any taxes or charges required by law will be included or itemised as applicable.

If we offer donated, subsidised, or sliding-scale places, such offers may be limited and subject to eligibility, availability, and review. We may request evidence reasonably needed to confirm eligibility for reduced-fee or funded participation.

5. Cancellation and Refund Policy

Cancellations may be made by contacting us using the details set out below. Our standard policy is as follows unless a specific activity or booking states otherwise:

• If you cancel a paid booking before the relevant cut-off time stated for that activity, you may be entitled to a full or partial refund;
• If you cancel after the cut-off time, refunds may not be available;
• Deposits may be non-refundable where costs have already been incurred or where spaces are limited;
• We may cancel or reschedule activities due to low attendance, staffing issues, safeguarding concerns, weather, venue closure, or force majeure events;
• If we cancel a paid service that has not been delivered, we will normally offer a refund or an alternative date, unless the cancellation is due to circumstances beyond our reasonable control or another lawful exception applies.

Refunds, where due, will be processed using the original payment method where reasonably possible and within a reasonable period after approval. We are not responsible for bank processing delays.

6. Liability Limitations

Nothing in these Terms excludes or limits any liability that cannot be excluded or limited under applicable law, including liability for death or personal injury caused by negligence, fraud, or fraudulent misrepresentation.

Subject to the above, Harbour Community Support Limited will not be liable for:

• Any indirect, incidental, special, or consequential loss or damage;
• Loss of profits, revenue, opportunity, goodwill, or anticipated savings;
• Any loss arising from inaccurate information supplied by a user;
• Any interruption, delay, or cancellation caused by events outside our reasonable control;
• Any loss or damage caused by third parties, venue operators, volunteers acting outside their instructions, or other participants;
• Any injury, loss, or damage arising from failure to follow safety instructions, venue rules, or safeguarding requirements.

To the fullest extent permitted by law, our total liability arising out of or in connection with any service will be limited to the amount paid by you for the specific service giving rise to the claim, or, if no fee was paid, to the minimum extent permitted by law.

7. Intellectual Property Rights

Unless otherwise stated, all content, materials, designs, documents, training resources, workshop content, logos, branding, photographs, and published information provided by Harbour Community Support Limited are owned by us or licensed to us and are protected by applicable intellectual property laws.

You may use our materials only for personal, non-commercial, and lawful purposes connected with participation in our services, unless we give prior written permission otherwise. You must not copy, reproduce, distribute, modify, adapt, publish, sell, or exploit our materials without our written consent, except as permitted by law.

If you submit any feedback, suggestions, testimonials, images, or other content to us, you grant us a non-exclusive, royalty-free, worldwide licence to use, reproduce, adapt, and display that content for operational, promotional, safeguarding, or evidential purposes, subject to applicable law and any rights you may have in that content.

8. Data Protection and Privacy

We process personal data in connection with the provision of our services, including registration, safeguarding, volunteer placement, communication, attendance management, and service improvement. We will handle personal data in accordance with applicable data protection and privacy laws.

We may collect and use information such as names, contact details, emergency contacts, access needs, safeguarding information, attendance records, and feedback, where necessary and lawful. We will only process personal data for legitimate and specified purposes and will apply appropriate technical and organisational safeguards.

Where required, we may share personal data with trusted third parties, including venue providers, funding bodies, safeguarding partners, emergency services, or support agencies, but only where lawful and necessary.

Further details about how we collect, use, store, and share personal data may be set out in our privacy notice. You should review that notice where available. If you provide information about another person, you confirm that you have authority or consent to do so.

9. Force Majeure

We will not be liable for any failure or delay in performing our obligations if such failure or delay results from events beyond our reasonable control, including but not limited to severe weather, fire, flood, power failure, epidemic, pandemic, strikes, industrial disputes, transport disruption, venue closure, public health restrictions, war, civil unrest, terrorism, or government action.

Where a force majeure event occurs, we may suspend, postpone, modify, or cancel services as reasonably necessary. We will use reasonable efforts to minimise disruption and, where appropriate, offer alternative arrangements.

10. Changes to Terms

We may update these Terms from time to time to reflect changes in our operations, service delivery, legal requirements, safeguarding practices, or other relevant matters. Any updated version will take effect from the date stated in the revised Terms, unless otherwise required by law.

Where changes are material, we will take reasonable steps to notify users by notice on our website, by email, or by other appropriate means. Continued use of our services after the updated Terms take effect constitutes acceptance of the revised Terms.

11. Applicable Law and Jurisdiction

These Terms and any dispute or claim arising out of or in connection with them, or with our services, shall be governed by and construed in accordance with the laws applicable in England and Wales.

The courts of England and Wales shall have exclusive jurisdiction to settle any dispute or claim arising from or relating to these Terms or the services, except where applicable law provides otherwise.

12. Contact Information

If you have any questions, complaints, requests, or concerns regarding these Terms or our services, please contact:

• Company: Harbour Community Support Limited
• Address: Harbour Community Hub, 18 King Street, Newcastle upon Tyne, NE1 6JE, UK
• Email: [email protected]
• Phone: +44 191 432 7894

13. Severability Clause

If any provision of these Terms is found to be invalid, unlawful, or unenforceable by a court or other competent authority, that provision shall be deemed modified to the minimum extent necessary to make it valid, lawful, and enforceable, or if that is not possible, it shall be severed from these Terms.

The remaining provisions shall continue in full force and effect. Any failure or delay by us to enforce any right or provision under these Terms shall not constitute a waiver of that right or provision.

Harbour Community Support Limited thanks you for supporting our community services and for helping us maintain a safe, inclusive, and respectful environment for all participants.