Collection-point agreement

Version RC-COLLECTION-2026-09-v3 · 12 September 2026

This agreement is between the Circle Operator and Host identified in its agreement record. It applies to the locations and collection arrangements agreed in the site schedule. Hosting does not, by itself, make the Host a seller or sales agent.

The arrangement

The Host permits the agreed member collections and keeps its address, access information and collection hours accurate. Both parties agree delivery and handover arrangements before goods arrive. Creating a collection-point record alone does not activate a hosting agreement.

The site schedule records:

• the site, map location, agreed collection days and hours;
• delivery, custody and handover responsibilities;
• permitted goods, storage conditions and any temperature checks;
• access arrangements, named contacts and an emergency contact;
• handling of missed collections, rejected deliveries and uncollected goods;
• any fees, reimbursements, registration or insurance requirements.

Both parties must agree material changes. No fee or reimbursement arises unless agreed.

Looking after goods

The Host takes reasonable care of goods while in its custody and releases them only to the member or authorised recipient. It accepts controlled-temperature or other specialist goods only where the site and staff can meet the agreed conditions.

The Host is responsible to the Circle Operator for reasonable direct losses caused by its failure to take reasonable care or follow the agreed storage and handover arrangements. This includes reasonable replacement or refund costs for affected goods, to the extent caused by that failure, whether the Circle Operator funded the member's remedy or reimbursed an agency Seller. The Circle Operator provides supporting records and cannot recover the same loss twice. The parties resolve reimbursement between themselves without delaying a member's remedy under the Terms of Sale.

Each party maintains the registrations, permissions and insurance required for its activities or agreed in the schedule. Provide relevant evidence on reasonable request. Tell the other party promptly if the site becomes unsuitable, access changes or goods are lost or damaged.

Do not substitute, sell, donate or dispose of uncollected goods without the agreed authority, except where immediate action is necessary for safety or required by law. Record what happened.

Safety and member information

Stop handing over affected goods immediately when a safety concern is identified or a withdrawal or recall is notified. Keep them separate, preserve the relevant records and tell the Circle Operator what is held and what has already been handed over. Each party remains responsible for its own reporting duties.

Use collection lists and contact details only for the agreed handover, related problems and safety duties. Keep them out of public view and restrict access to authorised people. Do not use them for unrelated marketing.

The applicable data arrangements and agreement record identify whether particular information is handled on instructions or for a party’s own legal duties. Return or securely remove unnecessary copies after their purpose ends, while preserving records that must be kept. Report a suspected data incident without undue delay, aiming to notify the other party within 24 hours; do not wait for a complete investigation.

Public information and ending

Each party permits accurate use of its name and agreed site images to describe the active arrangement. This does not transfer ownership of branding or photographs.

Either party may end the arrangement on reasonable written notice. Arrange safe completion or relocation of promised collections. Urgent suspension is allowed where necessary for safety, security or legal duties. Ending does not remove earlier obligations or records that must be retained.

A change of Host or Circle Operator requires a valid transfer or new agreement. English and Welsh law and courts apply; rights and obligations that cannot lawfully be excluded remain.