Terms of Service — Harbourgate Community CIC Ltd

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 Harbourgate Community CIC Ltd, a community interest company based at Harbourgate Community Hub, 18 Trinity Road, Swansea, SA1 2AL, United Kingdom ("we", "us", "our"). By using our services, attending our activities, making a referral, contacting us, or otherwise engaging with us, you agree to be bound by these Terms.

If you do not agree to these Terms, you must not use our services. Where a person uses our services on behalf of another individual, they confirm that they are authorised to do so and that the other person is aware of, or will be made aware of, these Terms as appropriate.

Our services are provided in connection with community support and wellbeing. They are not a substitute for emergency services, medical treatment, legal advice, safeguarding intervention, financial advice, or specialist professional support.

2. Scope of Services

We may provide some or all of the following services, subject to availability, funding, staffing, safeguarding requirements, and eligibility criteria:

  • Community drop-in support and signposting;
  • Food parcel referral and emergency welfare assistance;
  • Digital skills help and basic online access support;
  • Youth engagement activities and mentoring sessions;
  • Older adult social groups and wellbeing clubs.

Our services are community-based and may be delivered in person, by telephone, online, or through third-party venues or partner organisations. Service times, locations, age groups, referral requirements, attendance limits, and eligibility conditions may change from time to time.

We may refuse, pause, or withdraw services where reasonably necessary, including for safeguarding, health and safety, capacity, non-compliance with these Terms, abusive behaviour, or where continued provision is not in the best interests of participants or staff.

3. User Obligations and Responsibilities

You agree that you will:

  • Provide accurate, complete, and up-to-date information when interacting with us;
  • Behave respectfully towards staff, volunteers, service users, partners, and venue operators;
  • Follow any reasonable rules, instructions, safeguarding procedures, or venue requirements;
  • Use our services only for lawful and appropriate purposes;
  • Not bring weapons, illegal substances, or dangerous items to our premises or activities;
  • Not engage in violence, harassment, discrimination, intimidation, theft, fraud, or disruptive conduct;
  • Supervise any child or vulnerable person in your care unless we have expressly agreed otherwise;
  • Notify us promptly of any accessibility needs, health concerns, allergies, dietary requirements, or safeguarding issues relevant to participation;
  • Not misuse digital equipment, internet access, or accounts provided through our services;
  • Respect confidentiality and the privacy of other users.

Where you attend youth sessions, older adult clubs, or other group activities, you must comply with any age restrictions, consent requirements, attendance rules, and safeguarding measures we put in place. Parents, carers, guardians, or support workers remain responsible for supervision unless we expressly confirm otherwise in writing.

We may suspend or terminate access to services immediately if we reasonably believe you have breached these Terms or posed a risk to any person, property, or the operation of our services.

4. Payment Terms and Conditions

Unless expressly stated otherwise, our core community support services are provided free of charge. We may from time to time charge fees for certain activities, workshops, events, memberships, materials, or third-party services where this is communicated in advance.

If a fee applies, the following conditions may apply:

  • All fees must be paid in the manner and by the deadline specified by us;
  • Fees may be non-refundable where they relate to reserved places, consumables, or costs already incurred;
  • We may cancel or withhold access where payment is not received on time;
  • Any concessions, discounts, or waivers are offered at our discretion and may be withdrawn;
  • We are not responsible for charges imposed by your bank, payment provider, or mobile/internet provider.

If we collect donations, contributions, or optional participation fees, these are voluntary unless clearly stated otherwise. Donations are generally non-refundable except where required by law or where a payment was made in error and is identified promptly.

5. Cancellation and Refund Policy

Because many of our services are free and community-based, cancellation rules will depend on the specific activity, booking, or referral. You may cancel your attendance at any time by notifying us as soon as possible.

For paid services or events, the following general rules apply unless a separate written policy says otherwise:

  • Cancelled places may not be transferable without our prior consent;
  • Refunds may be issued only where stated in advance or where required by applicable law;
  • No refund is usually available for missed sessions, late arrival, non-attendance, or removal for misconduct;
  • If we cancel an activity, we may offer a replacement date, credit, or refund at our discretion, subject to any legal requirements.

We may cancel or change a service, session, venue, delivery method, or facilitator where necessary due to operational needs, safeguarding, weather, illness, venue issues, funding changes, or events outside our control. Where reasonably possible, we will provide notice.

6. Liability Limitations

Nothing in these Terms limits or excludes liability where it would be unlawful to do so, including liability for death or personal injury caused by negligence, fraud, fraudulent misrepresentation, or any other liability that cannot lawfully be excluded.

Subject to the above, to the fullest extent permitted by law:

  • We provide our services on an "as available" basis;
  • We do not guarantee that any referral, signposting, support, or information will achieve a particular outcome;
  • We are not responsible for decisions made by third-party organisations, agencies, charities, landlords, employers, benefits bodies, or service providers;
  • We are not liable for indirect, consequential, special, or economic losses, including loss of profit, loss of opportunity, or loss of goodwill;
  • We are not liable for damage arising from inaccurate information supplied by you or by third parties not under our control;
  • We are not liable for loss or damage to property brought onto our premises unless caused by our proven negligence or a legal duty we cannot exclude.

Any advice, guidance, or signposting provided by us is intended as general community support only and should not be relied upon as professional advice unless we specifically state otherwise. You are responsible for obtaining independent professional advice where needed.

7. Intellectual Property Rights

Unless otherwise stated, all rights in our website content, leaflets, training materials, branding, logos, documents, session materials, images, and other content created by or for Harbourgate Community CIC Ltd are owned by or licensed to us.

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

If you submit content to us, including feedback, stories, photographs, documents, or other materials, you grant us a non-exclusive, royalty-free licence to use that content for service delivery, administration, safeguarding, reporting, publicity, or charitable/community purposes, subject to applicable privacy laws and any consent requirements.

8. Data Protection and Privacy

We will handle personal data in accordance with applicable data protection and privacy laws and our privacy notices, which may be provided separately or published on our website.

By using our services, you acknowledge that we may collect, use, store, and disclose personal data where necessary for purposes including:

  • Providing community support and related services;
  • Processing referrals, bookings, attendance, and case notes;
  • Safeguarding children, young people, and vulnerable adults;
  • Managing volunteers, operations, and communications;
  • Meeting legal, regulatory, funding, and reporting obligations;
  • Preventing fraud, abuse, or misuse of services.

We may share relevant information with partner agencies, referral organisations, emergency services, safeguarding bodies, funders, or other third parties where necessary and lawful. Where required, we will seek consent or rely on another lawful basis for processing.

You must not provide us with personal data relating to another person unless you are authorised to do so. You should only share sensitive information with us where necessary and appropriate for service delivery or safeguarding.

We may use CCTV, access logs, sign-in records, digital device monitoring, or other security measures on our premises where appropriate and lawful. Further information about your rights, retention periods, and complaints will be set out in our privacy information.

9. Force Majeure

We will not be liable for any delay or failure in performing our obligations where such delay or failure results from events beyond our reasonable control, including but not limited to extreme weather, fire, flood, power failure, internet outage, epidemic or pandemic, industrial action, staff illness, public authority restrictions, transport disruption, civil unrest, terrorism, or the unavailability of venues, suppliers, or third-party services.

If a force majeure event occurs, we may suspend, modify, or cancel services for as long as reasonably necessary and will attempt to resume services as soon as practicable.

10. Changes to Terms

We may update these Terms from time to time to reflect changes in our services, legal obligations, operational needs, safeguarding practice, or other relevant matters. The updated Terms will take effect on the date stated in the revised version.

Where reasonably practicable, we will notify users of significant changes by publishing the updated Terms, posting notices at our premises, or communicating by email or other usual contact methods. Your continued use of our services after changes take effect constitutes acceptance of the updated Terms.

11. Applicable Law and Jurisdiction

These Terms and any non-contractual obligations arising from or in connection with them shall be governed by and interpreted in accordance with the laws applicable in the United Kingdom, and where relevant, the law applicable in Wales and England as may apply.

Subject to any mandatory legal requirements, the courts with competent jurisdiction in the United Kingdom shall have exclusive jurisdiction over any dispute arising out of or in connection with these Terms or our services.

12. Contact Information

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

Harbourgate Community CIC Ltd
Harbourgate Community Hub
18 Trinity Road
Swansea, SA1 2AL
United Kingdom

We will aim to respond within a reasonable time. If your matter is urgent, particularly where there is a safeguarding concern or immediate risk, please use emergency services or the appropriate urgent support route without delay.

13. Severability Clause

If any provision of these Terms is found by a court or competent authority to be invalid, unlawful, or unenforceable, 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 deemed deleted. The remaining provisions shall continue in full force and effect.

No failure or delay by us in exercising any right or remedy under these Terms shall constitute a waiver of that right or remedy.

These Terms constitute the entire agreement between you and Harbourgate Community CIC Ltd regarding the use of our services, except where additional written terms apply to a specific activity, event, referral, or service.

7/20/2026 Home