This is a supporting legal document which you should read before completing an application form.
(1) The Construction Industry Training Board (Registered charity number 264289 and SC044875) whose principal place of business is at Bircham Newton, King’s Lynn, Norfolk, PE31 6RH (‘CITB or we’); and
(2) The recipient (‘you’)
(A) We have reviewed your proposal (‘the Project’) and grant funds* (‘the Funds’) to assist in carrying out the Project.
(B) This Agreement sets out the terms and conditions on which the Funds are granted to you.
(C) The terms and conditions are intended to ensure that the Funds are used for the purpose for which it is awarded.
*in the sum communicated to you separately in the covering letter to this Agreement.
1.Funding and tax
1.1 CITB grants the Funds to the Project (inclusive of VAT), subject to clause 1.4 and 11 and in accordance with this Agreement.
1.2 The Funds will be used only by you and only for the Project.
1.3 The amount of the Funds shall not be increased in the event of any overspend by you in the delivery of the Project.
1.4 You shall promptly repay to CITB any money incorrectly paid to you either as a result of an administrative error or otherwise. This includes (without limitation) situations where either an incorrect sum of money has been paid or where Funds have been paid in error before all conditions attaching to the Funds have been complied with by you.
1.5 You acknowledge the Funds are not a taxable supply for VAT purposes by you to us. You understand our obligation does not extend to paying you any amounts in respect of VAT in addition to the Funds and that the Funds we give are inclusive of VAT.
1.6 You shall not use the Funds to:
a) exclusively fund employees, directors or trustees;
b) purchase building or land or large infrastructure;
c) fund any capital expenditure;
d) pay third parties, agents or providers to write funding bids on your behalf.
2.1 Except where otherwise specified, the terms of this Agreement shall apply from the date of this Agreement until the end date specified in the covering letter to this Agreement.
2.2 Any obligations under this Agreement that remain unfulfilled following the expiry or termination of the Agreement shall survive such expiry or termination and continue in full force and effect until they have been fulfilled.
3. Intellectual Property Rights, marketing and promotion
3.1 For the purpose of this Agreement, the following definitions apply:‘
Intellectual Property Rights’ (‘IPR’) means any confidential information, patents, registered and unregistered trademarks, registered designs and unregistered design rights, copyright, know-how, trade secrets and all other creative content in the world. For the avoidance of doubt, data shall fall outside this category and shall be handled as set out in the data protection clause.
‘Background IPR’ shall mean IPR owned by you or a third party not created under this Agreement but needed for the performance of the Agreement or for use and exploitation of Foreground IPR.
‘Foreground IPR’ means IPR created by you or a subcontractor for the Project.
3.2 Any advertising, presentation or media coverage by you and training materials, activity or products connected to the Project shall acknowledge CITB’s funding in accordance with the advice that shall be communicated to you separately.
3.3 Except as expressly set out in this Agreement you are not authorised to use any of CITB’s logo and/or trade marks without our prior written approval.
3.4 Nothing in this Agreement entitles you to state, either expressly or impliedly, that you are endorsed by, approved by, affiliated with or have any corporate association with CITB.
3.5 We may publicise funding the Project and we may use your logo/trademark to do so.
3.6 Nothing in this Agreement shall affect your ownership of the Background IPR. The Foreground IPR shall belong to CITB.
3.7 You grant us (and will get third parties to do the same) a perpetual, royalty-free, non-exclusive worldwide licence to use the Background IPR so we can use the Foreground IPR.
3.8 We grant you a perpetual, royalty-free, non-exclusive worldwide licence to use the Foreground IPR. You may not sub-license the Foreground IPR.
3.9 You will have agreements with third parties equivalent to these IPR provisions and will provide us with copies upon request.
3.10 We own all the new creative content in the outputs/ outcomes and may share this across the industry.
4.1 Where the Funds are £5,000 or less Payment will be by one upfront payment at the Project’s start.
4.2 For Projects where the Funds awarded are greater than £5,000 payment will be an upfront payment of £5,000 at the Project’s start with the balance to be paid on completion of the Project subject to satisfactory receipt of evidence of expenditure of the Funds.
4.3 We may ask you to show how the Funds were used by submitting evidence of expenditure and by completing such other documents as we may require. Such documentation shall be returned to us within two weeks of any such request.
4.4 We may ask you to co-operate and participate in research and to arrange for our researchers to have access to the beneficiaries of your project.
4.5 Failure to comply with any request in clause 4.3 may affect future eligibility for funding.
5.1 You shall indemnify, save and hold harmless CITB, its employees, agents, officers and subcontractors from and against any and all third party actions, claims, loss, damage, costs and expenses (including reasonable legal fees), or other liabilities arising from the Project or incurred by reason of the actions and/or omissions (including without limitation infringement of IPR rights) of you in relation to the Project, nonfulfillment of obligations of you under this Agreement or your obligations to third parties.
6.1 You will effect and maintain adequate insurance, as detailed in the Application Declaration Form and, if requested, you shall supply us with the relevant insurance documentation and evidence that the relevant premiums have been paid.
7.1 You shall not unlawfully discriminate within the meaning and scope of any law, enactment, order or regulation relating to discrimination (whether in race, gender, religion, disability, sexual orientation, age or otherwise) against anyone.
7.2 You shall take reasonable steps to secure observance of this clause by all servants, employees or agents engaged by you and all supplier and subcontractors engaged on the Project.
8.1 If the Project involves work with children, young people or vulnerable adults (‘vulnerable people’), you will take all reasonable steps to ensure their safety.
8.2 You will obtain written agreement from the legal carer or guardian before any direct contact with vulnerable people and have policies and procedures to safeguard them, obtaining appropriate disclosure checks for anyone in contact with them.
9. Data Protection
9.1 You shall:
a) Follow only our instructions only in relation to data including personal data as defined by the Data Protection Act 1998 as amended and/or replaced;
b) Use sufficient, appropriate technical/organisational measures to stop unauthorised or unlawful processing, accidental loss, destruction or damage;
c) Comply with the obligations imposed on you under the Data Protection Act 1998 as amended and/or replaced including notification to the Information Commissioner, if applicable;
d) Comply with the obligations imposed on you under the General Data Protection Regulations as enacted and introduced into national law on 25th May 2018 and all applicable laws and regulations relating to the processing of personal data and privacy, including where applicable the guidance and codes of practice issued by the Information Commissioner; and
e) Provide us with details of the measures you take to comply with this clause.
9.2 We shall process any data you provide only for lawful and fair purposes including sharing for evidence and monitoring.
10. Freedom of Information
10.1 You acknowledge that CITB is subject to the requirements of the Freedom of Information Act 2001 (FOIA).
10.2 You undertake to:
(a) provide all necessary assistance and cooperation as reasonably requested by CITB and enable CITB to comply with its obligations under FOIA;
(b) transfer to CITB all requests for information relating to this Agreement that you receive as soon as practicable and in any event within two (2) working days of receipt;
(c) provide CITB with a copy of all information belonging to CITB requested in the request for information which is in your possession or control in the form that CITB requires within five (5) working days (or such other period as CITB may reasonably specify) of CITB’s request for such information; and
(d) not respond directly to a request for information unless authorised in writing to do so by CITB.
10.3 You acknowledge that CITB may be required under the FOIA to disclose information without consulting or obtaining consent from you. CITB shall take reasonable steps to notify you of a request for information to the extent that is permissible and reasonably practical for it to do so but (notwithstanding any other provision in this Agreement) CITB shall be responsible for determining in its absolute discretion whether any information is exempt from disclosure in accordance with the FOIA.
11. Withholding, Suspending and Repayment of Funding
11.1 You shall use the Funds for this Project and no other purpose. We may ask you to show how the funds were used by completing forms and such other documents as we require. You shall return these documents within ten (10) working days of any such request.
11.2 CITB’s intention is that the Funds will be paid to you in full. However, without prejudice to CITB’s other rights and remedies, we may at our discretion withhold or suspend payment of the Funds and/or require repayment of all or part of the Funds if:
a) the Funds have not been used for the purpose of the Project or for which they were awarded;
b) you do not tell us of changes to the Project we deem substantial;
c) the future of the Project is in jeopardy;
d) your bid contained or you provided inaccurate, false or misleading information or acted dishonestly or disreputably;
e) progress towards completion of the Project is unsatisfactory;
f) you are, in the reasonable opinion of CITB, delivering the Project in a negligent manner;
g) there is a serious delay or delivery fails in some other way;
h) we discover that the Project has been funded or part funded by another third party; or
i) at the end of the Project you have failed to deliver all of the activities stipulated in the application
11.3 If CITB makes an overpayment, you will repay that to CITB on demand.
12. Accounts and records
12.1 The Funds shall be shown in your accounts as restricted funds and shall not be included under general funds.
12.2 You shall keep separate, accurate and up to date accounts and records of the receipt and expenditure of the Funds, which we may see upon reasonable request.
12.3 You shall observe all statutory accounting requirements.
12.4 You shall comply and facilitate CITB’s compliance with all applicable statutory requirements as regards accounts, audit or examination of accounts, annual reports and annual returns.
13. Limitation of Liability
13.1 CITB accepts no liability for any consequences, whether direct or indirect, that may come about from you running the Project, the use of the Funds or from withdrawal of the Funds.
13.3 Subject to clause 13.1 CITB’s liability under this Agreement is limited to the payment of the Funds.
14.1 You warrant, undertake and agree that:
(a) you have all necessary resources and expertise to deliver the Project (assuming due receipt of the Funds);
(b) you shall at all times comply with all relevant legislation and all applicable codes of practice and other similar codes or recommendations, and shall notify CITB immediately of any significant departure from such legislation, codes or recommendations;
(c) you shall comply with the requirements of Health and Safety at Work etc. Act 1974 and any other acts, order, regulations and codes of practice relating to health and safety, which may apply to employees and other persons working on the Project;
(d) you have and shall keep in place adequate procedures for dealing with any conflicts of interest;
(e) you have and shall keep in place systems to deal with the prevention of fraud and/or administrative malfunction;
(f) all financial and other information concerning you which has been disclosed to CITB is to the best of your knowledge and belief true and accurate;
(g) you are not aware of anything in your own affairs, which has not been disclosed to CITB, which might reasonably have influenced the decision of CITB to grant the Funds on the terms contained in this Agreement; and
(h) since the date of your last accounts there has been no material change in your financial position or prospects and for the avoidance or doubt CITB retains the right to carry out a credit check during the term of this Agreement.
15.1 You may not assign or subcontract the Project or Funds without our written approval.
15.2 Any assignment or subcontract shall be on terms no worse than these and shall
(a) require payment by you no more than 30 days from receipt of a valid invoice and
(b) your prompt approval of each subcontractor invoice. A subcontractor must include in a subcontract equivalent terms.
15.3 No assignment or subcontract removes an obligation or liability. You are liable for acts and omissions of assignees or subcontractors and their employees as if your own.
16.1 CITB may in writing terminate this Agreement immediately without compensation:
(a) If you, being an individual, or where a firm, any partner in that firm shall become bankrupt or equivalent
(b) If you, being a company, pass a resolution, or equivalent
(c) If you, being a charity/public body has an analogous event to those in (a) or (b)
(d) If you seriously breach this Agreement and do not remedy it or, following a notice, do not within thirty (30) calendar days remedy it to CITB’s satisfaction; or
(e) If your acts or omissions bring us into disrepute or attract adverse publicity.
16. 2 CITB may terminate this Agreement without reason on thirty (30) calendar days’ written notice.
17. Dispute resolution
17.1 In the event of any complaint or dispute (which does not relate to CITB’s right to withhold funds or terminate) arising between the parties to this Agreement in relation to this Agreement the parties shall meet promptly to resolve matters.
17.2 If we cannot resolve the dispute within ten (10) working days of a meeting, the parties may, by mutual consent, refer the matter to the Centre for Effective Dispute Resolution to nominate a mediator.
18.1 All notices and other communications in relation to this Agreement shall be in writing and shall be deemed to have been duly given if personally delivered or mailed (first class postage prepaid) to the address of the relevant party. If personally delivered all such communications shall be deemed to have been given when received (except that it is received on a non-working day or after 4 pm on any working day they shall be deemed received on the next working day) and if mailed such communications shall be deemed to have been given and received on the second working day following such mailing.
19. Third party rights
19.1 The parties do not intend the Agreement to be enforceable, under the Contracts (Rights of Third Parties) Act 1999, by any person not a party to it.
20. Joint and Several Liability
20.1 Where you are not a company or incorporated entity with a distinct legal personality, the individuals who enter into and sign this Agreement shall be jointly and severally liable for your obligations and liabilities arising under this Agreement.
21. Set off
21.1 We may set off any liability of you to us against any liability of us to you without prejudicing our other rights or remedies.
22. Entire Agreement
22.1 Neither party is induced into this Agreement by a statement or promise, unless fraudulent. This Agreement may be varied only in writing, by us both.
23. No partnership or joint venture
23.1 Nothing in this Agreement shall create a partnership or joint venture between us, nor any relationship of principal and agent, nor authorise any party to make or enter into any commitments for or on behalf of the other party.
24.1 The terms of this Agreement may only be varied in writing and by agreement between both parties.
25. Law and jurisdiction
25.1 The law of England and Wales and the exclusive jurisdiction of the English and Welsh Courts shall apply.