Subcontractor Terms and Conditions

Introduction 
These terms and conditions apply to subcontractors engaged by GJS Services Ltd via the Courier Exchange platform only. They outline the expectations, responsibilities, and key policies that subcontractors must follow when undertaking work for GJS. 

Each job is assigned on a job-by-job basis, and subcontractors are expected to comply with these terms for each individual job accepted. Failure to adhere to these conditions may impact future engagement with GJS. 

By accepting a job from GJS, you agree to comply with these terms, ensuring professional service, adherence to regulations, and proper communication at all times. 

Price and Waiting Time
The price shown in this confirmation has been agreed by both parties. The agreed price will not be adjusted after the job has been allocated to the driver unless: 

  • There is a fundamental change in the nature of the job, such as a one-way job being changed to a wait and return. Any amendment to the price due to a change in the booking must be agreed verbally with GJS before proceeding.
  • Waiting time occurs. The first thirty minutes of waiting at either the collection or delivery points will not be paid. Waiting time will only be authorised if the driver has contacted GJS at the start of the waiting period. If the driver does not notify GJS at the time of delay, GJS will not accept the charges. Waiting time will not be authorised after the event unless GJS has been contacted at the time of the delay.

GJS will pay waiting time as follows: 

  • Small Van: £10.00 per hour
  • Medium Van: £12.00 per hour
  • Large Van: £15.00 per hour
  • XLWB Van: £18.00 per hour
  • Luton Van: £20.00 per hour
  • All other vehicle types will be agreed on a case-by-case basis. 

Proof of Delivery 
Proof of delivery is essential. Failure to obtain proof of delivery will result in non-payment. Customer paperwork must be signed and returned to GJS in hard copy via post without fail. The following information must be captured at proof of delivery: 

  • Full name of the recipient (both first and last name)
  • Exact time of delivery
  • Number of items delivered
  • Any other relevant information 

Communication 

  • You must have a mobile phone with you at all times while working for GJS, ensuring it is fully charged and switched on.
  • Notify GJS of any changes to your contact number.
  • DO call the Operations Team if the customer asks you to do anything not included in your instructions, such as a return load or an alternative delivery address.
  • DO inform GJS immediately of any delays due to traffic, weather, or other unforeseen circumstances.
  • DO notify GJS if the customer has amended the consignment (e.g., additional boxes, larger/heavier items).
  • DO confirm with GJS upon collection and delivery of the consignment (POB and POD).
  • DO NOT contact GJS customers directly under any circumstances. All communication must go through GJS. If a customer reaches out to you directly, you must refer them back to GJS immediately.
  • DO NOT solicit business from any GJS customer for yourself or any third party. Any attempt to do so will be considered a breach of contract and may result in limited future engagement.
  • If unsure about any aspect of the job, contact GJS immediately. 

Incidents and Accidents 
Accidents and breakdowns, while rare, do happen. In case of an incident: 

  • Inform GJS immediately.
  • GJS has a duty to inform the customer of any delays, so prompt reporting is essential.
  • Notify GJS of any event likely to affect the expected delivery time (e.g., heavy traffic, adverse weather, breakdowns, or accidents). 

Security 
Security guidelines must be followed at all times: 

  • Lock and secure the cargo compartment while in transit.
  • Keep loaded vehicles locked with windows securely closed at all times.
  • Do not leave a loaded vehicle unattended, except for multi-drops, where it must be fully locked each time it is left. • Never leave parcels unattended until a signature is obtained.
  • Deliver goods to an appropriate person inside the designated address; do not hand packages over outside.
  • Goods kept overnight must be stored securely inside your premises under lock and key.
  • Never leave goods without a signature unless explicitly instructed by GJS.
  • Ensure the receiver knows what the goods are and who is expecting them before leaving the delivery.
  • Ensure all items are securely loaded on vehicles, using straps and appropriate aids. 

Data Protection & Confidentiality 
Subcontractors must ensure that any information related to GJS, its customers, or consignments remains strictly confidential. 

DO NOT share, store, or transmit any customer details, delivery addresses, or consignment data beyond what is necessary to complete the job. 

DO NOT take photos of customer paperwork, deliveries, or other sensitive information unless explicitly instructed by GJS. Any photos taken must be deleted immediately after they have been submitted to GJS. 

Any documents or customer-related data must be returned to GJS and not retained by the subcontractor after job completion. 

DO NOT use or repurpose customer contact details for personal or business use. 

Subcontractors must comply with relevant data protection regulations, including GDPR, to ensure customer information is handled securely. 

Code of Conduct 
As a representative of GJS, you are expected to uphold professional standards at all times: 

  • Professionalism: Treat all customers, colleagues, and members of the public with respect and courtesy.
  • Punctuality: Arrive on time for all collections and deliveries. If delays occur, inform GJS immediately.
  • Presentation: Ensure that both your personal appearance and your vehicle are clean and presentable at all times.
  • Honesty & Integrity: Conduct yourself in an ethical manner.
  • Compliance: Follow all relevant road safety laws, transport regulations, and company policies.
  • No Substance Use: Under no circumstances should you operate a vehicle under the influence of alcohol, drugs, or any substances that may impair your ability to drive safely. 

PPE and Site Health & Safety 
Personal Protective Equipment (PPE) must be worn at all times when attending GJS customer sites, including: 

  • High visibility vest
  • Gloves and Kevlar sleeves
  • Steel toe cap boots
  • Hard hat
  • Protective glasses
  • Failure to have the required PPE may result in being denied site access and an inability to complete the job.
  • Always adhere to health and safety best practices on-site.
  • If unsure about health and safety matters, contact GJS immediately. 

Customer Care 
Your presentation, vehicle condition, and professional conduct reflect on GJS. As a representative of GJS, you are expected to act courteously and respectfully at all times. 

  • If you disagree with a customer, remain professional and inform GJS rather than engaging in disputes.
  • Address any customer concerns diplomatically and politely.
  • Punctuality is critical. Collection and delivery times must be adhered to strictly.
  • If delays occur, inform GJS immediately so customers can be updated.
  • Providing real-time updates allows GJS to inform other suppliers about potential route delays. 

Invoice and Payment 
Upon completion of the job, your invoice together with the customer proof of delivery paperwork must be uploaded to the Courier Exchange platform and emailed to operations@gjsservices.com. Failure to upload your invoice and POD correctly will result in non-payment. If you have any queries, please email operations@gjsservices.com. 

Acceptance 

  • If you do not agree with these terms, contact GJS immediately to cancel the booking.
  • Undertaking the booking constitutes acceptance of these terms and conditions.