Last updated: January 2025
Corporate Terms of Service
Applicable to all business, school, NHS and local authority accounts with Grays CabLine. See also: General Terms of Service
1. Account eligibility
Corporate accounts are available to registered businesses, schools, academies, NHS trusts, local authorities, and other organisations operating in the United Kingdom. Account holders must provide valid business registration details and a designated account contact.
2. Account setup
Corporate accounts are activated following completion of our account setup process, including verification of business details and agreement to these terms. Accounts are typically active within 24 hours of approval. Grays CabLine reserves the right to decline an account application without providing a reason.
3. Authorised users
The account holder is responsible for designating authorised users who may make bookings on the account. The account holder accepts full financial responsibility for all journeys booked by authorised users. Any changes to authorised users should be communicated to us in writing by email or letter.
4. Booking process
Bookings may be made by telephone on 01375 506162, by email to bookings@grayscabline.co.uk, or through our online platform where available. When booking, please quote your account reference number. Bookings are subject to vehicle availability and confirmation by Grays CabLine.
5. Invoicing and payment
Invoices are issued monthly, typically within 5 working days of the end of each calendar month. Each invoice includes an itemised list of all journeys undertaken during the billing period, including date, pickup, destination, and fare. Payment is due within 30 days of the invoice date. We accept payment by BACS bank transfer or direct debit. VAT receipts are included with every invoice.
6. Late payment
In the event of non-payment within the agreed payment terms, we reserve the right to: suspend the account until the outstanding balance is cleared; charge statutory interest on overdue amounts in accordance with the Late Payment of Commercial Debts (Interest) Act 1998; and pursue recovery through appropriate legal channels.
7. Cancellation of journeys
Cancellations made more than 2 hours before the scheduled pickup will not be charged. Cancellations made less than 2 hours before pickup may be charged at up to 50% of the agreed fare. No-shows will be charged at the full fare. Disputes regarding charges should be raised within 14 days of the relevant invoice.
8. School and educational contracts
For school run and educational transport contracts, additional terms apply: all drivers assigned to school contracts hold an enhanced DBS certificate (copies available on request); safeguarding procedures are in place and reviewed annually; routes and timings are agreed in advance and any changes must be communicated with a minimum of 48 hours' notice; emergency contact procedures are established at the start of every contract.
9. Account suspension and termination
Either party may terminate the corporate account agreement with 30 days' written notice. Grays CabLine reserves the right to suspend or terminate an account immediately in the event of: non-payment; abusive behaviour toward drivers or staff; or breach of any material term of this agreement. Outstanding balances remain payable upon termination.
10. Dispute resolution
Any dispute arising from the corporate account relationship should be raised in writing to bookings@grayscabline.co.uk. We aim to resolve disputes within 10 working days. Where a dispute cannot be resolved by agreement, it shall be referred to mediation before any legal proceedings are commenced.
11. Amendments
Grays CabLine reserves the right to amend these corporate terms with 30 days' written notice. Continued use of the account after the notice period constitutes acceptance of the updated terms.
12. Governing law
These corporate terms are governed by the laws of England and Wales. Any disputes shall be subject to the exclusive jurisdiction of the courts of England and Wales.
Questions about corporate accounts or these terms?