Requests to commission work are only to be made by persons with the authority to agree to these
terms and conditions. Receipt by us of such a request implies that the person making the request has the
Quotations are made exclusive of VAT. All monetary amounts are in GB Pounds Sterling.
Invoices must be settled in GB Pounds Sterling to the full amount
with any bank charges to be paid by the client. Any figures that Indiefield may give in currencies other
than GB Pounds Sterling are illustrative only.
Indiefield reserves the right to require that our fees or a proportion thereof are payable on
commissioning plus incentives plus disbursements that exceed credit limits set by Indiefield.
Indiefield will raise an initial invoice for this purpose. The payment terms will be clearly displayed
on the invoice. The balance of the fees plus incentives plus disbursements will be invoiced upon
Where Indiefield have been asked to provide incentives that have not been included in an initial invoice
a separate incentive invoice will be raised. Such incentive invoices are due for IMMEDIATE payment IN
All other invoices are due for payment within 21 days unless otherwise agreed in writing.
In the case of invoices that are sent to third parties the liability for outstanding monies shall revert
to the person or persons or company responsible for commissioning the work after 60 calendar
In the case of invoices that are sent to commission companies that are part of a group with a UK office
the liability for outstanding monies shall revert to the UK office after 60 calendar days.
Indiefield reserves the right to suspend withhold or cancel any work if invoices are not
settled according to our terms and conditions.
If a project is cancelled reduced in scale or curtailed for whatever reason cancellations terms and
conditions will apply.
We understand and will exercise our statutory right to claim interest and compensation for debt recovery
costs under the late payment legislation.
The rate of interest will be set at the Bank of England base rate plus 8%. For Euro area clients the rate
of interest will be set at the European Central Bank Rate base rate plus 8%. The Bank base rate of 31st
December will be the reference rate for the six month period 1st January to 30th June. The Bank base
rate on 30th June will be the reference rate for the six month period 1st July to 31st December.
A fixed fee will also be charged as follows:
Furthermore, Indiefield reserve the right to refer outstanding debts to our debt collection agents.
Any such debts will be subject to a surcharge of 15% plus VAT to cover the
collection costs involved. This surcharge together with all other charges and legal fees incurred will
be the responsibility of the debtor and will be legally enforceable.
We may transfer information about you/your organisation to our bankers and/or financiers for the purposes of providing
services and for the following purposes:
Each project booked with Indiefield is divisible. Each project shall give rise to a separate job number
and shall be deemed to arise from a separate contract and shall be invoiced separately. Any invoice for
a delivery shall be payable in full in accordance with the terms of payment provided for herein, without
reference to and notwithstanding any other project.
Indiefield shall not be liable for any delays, failures, losses or damage of any kind whatsoever
including any delay by Indiefield in the provision of any services where such delay arises from any
cause beyond the reasonable control of the company.
These terms and conditions will be governed and construed in accordance with English Law under the
exclusive jurisdiction of the English Courts.
Indiefield confirms that personnel possessing competency consistent with applicable industry standards
shall perform its services.
During the course of a project Indiefield may carry out any of the following services. Notwithstanding
the items listed here Indiefield will always consider every client request with the aim of satisfying
all the needs of our clients.
2.1 provide an itemised estimate of costs including incentives if applicable with details of how charges
will operate in terms of cost per complete interview, cost per shift attended, cost per focus group or
respondent which is based on an agreed strike rate.
2.2 appoint a manager for the project.
2.3 provide a fieldwork schedule.
2.4 unless agreed otherwise in writing the Fieldwork Schedule shall constitute the Scope of Work to be
carried out by Indiefield.
2.5 in the event that Indiefield cannot meet the required target, despite our best efforts and on the
assumption that the scope of work was unchanged, you will only be charged for what we actually
2.6 confirm bookings of venues and associated services on behalf of the client in accordance with our
venues terms and conditions.
2.7 prepare and despatch any materials or equipment requested by the client.
2.8 provide maps and/or directions to venues.
2.9 prepare and despatch incentives in accordance with our incentives terms and conditions.
2.10 provide quota and recruitment updates.
2.11 pre-check respondents for qualitative studies.
2.12 despatch questionnaires into field.
2.13 use database tools to validate and clean data that is supplied in an electronic format.
2.14 provide respondent details prior to any qualitative research.
2.15 prepare a final invoice.
Any service provided by Indiefield is dependent on the client fulfilling their obligations. In particular
all details required to complete a task must be finalised and confirmed at the time of booking and
subsequent changes and amendments to work requests may affect the services provided by Indiefield.
Clients agree to do the following:
3.1 provide in good English full details of fieldwork requirements in a timely fashion and in an
acceptable standard format.
3.2 provide in good English full details of all time-tabling requirements and deadlines in a timely
fashion and in an acceptable standard format.
3.3 provide in good English details of any changes to the requirements in a timely fashion and in an
acceptable standard format.
3.4 provide verbal briefings and where appropriate be available during normal business hours to answer
any queries as and when they arise.
3.5 provide Indiefield with any purchase orders or accounts references as necessary to ensure timely
payment of invoices.
3.6 provide in good English all installation and user instructions, training, licences and anything else
necessary to conduct a survey on software produced by the client (or by a third party on behalf of the
3.7 in the case of electronic surveys Indiefield must have a method by which it can easily validate and
verify the data collected. Indiefield will not accept liability for any deficiencies in the data
collected where the client has denied Indiefield the ability to apply its normal quality control
3.8 conduct a final test and approval of any survey that has been produced by Indiefield before any
fieldwork commences. The client will indemnify Indiefield against any failure by the client to do
3.9 accept any additional costs and risks incurred as a result of any changes to the questionnaire,
scripts, sample, quotas or anything that materially affects Indiefield's ability to conduct the survey
3.10 indemnify Indiefield against any claim under GDPR legislation or any other applicable regulations
relating to data provided by the client.
3.11 indemnify Indiefield against any claim for damage to any materials or equipment provided by the
client for the purposes of the fieldwork project.
3.12 indemnify Indiefield against breach of the MRS Code of Conduct that may arise through the client's
3.13 to pay for all venues and associated services in accordance with our venues terms and
3.14 reimburse Indiefield in full for any cash incentives immediately on receipt of invoice as detailed
in our incentives terms and conditions.
3.15 reply to all end of project confirmation emails within 7 days. Where no reply is received within 7
days Indiefield will assume that the figures quoted are acceptable and will raise an invoice
3.16 notify Indiefield in writing of any invoice queries within 14 days of the invoice date.
3.17 indemnify Indiefield against any costs that are notified to us at any time after a final invoice has
been raised where such costs would normally have been included in a final invoice.
3.18 pay all invoices within the agreed credit period.
In addition Indiefield's liability to a client and any other third party arising out of services provided
by Indiefield and for any other claim shall be limited to a sum not to exceed the payment received by
Indiefield for the service provided giving rise to the claim.
A client's exclusive remedy for any claim will be for Indiefield upon receipt in writing of such a claim
either (i) to use commercially reasonable efforts to cure at its expense the matter that gave rise to
the claim or (ii) return to the client the fees paid to Indiefield for the particular service that gives
rise to the claim.
Indiefield devotes a significant amount of professional time, effort and resources to every project in terms of personnel and processing by our systems. This means that there must necessarily be a proper recognition of costs incurred in relation to cancelled or postponed work particularly where insufficient notice has been given.
In addition to our fees, clients will remain liable for any charges received from suppliers and incurred as part of the cancelled/postponed project. We will also seek to minimise any cancellation charges. For example, there will be no charges if we can re-deploy fieldworkers for another study although other supplier charges may still apply in such instances.
For projects that are subject to automatic renewal, either explicit or implicit, the cancellation charge will be equal to 3 times the average monthly fees over the previous year or from the start of the project if less. This charge will apply in all cases unless agreed otherwise in writing and allows us to fairly treat the fieldworkers. We will actively seek to reduce any management charges in such cases.
Cancellation and Postponements fees and charges for quantitative and qualitative projects are shown below.
Clear working days are defined as the number of complete working days between the time of the cancellation and the beginning of a study where a work day is defined as a period of eight hours from 9.30am to 5.30pm Monday to Friday excluding UK Public Holidays. For example, groups taking place on Thursday evening that are cancelled on the preceding Wednesday would constitute six clear working days. Interviews taking place on Wednesday morning that are cancelled on the preceding Tuesday would only constitute five clear working days.
If there are changes to the study in terms of dates, additional requirements, rescheduling, or any other matter that is not expressly covered in the original scope of work, Indiefield reserve the right to apply fees to cover the costs of implementation.
Indiefield will book all venues and associated services needed for the research.
We do offer a venue funding option. If Indiefield is required to pay for the research venues there will
be an administration and financing fee of 20%.
Indiefield take full responsibility for paying participants.
We will prepare and distribute respondent incentives only in accordance with these Terms and Conditions.
Our standard process is that all incentives are paid to invited research participants after their
Indiefield will charge a handling fee of 10% of the value of incentives issued. This is to cover the cost
to Indiefield for its fees, bank charges and other issue costs. This amount may be varied at any time.
Some projects require incentives in the form of gifts or products to be posted to respondents by
Indiefield. Such projects may incur a postage and packing charge per incentive that will be detailed
within the individual project plan.
Incentives that have a cash value of over £1,000.00 are due for IMMEDIATE payment IN FULL and an invoice
will be issued to you upon commission. The incentive invoice will be clearly marked as such.
Where incentive invoices are not paid on time, Indiefield reserve the right to charge an additional 8%
Furthermore, where there are incentive invoices outstanding for more than 30 calendar days, Indiefield
reserve the right to either (a) cancel the supply of further incentives or (b) impose a 25% handling
charge on the supply of further incentives. Indiefield will endeavour to give prior notice of this.
In the event that cash is specifically requested and subsequently supplied by Indiefield the cash handling
charge is increased to 25%. All incentives and paperwork for the job will be prepared by Indiefield and sent
directly by secure courier to the appointed designated cash distributor who will be responsible for the
administration and distribution of the incentives.
In the case of a client appointed designated cash distributor any unused cash incentives remain the property
of the client.
Alternatively Indiefield can be on site to make such payments for an additional fee.
Indiefield and its agents cannot be held responsible for the loss or theft of cash or product based incentives.
The following conditions apply to all contracts made between Indiefield and its suppliers for the
purchase of goods or services. Any other terms and conditions deemed by the supplier do not form part of
this contract and any variations are inapplicable unless agreed in writing by Indiefield.
The supplier will not disclose any details of their relationship to a 3rd party or announce or advertise
their relationship with Indiefield without the prior written consent of Indiefield.
The supplier will provide a service in accordance with the contract or specification agreed with
Indiefield. Where a standard of service is not specified the supplier will use best quality techniques,
equipment and standards and will employ services with care and diligence, using suitably skilled /
trained and experienced staff. All services will comply with any applicable health and safety
Indiefield may reject any goods or services which do not strictly comply with the contract or
specification. Indiefield reserves the right to inspect the production of goods / services on the
premises of the supplier, or at any sub-contractors premises, if relevant.
The supplier shall abide by all GDPR legislation, ensuring any personal data is stored securely
and treated as confidential. The supplier will use the information only for the purpose of completing
the work agreed in the contract.
On completion of the work, or on cancellation / termination for any reason, the supplier will return or
dispose of any address lists, materials, product or other data provided by Indiefield or Indiefield's
client, in accordance with Indiefield's written instructions. Following such return / disposal, the
supplier will destroy any copies it has of the customer lists and shall provide written confirmation,
signed by an authorised director of the supplier, certifying compliance with these provisions.
Any freelancer or fieldworker undertaking research work on behalf of Indiefield agrees to abide by the
Code of Conduct of the Market Research Society (MRS) and the Code of Marketing and Social Research
Practice of the International Chamber of Commerce / European Society for Opinion and Marketing Research
The supplier will ensure that any employees, subcontractors, agents or freelancers or fieldworkers are
bound by a corresponding confidentiality agreement during and after the term of their employment or
contractual relationship with the supplier.
Information held by Indiefield about the supplier is for the purposes of supplier selection and appraisal
The supplier will deliver the goods / service as specified by Indiefield by the due date.
Any delay to deliverables may result in Indiefield (without prejudice to any other rights it may have,
including a right to damages):
7.4.1 cancelling the contract in whole or in part.
7.4.2 refusing to accept further deliveries.
The supplier will notify Indiefield of any possible delays.
The supplier will take precautions to ensure that goods arrive at their destination undamaged. They will
ensure that goods are suitably packaged and protected against any damage that may occur through delivery
or storage. Risk of loss or damage to goods will not pass to Indiefield until Indiefield has received
and checked goods are in working order.
If, within a reasonable time, any defects are found to be present in the deliverables from the supplier,
Indiefield will not be deemed to have accepted the goods / services.
Indiefield assumes that all packaging and containers are supplied free and will return them only if
requested at the supplier's risk and expense.
In any instance where goods are delivered in excess of Indiefield's request, Indiefield is under no
obligation to pay or return the excess goods and will charge the supplier to return goods at their
If any goods or services are not in accordance with the specification or the supplier fails to comply
with any terms of the contract, Indiefield may in its discretion and whether or not any goods or
services have been accepted in part:
7.5.1 cancel the contract.
7.5.2 reject the goods or services (in whole or in part) and return them as appropriate to the supplier,
and the supplier will refund in full any monies previously paid by Indiefield for the said goods or
7.5.3 give the supplier the opportunity at the supplier's expense to either remedy any defect in the
goods or services or to supply or perform replacement goods or services to ensure that the terms of the
contract are fulfilled.
7.5.4 refuse to accept any further deliveries of goods or services without any liability to the
The supplier will indemnify Indiefield in full from and against all direct, indirect
or consequential liability, loss, damages, injury, costs and expenses (including legal expenses) awarded
against or incurred or paid by Indiefield as a result of or in connection with:
7.5.6 breach of any warranty given the supplier.
7.5.7 any claim that the Goods or Services or their use, resale or importation infringes any British or
foreign patent, copyright, registered design right, trade mark, trade name or other intellectual
property right of any third party except to the extent the claim arises from any specifications,
drawings, samples or descriptions provided by Indiefield.
7.5.8 any claim made against Indiefield in respect of any liability, loss, damage, cost or expense
sustained by Indiefield or its employees or agents or by any customer or third party to the extent that
such liability, loss, damage, cost or expense was caused by, relates to or arises from the goods
provided or services performed by the supplier.
7.5.9 any act or omission of the supplier or its employees, agents or sub-contractors in supplying,
delivering and installing the goods or performing the services in accordance with the contract.
The price will be fixed as stated in the final cost document and will not vary without Indiefield's written consent.
Unless otherwise stated price will be exclusive of VAT. The price will include all charges relating to
packaging, transportation, duties and insurance. Any additional costs should be defined by the supplier
prior to acceptance of contract.
The supplier will invoice Indiefield on completion of work and Indiefield will pay valid invoices
providing the Indiefield job number and payment details are displayed and accurate.
Indiefield reserves the right to off-set any amounts payable to the supplier against any amount owed by
the supplier to Indiefield.
Indiefield may postpone or cancel any order in whole or in part at any time, prior to delivery.
Indiefield will pay the supplier fair and reasonable compensation for work undertaken at the time of
cancellation. Such compensation will not include loss of profits or any consequential loss.
Indiefield may terminate the contract immediately with written notice if the supplier:
7.7.1 breaches any term of the contract.
7.7.2 makes any arrangement with its creditors, becomes subject to an administration order or goes into
bankruptcy, liquidation, or receivership.
7.7.3 has a receiver trustee or liquidator appointed over any of the supplier's properties or assets.
7.7.4 is unable to pay its debts generally as they become due or ceases or threatens to cease to carry on
7.7.5 Indiefield reasonably considers that any of the above events is about to occur. The rights of
Indiefield described above are in addition and without prejudice to Indiefield's other legal rights and
Neither Indiefield nor the supplier shall be liable for failure to perform its obligations under the
contract if such failure results from circumstances beyond the party's reasonable control, providing
that the party claiming any such excuse shall give prompt notice of the circumstances, and shall take
all reasonable action to mitigate the delay.
The supplier will not transfer, sub-contract or assign any part of the work detailed in the contract or
specification without the prior written consent of Indiefield.
Indiefield and the supplier agree that both have a corporate responsibility for maintaining a high
standard of responsible, ethical and legal conduct in all business transactions between them and in
regard to their impact on society, suppliers, clients and the world around them. Indiefield and the
supplier therefore make the following undertakings:
7.10.1 neither shall denigrate the other or competitor organisations or their employees in any
7.10.2 neither shall offer or accept hospitality or gifts in excess of the reasonable and accepted norms
of business interaction or act in any way that might reasonably be deemed to constitute favours or
inducements in respect of decisions.
7.10.3 both parties shall have in place policies and where appropriate measurable initiatives to minimise
the environmental impact of their businesses, to preclude illegal or immoral working practices including
child labour or exploitative wages, to act ethically in relation to the businesses they are engaged
The specifications, questionnaires, drawings, samples and information issued by Indiefield in connection
with the contract are confidential and their use must be confined to the supplier, his sub-contractors
or employees solely for the purpose of carrying out the contract.
On completion of the contract the said questionnaires, drawings, samples and information shall be (at
Indiefield's sole option) returned to Indiefield or destroyed.
Apart from the normal operation of this website the materials on this site including but not limited to
text graphics and images may not be copied distributed downloaded or used in anyway unless they are
clearly attributed to Indiefield Limited unless otherwise indicated. Modifications are not allowed under
any circumstances. Indiefield® is a registered trademark and trading name of Indiefield Limited.
We work exceptionally hard to ensure all our services and delivery are to the highest standard and meet
client expectations. It is our mission to keep the quality control as high as possible at all times.
If you have a complaint, comment or idea about any part of the service provided by our company,
we want to know about it. Please email