Terms of Business

GKA’s quotations are valid for one month. GKA reserves the right to revise quotations after this date.

Quotes are done in GBP as standard but can be provided in other currencies as needed. 

In the absence of an agreement to the contrary, initial research findings and proposals provided by GKA, when GKA receives neither the commission nor payment for the proposals, remain the property of GKA. Their contents cannot be revealed to third parties without permission.

Invoices & charges

Invoices are payable in GBP unless agreed otherwise in writing.

GKA will invoice 50% of the estimated total project cost upon confirmation a project has been commissioned. This will be due 30 days from the date of invoice. The remaining 50% will be invoiced on completion of the project, due 30 days from the date of invoice. Invoices not paid within 30 days are subject to a late payment charge of 2% per month. Late payment could result in a delayed start to the work commissioned or a halt to any work in progress.

In cases where quotations were provided in a currency other than GBP, GKA reserves the right to revise costs to reflect fluctuation in currency exchange rates between the date of quotation and the date of invoice. Any further currency fluctuations between the date upon which an invoice is issued and the point at which payment is settled will be borne by GKA, unless the payment is not settled by the due date on the invoice. 

Invoices are inclusive of VAT (20%) for clients within the UK but this is not charged to clients outside of the UK. 

Where venue costs have been included, these are for GKA’s preferred venues. If you have any specific requests, these may result in an increase in fees.

Client catering for a full day at venue includes max 2 x meals plus soft drinks per attendee, evening at venue assumes 1 x meal plus soft drinks per attendee. All alcohol or additional food requirements will be charged at cost + 15%.

All incidental expenses incurred by clients and additional incentives requested by clients will be charged at cost +15%.

Any client postage will be charged at final invoice stage.

Please note venue costs are based on access one hour prior and one hour after the event. Should you arrive before this time, we reserve the right to pass on the additional fees charged to us by the venue.

 

Postponement, cancellation & changes

In the event of a project being postponed or cancelled after commissioning, the following charges will be applied:

• £150 minimum project set-up fee
• Any additional costs (+15%) that are incurred e.g. venues etc.
• 6 to 7 working days prior to fieldwork commencing (or first venue date): 20% of full project fees (PLUS cancellation fees to recruiter/interviewers and respondents)
• 5 working days prior to fieldwork commencing (or first venue date):  50% of full project fees
• Less than 5 days or cancellation after fieldwork commences (or first venue date):  100% of project fees

Changes to the questionnaire, once programming and/or translations have begun, may be subject to further charges.

Late delivery of materials, or any action/decision by the client which delays/cancels fieldwork may be subject to further charges.

All changes to field specifications must be made in writing.

 

Reasonable control

GKA shall not be held liable for delays or delivery failure that arise from an act or event beyond GKA’s reasonable control (including, but without limitation, strikes, postal/communication delays, industrial action, fire/accident, governmental act, natural catastrophe or any other act or event beyond the control of GKA).

GKA shall not be held liable for any failure or defective working of audio or visual equipment at viewing facility or for any subsequent cost incurred.

 

Incidence rate

Unless otherwise stipulated in the quote all costs are provided assuming 60% incidence. GKA reserves the right to adjust costs to reflect the actual incidence rate as found during fieldwork. 

 

Materials

Unless otherwise agreed, all completed project material will be sent back electronically. Courier costs are not included and will be charged if incurred by GKA. 

Digital safety copies of completed materials will be kept for one month from final invoice date unless otherwise agreed in writing.

 

Respondent recruitment

GKA operates the following policy unless otherwise agreed in writing: if a respondent is up to 30 minutes late, incentive and recruitment fees will be charged. Otherwise, there will be no fees. 

Recruit (only) where the client or client’s agent conducts interviews (face to face or telephone) in office/home – costs assume that we will be given, in writing, interviewer availability and that interviewers will adhere to it. Where rescheduling is required as a result of our client’s circumstances changing, a rescheduling fee of £25 per respondent will apply. If the respondent is unavailable to do the alternative offered, the full recruit fee will apply, with the full incentive potentially chargeable as well, depending on the notice given. 

List projects – costs and timings assume that the lists provided are up to date and accurate, have full titles, names, addresses and telephone numbers and have a sufficient number of names to complete quota. 

Where the client is responsible for programming and hosting an online survey, it is assumed that there will be an autostop in place to prevent the commissioned quota being exceeded. If this is not the case, all additional completes will be charged (recruit fees and incentives). 

Any contact details of respondents recruited by GKA should be deleted from your systems at the close of fieldwork.

 

Re-contact

In accordance with the MRS Codes of Conduct, respondents must be informed at recruitment of any future re-contact. If there are to be future stages/waves (not currently commissioned) that require us to ask a re-contact question, you must inform us: when the re-contact will occur, the purpose of the re-contact, who will be conducting the re-contact (GKA, another party or both).

 

Incentives

Any changes in schedule/moderator availability will result in the following honoraria charges:

For telephone interviews:

• Up to one full working day – Full charge
• Between 1-2 working days – 50% charge

For central locations with a length of interview two hours or less:

• Up to two working days – full charge
• Between two and five full working days – 50% charge

For central locations with a length of interview greater than two hours:

• Within five working days – full charge
• Between six and 10 full working days – 50% charge
• Between 11 and 15 working days – 25% charge

 

Scripting & data processing

All costs are estimated and will be confirmed upon receipt of the final questionnaire, data requirement and analysis specification.

Unless otherwise specified, DP costs are based on no more than two data extractions, an interim and a final data file. Any additional extracts will  be charged at £200 per.

Only client-approved materials will be programmed. Testing will be undertaken internally and a final test version sent to the client for approval. Any amendments required as a result of changing the materials after this approval will be charged at an additional £200 per hour (min. £200)

If specific data layouts and formats are required, a data map must be provided with the final questionnaire, before any programming has begun. If it is provided later, further work may be required in order to match requirements which will incur further costs charged at £200 per hour, and could also result in delays to delivery.

In the event of an error in any data, tabulations or reports supplied to the client, GKA will aim to correct the error but will not be held liable for the consequences of the error beyond the provision of corrected data, tabulations and reports.

 

Transcripts

Please note our standard delivery time for transcripts is three working days. If the interview takes place outside of office hours the three working days will begin from 9am the next working day.

 

Accreditations and certifications 

Our fieldwork team are RAS accredited with the MRS and our wider team are BHBIA certified for both Adverse Events and Legal and Ethical training.