Unless otherwise agreed in writing, these terms and conditions apply to all business conducted by Transport Counsellors International Limited, its subsidiaries and associates (TCI).

While willing, in appropriate cases, to agree alternative fee arrangements, unless otherwise agreed TCI will charge fees at an hourly rate.

Hourly Rate Cases

1. Unless otherwise expressly agreed in writing, our fees are calculated on an hourly basis at varying rates depending on the seniority and experience of the case handler involved, the complexity of the matter, the value of the transaction and the urgency involved. Hourly rates are subject to periodic review and adjustment. Expenses incurred will be charged in addition. It is our practice to issue invoices for our fees and expenses on a regular interim basis. All invoices are due for payment within 14 days of delivery, failing which interest may be charged at 8% per annum. Although we may at your request provide estimates of fees that we anticipate may be incurred, such estimates are by their nature inexact and we will not be bound by them unless expressly agreed in writing.

General Conditions

2. The client remains responsible for all disbursement costs which may include arbitrators' fees, counsel's fees, courier costs, local correspondent costs and/or other third-party costs or expenses. The client will be notified about such costs at an appropriate time and where possible, before such costs are incurred.

3. TCI does not undertake to pursue the case to conclusion at any cost. Grounds for discontinuing work may include but not be limited to:

1. non-payment of fees due in accordance with this agreement within 14 days of a request for payment;
2. misconduct, imprisonment, fraud or bankruptcy of the client;
3. failure by the Client to provide correct, complete or accurate instructions or information;
4. breach of these terms and conditions by the client.

4. TCI shall have no liability to the client under its retainer if it is prevented from, or delayed in performing, its obligations under the contract or from carrying on its business by acts, events, omissions or accidents beyond its reasonable control, including (without limitation) strikes, lock-outs or other industrial disputes (whether involving the workforce of TCI or any other party), failure of a utility service or transport network, act of God, war, riot, civil commotion, terrorism, malicious damage, compliance with any law or governmental order, rule, regulation or direction, accident, breakdown of plant or machinery, fire, flood, storm or default of suppliers or subcontractors.

5. TCI shall be under no liability whatsoever to the client for any loss, damage, delay or expense of whatsoever nature, whether direct or indirect and howsoever arising in the course of the performance of its retainer UNLESS same is proved to have resulted from gross negligence, or wilful default of TCI or any of its members, employees or agents, in which case TCI's liability for each incident or series of incidents giving rise to a claim or claims shall never exceed a total of ten times the fees payable for the term of the case or United States Dollars five hundred thousand whichever is the less.

6. Destruction of documents: At the conclusion of a matter we will review our file and discard any unnecessary additional copies of documents, then send the balance of the file to an off-site facility for storage at our expense. Any original documents may be returned to the client on request. To minimise the storage expenses, we reserve the right, subject to your written contrary direction, to retain files for only six years from the completion of the matter and to destroy older files to the extent practical. If you wish us to handle the disposition of files in a different manner, please let us know in writing, otherwise we will proceed as set out above.

7. Complaints Procedure: Any client complaints should be directed to the supervising case handler at TCI who will implement an appropriate procedure. In the event a dispute arises between TCI and the client, if the dispute cannot be amicably resolved, such dispute shall be referred to Mediation in London. A procedure for Mediation must be agreed upon by the parties within 14 days of one-party requesting Mediation. Unless otherwise agreed the parties will share the cost of the Mediation equally. Once the Mediation has been completed and, in the event, that it has been unsuccessful, the matter shall be referred to arbitration in London in accordance with the Arbitration Act 1996 or any statutory modification or re-enactment thereof.

8. These conditions will be governed and construed in accordance with English Law and any dispute arising hereunder will be determined by the exclusive jurisdiction of the English Court save for any proceedings necessary for TCI or its affiliates to enforce these conditions.

9. By instructing us and continuing to deal with us in connection with any matter where we are acting on your behalf, you are deemed to have read, understood and agreed to these conditions. If you are an intermediary or agent instructing us on behalf of Principals, you undertake to bring these conditions to the attention of your Principals and procure their acknowledgment and agreement to these conditions.

Alternative fee arrangements

10. In appropriate cases TCI will be willing to consider, and if agreed to handle a case under an alternative fee arrangement. In such cases, these terms and conditions shall continue to apply.

11. The client undertakes to give TCI/its appointed lawyers or experts instructions, evidence and access to necessary witnesses, all at its cost, when reasonably requested to do so.

12. TCI does not undertake to pursue the case to conclusion at any cost. If there is a failure by the Client to provide correct, complete or accurate instructions or information, or in the opinion of TCI the prospects of success are not sufficiently good and/or the cost of proceeding further is disproportionately high, TCI may in its sole and unfettered discretion terminate the alternative fee arrangement.

13. TCI will give the client 10 days' notice of any intention to discontinue work on the case.

The TCI Anti-Bribery and Corruption Policy

TCI and associated, affiliated and subsidiary companies is committed to carrying out business fairly, honestly and openly and has a zero tolerance approach to bribery and corruption.

In accordance with the Bribery Act 2010 TCI prohibits the:

1. offer, promise, giving, solicitation or acceptance of any bribe, whether a financial or other advantage, directly or through a third party, to any person or company or public official;
2. by any individual employee, agent or person who performs services or acts on behalf of TCI;
3. in order illegally or unethically to obtain or retain business or an advantage in the conduct of business or gain a financial or other advantage for TCI including associated, affiliated and subsidiary companies or for any individual or any person or company connected with that individual.

All persons who act on business for TCI must adhere to this policy and have similar policies in place.

TCI Privacy Policy

General Data Privacy Notice

This data privacy notice sets out the ways in which we comply with the EU General Data Protection Regulation (GDPR). It provides information on your rights in respect of your personal data, how we use it and the safeguards we have in place to protect it.

This Notice and policy applies to Transport Counsellors International Limited, its subsidiaries and associates (TCI).

Data Controller

This is TCI. Their contact details are:
T: +30 -2104284030/1
E: tci@tci.gr
A: 26 Skouze, 185 36 Piraeus, Greece

Data Protection Officer (DPO)

You can contact our DPO by sending an email to tci@tci.gr for the attention of the DPO or by writing to us at: 26 Skouze, 185 36 Piraeus, Greece.

How data is used

TCI may process your personal information as part of its consultancy business, which includes claims, services, broking, correspondents activities outsourcing, Lloyd's TPA, risk management, employment, finance, marketing.

Categories of data

TCI maintain personal data for individuals who instruct us on behalf of organisations including clients, individuals, directors and shareholders who work for such organisations; subjects of claims, investigations, proceedings; claimants, beneficiaries, assignees and payees; advisers, consultants, contractors, counsel, lawyers, brokers, arbitrators, mediators and experts; third parties involved in matters or business in which we are involved; business associates and partners; professional bodies; trade associations; courts and tribunals; business contacts; complainants; employees, relatives and guardians; shareholders; suppliers including suppliers of professional and general services; witnesses; applicants for employment or other opportunities; pension providers.

The data we collect

For individuals the data we may collect under these categories includes: title, first name, last name, job title, company name, company address, home address, phone and fax numbers, email address, marketing preferences/records, professional qualifications and interests, personal interests, interaction and engagements with us, financial data (where relevant), service data.

The legal bases on which we hold data

In order for us to conduct business and fulfil our legal, regulatory and contractual obligations, we need to perform legitimate functions including: KYC and anti-money laundering reviews; conflict checking; dealing with and servicing contracts; handling matters and cases; appointing experts and other third parties; reporting; financial functions including invoicing, remittance, collections, payments; auditing; marketing communications; business communications; risk management services; investigation services; performance measurements; IT services; business continuity; HR functions including payroll and recruitment; responding to enquiries and complaints; organising events.

Where your data is stored

The data we collect is stored or processed in Greece or any other country in which we maintain a presence. If we need to transfer your data, we will ensure that this is done in accordance with our obligations under the GDPR.

Data security

We have in place physical, technical and organisational measures that prevent unauthorised access or use of your data. These controls include secure data centres, designated access, IT security and Usage policies, encrypted devices, password protected and encrypted software.

How long we hold data

We may need to retain data: to satisfy regulatory or statutory requirements; to evidence agreements, events or processes; to meet our operational requirements; to permit us to conduct business. Personal data that we hold will be reviewed and any data no longer required will be destroyed at our discretion.

Your rights

You have the right to: access and obtain a copy of your data upon request; object to the processing of your data; require us to amend incorrect or incomplete data; ask us why we are processing your data; ask us how long we intend to hold your data. If you would like to exercise your rights, please contact our Data Protection Officer. No fee will be chargeable, but we reserve the right to charge a reasonable fee if you request is unfounded, repetitive or excessive.

You can opt out from receiving marketing communications from us at any time by writing to tci.tci.gr or using the unsubscribe option where available in the messages we send.

The right to complain

If you feel that your rights under the GDPR have been infringed, you have the right to lodge a complaint with the Data Protection Authority (www.dpa.gr).