Polar Corporate Terms and Conditions
1.1 Thank you for your interest in “Polar Corporate”, a membership scheme for organisations (you) to allow access for multiple users under one account to the Polar Network of electric vehicle charging points (Polar Network), provided by Chargemaster Limited (BP Chargemaster, us or our).
1.2 The terms and conditions set out or referred to below (the Terms) apply to the services provided now and in the future for use in the United Kingdom, including the provision of access to use charging points on the Polar Network for the purpose of, inter alia, charging an electric vehicle (Services). Before using the Services, you should read these Terms carefully. They contain important information about the steps you must take to keep your account secure, restrictions on using the Services, how we or you can end the Services and our limitations on our liability to you. If you do not agree to these Terms, you must not use the Services.
1.3 If you have any questions about these Terms, or wish to notify us of any of the matters referred to in these terms, please contact BP Chargemaster support by email on firstname.lastname@example.org or by phone on 0330 016 5126 during normal working hours.
1.4 Use of the Services is subject to our approval, at our discretion, and may only be available to eligible customers.
1.5 We plan to expand on the Services that we can offer to you and we will notify you of new functionality once it becomes available and tell you how to use it.
1.6 As detailed below, the Terms incorporate our Privacy Statement and updates made to the Terms in the future.
2 SETTING UP AND USING YOUR ACCOUNT
2.1 To set up an account to use the Polar Corporate Services (Account), you must submit an enquiry form on our website (https://polar-network.com/corporate/) (Polar Corporate Website). We will then contact you with a registration form which you must complete and send back to us.
2.2 We will use the details provided on your registration form to set up your Account. We will ask you for:
2.2.1 The company name and address;
2.2.2 The name, role, landline, mobile phone number and email address of the nominated contact person at the company (Nominated Contact); and
2.2.3 The quantity of access cards or key fobs required for your Account (Cards).
2.3 Your Account must be set up for a minimum quantity of three (3) Cards. We are unable to open an Account for fewer than this minimum quantity of Cards.
2.4 Provided the information you provide us is complete in all respects, your Account will be set up within 3 – 5 working days of the registration form being received by us.
2.5 If you would like to update any information on your Account, the Nominated Contact must email email@example.com to notify us of the change.
2.6 Our system only allows one Nominated Contact to be registered to an Account at any time. If the Nominated Contact on an Account needs to be changed, the Nominated Contact must email firstname.lastname@example.org to notify us of the change.
2.7 You must ensure that all information that you provide when you create an Account is accurate, up to date and not misleading.
3 POLAR CORPORATE
3.1.1 Once your Account has been set up and you have notified us how many users will be authorised to access the Services under your Account (Cardholders), the Polar Corporate Cards will be sent to the company address. All Cards are sent via Royal Mail signed for delivery, which takes up to 2 working days and requires a signature on delivery. We cover these costs. If you require a faster form of delivery, you will be required to pay for this. Payment for faster delivery will be added to your next monthly invoice. Your Polar Corporate Cards will be active when they arrive.
3.1.2 You must ensure that all Cardholders abide by these Terms.
3.1.3 The Nominated Contact can add or cancel Cards and/or Cardholders from the Account by emailing email@example.com. We reserve our right to reject a request for an additional Card made pursuant to this clause, if your Account has outstanding dues.
3.1.4 Each Card should be assigned to a specific Cardholder and vehicle. The Cardholder’s name and the vehicle’s registration number, should be communicated to us in a spreadsheet.
3.1.5 If the Nominated Contacts cancels a Card, it will be cancelled immediately, and you will be charged at a pro rata rate for the month for that Card.
3.1.6 At all times, we require an Account to have a minimum of 3 active Cards registered to it.
3.1.7 Replacement cards, including for lost or stolen Cards, can be ordered by contacting our membership team by email on firstname.lastname@example.org. You will be charged £10.00 for each replacement Card. Any amounts due for Replacement cards will be added to your next monthly invoice. If your Card is faulty, you can send it back to us for testing. We will replace faulty cards free of charge provided that the fault has not been caused by damage or wear and tear for which we are not responsible. You will have to cover the cost of postage if you send a Card back to us to be tested.
3.1.8 If a Card is lost or stolen, it is the Nominated Contact’s responsibility to ensure this Card is cancelled as soon as possible, by contacting our membership team by email on email@example.com. BP Chargemaster will not be liable for any costs incurred on an Account by an unauthorised user as a result of the card being lost or stolen.
3.2.1 The Polar Corporate Cards ensure that usage of any charging points by the Cardholders is linked to your Account.
3.2.2 Each Card is charged a monthly subscription fee (Subscription Fee). The current monthly Subscription Fee is available at https://polar-network.com/corporate/. The Subscription Fee is subject to change at any time by BP Chargemaster with 30 days prior notice to you.
3.2.3 The Subscription Fee does not cover the cost of any electricity consumed at our charging points, which cost will be charged to you separately.
3.2.4 You will be invoiced for the Subscription Fees and any electricity costs at the beginning of every month for the previous month’s charges. All invoices, including a breakdown of the usage charges for each Card, will be sent to the email address of the Nominated Contact.
3.2.5 Invoices are to be paid by Direct Debit. BP Chargemaster will never store the details of your Direct Debit. If you add details of your Direct Debit to your Account, such details are collected, stored and processed by a third-party company which is authorised by the Financial Conduct Authority.
3.2.6 If, in any given month, a Direct Debit is unsuccessful:
18.104.22.168 We (through our payment services provider) will send a notification informing you of this to the email address of the Nominated Contact;
22.214.171.124 Not less than 72 hours after the email notification, we will re-attempt a Direct Debit of the outstanding sum;
126.96.36.199 If the Direct Debit is unsuccessful again, we will re-attempt Direct Debit a further two (2) times, each time preceded by a 72-hour notice as set out in 188.8.131.52 and 184.108.40.206 above.
3.2.7 If, after following the steps set out in clause 3.2.6 above, we are unable to recover the outstanding sum, we reserve the right to cancel your Polar Corporate Account with immediate effect and refer your case to a third-party debt collection agency.
3.2.8 In exceptional circumstances, we may allow payment for invoices by purchase order. This needs to be approved by our Accounts team (firstname.lastname@example.org).
3.3 Using the Polar Network
3.3.1 By being a member of Polar Corporate, your Cardholders will have access to charge your plug-in electric vehicles on all public charging points registered to the Polar Network.
3.3.2 BP Chargemaster does not guarantee the performance nor continuous availability of charging points on the Polar Network. Although problems are rare, like all public services, from time to time they do happen. Service from charging points on the Polar Network can be interrupted for a number of reasons including cellular telecommunications issues, grid connection and other electrical issues as well as other matters that are not within BP Chargemaster’s control. We try to resolve issues on the Polar Network as soon as possible after becoming aware of them.
3.3.3 You agree that your Cardholders will use all charging points safely and with reasonable care and skill.
3.3.4 Any usage over 90 minutes on all BP Chargemaster “Ultracharge” and “Ultrafast” units will incur an additional fee of £10 per hour.
3.3.5 Polar Corporate Accounts are not eligible for Polar Plus Points or any other member rewards.
4.1 Any Cardholder can use the Live Map, which can be found on the Polar Plus and Polar Instant apps and websites (Apps and Websites) to locate a charging point and check the tariffs for individual charging points.
4.2 The Live Map uses the location services provided by the mobile device’s native operating system for the purposes of helping to locate a charging point site. To use the Live Map, the Cardholder should consent to BP Chargemaster and/or the third-party service provider, who is providing the location and map services embedded in the Apps and Websites, accessing information about their current location by enabling location services through the permission system used by their computer or mobile device’s native operating system.
4.3 Whilst BP Chargemaster strives to provide the most accurate information possible through the Live Map, we cannot guarantee the accuracy of the information provided as it can be affected by telecommunications issues, grid faults or other matters that are not within BP Chargemaster’s control. The Live Map displays information about each charging point that is received on an intermittent basis by cellular communications provided by a third party. Neither BP Chargemaster nor any third-party service provider guarantees that the information displayed through the Live Map is correct or up to date.
4.4 You will ensure that your Cardholders will not use the Apps and Websites while they are driving.
4.5 The terms and conditions for the Apps and Websites can be found on our website.
5 PERSONAL INFORMATION
5.1 Our Privacy Statement sets out the ways in which we will collect, store and process data (including for marketing purposes) relating to your and your Cardholders’ use of the Polar Corporate and covers your rights to access and request correction of any of your or your Cardholders’ personal information that we hold. Please read the Privacy Statement carefully.
6 INTELLECTUAL PROPERTY
6.1 BP Chargemaster owns or has obtained a valid licence to use all copyright, trademarks and other intellectual property rights in connection with Polar Corporate and the provision of the Services. All rights of ownership over and in respect of Polar Corporate, will remain solely with BP Chargemaster and/or its licensors (as the case may be).
7.1 In order to cancel your Account, the Nominated Contact must contact BP Chargemaster by email to email@example.com, giving 3 months’ notice. During the 3 months’ notice period, you must continue to have 3 active Cards on your Account, in accordance with clause 3.1.6.
7.2 Upon cancellation of your Polar Corporate Account, you will be liable for any unpaid Subscription Fees and costs for electricity consumed until (and including) the date of termination.
7.3 In order to recover any amounts outstanding upon cancellation of your Polar Corporate Account, we will undertake the following steps as necessary:
7.3.1 Attempt to debit the outstanding sum via Direct Debit;
7.3.2 If the Direct Debit is unsuccessful, we (through our payment services provider) will send a notification informing you of this to the email address of the Nominated Contact;
7.3.3 Not less than 72 hours after the email notification, we will re-attempt a Direct Debit of the outstanding sum;
7.3.4 If the Direct Debit is unsuccessful again, we will re-attempt Direct Debit a further two (2) times, each time preceded by a 72-hour notice as set out in 7.3.1 to 7.3.3 above.
7.4 If, after following the steps set out in clause 7.3 above, we are unable to recover the outstanding sum, Chargemaster reserves the right to refer the debt to a third-party debt collection agency.
7.5 Upon cancellation of your Polar Corporate Account, BP Chargemaster may retain some information to comply with its legal and financial obligations in accordance with our Privacy Statement.
7.6 BP Chargemaster reserves the right to suspend or immediately cancel your Account, access to the Polar Network and any of the Services with or without cause or notice, at any time.
7.7 Where BP Chargemaster suspends or cancels your Account as a result of you breaching these Terms, you will not be permitted to create a new account to circumvent the suspension or cancellation.
7.8 From the date of suspension or cancellation of your Account, you shall not be able to access the Polar Network for the purposes of charging your electric vehicle.
7.9 If your Nominated Contact or BP Chargemaster cancels your Account, your Cards will cease to be active.
7.10 All provisions of the Terms that by their nature should survive termination will survive termination, including, without limitation, ownership provisions, indemnities and limitations of liability.
8.1 BP Chargemaster is providing the Services to you ‘as is’ and you and your Cardholders are using the Services at your own risk. To the extent permitted by law, all warranties and conditions whether express, implied or statutory with respect to the Services are excluded.
8.2 BP Chargemaster shall not be held liable for any consequential loss or damage, including, without limitation loss of profits, loss of income and loss of turnover, arising from or relating to the performance of its obligations with respect to the Services.
8.3 To the extent permitted by law, in no event will BP Chargemaster, nor its directors, employees, agents, partners or any other party involved in creating, producing or delivering the Services, be liable under contract, tort (including negligence) or otherwise under or in connection with these Terms and/or your or your Cardholders’ use of or inability to use the Polar Network or any of the Services. This applies, without limitation, to any loss or damage which you or your Cardholders, may suffer as a result of or in connection with:
8.3.1 any failure or defect of, or damage caused by, any charging point on the Polar Network;
8.3.2 any changes to the number or locations of charging points on the Polar Network;
8.3.3 third party damage to charging points, vehicles or any other third-party property;
8.3.4 unauthorised use or misuse of your Account or any Cards for any reason where BP Chargemaster has not received written notice of deletion in accordance with clause 3.1;
8.4 Nothing in these Terms shall limit or exclude BP Chargemaster’s liability for death or personal injury caused by BP Chargemaster’s negligence or for fraud or fraudulent misrepresentation.
8.5 You will be responsible to BP Chargemaster for any claims, costs, damages, losses, liabilities, expenses or legal proceedings brought against BP Chargemaster by any other person as a result of your or your Cardholders’ use of the Polar Network and/or any unauthorised access to your Account in breach of these Terms.
9 CHANGES TO THESE TERMS
9.1 Subject to the remainder of this clause, BP Chargemaster may amend these Terms from time to time by publishing an updated version on the Polar Corporate Website. Please check the terms published on the Polar Corporate Website periodically for changes. Your continued use of Polar Corporate following publication of updated Terms confirms your acceptance of the updated Terms.
9.2 The changes BP Chargemaster can make to these Terms, without your authorisation, are limited to changes:
9.2.1 that are generally beneficial to, or do not have any adverse impact on, users of the Services; and/or
9.2.2 that are required to reflect changes to applicable law.
9.3 BP Chargemaster will notify you via an email to your Nominated Contact if any updates to the Terms are not covered by clause 9.2 above. Your continued use of your Polar Corporate Account after such email notification confirms your acceptance of the updated Terms.
10.1 You must comply and ensure that your Cardholders comply with any additional terms and conditions, or instructions from BP Chargemaster, brought to your attention on the Polar Corporate website, or when you are setting up your Account or by email.
10.2 You agree that:
10.2.1 you will not assign or otherwise transfer your Account;
10.2.2 your Cardholders will not use the Polar Network for any unlawful purpose, in any way that interrupts, impairs, damages the Polar Network or renders it less efficient, or to transfer files that contain viruses, trojans or other harmful programmes, to access or attempt to access the accounts of other BP Chargemaster account holders or to penetrate or attempt to penetrate any security measures;
10.2.3 neither you or your Cardholders will do anything BP Chargemaster reasonably considers to be disreputable or capable of damaging its reputation, the Polar Network, or the Services; and
10.2.4 you will comply and ensure your Cardholders comply with all applicable laws.
10.3 If any provision of these Terms is found to be unenforceable or invalid, that provision will be limited or removed to the minimum extent necessary so that these Terms will otherwise remain in full force and effect. The failure of BP Chargemaster to exercise any right shall not be deemed a waiver of that right or any other rights that BP Chargemaster may have.
10.4 If you live in England when you agree to these Terms, these Terms will be governed by and construed in accordance with English law. Your local courts (i.e. English courts if you live in England and Scottish courts if you live in Scotland) will have jurisdiction to hear any disputes or claims (including non-contractual disputes or claims arising out of or in connection with these Terms or its subject matter or formation.
10.5 These Terms were last updated in February 2020.