Terms - Exchange Bureau

Agreement – Exchange Bureaus “Pay with Currency”

The following contract and agreement is drawn up between you, the member company, with your place of business located at the address you have provided in this online application form and The Cheque Shop Limited (parent company of Exchange Bureau) with its head office located at 47 London Road, Edinburgh, EH7 5SP.

Agreement terms and conditions

Definitions

“Exchange Bureau”, Pay with Currency” & “Exchange Bureau Pay with Currency” are all trading styles of the parent company The Cheque Shop Ltd (or TCS), which are referred to as “the company / us / we”.

“You, the client” is referred to as “you / your” or “member / members”.

“Customer” refers to a customer of yours, you being the client.

“Currency Return” refers to currency returned to the company for conversion back to GBP”.

“We Buy” refers to you, the member, and the currency We Buy from you.

“Paid with” means the currency type used by your customer to pay for goods and/or services you provided.

“Buyback” means currency we buy back from you and convert to GBP”.

“GBP” means Great Britain Pound drawn on any sterling bank.

“Currency” means the foreign currency notes as transacted by the company.

“Booking Reference Number” is the unique number applied to a currency return booking”.

“MSB” means Money Service Business authorised to transact currency transactions under license.

Agreement Format

In this agreement, we shall explain the Exchange Bureau Pay with Currency membership process and terms and conditions.

By selecting the tick box “CONFIRM THAT I ACCEPT THE TERMS”, you are signifying that you fully understand, accept, and are bound by the terms and conditions of this agreement and that you have the authority to act on behalf of your/the company/business.

What happens once I have agreed to the terms?

Once you have FULLY completed our online application you shall see a screen message confirming that your account has now been opened. Please now check your email for our verification link. The company shall take no responsibility for any delays caused by either our server or your email provider server, where our email is delayed or entered into an unspecified email folder. Please always check for our email in other folders such as social, promotions, updates or even spam.

If our email arrives in another folder, it is your responsibility to add us to your approved recipient list by whichever method is set out by your email provider.

Verification and log in – Exchange Bureau Pay with Currency

Once you have verified your active email address (used to set up your account), you shall be prompted to log into your account.

Now you can log in for instant access to your account using your username and password entered when you opened this account. We advise that you save the Account Opening email as this also has your selected username, password and members ID included.

When logging in, please remember that your username and password (used to log in) are both case sensitive.

Multiple logins using the same login details are allowed but only at the same location. Attempted use of your Pay with Currency Member’s Account at another location shall be IP flagged to a maximum of 2 locations. If this is exceeded, your account shall automatically be disabled. The company shall take no responsibility for the time taken to reactivate your account, which could take up to 7 days. If you have more than one site, members are advised to simply open other Pay with Currency accounts for each site.

Once logged in to any company site, you shall be automatically logged out if you do not actively use the site for a period of time. This is a security feature of our sites.

We shall not be held responsible for misuse of your account, where a basic password has been used. Passwords can be changed at any time by entering “Account Settings” and following the instructions provided

If we feel there may be a security issue / breech with your account, we shall immediately disable the account to further investigate. Security issues could include, but are not limited to, incorrect data being entered or transactions being entered from a different location (IP restriction).

User Levels for Pay with Currency

Pay with Currency User

You are signing up for/have signed up for, Exchange Bureaus “Pay with Currency” FREE product. Other paid user levels are available, which you can upgrade to at anytime. Upgrades may not be available from time to time and shall only be made available at the company’s sole discretion. Exchange Bureaus “Pay with Currency” (FREE) is limited to accept currency for goods and / or services provided only. This free product has limited functionality and support options.

Head Office User

If you are opening two or more Pay with Currency Member’s Accounts (minimum 2 locations), you will qualify for a “Head Office” user account. This account type can oversee all the transactions made on all your locations in one user login. This type of account is restricted to view only, and cannot process transactions.

Head Office user is available on request and is also FREE. Only qualifying members with a minimum of two “active” locations shall be allowed a head office user account. The company decision is final with regards to whether a head office user account has been qualified for and whether a site is deemed as active (based on the amount of transactions processed over a period).

To apply for Head Office user level, please contact us via the “Assistance” section of one of your Members’ Accounts stating your existing members ID’s for each location. We shall respond within 5 business days.

Using Exchange Bureau Pay with Currency

The member must at all times, submit every transaction through their Members’ Account on Pay with Currency*.

Exchange Bureau Member’s site is web based and is available on all smart-phones, tablets, laptops and desktops.

Exchange Bureau is optimised for android, IOS and windows operating systems.

The member must have the ability to get online. This could either be via broadband enabled at their business premises OR a mobile enabled (dongle) laptop OR a smart-phone / tablet which has online / internet capabilities with a package from your network supplier to suit your needs.

The member must be able to get online to their Exchange Bureau Member’s Account using any type of device on any type of internet connection.

*Ability to print transactions or send email copies, please see “Printing Pay with Currency Transactions” below.

Transaction Templates on Pay with Currency

Transaction templates are used for all transactions put through Pay with Currency. One transaction template is available via your Members’ Account login of Exchange Bureau (FREE edition).

Your “Pay with Currency” transaction template has required fields which must be completed accurately before the transaction will be able to be submitted / completed.

Required fields are presently (but are not limited to / subject to change without notice).

1. Customer Surname / Last Name

2. Currency Type used to pay for Goods/Services

3. Cost of Goods / Services in GBP (£)

4. Description of Goods / Services (basic description)

Form submission shall not be possible until the required fields are completed.

If the GBP value exceeds £1000 equivalent, then additional required fields become active

1. Country of Residence / UK tick box (if transaction value exceeds £1000GBP).

2. Customer/Tourist Passport Number (if transaction value exceeds £1000GBP).

Form submission shall not be possible until the required fields are completed.

Non Required fields are also included but do not need to be completed for the transaction to be completed.

1. Customer first name

2. Customer Email Address (if entered, a copy receipt is emailed directly to your customer)

Submitted Transactions that are not required:-

Once a transaction has been submitted it cannot be edited or deleted by the member.

Transactions that fall into this category can be removed by admin at Exchange Bureau, but this action is only necessary where an excessive amount of transactions have been made or high value transactions have been made that require this attention.

Removal of said transactions can be requested by using the “Contact Us Form” located in the “Assistance” tab of your account. Simply tell us the reason for the deletion request and the transaction reference number (16 digits). We shall process any such requests within 72 hours.

Transaction Limits.

The maximum single transaction is set to £4990.00.

Larger transactions, either single or multiple, shall be randomly checked by the company. In certain cases, the company may request proof regarding a single or multiple transaction/s relating to the goods and / or services that your customer has purchased / used.

If this information is requested by email or phone call, you must adhere to the company’s request for further information within a 5 working day period. Failure to supply the information regarding any transaction will result in your account being disabled or in extreme circumstances you account shall be closed.

Printing Pay with Currency Transactions.

Pay with Currency has been developed to allow transactions to be printed or emailed, depending on your circumstances.

Presently, Pay with Currency supports printing on A4 and POS (Point of Sale) receipt printers. On first log in, you are directed to the “Account Settings” section of your account to set up your printer option (if required).

By default, your account shall be set up as A4 printing but can easily be changed to support POS receipt printing on either 58mm or 80mm receipt rolls.

If using the POS receipt method, you must install additional software available for download directly from the settings section. This software is safe and will allow communication between our server and your computer to enable the printer information to be sent via the internet. This will not work at all without installing our software. Please ensure you follow the instructions carefully for ease of set up.

When printing, the company would prefer that TWO copies of the transaction are printed, but if the member has another alternative to record their transactions, the company shall accept this.

Pay with Currency uses broadband NETWORK printing through a WIFI NETWORK or WIFI DIRECT where no broadband connection is available.

Pay with Currency supports any compatible Apple AirPrint enabled printer.

If the member already has an A4 paper supported printer on a broadband network within their business premises, then they can just print transactions as normal.

The company doesn’t supply printers and can take no responsibility if you cannot get your printer to work correctly. Please check your printer’s user manual for set up assistance.

The company cannot take any responsibility, or give any assistance, where your A4 or POS receipt system functions directly via a till system. In these cases, it may be more difficult for Pay with Currency to liaise and utilise the same printer. We would advise that you speak to your IT department or till system vendor.

No Printer Available at your Site.

If you have no ability to print the customer receipt for the “Pay with Currency” transaction, you can add your customer’s email address to the email field in the “Pay in Currency” template and when submitted, your customer will receive an EMAIL COPY of the transaction.

Transaction History.

Within your members’ area on Pay with Currency, the company has provided the ability to check and filter all your transactions.

Filtering is done by firstly selecting the transaction type over a specified period (30 days default)

1. PAY WITH CURRENCY

Once you have selected a transaction type you can then further filter by:-

1. DATE

2. CUSTOMER SURNAME / LASTNAME

3. CUSTOMER POSTCODE (not available in FREE account)

4. CURRENCY TYPE

5. TRANSACTION REFERENCE NUMBER

You are then able to view the selected transaction. Edit or delete is not available.

Transaction History Download.

Once you have filtered you transactions to whichever filtering you require, you have the ability to download your selection as a comma separated value (CSV) file. This can be read using Microsoft office or any other CSV reading software. The data contained in this download could then easily be used for accountancy purposes.

Once a transaction is submitted.

Transactions cannot be edited or deleted by the member user once submitted.

Please ensure, where possible, that the transaction is as per your customer’s requirements BEFORE you finalise the transaction by SUBMITTING.

If a transaction is submitted but not required or incorrect, the member should proceed with a new transaction, with the correct values required by the customer. Please see “Submitted transactions that are not required” on page 4.

Rates provided by Exchange Bureau Pay with Currency.

The rates provided on Exchange Bureau are recommended rates and are changed Monday to Friday, excluding bank holidays.

Rates are changed between 9.00am and 10.00am but are not restricted to these times.

Rates may change more than once in a daily period, but this is very infrequent.

If the company makes an error with an exchange rate, we shall rectify the problem as soon as we are aware of the mistake and we have sufficient time to make the correction.

The company shall not be held responsible in any way whatsoever, where an error has been made with our rates through either human error or system malfunction.

The company shall not be held responsible for any error, omission or mistake made by the member, with any recommended rates given.

The members’ transaction form template for “PAY WITH CURRENCY” will automatically populate with the recommended daily rate for the currency type chosen.

Member’s are NOT able or allowed to edit / change our recommended daily rates.

In certain circumstances, where the member has several locations, it is possible for the company to impose a daily automatic rate amendment, where the recommended daily conversion rate is deemed to be not competitive or over competitive. This can also be site specific. Requests such as these must be made directly to admin@exchange-bureau.co.uk to assess the need.

Displaying Rates - NOT Permitted.

Exchange Bureau “PAY WITH CURRENCY” account users are NOT ALLOWED TO DISPLAY CURRENCY RATES.

Displaying rates while using “PAY WITH CURRENCY” FREE account is NOT LEGAL, as this constitutes a Bureau de Change operation.

As you are not licensed as a Bureau de Change, it would be a breach of Money Service Business regulations and you may be subject to a large fine.

Returning Currency to the Company.

All currency obtained by use of the Pay with Currency system MUST be returned to the company for conversion to GBP.

Members can hold onto currency until they have sufficient to send back for a postage refund (over £400 GBP value for postage refund).

Members who hold onto currency before returning for payment must be aware that the profit margin obtained from the conversion to GBP shall change on a daily basis as market rates change. This could mean that a higher or lower profit margin may be obtained.

The company will not take responsibility for any losses incurred by the member where the rate of exchange has become lower over time. If the member wants the correct daily rate margin, they must book the rate on the day the currency was received for goods and services.

Members who use the Pay with Currency system and choose to trade the currency with another currency vendor or trader shall have their account disabled or closed immediately.

Members must be aware that rates change daily on Pay with Currency (paid with rates) and currency returns rates at exactly the same time. Booking currency for return the day after the currency was received from a customer of the member may mean that the member will receive more or less than the desired percentage mark up, depending on the rate changes for that new day for that currency type.

Members are reminded that it is a criminal offence to sell currency obtained by using the Pay with Currency system to other customers or individuals, as this would be deemed as acting as a Bureau de Change, for which a license is required.

Returning your Currency – Booking in Process.

Retuning currency to the company for conversion and payment back to you in GBP is a simply process. The whole process from booking in your currency to payment back to you can take between 4-6 days depending on the sending option and payment option you select.

To use our currency return system, you simply select the “Currency Returns” tab located in your account. Here you will see a very simple currency selector to select the currency type you are returning, then enter the amount (count) of that type of currency and the system shall calculate the correct GBP conversion rate. This is the amount you shall receive from the company for that amount of that currency. If you have multiple currency types to return, then simply select “Add another”. You can add up to 4 currencies for return at any one time.

If multiple bookings are added, you should always fill your return envelopes to the max allowable for multiple bookings of £2500 GBP value.

You shall pay the postage fee (we shall advise you of the amount you need to pay) and retain your Special Delivery postage receipt.

For single or multiple currency returns with a GBP payout value (as advised / calculated) of £400 and above, the company shall refund the correct postage fee based on the Royal Mail Special delivery pricing structure for the GBP value of your single or multiple currency return.

IMPORTANT NOTE: PLEASE DO NOT add bookings that you do not require as this shall start an automated booking procedure, which, if selected, shall mean an envelope may be sent out to you for this booking. If this happens then please email us immediately to stop the envelope being issued. As mentioned later in the agreement, we may restrict the ability to ask for an envelope to be sent if multiple envelopes are not used.

Once a valid booking/s is / are made.

1. We shall send you a secure envelope (unpaid).

This is the default option for returning your currency. If this option is left selected on the “booking in” page, you will receive a Royal Mail Special Delivery envelope with 1-2 days of booking in your currency. This is dependent on the time of day that you book in your currency.

Bookings made Monday to Friday before 5pm and Saturday before 11am, shall have their envelope dispatched the same day. Bookings made after these times shall be sent the next working day. Bookings made after 11am on Saturday and all day Sunday shall be processed on Monday (except when it's a public / bank holiday).

Your secure envelope shall arrive by first class mail, within an envelope, to the address that you have registered when setting up your account. If your address has changed, please ensure you advise us of the change in plenty of time to allow us to change your address BEFORE you book in your currency, or it will be sent to your previous address as noted on your account.

Your Special Delivery envelope will already have our return address printed on the front and your address already added to the sender's address section of the envelope for your convenience. Details of the returns process shall also be included along with two copies of your returns slip. Please send one copy slip back with your currency. If you forget to include a copy of the returns slip, we can still easily verify your return, with reference numbers attached to your secure envelope.

Please Note: We cannot accept coins and / or 500 Euro or 1000 Swiss Franc notes with your return. All other note sizes are accepted but must not be defaced / badly damaged and must be in circulation. Any coins, 500 euro / 100 Swiss Franc notes or defaced / badly damaged notes shall be treated as "INVALID CURRENCY" and you shall be advised by email as to the process for their return to you.

When you have checked that your return totals are correct, you can place them inside the Special Delivery envelope, along with the returns slip, then seal.

PLEASE NOTE: You must take the Special Delivery envelope to any post office counter to send. The post office will scan your envelope and give you a receipt upon payment of the correct Special Delivery fee. The postal and insurance fee must be sufficient to insure the sterling value of your currency returned, either £500, £1000 or £2500.

Please DO NOT post the envelope in a normal mail box, as you have to pay for its return and insure it to the correct value.

REMEMBER: We shall refund your postage fees for any return received with a "Booked In" value of over £400.

This includes multiple smaller returns within the same envelope. Returns arriving in separate envelope are dealt with by “envelope total value”, so please ensure all envelopes are filled to the correct insurance level to attract a postage refund.

Important: If a member books in currency for return and we send out a secure envelope (if send my envelope is selected) for its return, we would point out that this is done at the company’s own expense. If however, the member decides not to return the currency on numerous occasions, where we have sent an envelope for its return, the company may disable the ability to request an envelope to be sent out. In these cases, it is the company decision as to when this restriction may be applied, the effect of which means that only a self posted return option is available (shown below).

2. Sending Currency back yourself - Self Posted Return.

If you would prefer NOT to wait for an envelope, you can also self post you currency return. If selecting this option, simply tick the “Self Post” button, then save your selection. Now a print icon automatically appears to the right of that button.

When clicking on the print icon, it shall create a “pop – up” window for printing.

Please ensure you have pop – ups enabled for this site to allow the window to show.

Then print by selecting the “Printer” symbol at the top left of the form.

If you do not have a printer available to print your “self post returns” form, then please complete the “hand written” returns form available for download in “Assistance” then “Downloadable Content” section.

For multiple bookings of the same or different currencies made at the same time, you are advised to fully fill envelopes to maximise the insurance levels on each return.

We would strongly advise the use of Royal Mail Special Delivery with the relevant amount of insurance to exceed the sterling value of the currency being sent to us.

Insurance bands with Royal Mail Special Delivery can be added as £500, £1000 and £2500.

If you return £400 or more (sterling value of currency sent), we shall refund you your postage costs based on the sterling valuation of your returned currency as per the Royal Mail Special Delivery price structure, even if Special Delivery was not used.

The company reserves the right to edit booking totals where it believes that, in the case of a multiple booking, envelopes can be filled more efficiently to maximise the use of the insurance level on the envelope.

Check here for up to date Royal Mail Special Delivery Prices

For further information please see the “Special Delivery postage refunds” section in terms and conditions.

If you have no special delivery envelopes available, please send your currency to:-

PWC
The Cheque Shop Ltd
Returns Department
50 - 52 High Street
Tranent
EH33 1HQ

PLEASE NOTE: You must take your envelope to any post office counter to send. The post office will ask what delivery method you require. Please ask for Special Delivery and insure to the correct value. The post office will scan your envelope and give you a receipt. You will need to pay the post office the correct fee.

Please DO NOT post the envelope in a normal mail box, as you have to pay for its return and insure it to the correct value.

REMEMBER: We shall refund your postage fees for any return received with a "Booked In" value of over £400.

We shall sign for your delivery. We shall then open every envelope / packet in the presence of two company representatives (CCTV Recorded) and immediately count the currency to confirm the totals are correct.

If the currency totals are correct, as per your booked in totals, you will then be sent a confirmation email stating that we have received your currency and that all is present and correct.

If the totals are not correct, two company representatives shall re count the currency. If the totals still do not match, a supervisor will be called to check the totals for a third time.*

If you have sent MORE currency than you have stated on your returns sheet (or booked in), we will recalculate the sterling value to the higher amount and confirm this to you in our confirmation email.*

If you have sent LESS currency than you have stated on your returns sheet (or booked in), we will recalculate the sterling value to the lower amount and confirm this to you in our confirmation email.*

If you have sent an INCORRECT currency, this being a currency which doesn't match the currency type as selected in your booked in return, we shall change the currency type to the currency returned, work out the correct sterling value and email you to confirm what we have done along with your new sterling value.*

If you have sent an INVALID currency, this being a currency that is not the currency booked in but another currency type not dealt with by the company, you will be emailed advising you that your return was invalid. An INVALID currency could also mean you have sent coins and / or defaced / badly damaged notes. In these cases, you will then be directed to send us a pre paid Royal Mail Secure envelope to allow us to return the currency back to you. The company shall not bear any cost in returning currency which has been sent in error or is badly defaced / damaged.*

*The company count, verification of totals and currency identification shall be deemed as correct and is final. No correspondence shall be entered into and no discussions take place on the totals, currency type or authentication. When entering into this agreement, you agree to adhere to the company decision as to the total, currency type or authentication of currency notes sent back and you shall not seek to make any claim whatsoever against the company in relation to this matter for any reason.

All currency notes will be checked at the time of counting by two company representatives to ensure it is not counterfeit or fraudulent. Techniques and systems used by the company to check for counterfeit / fraudulent currency, changes from time to time depending on security notifications that we receive. If we find any counterfeit notes in your currency, you will be notified in your confirmation email and your sterling payout reduced accordingly.

Any counterfeit notes that we deduct from your totals will NOT be returned to you. The counterfeit notes shall be passed to the appropriate authority and a receipt obtained. Your name and address details will also be given if we are requested to do so. This shall not be deemed as a breach of data protection. The company would like to point out that this is a very rare occurrence and that usually it shall be one or two notes in a larger bundle, which confirms it is not a deliberate act.

If your currency total sent is counted and found to be LESS or MORE than your suggested booked in amount, the company may contact you directly on this matter. This would only be the case if the shortfall or excess is a substantial amount compared to your suggested booked in total. In these cases, your return may be put on HOLD until we have made contact and clarified the reason for the error.

When counted, checked and confirmed, we shall email you confirming receipt of your currency, confirmation of the totals being correct and confirm the sterling value.

Your Guaranteed Rate Periods.

COMPANY RETURNS ENVELOPE USED (4 DAYS)

If you asked us to send you a secure envelope (unpaid), your rate guarantee period starts on the day we actually send out your envelope. As soon as we send your envelope, you shall receive an automated email and a status change to your booking confirming our action. If you book currency in for return AFTER the postal cut off for that day, you shall not receive email and status confirmation until the next postal day, when we have physically sent out your envelope.

If your currency arrives (signed for date) within the 4 days' rate fix period, your sterling total shall be as per your quote when you booked your currency in and received your returns ticket number.

If your currency arrives (signed for date) after the 4 day fixed rate period has expired, you shall be advised as to your new sterling total on your confirmation email. The new rate shall be the prevailing rate of exchange on the day of arrival at our premises (signed for date). In the event of your currency arriving more than 4 days after booking in, the prevailing rate for the date of receipt may be higher or lower that the expired fixed rate.

If your 4 DAYS’ guarantee falls on or includes a Sunday, this shall not be counted as one of your guaranteed days. Example: if we send out a secure envelope Friday it would be covered under the 4 day rate guarantee until Wednesday.

Returns arriving on a Saturday shall be collected / signed for, but shall not be processed until the Monday, or next working day due to Public or Bank Holidays.

Bank Holidays will not be counted as one of your guaranteed days.

If your currency sterling total qualifies for your postage costs to be refunded, it will be added and shown on your confirmation email as “postage fee refund”. The postage fee refund will be issued in line with the cost of sending the currency to us via Royal Mail Special Delivery with the addition of the insurance premium relevant to the sterling value of currency sent to us.

We cannot be held responsible for any delays caused by Royal Mail when delivering either our envelope to you or your envelope being returned to us. We will however add extra days to guarantees where appropriate such as bank holidays / bad weather.

SELF POSTED RETURN (3 DAYS).

If you decide to use the self post option, your rate guarantee period starts on the day you make your currency return booking. You shall receive an automated email and a status change to your booking confirming your posting preference.

If your currency arrives (signed for date) within the 3 days’ fixed rate period, your sterling total shall be as per your quote when you booked your currency in and received your returns ticket number.

If your currency arrives (signed for date) after the 3 day fixed rate period has expired, you shall be advised as to your new sterling total on your confirmation email. The new rate shall be the prevailing rate of exchange on the day of arrival at our premises (signed for date). In the event of your currency arriving more than 3 days after booking in, the prevailing rate for the date of receipt may be higher or lower that the expired fixed rate.

If your 3 DAY guarantee falls on or includes a Sunday, this shall not be counted as one of your guaranteed days. Example: A return booked in on Friday at 1pm would be covered under the 3 day rate guarantee until Tuesday 1pm.

Returns arriving on a Saturday shall be collected / signed for, and updated as received but shall not be processed until the Monday, or next working day due to Public or Bank holidays.

Bank Holidays will not be counted as one of your guaranteed days.

Special Delivery Postage Refunds.

If you return £400 or more (sterling value of currency sent), we shall refund you your postage costs based on the sterling valuation of your returned currency as per the Royal Mail Special Delivery NEXT DAY before 1pm pricing structure as shown here, Royal Mail Special Delivery Prices.

Postage refunds are based on the use of Royal Mail Special Delivery NEXT DAY service. The use of Royal Mail Guaranteed before 9.00am or Guaranteed Saturday delivery is allowable but returns shall only be paid as per NEXT DAY before 1pm pricing structure. The use of Saturday Guaranteed is not advisable as returns received on a Saturday shall have their status changed to "Return Received" but shall not be fully processed until the Monday.
In our experience, Next Day items sent on a Friday WILL arrive on the Saturday without the expense of paying for a Guaranteed Saturday delivery.

For returns that qualify, the correct postage fee shall be added to your cheque / BACS value for your currency or sent on a separate cheque. We require no proof of what you paid for your postage. This shall be an automatic addition for qualifying returns and paid at the Royal Mail band applicable to the sterling value and weight of your return.

Please ensure that in the case of multiple returns, one envelope is used where possible. Multiple returns in multiple secure envelopes shall only have postage refunds applied where the correct amount of envelopes have been used. The maximum GBP allowable in one secure envelope is £2500 GBP.

Please ensure your Post Office counter doesn't over insure your return, as Postage Refunds shall only be paid as per the Sterling value and weight of your return.

Postage refunds are also paid even if your return has been sent without the use of Special Delivery, even although we would always advise the use of Special Delivery, insured to the correct level.

In these cases the refunded fee shall be based on the value of currency returned as shown below.

Up to £500 sterling value	Up to £1000 sterling value	Up to £2500 sterling value
£6.45*	£7.45*	£9.45*

* Prices correct from 31st March 2016, based on a postal weight of 100g. Subject to change any time without notice by the Royal Mail.
Weights over 100g (up to 500g) shall have an additional charge of £0.80p added to the relevant applicable fee as shown above.

Issuing Cheques / Bacs Payments from the Company.

Cheques (default payment option).

When we have received, checked and verified your currency we will then send you your confirmation email confirming your sterling totals. If your returned currency qualifies for a “postage fee refund”, the correct postage amount shall be either added to your payment.

We will post your cheque within 24hours of receipt / processing of your currency, (except Saturdays which shall be processed on the following Monday).

Postage days are the business week, namely, Monday to Friday. Returns arriving on a Saturday shall be treated as a Monday arrival. Bank Holidays will not be counted as a postage day.

In the unlikely event that your payment cheque gets lost in the post, the company will immediately put a stop on your lost cheque. In these circumstances, the company shall not issue a replacement cheque until 7 days have expired from being notified your original cheque has gone missing. This is a strict company policy to stop any attempt by a third party attempting to cash your cheque.

We would advise leaving it a few days before reporting a cheque lost. If the cheque were to arrive the following day, it would have already been stopped by the company and the 7 day period would have to expire before a replacement cheque is issued.

The company reserves the right to send your cheque, be it your first cheque or a replacement cheque, by first class recorded mail, if it sees fit. We will not advise you that we have done so and this shall be done on a completely random basis.

BACS payments (requested).

BACS payments can be made upon request via your "Contact Us" located in “Assistance” while logged in, via admin@exchange-bureau.co.uk Or written on your ‘self post’ printed or downloaded returns form.

BACS payment requests must be made in writing (or entered as a note with your returned currency or written on the returns form) to ensure we have a written request on file. We cannot take bank details verbally over the phone.

In your request for a BACS payment, all we require is your Booking Reference Number, Name on the Account, Sort Code and Account Number. The account name must match your Pay with Currency account name and shall only be payable to the business name (not personally).

The company shall not be held responsible if you give us incorrect account details / numbers, but shall be responsible if we input your provided details incorrectly. If the company makes a payment error, we shall immediately rectify the error by paying the payment amount again, to the correct account. If you make an error and the account details you provide are incorrect and payment has already been made, we shall not rectify the payment until the original payment has been claimed back / returned from the relevant incorrect bank account.

BACS Payment requests must be made each time you make a new booking. This is to ensure the company do not use old account data where a client has changed their account and not told us the new account number and sort code. Exchange Bureau does NOT store your account details against your account for the reason noted above, hence if a BACS payment request is not received for a new booking, the payment shall be made using the default payment method, namely cheque.

BACS payments can only be paid to an account with the same name as your Pay with Currency account. Payments will be made within 1-2 business days of receiving and verifying your currency. Status updates shall be emailed confirming the progress of your order and its payment.
The maximum BACS payment allowable in any 24 hour period is £2500.

Currency types and note values – Pay with Currency Transactions.

Exchange Bureau Pay with Currency deals with the 12 most popular currencies, but the company reserves the right to add or remove currencies at any time. Any additions / deletions to the types of currencies or note sizes dealt with will be advised immediately to the member via the “Notice Board” on log in. We may from time to time also choose to email any significant changes directly to you.

Exchange Bureau Pay with Currency shall accept most currency note size denomination. WE DO NOT ACCEPT 500 EURO and 1000 SWISS FRANC notes. Exchange Bureau Pay with Currency also doesn’t accept any coins.

In certain circumstances, excessive currency returns from an individual member may be investigated. This is standard procedure to ensure Pay with Currency is being used as intended. Where multiple sites have joined, we shall take this into account where currency returns are centralised from one site location.

Surcharge for returning 500 Euro notes – PRE AUTHORISATION REQUIRED

As stated, the company will not accept 500 Euro or 1000 Swiss Franc notes. In certain circumstances however, the company may allow the acceptance of these notes but only if the company has given the user authority to do so. Authority to do so must be requested in writing giving the reason for the request to admin@exchange-bureau.co.uk.

If authority is given, which shall be in written form, the following shall apply.

If you have been given authority to accept 500 Euro and 1000 Franc notes, a surcharge is applied to every note that is returned for conversion to GBP. This surcharge is deducted on return by amending your return total for your booking/s to the value of 5 Euro for each 500 Euro & 10 Swiss Franc for each 1000 Franc note returned with that booking. We shall change your status and email you about this total amendment and charge.

When booking in a return value of Euros of 500 or greater, you shall be presented with an onscreen message advising of the additional 1% charge on every 500 Euro note returned. This message shall not appear for a return of Franc notes but still applies.

For ease of calculation, the company has chosen to impose this 1% charge by deducting 5 Euros for every 500 Euro note returned with any one booking (or 10 Francs for every 1000 note). If multiple bookings exist that contain 500 Euro/1000 Franc notes, then all bookings will receive separate notification of the charge amount deducted, based on the number of 500 Euro/1000 Franc notes contained in each booking.

By deducting 5 Euros for each 500 Euro note returned (or 10 Francs for every 1000), the rate given when booking, if still within the guaranteed period, shall continue to be honoured on the whole booking/s thus ensuring only any 500 Euro/1000 Franc notes returned shall bear this extra 1% charge with the remainder of the booking, if the contents also contain other lower Euro/Franc note sizes, shall not be subject to any additional charges.

By proceeding with your booking/s and subsequently returning your currency to this company, you are confirming that you understand and acknowledge acceptance of this charge.

If, after returning, you decide that you do not want to proceed with the booking either because of the additional 1% or for any other reason, you will be liable to pay the relevant Royal Mail Special Delivery fee. This fee must be paid to the company before we will send back your currency. The fee payable is shown in these terms and conditions under "Postage Refunds" and shall be payable based on the insurance level required which covers the GBP value of the returned currency. The postage fee you paid to send the currency to us shall not be refunded (if applicable).

No further admin fees or charges shall be imposed / added by the company.

Cash and Currency handling.

The company shall bear no responsibility for any shortage of cash or currency through a miscount or by any other means. The company would advise that currency received or change given out to the member’s customers is always counted twice in front of the customer before any checks on validity is carried out.

Do not remove your customer’s currency from the customer’s sight or take to another room or area before it has been counted to confirm an agreed amount that has been given by your customer.

Cash and Currency counterfeit checking / authentication.

The company shall take no responsibility if the member accepts counterfeit or damaged currency notes. It is the member’s responsibility to ensure they check that all currency notes are of valid issue and are authentic. Members should use currency checking devices as per their normal day to day acceptance of GBP notes. The company shall provide guidance on security features on all currency types taken by the company. This guidance is available in the member’s account on “Pay with Currency” in the “Assistance” section of your Pay with Currency account when logged in.

The company shall not bear responsibility either financially or legally for any counterfeit currency notes taken in by the member. It is at the sole discretion of the member to ascertain a note’s validity.

The company shall not convert to GBP or return counterfeit notes sent back to the company. The company will advise the member of its decision not to convert to GBP or return counterfeit notes.

Cash and Currency in Circulation.

The company shall provide at all times a current list of currency notes that are in circulation that you / we can accept. This list shows a picture of each note for clarity. The list is available though the member’s account in the “Assistance” section.

The company shall bear no responsibility for any out of circulation and / or out of date currency notes taken by the member for any reason. The company shall return out of date / circulation notes to the member at the member’s request and expense.

Cash and Currency Security.

As with the member’s normal day to day business, cash security is of upmost importance. Every member shall already have their own procedures to handle cash for their business.

The company shall not tell the member how to deal with their cash or currency. The company would however strongly recommend that all members examine their procedures in place already and make adjustments where necessary depending on the amounts of cash and currency held in floats.

The company shall bear no responsibility for any loss of any kind in relation to cash and currency. This is the member’s responsibility to ensure site security is sufficient for their needs.

Business Premises Insurance Cover for cash / currency.

Every member is required to ensure they have sufficient insurance cover for cash and currency to cover their needs. As every member shall decide themselves how much cash and currency to hold on their premises, it is fully the responsibility of the member to protect their own cash and currency.

By adding extra insurance cover for cash or currency to the member’s insurance policy, the insurance company may charge an additional fee.

The company shall not be liable to bear any cost in relation to increased cash / currency insurance cover.

By adding extra insurance cover for cash or currency to the member’s insurance policy, the insurance company may request a safe (or a larger safe) is installed on the premises.

The company shall not be liable to bear any cost in relation to additional security measures, which includes, but is not limited to, new safes or security systems and cameras.

Complaints received by Exchange Bureau about a member.

Any complaints received directly or indirectly about a member’s process or activities shall be dealt with immediately by the company.

Depending on the nature of the complaint shall determine any action taken by the company. If the company receives excessive complaints about an individual member, the company may take action that it sees fit to reprimand the member.

The company doesn’t want to be put in the position of needing to deal with complaints or be put in the position of having to reprimand a member, but the company shall always be fair with any action it takes.

If the company receives excessive complaints about a member, we shall immediately close the member’s account with Exchange Bureau Pay with Currency and notify the member of the same by email to the registered email address.

Exchange Bureau – Membership and Renewal Fees.

Exchange Bureau Pay with Currency is FREE to join and FREE to renew each year.

The company does however retain the right to change the membership and / or the yearly renewal fee, by giving at least 30 days notice (in the case of a yearly renewal fee).

Reasons to close a member’s account –

The company doesn’t take this action lightly, but in certain circumstances it shall be the appropriate action required.

The company will always explain the reason why this action was taken, but in the case of non payment of membership fees, the company reserves the right to close a member’s account, without further warnings. Initial contact and subsequent requests for payment of the member’s annual fees shall be deemed as sufficient notice and request.

If the member has been reported for a breach of money laundering regulations, we shall instantly close the member’s account. Any membership fees are non refundable, as they are paid yearly in arrears.

The following are also examples of circumstances when the company reserves the right to close a member’s account:-

- if the member has been found to be NOT adding correct / accurate descriptions of goods / services purchased

- if the member uses Pay with Currency but doesn’t return the currency to us for conversion to GBP

- if the member is found to be transacting currency for cash transactions (must be currency for goods & services)

- if the member has been previously warned about not processing transaction properly through Exchange Bureau

- if the member has had numerous warnings about not following the Exchange Bureau process

- if we get excessive customer complaints for a member from its customers

Members who have had accounts closed for any reason must ensure they cease transactions for any business relating to Exchange Bureau with immediate effect.

PLEASE NOTE - Warning on use from different locations - not registered member’s address.

Only one site is registered to transact via your membership of Exchange Bureau. If you have other sites, you have to register these premises separately.

To ensure Exchange Bureau is only used at the registered business address, Exchange Bureau monitors IP addresses.

Monitoring your IP address shall not be deemed as a breach of privacy and / or data protection regulations.

Attempting to use Exchange Bureau from another un-registered location would be deemed as a breach of membership rules and would compromise your membership. In these circumstances, the company would have no option but to cancel or disable your membership without notice.

Responsible Use of Exchange Bureau.

Members are asked that they act responsibly when transacting any business via their Exchange Bureau Pay with Currency membership. Remember that these are your customers and it is your business credibility at stake.

Using Exchange Bureau responsibly and being fair with your customers will ensure your success.

Company Code of Conduct – Pay with Currency.

The company shall expect at all times, that all members:-

- Act honestly, fairly and responsibly with all transactions relating to Exchange Bureau Pay with Currency and your customers.

- Process all Exchange Bureau transactions through their member’s online account completing all relevant information accurately.

- Return all currency obtained via the use of your Pay with Currency system back to the company for conversion and payment.

- Tell us if you have a problem. We’re here to help you.

- Be polite to the company’s employees, as they will always be polite to you.

Company Visits to your Business premises.

The company is responsible to ensure that you act in accordance with the company’s code of conduct and the terms and conditions of your membership.

In the course of fulfilling the company’s responsibilities to monitor and advise, it may be the case that a company representative is required to inspect and assess your adherence to the company’s code of conduct and terms and conditions.

Visits may be scheduled but in some circumstances the company may require to make unscheduled visits.

The member must allow these visits to take place and must supply any information / proof of transactions required by the company representative.

Failure to assist with either a scheduled or non scheduled visit by the company may result (in extreme circumstances) in your members account being disabled or closed.

Active email address and telephone number – Alert Contact.

The company requests that where possible, members keep their company details up to date with any changes being advised to us either via your “Contact Us” form when logged in, or by emailing us directly at members@exchange-bureau.co.uk.

In certain circumstances, the company may need to contact the member as a matter of urgency on a variety of matters.

Downloadable Advertising & Promotional Materials.

To help you attract more Pay with Currency customers, we offer a range of high definition full colour advertising. You can either print this yourself, or download it and have it professionally printed.

From time to time, the company may offer free advertising and promotional material which will be sent directly to your premises. This may be available by application or may just be directly sent. In the case of the latter, opening your members account with Exchange Bureau Pay with Currency gives your agreement to the sending, by post, of any such materials to your registered business address.

Changes to Our Agreement / Contract.

For the benefit of fine tuning our agreement, we shall make changes to our main agreement as and when it is appropriate for us to do so.

We shall update the online version only of this agreement. We shall only tell the member directly of changes in the agreement which may have a financial implication or burden on the member or are deemed by the company as potentially harmful with the day to day use of your membership. Any other changes are deemed to be of a lower importance and shall not directly affect the member.

The latest version of our agreement is always available to view in the members account, when logged in, in the ”Assistance” section.

Changes to our Company Name and / or Address.

Changes to your Company Name and / or Address.

If the member changes company name, be it to a new limited or trading as company name, their membership shall remain valid as long as we have been notified of any changes prior to them happening. The company shall change details held about the member after checking the new data provided. If the member changes address for the business, then we must be informed of the change in plenty of time to allow us to verify then edit your address on your account. These changes can only be made by the company and can take up to 72 hours to be actioned.

Failure to notify the company of any such changes will result in the member’s account being disabled or closed.

Changing Company Ownership or Main Contacts.

If you sell or transfer ownership of your company / business, be it a limited or trading as company, your membership to Exchange Bureau MUST also be changed.

Any change to or new controlling / shareholding director MUST be advised to Exchange Bureau immediately.

Please give as much notice as possible to Exchange Bureau before any changes take place.

Exchange Bureau may, where possible, re assess your membership by doing further checks against the new owner / director / shareholder.

Exchange Bureau system crashes or server down time.

The company takes full responsibility for all systems that relate to Exchange Bureau, and confirm that we shall endeavour to ensure system problems do not arise. If the company systems create a problem which affects the member’s use of the systems, we, the company, confirm that we shall address and fix the problem as quickly as possible. It is not possible for the company to offer compensation for any periods of system down time, where the company has had system failures caused by software, server or server hosting services.

Additional Information Request.

The company may, at any time, ask for further information to be provided for a transaction. Failure to provide such information shall be deemed as a breach of the terms and conditions of your account, in which case the company may take the action of closing your account and removing your ability to access the same.

Company Newsletter.

The company shall email you a newsletter or other email directly from the company relating to the company's current activities. If you do not wish to receive further emails from the company, you should replay to the said email and insert the word "REMOVE" in the subject matter of the reply email. You shall then be removed from the email distribution list. The company shall not share, sell or pass on your email to any third party without your consent.

Data Protection Act 1998.

All information given is confidential and shall be treated within the terms of the Data Protection Act 1998.

Your personal and company data will be treated in confidence and will not be disclosed to any third parties except where permitted by law or where you have given your consent.

The Data Protection Act 1998 gives you rights to access the personal data we hold about you, the right to correct any inaccurate or out-of-date information, and the right to ask us not to process your information for marketing purposes. We are entitled to make a charge for giving you access but corrections are free, as are deletions from our marketing list. Please inform us immediately if you become aware that we are holding inaccurate or out-of-date information about you. Your address and postcode data can be edited in your account, but your name cannot. If you require any such changes to your name, please contact accounts@exchange-bureau.co.uk, specifying your request.

Deletion from our company email newsletter and associated company emails can also be actioned by emailing accounts@exchange-bureau.co.uk

No material protected by copyright, trade mark or other proprietary rights shall be uploaded, posted, submitted or otherwise made available on this website without the express permission (and agreement to the terms hereof) of the owner of the copyright, trade mark or other proprietary right and the burden of determining that any material is not protected by such rights rests with you. You shall be solely liable and hereby undertake to indemnify us and our officers, employees, agents, representatives and contractors for any damages resulting from any infringement of copyrights, proprietary rights, or any other harm resulting from any uploading, posting or submission.

You may download, temporarily store, and use the information contained in or on one or more pages from this website for your own personal use and research. However, save where the same cannot be prohibited by law, you may not adapt, modify, copy, merge, translate, decompile, disassemble, permanently store (save in respect of any wallpapers and / or screensavers downloadable from this website), republish, retransmit, redistribute or otherwise make such information or pages available to any other party or available on any website, online service or bulletin board of your own or of any other party or make the same available in hard copy or on any other medium without our express prior written consent.

All trademarks, brand names and business names or logos contained in this website are proprietary to us and / or are utilised under appropriate licences. All designs, texts, graphics, codes and the selection or arrangement of them are the copyright or database rights of ours and / or are utilised by us under appropriate licences.

You hereby grant to us a worldwide, royalty free, perpetual, irrevocable, non-exclusive right and licence to use, reproduce, modify, adapt, publish, translate, distribute and display any text and / or other materials posted on or submitted to this website by you, in whole or in part. You warrant that you have the right to grant such a licence and will at your own cost do all you reasonably can to give the title you purport to give us under it, and that such a right and licence shall be free from all charges, encumbrances and adverse rights.

You hereby waive and / or agree to procure the waiver of any and all moral rights (as set out at Chapter IV of Part I of the Copyright, Designs and Patents Act 1998) in and in relation to any text or submission which you may make to this website save that we reserve the right to identify you as the author of any submission which is published in whole or in part on this website.

Errors and Omissions.

By joining Exchange Bureau with a members account and hence accepting these terms and conditions, you hereby indemnify the company for any errors or omissions on this website. Errors and omissions include but are not limited to, incorrect buy back rates being displayed for certain or numerous currencies. The company shall update currency rates on a daily basis (but are not limited to) and shall endeavour to make sure rates are correctly displayed. In the case of a client making a booking with an incorrect currency buy back rate being displayed, the company shall have the right to update the rate to the correct value and advise the client of the same without a breach of this agreement taking place.

Disclaimer.

The information contained and / or the opinions expressed on this website are provided for general information purposes only and are not intended to be comprehensive, nor specific professional advice. Furthermore, any information provided is for guidance only. It is not intended to replace professional advice. We do not accept any responsibility and / or liability for the implementation of any advice provided. Whilst we endeavour to ensure that the content of our website is accurate and up-to-date, we do not make any representations nor give any warranties of any kind (express or implied) with respect to the contents or operation of this website, and any such representations and warranties are expressly excluded.

Contact & Company Information

Correspondence address

Pay with Currency
The Cheque Shop Ltd
47 London Road
Edinburgh
EH7 5SP

Use “Contact Us” while logged into your account

Email : contactus@exchange-bureau.co.uk

For corporate enquiries, please contact us directly at,

The Cheque Shop Ltd

47 London Road

Edinburgh

EH7 5SP

Email : abbey@cheque-shop.co.uk

Exchange Bureau and Pay with Currency are trading styles of The Cheque Shop Ltd, a UK registered company with its registered offices at 47 London Road, Edinburgh, EH7 5SP. Registration number SC185172.
The Cheque Shop Ltd is a data controller, registered with the Information Commissioners Office (ICO) and thus fully complies with the Data Protection Act 1998
The Cheque Shop Ltd is a registered Money Service Business (MSB) for foreign currency transactions. Registration number 12132361