contact@themotumgroup.com
OUR COMMITMENT
01
We take ownership of maintenance, repairs and improvement works, with one clear team responsible from first call to completion.
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Our trusted network covers every trade, giving you a coordinated solution rather than a collection of disconnected contractors.
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We keep communication clear, programmes visible and the quality of every outcome firmly in view.
LEGAL
THE MOTUM GROUP LTD Company Number: 17393692 Registered Office: 120 Hawthorn Crescent, Portsmouth, Hampshire, PO6 2TR Effective Date: 12 August 2026 Review Date: 12 August 2027 1. About These Terms These Terms & Conditions ("Terms") apply to the use of the THE MOTUM GROUP LTD ("MOTUM", "we", "us" or "our") website and to the provision of services by MOTUM to customers. By using our website, requesting a quotation, accepting a quotation or engaging our services, you agree to be bound by the terms applicable to that activity. Where a quotation, proposal or separate written agreement contains specific terms that conflict with these Terms, the specific terms of that quotation or agreement will take precedence for the relevant services. Nothing in these Terms affects any statutory rights that cannot legally be excluded or restricted. 2. About MOTUM THE MOTUM GROUP LTD is a limited company registered in England and Wales. Company Number: 17393692 Registered Office: 120 Hawthorn Crescent Portsmouth Hampshire PO6 2TR MOTUM provides property services, facilities management and related services to commercial customers, property and facilities management companies, landlords, homeowners and other customers. MOTUM may arrange and coordinate services through suitably competent specialist contractors and subcontractors. 3. Use of Our Website The MOTUM website is provided to give information about our services and to allow customers and prospective customers to contact us and request quotations. We aim to keep website information accurate and up to date, but we do not guarantee that all website content will always be complete, current or free from errors. Information on the website does not constitute a quotation or binding offer unless expressly stated otherwise. We may update, change, suspend or withdraw website content or functionality at any time. 4. Website Intellectual Property Unless otherwise stated, the website and its contents, including MOTUM branding, logos, text, graphics, photographs, designs, documents and other original materials, are owned by or licensed to THE MOTUM GROUP LTD. You must not copy, reproduce, modify, distribute, publish, commercially exploit or otherwise use MOTUM's intellectual property without our prior written permission, except where permitted by law. 5. Quotations MOTUM will normally provide a quotation before carrying out agreed works. A quotation will describe the works, services, materials and other items included within the proposed scope. Unless otherwise stated, quotations are valid for 30 days from the date issued. A quotation does not become a binding contract until it has been accepted by the customer and MOTUM has agreed to proceed. Acceptance may be provided by clear written communication, including email, signed documentation, electronic acceptance or other written confirmation. For business customers, the person accepting a quotation confirms that they have authority to enter into the agreement on behalf of the relevant business. 6. Scope of Works The quotation covers only the works, materials and services expressly included within it. Anything not specifically included is excluded unless subsequently agreed in writing. Quotations are based on the information available to MOTUM at the time they are prepared. Where actual site conditions, existing installations, access arrangements or other circumstances are materially different from the information provided, additional work or revised pricing may be required. 7. Additional Work and Variations Additional work may be required where circumstances arise that were not reasonably apparent when the quotation was prepared. Examples may include: Hidden defects. Additional materials being required. Changes requested by the customer. Additional works required to complete the agreed scope safely or lawfully. Conditions materially different from those described when the quotation was prepared. MOTUM will seek the customer's written approval before carrying out additional chargeable work. MOTUM will not charge the customer for additional work where the additional cost has been caused by MOTUM's own error, negligence or failure to properly scope the original agreed works. MOTUM may refuse or stop additional work where it considers the work unsafe, unlawful, outside its capabilities or otherwise unsuitable to undertake. 8. Subcontractors MOTUM does not normally undertake the specialist trade work itself and may appoint suitably competent subcontractors and specialist contractors to deliver the agreed services. The customer's contract remains with MOTUM unless expressly agreed otherwise. MOTUM may select, appoint and replace subcontractors as reasonably required to deliver the agreed services. Subcontractors will be selected based on relevant competence, qualifications, experience, suitability and the requirements of the work. MOTUM remains responsible for coordinating the services it has contracted to provide, subject to the terms of the relevant quotation. 9. Trade Qualifications and Accreditation Where particular works require a specific qualification, registration, accreditation or competent-person scheme, MOTUM will arrange for appropriately qualified or accredited persons or contractors to undertake those works where required. MOTUM will not claim to hold an accreditation, registration or qualification that it does not hold. Where relevant, the applicable contractor's certification or accreditation may be identified in the quotation or completion documentation. 10. Standards and Certification Works will be carried out in accordance with applicable laws, regulations and relevant industry standards. Where specialist testing, inspection or certification is required and included within the quotation, MOTUM will arrange this through an appropriately competent person or specialist contractor. Certificates, reports and completion documentation will be provided where required by law, included within the quotation, or generated as part of the works by the relevant competent person or subcontractor. 11. Trade-Specific Warranties and Guarantees Where applicable, workmanship warranties or guarantees will follow the warranty or guarantee offered by the relevant trade contractor and will be identified in the quotation or relevant documentation. For example, where an appropriately accredited electrical contractor provides a specific warranty, the applicable warranty period and conditions will be those provided by that contractor. Manufacturer warranties applying to products or equipment are separate from any workmanship warranty. Where possible, MOTUM will pass the benefit of applicable manufacturer warranties to the customer. Warranty and guarantee provisions do not remove or limit any statutory rights that apply to consumers. 12. Existing Installations and Hidden Defects MOTUM and its subcontractors may encounter existing installations, equipment or property that are defective, unsafe, non-compliant or unsuitable. MOTUM is not responsible for hidden defects or pre-existing non-compliance that could not reasonably have been identified when the quotation was prepared. Where existing conditions make the agreed work unsafe, unlawful or materially different from the circumstances described at quotation stage, MOTUM may recommend remedial work or refuse to proceed until the relevant issue has been appropriately addressed. 13. Customer Responsibilities Customers must: Provide accurate and complete information relevant to the proposed works. Provide safe and reasonable access to the property or site. Provide access to relevant areas, equipment and services required to undertake the agreed work. Inform MOTUM of known hazards and relevant site conditions. Inform MOTUM of known asbestos, dangerous substances, structural concerns, electrical faults or other hazards. Obtain required permissions and consents unless MOTUM has expressly agreed in writing to obtain them. Provide suitable basic site facilities where reasonably required, unless otherwise agreed. Customers are responsible for ensuring that information provided to MOTUM is accurate. MOTUM will not be responsible for additional costs caused by inaccurate, incomplete or misleading information provided by the customer. 14. Permissions and Approvals Unless expressly included within the quotation, customers are responsible for obtaining any permissions, consents or approvals required for the proposed works. This may include: Planning permission. Building regulations approval. Listed-building consent. Landlord or freeholder approval. Leaseholder consent. Property management approval. Other relevant permissions. Where MOTUM agrees to assist with obtaining or coordinating an approval, the customer remains responsible for providing accurate information and paying applicable application, inspection or authority fees unless otherwise stated in the quotation. 15. Site Access and Abortive Visits Customers must provide safe and reasonable access at the agreed time. Where MOTUM or its subcontractor attends a property or site but cannot reasonably proceed because of circumstances caused by the customer, MOTUM may charge reasonable costs associated with the wasted attendance. This may include circumstances where: Access is unavailable. The customer is not present where their presence is required. The site is not ready. Required information or permissions have not been provided. The customer has failed to disclose relevant conditions. 16. Safety and Right to Stop Work MOTUM and its subcontractors may stop, refuse or postpone work where conditions are unsafe, unlawful or materially different from those described when the quotation was prepared. This includes situations involving hazardous materials, unsafe structures, unsafe existing installations or other circumstances presenting an unacceptable risk. Where work is stopped for these reasons, MOTUM will communicate the reason to the customer and, where appropriate, provide options for resolving the issue. 17. Hazardous Materials If hazardous materials or dangerous conditions are discovered, including asbestos, contaminated materials, unsafe structures or other dangerous substances, work may be stopped until the risk has been appropriately assessed and managed. Specialist contractors or additional measures may be required. Any additional costs will be discussed and agreed with the customer before chargeable additional works are undertaken, where reasonably practicable. 18. Waste and Disposal Waste generated through MOTUM's works will be handled and disposed of appropriately. Pre-existing waste, hazardous waste, contaminated materials or unusual disposal requirements that were not included within the quotation may result in additional charges where applicable. Where MOTUM is responsible for transferring waste, appropriate waste-management requirements will be followed. 19. Customer-Supplied Materials and Equipment Where customers provide materials or equipment for installation, they are responsible for ensuring that those items are suitable for the intended use. MOTUM is not responsible for defects, incompatibility or failures caused by customer-supplied materials or equipment, provided that MOTUM has not caused the issue through its own negligence or incorrect installation. 20. Product Selection Unless otherwise specified in the quotation, MOTUM or its appointed subcontractor may select materials or equipment reasonably suitable for the agreed works and appropriate to the required standards. Where the customer chooses an alternative product or specification against MOTUM's recommendation, MOTUM will not be responsible for problems caused by that choice, provided the issue was not caused by MOTUM's own negligence or incorrect installation. 21. Customer Property Customers should remove or securely protect valuable, fragile or personal belongings from areas where work is being undertaken. MOTUM and its subcontractors will take reasonable care when working at customer properties. MOTUM will not be responsible for loss or damage caused by items that were not reasonably identifiable, accessible or appropriately protected, subject always to liability that cannot legally be excluded or restricted. 22. Timescales and Completion Dates Any start dates or completion dates provided by MOTUM are estimates unless the quotation expressly states that a date is fixed. Timescales may be affected by subcontractor availability, material availability, site access, customer requirements, other contractors or circumstances reasonably outside MOTUM's control. Where a date needs to be changed, MOTUM will communicate the proposed change and obtain the customer's agreement to the revised arrangement. 23. Delays MOTUM will take reasonable steps to minimise delays. Where a delay is caused by circumstances reasonably outside MOTUM's control, MOTUM will not be liable for losses caused solely by that delay, to the extent legally permitted. Where the delay is caused by the customer, including lack of access, changes to the works or failure to provide required information, MOTUM may recover reasonable additional costs arising from the delay. 24. Ongoing Maintenance and Service Contracts MOTUM may provide ongoing maintenance or service contracts. The specific terms of an ongoing contract, including: Services included. Service frequency. Pricing. Contract duration. Notice periods. Renewal arrangements. Cancellation provisions. will be set out in the individual quotation or service agreement. 25. Pricing and VAT Unless otherwise stated, prices are based on the scope and assumptions set out in the quotation. Additional works and variations will be charged separately where agreed. VAT will be charged where applicable at the prevailing rate. 26. Deposits and Upfront Payments MOTUM may require a deposit or upfront payment for certain projects, particularly where significant materials, subcontractor commitments or other project costs must be incurred in advance. The amount and payment terms will be stated in the quotation. Where a project is cancelled, any refund of an upfront payment will take account of costs already incurred by MOTUM that cannot reasonably be recovered, subject to the customer's statutory rights. 27. Payment Unless otherwise stated in the quotation or agreed in writing, invoices are payable within 7 days of the invoice date. MOTUM accepts payment by: BACS/bank transfer. Cheque. Other payment methods may be offered at MOTUM's discretion. Where payment terms are specifically stated in an accepted quotation or agreement, those terms will apply instead of the standard 7-day period. 28. Late Payment Where an invoice is overdue, MOTUM may charge interest or other lawful compensation where permitted by applicable law and the relevant contract. For business-to-business transactions, statutory interest may apply where applicable. Any contractual rate or charge will be stated in the quotation or agreement where appropriate. 29. Suspension for Non-Payment Where a customer fails to pay an amount when due, MOTUM may suspend further work or services until the outstanding amount has been paid, where legally permitted. MOTUM will not exercise this right where doing so would create an unacceptable safety risk or breach another legal obligation. Suspension does not remove the customer's obligation to pay amounts already due. 30. Cancellation by the Customer For business customers, cancellation terms and any applicable cancellation charges will be determined by the quotation or contract. Where a business customer cancels after accepting a quotation, MOTUM may recover reasonable costs already incurred and any cancellation charges expressly stated in the quotation or contract. Such costs may include committed subcontractor costs, materials ordered, administration and other reasonable costs arising from the cancellation. For consumers, statutory cancellation rights will apply where legally required. 31. Consumer Cancellation Rights Where a customer is a consumer and the contract is entered into as a distance contract or off-premises contract, statutory cancellation rights may apply. Where applicable, consumers will generally have a 14-day cancellation period, subject to statutory exceptions and requirements. MOTUM will provide the information required by applicable consumer legislation regarding cancellation rights. Where a consumer expressly requests that services begin during the cancellation period, MOTUM may begin providing those services before the cancellation period has expired. Where legally required, the consumer's request and acknowledgement will be obtained in an appropriate durable form. Where the law permits MOTUM to charge for services supplied before cancellation, the amount charged will be calculated in accordance with the applicable legal requirements. Where a service has been fully performed during the cancellation period and the applicable legal requirements have been satisfied, the consumer's cancellation rights may cease as provided by law. Nothing in these Terms removes or restricts a consumer's statutory rights. 32. Consumer Service Rights Where a customer is a consumer, MOTUM will provide services in accordance with applicable consumer law, including requirements relating to reasonable care and skill, information provided about the service, price and reasonable timeframes. Where legally applicable, consumers may have statutory remedies including repeat performance or an appropriate price reduction. These statutory rights apply regardless of any warranty or guarantee offered by MOTUM or a subcontractor. 33. Customer Complaints Customers should raise complaints with MOTUM as soon as reasonably practicable. MOTUM will investigate complaints fairly and will be given a reasonable opportunity to inspect and, where appropriate, remedy an issue. Customers should not appoint another contractor to undertake remedial work and automatically seek reimbursement from MOTUM without first giving MOTUM a reasonable opportunity to inspect and address the issue, except where urgent action is reasonably necessary to protect people or property. 34. Defective or Incomplete Work If a customer believes work is defective or incomplete, they should notify MOTUM promptly. MOTUM may inspect the work and, where appropriate, arrange for the relevant subcontractor or competent person to remedy an issue. Where MOTUM reasonably determines that an issue is not its responsibility, including where caused by customer misuse, pre-existing conditions, third-party work or customer-supplied materials, MOTUM may charge for inspection, attendance or remedial work where appropriate. Nothing in this clause limits statutory consumer rights. 35. Warranty Exclusions Any applicable workmanship or manufacturer warranty may not cover problems caused by: Misuse. Neglect. Lack of required maintenance. Accidental damage. Unauthorised alterations. Third-party work. Customer-supplied materials or equipment. Pre-existing defects. Failure to follow relevant operating instructions. The precise terms of any applicable warranty will be determined by the relevant warranty provider. 36. Termination by MOTUM MOTUM may terminate or suspend a contract where legally permitted if: The customer fails to make payment. The customer repeatedly prevents reasonable access. The customer materially breaches the agreement. The site is unsafe. The customer requests unlawful work. Continuing the work would create an unacceptable risk. The customer provides materially inaccurate or misleading information. The work can no longer reasonably be delivered as agreed. Where termination occurs due to circumstances caused by the customer, the customer remains liable for work completed, materials supplied or committed, subcontractor costs and other reasonable costs incurred up to termination, subject to applicable law and any consumer rights. 37. Insurance and Liability MOTUM maintains appropriate insurance for its business activities. Nothing in these Terms excludes or limits liability where such exclusion or limitation would be unlawful. Subject to that, MOTUM's liability will be limited to the extent covered by the applicable insurance maintained for the relevant activity, without creating a contractual liability cap where none is legally required. MOTUM will not be liable for indirect or consequential losses, including loss of profit, loss of business, loss of opportunity or similar losses, to the extent that such exclusion is permitted by law. For consumers, nothing in these Terms limits or excludes statutory rights or liability that cannot legally be limited or excluded. 38. Subcontractor Responsibility Where work is carried out by a subcontractor, MOTUM remains the customer's contractual point of contact for the services arranged by MOTUM. MOTUM may seek recovery from a subcontractor where appropriate if the subcontractor's actions cause loss, damage or additional costs for which the subcontractor is responsible. This does not affect the customer's rights against MOTUM under the applicable contract or law. 39. Photographs and Project Records MOTUM may take photographs, measurements, reports and other records during projects for purposes including: Project records. Quality assurance. Evidence of completed works. Certification and documentation. Insurance and dispute purposes. Internal business records. MOTUM may also use suitable completed-work imagery for marketing purposes where this is lawful and consistent with its Privacy Notice and any applicable customer permissions or objections. MOTUM will take reasonable steps to avoid unnecessarily publishing personal information or identifiable details that are not required for the marketing purpose. 40. Data Protection MOTUM will handle personal information in accordance with applicable UK data-protection legislation and its Privacy Notice. The Privacy Notice explains how MOTUM collects, uses, stores and shares personal information. Customers should review the Privacy Notice before providing personal information to MOTUM. 41. Communications MOTUM may communicate with customers by email, telephone, text message or other reasonable electronic means regarding: Quotations. Appointments. Works. Invoices. Payments. Service updates. Complaints. Contractual matters. Customers are responsible for ensuring that the contact information they provide is accurate and up to date. MOTUM is not responsible for missed communications caused by incorrect or outdated contact information supplied by the customer. Formal notices under a contract may be sent by email or post using the contact details provided by the customer, where appropriate. 42. Assignment The customer may not transfer or assign their contract to another person or business without MOTUM's written agreement. MOTUM may assign or transfer its rights and obligations under a contract as part of a business sale, restructuring or similar transaction, provided this does not unfairly reduce the customer's contractual rights. 43. No Waiver If MOTUM does not immediately enforce a right or provision under these Terms, this does not mean that MOTUM has waived that right. Any waiver will only be effective where confirmed in writing. 44. Entire Agreement The accepted quotation, any applicable service agreement and these Terms constitute the agreement between MOTUM and the customer in relation to the agreed services. Any changes or additional agreements should be confirmed in writing. 45. Severability If any provision of these Terms is found to be invalid, unlawful or unenforceable, that provision will be modified or removed only to the extent necessary. The remaining provisions will continue to apply. 46. Changes to These Terms MOTUM may update these Terms from time to time to reflect changes to its business, services, website or applicable legal requirements. The latest version will be published on the MOTUM website. Changes to the website Terms will not automatically alter a contract that has already been agreed with a customer. The Terms applicable to an existing contract will remain those agreed at the time the contract was formed, unless the parties subsequently agree otherwise or the law requires otherwise. 47. Governing Law These Terms and any contract between MOTUM and the customer will be governed by the laws of England and Wales. Any dispute will be dealt with in accordance with applicable law. Nothing in these Terms prevents a consumer from exercising any legal rights or remedies available to them. 48. Contact Questions, complaints or other contractual enquiries should be directed to: THE MOTUM GROUP LTD 120 Hawthorn Crescent Portsmouth Hampshire PO6 2TR Company Number: 17393692
ADDITIONAL POLICIES
Health & Safety
THE MOTUM GROUP LTD Company Number: 17393692 Registered Office: 120 Hawthorn Crescent, Portsmouth, Hampshire, PO6 2TR Effective Date: 12 August 2026 Review Date: 12 August 2027 1. Policy Statement THE MOTUM GROUP LTD is committed to protecting the health, safety and welfare of its employees, contractors, subcontractors, clients, visitors and members of the public who may be affected by its activities. We recognise that effective health and safety management is an essential part of our business. We will take all reasonably practicable steps to prevent accidents, injuries, ill health, damage to property and unnecessary risks arising from our activities. We are committed to complying with applicable UK health and safety legislation and maintaining appropriate standards across services arranged, managed or delivered on behalf of our clients. 2. Responsibilities The management of THE MOTUM GROUP LTD is responsible for: Providing appropriate resources to manage health and safety effectively. Identifying and controlling risks associated with our activities. Ensuring suitable risk assessments and method statements are prepared where required. Selecting competent and appropriately qualified contractors and subcontractors. Taking reasonable steps to verify relevant qualifications, experience, competence and insurance. Ensuring contractors and subcontractors understand and comply with relevant site and project requirements. Coordinating our activities with clients, contractors, subcontractors and other relevant parties where required. Reviewing accidents, incidents, near misses and health and safety concerns and taking appropriate corrective action. Providing appropriate health and safety information and instructions. All persons working on behalf of THE MOTUM GROUP LTD are expected to take reasonable care of their own health and safety and that of others who may be affected by their actions. 3. Risk Assessment and Safe Planning Activities will be assessed to identify foreseeable hazards and determine appropriate control measures. Where required, risk assessments and method statements will be prepared before work begins and reviewed when circumstances, working conditions or the scope of work changes. Particular consideration will be given to risks associated with electrical work, mechanical and HVAC work, work at height, access equipment, tools and equipment, manual handling, hazardous substances, construction activities and work within occupied properties. Where construction work falls within the scope of the Construction (Design and Management) Regulations 2015 (CDM 2015), THE MOTUM GROUP LTD will comply with the duties applicable to its role on the project. 4. Contractors and Subcontractors THE MOTUM GROUP LTD will take reasonable steps to ensure that contractors and subcontractors appointed to undertake work are suitably competent, experienced, qualified and appropriately insured for the work they are engaged to perform. Where particular work requires specific qualifications, certification, registration, training or competence, appropriate evidence may be requested before work is undertaken. Contractors and subcontractors are responsible for safely carrying out the work under their control and for complying with applicable legislation, relevant industry standards, project requirements and their own health and safety procedures. THE MOTUM GROUP LTD will retain responsibility for the health and safety matters that fall within its own control and duties and will coordinate with relevant parties where required. 5. Safe Systems of Work We will seek to ensure that work is appropriately planned and carried out using suitable safe systems of work. Depending on the nature and risks of the work, these may include: Risk assessments and method statements. Site-specific RAMS where appropriate. Permit-to-work procedures. Isolation and lock-off procedures. Appropriate personal protective equipment. Suitable tools and equipment. Safe access and working-at-height arrangements. Appropriate control of hazardous substances. Suitable emergency arrangements. Appropriate site inductions and information. 6. Electrical and Specialist Works Electrical, mechanical, HVAC and other specialist works will only be undertaken by persons with the appropriate skills, knowledge, experience and training for the work being carried out. Where work requires statutory certification, inspection, testing or specialist accreditation, the appropriate competent person or specialist contractor will be responsible for completing the relevant work and documentation. No person will be expected or permitted to undertake work outside their level of competence or authority. 7. Site Safety Before work begins, relevant site-specific hazards and conditions will be considered. Where appropriate, arrangements will be made to protect: Employees and contractors. Clients and building occupants. Visitors and members of the public. Existing building services and property. Other contractors working on the premises. Work areas will be kept reasonably clean, secure and free from unnecessary hazards throughout the duration of works. Where required, reasonable steps will be taken to prevent unauthorised access to areas where work is being undertaken. 8. Personal Protective Equipment Where risks cannot be adequately controlled through other measures, suitable personal protective equipment will be used. The required PPE will depend on the nature of the work and associated risks and may include safety footwear, eye protection, gloves, hearing protection, respiratory protection, protective clothing and suitable head protection. 9. Accidents, Incidents and Near Misses Accidents, dangerous occurrences, near misses and health and safety concerns should be reported promptly to the appropriate person. Incidents will be reviewed where appropriate to identify causes, implement corrective measures and reduce the likelihood of recurrence. Where legally required, incidents will be reported to the relevant authorities in accordance with applicable legislation. 10. Emergency Arrangements Reasonable arrangements will be made for foreseeable emergencies associated with our activities. Personnel undertaking work on behalf of THE MOTUM GROUP LTD are expected to familiarise themselves with relevant site emergency procedures, including fire procedures, emergency exits, first-aid arrangements and emergency contact arrangements where applicable. 11. Environmental and Public Protection THE MOTUM GROUP LTD will take reasonable steps to minimise risks to members of the public, neighbouring properties and the environment arising from its activities. Waste, materials and equipment will be managed appropriately and disposed of in accordance with applicable requirements. 12. Monitoring and Review This policy will be reviewed at least annually and sooner where there are significant changes to our business activities, legislation, working practices or organisational structure. The effectiveness of this policy will be monitored through appropriate management review, feedback, incident investigation and ongoing assessment of working practices. 13. Commitment THE MOTUM GROUP LTD is committed to maintaining appropriate standards of health and safety and expects all persons working on its behalf to contribute to a safe working environment. This policy will be communicated to relevant personnel and made available to clients, contractors and other interested parties where appropriate. Signed on behalf of THE MOTUM GROUP LTD Director: CPEGGS Date: 12/08/2026
Diversity & Equality
THE MOTUM GROUP LTD Company Number: 17393692 Registered Office: 120 Hawthorn Crescent, Portsmouth, Hampshire, PO6 2TR Effective Date: 12 August 2026 Review Date: 12 August 2027 1. Policy Statement THE MOTUM GROUP LTD is committed to promoting equality, diversity and inclusion throughout our business and to ensuring that people are treated fairly, respectfully and with dignity. We do not tolerate unlawful discrimination, harassment, bullying or victimisation in connection with our business activities. We are committed to providing fair opportunities and treating employees, contractors, subcontractors, clients, suppliers, visitors and other individuals we work with fairly and without unlawful discrimination. 2. Our Commitment THE MOTUM GROUP LTD will ensure that decisions relating to employment, recruitment, contractor selection, training, development and business relationships are made fairly and based on relevant skills, experience, competence, qualifications and legitimate business requirements. We will not unlawfully discriminate on the basis of protected characteristics under the Equality Act 2010, including: Age. Disability. Gender reassignment. Marriage or civil partnership. Pregnancy and maternity. Race. Religion or belief. Sex. Sexual orientation. 3. Recruitment and Employment Where THE MOTUM GROUP LTD employs staff, recruitment and employment decisions will be based on the requirements of the role and the individual's suitability, skills, experience and competence. We will provide a working environment in which employees are treated fairly and have appropriate opportunities to develop their skills and experience. Reasonable adjustments will be considered where appropriate to support disabled employees or applicants. 4. Contractors and Subcontractors THE MOTUM GROUP LTD aims to work with competent contractors and subcontractors who share appropriate standards of professional conduct and respect for others. Contractor and subcontractor selection will be based on relevant factors including competence, experience, qualifications, availability, suitability and the requirements of the work. Unlawful discrimination, harassment, bullying or victimisation will not be accepted in relationships between THE MOTUM GROUP LTD and its contractors, subcontractors or other business partners. 5. Respectful Working Environment Everyone working with or on behalf of THE MOTUM GROUP LTD is expected to behave professionally and treat others with respect. We will not tolerate: Bullying or intimidation. Harassment. Unlawful discrimination. Victimisation. Offensive or inappropriate behaviour. Conduct that creates an intimidating, hostile or degrading environment. Concerns regarding such behaviour should be raised with management so that they can be considered and, where appropriate, investigated. 6. Clients, Customers and Suppliers THE MOTUM GROUP LTD is committed to providing services fairly and professionally to all clients and customers. We will maintain professional relationships with clients, suppliers, contractors and other business partners and will not tolerate unlawful discrimination in our business dealings. 7. Accessibility and Reasonable Adjustments We recognise that people may have different needs and requirements. Where reasonably practicable, we will consider appropriate adjustments to our working practices, communication methods or services to improve accessibility and enable people to participate fairly. 8. Responsibilities The management of THE MOTUM GROUP LTD is responsible for implementing this policy and promoting equality, diversity and inclusion throughout the business. All employees, contractors and subcontractors working on behalf of THE MOTUM GROUP LTD are expected to comply with the principles of this policy and to treat others fairly and respectfully. 9. Complaints and Concerns Anyone who believes they have experienced or witnessed discrimination, harassment, bullying or victimisation in connection with THE MOTUM GROUP LTD should raise the matter with management. Concerns will be treated seriously and, where appropriate, investigated fairly and confidentially. Victimisation of a person for raising a genuine concern or assisting with an investigation will not be tolerated. 10. Monitoring and Review This policy will be reviewed at least annually and sooner where there are significant changes to legislation, business activities or working practices. The effectiveness of this policy will be considered as part of the company's ongoing management and review processes. 11. Commitment THE MOTUM GROUP LTD is committed to maintaining a professional, respectful and inclusive working environment and to complying with applicable UK equality and anti-discrimination legislation. This policy will be communicated to relevant personnel and made available to clients, contractors and other interested parties where appropriate. Signed on behalf of THE MOTUM GROUP LTD Director: CPEGGS Date: 12/08/2026
Environment
THE MOTUM GROUP LTD Company Number: 17393692 Registered Office: 120 Hawthorn Crescent, Portsmouth, Hampshire, PO6 2TR Effective Date: 12 August 2026 Review Date: 12 August 2027 1. Policy Statement THE MOTUM GROUP LTD is committed to conducting its business in an environmentally responsible manner and to minimising the environmental impact of our activities wherever reasonably practicable. We recognise that our activities, including property maintenance, facilities management and the coordination of specialist contractors, can have an impact on the environment. We are committed to complying with applicable environmental legislation and requirements and to continually improving our environmental performance where reasonably practicable. 2. Environmental Responsibilities The management of THE MOTUM GROUP LTD is responsible for: Promoting responsible environmental practices throughout the business. Identifying and managing environmental risks associated with our activities. Complying with applicable environmental legislation and requirements. Taking reasonable steps to prevent pollution and environmental harm. Encouraging responsible waste management and resource use. Communicating relevant environmental requirements to contractors and subcontractors. All persons working on behalf of THE MOTUM GROUP LTD are expected to act responsibly and avoid unnecessary environmental damage. 3. Waste Management THE MOTUM GROUP LTD is committed to reducing the amount of waste generated through our activities wherever reasonably practicable. Where waste is produced, we will seek to apply the waste hierarchy by prioritising: Prevention and reduction. Reuse. Recycling and recovery. Disposal as a last resort. Waste will be appropriately stored, handled and disposed of to prevent harm to people, property and the environment. Where MOTUM is responsible for transferring waste, reasonable steps will be taken to ensure that waste is transferred only to appropriately authorised waste carriers, brokers, dealers or facilities where required. Appropriate waste documentation will be retained where legally required. 4. Hazardous and Specialist Waste Where our activities generate hazardous or specialist waste, including electrical equipment, batteries, chemicals, refrigerants or other controlled materials, we will seek to ensure that such waste is appropriately identified, handled, stored and disposed of in accordance with applicable requirements. Where specialist waste management is required, appropriately authorised waste management providers will be used where necessary. 5. Pollution Prevention THE MOTUM GROUP LTD will take reasonable steps to prevent pollution arising from its activities. This includes taking appropriate precautions when dealing with: Fuels, oils and chemicals. Refrigerants and other controlled substances. Hazardous materials. Dust and airborne pollutants. Wastewater and contaminated materials. Waste and spill risks. Any significant environmental incident or spill will be dealt with promptly and reported to the appropriate person or authority where required. 6. Energy and Resource Efficiency We will seek to use energy, water, materials and other resources responsibly and avoid unnecessary consumption. Where reasonably practicable, we will consider: Energy-efficient equipment and practices. Reducing unnecessary travel. Avoiding unnecessary printing and paper use. Reusing materials where appropriate. Selecting durable and efficient products. Reducing unnecessary packaging. 7. Materials and Procurement Where reasonably practicable, environmental considerations may be taken into account when selecting materials, products and suppliers. We will seek to avoid unnecessary waste and favour suitable products and materials that provide appropriate durability, efficiency and environmental performance without compromising safety, quality or legal requirements. 8. Contractors and Subcontractors THE MOTUM GROUP LTD expects contractors and subcontractors working on its behalf to comply with applicable environmental legislation and relevant site requirements. Where appropriate, environmental requirements will be communicated during the planning and coordination of works. Contractors and subcontractors remain responsible for complying with environmental requirements relating to the activities and waste under their control. Where MOTUM has responsibility or control over particular environmental matters, we will take appropriate steps to manage those matters. 9. Legal and Regulatory Compliance THE MOTUM GROUP LTD will comply with applicable environmental legislation and regulatory requirements relevant to its activities. Where a particular activity requires an environmental permit, registration, exemption or other form of authorisation, the relevant requirements will be considered before that activity is undertaken. 10. Environmental Incidents Environmental incidents, pollution events, spills or other significant environmental concerns should be reported promptly to management. Where appropriate, incidents will be investigated and corrective measures implemented to reduce the likelihood of recurrence. Where legally required, incidents will be reported to the relevant regulatory authority. 11. Monitoring and Review This policy will be reviewed at least annually and sooner where there are significant changes to legislation, business activities, working practices or environmental risks. The effectiveness of this policy will be considered as part of the company's ongoing management and review processes. 12. Commitment THE MOTUM GROUP LTD is committed to operating responsibly and reducing the environmental impact of its activities wherever reasonably practicable. We will continue to review our working practices and identify reasonable opportunities to reduce waste, prevent pollution and use resources more efficiently. This policy will be communicated to relevant personnel and made available to clients, contractors and other interested parties where appropriate. Signed on behalf of THE MOTUM GROUP LTD Director: CPEGGS Date: 12/08/2026
Privacy Notice
THE MOTUM GROUP LTD Company Number: 17393692 Registered Office: 120 Hawthorn Crescent, Portsmouth, Hampshire, PO6 2TR Effective Date: 12 August 2026 Review Date: 12 August 2027 1. About This Privacy Notice THE MOTUM GROUP LTD (“MOTUM”, “we”, “us” or “our”) respects your privacy and is committed to protecting your personal information. This Privacy Notice explains how we collect, use, store and protect personal information when you contact us, request a quotation, arrange a job, use our services or otherwise interact with MOTUM. Our main purpose for collecting customer information is to enable us to respond to enquiries, quote for and carry out requested works, coordinate services and maintain an accurate history of work completed. This Privacy Notice applies to information collected through our website, by email, telephone, during site visits, through our job management systems and through other communications with MOTUM. 2. Who We Are THE MOTUM GROUP LTD is a company registered in England and Wales. Company Number: 17393692 Registered Office: 120 Hawthorn Crescent Portsmouth Hampshire PO6 2TR THE MOTUM GROUP LTD is generally the data controller for the personal information covered by this Privacy Notice. If you have any questions about how we use your personal information, you can contact us: Email: contact@themotumgroup.com Telephone: 07927 060638 3. What Personal Information We Collect Depending on the services requested and how you interact with us, we may collect: Your name. Telephone number. Email address. Property or site address. Company or organisation name. Job title or role where relevant. Details of your enquiry. Details of the work requested. Access arrangements and relevant site information. Information required to prepare a quotation. Information relating to completed or ongoing works. Photographs and site records where relevant. Quotations, reports, certificates and other job documentation. Invoice and payment information. Records of communications with you. Information relating to complaints, defects, repairs or follow-up work. We will seek to collect only information that is reasonably necessary for the relevant purpose. 4. How We Collect Your Information We may collect information: Directly from you when you contact us. Through forms on our website. When you request a quotation. During telephone or email communications. During site visits or surveys. When you accept a quotation or instruct us to carry out work. During the delivery of our services. From a property manager, landlord, employer or other authorised person where relevant. From contractors or subcontractors involved in a project. From publicly available sources where appropriate and lawful. Where we obtain personal information from someone other than the individual concerned, we will provide the relevant privacy information required by applicable data-protection law. 5. How We Use Your Personal Information We primarily collect and use personal information to arrange, manage and carry out jobs and services requested by our customers. We may use your information to: Respond to enquiries. Contact you regarding a requested service or job. Arrange appointments and site visits. Prepare quotations. Understand the requirements of a job. Identify the relevant property or site. Arrange and coordinate contractors and subcontractors. Provide contractors or subcontractors with information necessary to carry out the work. Carry out and manage the requested works. Maintain records of work completed. Maintain a history of work carried out at a property or for a customer. Deal with follow-up enquiries. Deal with repairs, maintenance, warranties or guarantees relating to previous work. Prepare invoices and administer payments. Maintain appropriate business, financial and contractual records. Deal with complaints or service issues. Comply with legal, regulatory and insurance requirements. Establish, exercise or defend legal claims where necessary. We will not use personal information for purposes that are incompatible with the purposes for which it was originally collected unless we have a lawful basis to do so. 6. Job Management and Job History Information relating to customers, properties and completed works may be stored on our job management and job history platform. This allows MOTUM to maintain an accurate record of work carried out and to manage current and future services. Depending on the job, our job history records may include: Customer name and contact details. Property or site address. Details of the requested works. Quotations. Job descriptions. Photographs. Site notes. Reports. Certificates. Records of materials or equipment where relevant. Contractor or subcontractor information. Invoice information. Records of previous visits and works. We may refer to these records when a customer contacts us about previous work. For example, this may allow us to identify what work was previously carried out, review previous documentation or understand the history of a property before carrying out further work. Access to job history information will be limited to MOTUM personnel, contractors, subcontractors or other authorised parties who reasonably require the information to carry out their role or provide the relevant service. 7. Lawful Basis for Processing We must have a lawful basis for collecting and using personal information. The ICO requires organisations to identify the appropriate lawful basis for each processing purpose. Depending on the circumstances, MOTUM may rely on the following lawful bases. Contract Where processing is necessary to: Provide a quotation at your request. Enter into a contract with you. Carry out agreed works. Manage an ongoing service. Communicate with you about a contracted service. Legitimate Interests We may rely on legitimate interests where processing is reasonably necessary for the operation and management of our business. This may include: Maintaining job histories. Maintaining records of previous work. Responding to future enquiries about previous works. Managing customer and contractor relationships. Protecting our business and property. Maintaining appropriate business records. Establishing, exercising or defending legal claims. Where we rely on legitimate interests, we will consider whether the processing is necessary and proportionate and whether an individual’s rights and interests override those interests. Legal Obligation We may process personal information where necessary to comply with a legal or regulatory obligation, including applicable accounting, tax, insurance or other record-keeping requirements. 8. Information Required to Provide Our Services Some personal information may be necessary for us to provide a quotation or carry out a requested service. For example, we may need your: Name. Contact details. Property or site address. Information about the work required. Access information where necessary. If you do not provide information that is reasonably necessary for a particular job, we may be unable to provide the requested quotation or service. 9. Sharing Your Information We may share relevant personal information where reasonably necessary to provide our services. This may include sharing information with: Contractors and subcontractors appointed to carry out work. Property managers or landlords where relevant. Professional advisers such as accountants, insurers or solicitors. Payment, accounting or business administration providers. IT, software, hosting and job-management service providers. Suppliers where information is necessary to fulfil a job. Government bodies, regulators or other authorities where required or permitted by law. We will seek to limit information shared to what is reasonably necessary for the relevant purpose. We do not sell customer personal information. The ICO recommends that privacy notices identify recipients or categories of recipients of personal information. 10. Contractors and Subcontractors MOTUM may coordinate services through suitably competent contractors and subcontractors. Where necessary to carry out a job, we may provide them with relevant information such as: Your name. Contact details. Property or site address. Access arrangements. Details of the work required. Relevant information about previous works. We will seek to provide only the information reasonably necessary for the contractor or subcontractor to perform the relevant work. 11. Photographs and Job Records Photographs may be taken during works where reasonably necessary for purposes such as: Recording the condition of a property. Recording completed works. Providing evidence of work undertaken. Supporting reports or certificates. Maintaining job history records. Investigating defects or complaints. Supporting insurance or legal matters. Photographs will be treated as part of the relevant job records where they contain information that can identify an individual or property. 12. How Long We Keep Your Information We retain personal information only for as long as reasonably necessary for the purposes for which it was collected. Job information may be retained after completion because it may be necessary to: Maintain an accurate history of work carried out. Deal with future enquiries. Provide follow-up services. Deal with repairs or maintenance. Deal with warranties or guarantees. Refer to previous quotations, reports, photographs or certificates. Meet legal, accounting or insurance requirements. Establish, exercise or defend legal claims. Different information may therefore be retained for different periods. Where no specific retention period is prescribed, we will consider factors including the nature of the information, the purpose for retaining it, our legal and contractual obligations and whether it may be required to establish or defend a legal claim. When information is no longer required, it will be securely deleted, anonymised or otherwise disposed of where appropriate. The ICO requires privacy information to explain either retention periods or the criteria used to determine them. 13. Security of Your Information We take reasonable technical and organisational measures to protect personal information against: Unauthorised access. Accidental loss. Destruction. Alteration. Unauthorised disclosure. Personal information stored within our job management systems will only be accessible to authorised users who reasonably require access for their role. No electronic storage or transmission system can be guaranteed to be completely secure. However, we will take reasonable steps to protect the information under our control. 14. Your Data Protection Rights Depending on the circumstances, you may have rights under applicable data-protection law, including: The right to be informed about how your information is used. The right to request access to personal information we hold about you. The right to request correction of inaccurate or incomplete information. The right to request erasure in certain circumstances. The right to request restriction of processing in certain circumstances. The right to object to certain processing. The right to data portability where applicable. The right to withdraw consent where processing is based on consent. These rights are subject to certain legal conditions and exemptions and therefore may not apply in every circumstance. 15. Right to Object You have the right to object to certain processing of your personal information where the relevant legal requirements apply. If we process information based on legitimate interests, you may have the right to object to that processing. If you object, we will consider your request in accordance with applicable data-protection law. 16. How to Exercise Your Rights If you wish to exercise a data-protection right or have a question about how we use your information, contact: THE MOTUM GROUP LTD 120 Hawthorn Crescent Portsmouth Hampshire PO6 2TR Email: contact@themotumgroup.com Telephone: 07927 060638 We may need to verify your identity before responding to certain requests. We will respond within the timeframe required by applicable law. 17. Complaints If you have concerns about how MOTUM handles your personal information, please contact us first so that we can investigate and attempt to resolve the matter. You also have the right to complain to the Information Commissioner’s Office (ICO). Information Commissioner's Office The ICO is the UK’s independent supervisory authority for data protection. 18. Cookies and Website Technologies Our website may use cookies or similar technologies. These may be used where necessary for the operation and functionality of the website or, where applicable, for other purposes such as website analytics. Where consent is required for a particular cookie or technology, we will provide the appropriate information and obtain consent where required. Further information should be provided in our Cookie Policy. 19. International Transfers Some of the software or technology providers used by MOTUM may process personal information outside the UK. Where personal information is transferred internationally and applicable data-protection law requires safeguards, we will take appropriate steps to ensure the transfer is lawful and adequately protected. Where applicable, further information about relevant safeguards can be requested from us. 20. Automated Decision-Making MOTUM does not currently make decisions about individuals based solely on automated processing that produce legal or similarly significant effects. 21. Children’s Information Our website and services are not specifically directed at children. We do not knowingly seek to collect personal information from children where it is not necessary for a lawful business purpose. If you believe that a child has provided personal information to us unnecessarily, please contact us. 22. Changes to This Privacy Notice We may update this Privacy Notice from time to time to reflect changes to: Our business. Our services. Our website. Our systems and technology. Applicable data-protection legislation. The way we collect or use personal information. The latest version will be made available on our website. We will review this Privacy Notice regularly and update it where necessary. The ICO recommends reviewing privacy information when processing activities change and keeping it accurate and up to date. 23. Contact Us If you have any questions about this Privacy Notice or how MOTUM handles your personal information, please contact: THE MOTUM GROUP LTD 120 Hawthorn Crescent Portsmouth Hampshire PO6 2TR Company Number: 17393692 Email: contact@themotumgroup.com Telephone: 07927 060638 Effective Date: 12 August 2026 Review Date: 12 August 2027
LEGAL INFORMATION
THE MOTUM GROUP LTD — Registered in England & Wales | Company No. 17393692 | Registered Office: 120 Hawthorn Crescent, Portsmouth, Hampshire, PO6 2TR © 2026 THE MOTUM GROUP LTD. All rights reserved.
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