Recovia Online Service Terms: Letter Before Action and Debtor Check
REC-LEG-006 · Version B · issued 9 November 2026
Recovia Ltd (company no. 16956861), 3rd Floor, 86–90 Paul Street, London EC2A 4NE. 01527 369593 · contact@recoviaholdings.co.uk. "We" and "us" mean Recovia Ltd. "You" means the business placing the order.
1. About these terms
1.1 These terms apply when you order our Letter Before Action service or a Debtor Check online and tick the box to accept them. The contract starts when we confirm your order by email. If you pay by bank payment, we confirm your order once we have received your payment.
1.2 They cover only the service you order. Our standard Letter of Authority and Terms of Engagement (REC-LEG-001) apply only if you sign them separately.
1.3 Please keep a copy. The version you accepted applies to your order. We may change these terms for future orders. Version B replaces Version A for orders placed from its issue date.
2. Business customers only
2.1 These services are for businesses only. By ordering, you confirm that you are acting for the purposes of your trade, business or profession, and that you are authorised to place the order for the business named in it.
2.2 They are not available to consumers. Do not order if you are buying for personal purposes.
3. Prices and payment
3.1 Letter Before Action service: £150 plus VAT per order. Debtor Check: £75 plus VAT per company. Each price covers only what clause 4 or clause 5 describes. There are no other charges.
3.2 You pay the full price, including VAT, when you order: by card, or by bank payment through the payment link we give you, quoting your order reference. Our payment providers process these payments. The payment may first be received into our client account; we then move our fee to our own account.
3.3 If you choose bank payment and we have not received it within 7 days of your order, the order lapses and nothing is payable. If a payment arrives after that, we refund it within 14 days.
3.4 We send you a VAT invoice by email.
4. Letter Before Action service
4.1 What you get. We check the documents you give us and send one formal letter before action to one debtor, as your agent, in our name, by email and/or post. The letter demands payment of the debt you order it for and says what may happen if it is not paid. One order covers one debtor and the invoices you list in it.
4.2 Debts we accept. The debt must be:
(a) owed to your business for goods or services you supplied, or under another business contract;
(b) owed by a company, LLP or partnership, or by an individual who owes it in the course of their own business (for example a sole trader);
(c) owed by a debtor in England or Wales; and
(d) genuine, due, within the time limit for a claim, and not under a regulated credit or consumer hire agreement.
We do not accept debts owed by consumers.
4.3 Individual debtors. Where the debtor is an individual, including a sole trader, the letter follows the Pre-Action Protocol for Debt Claims. It includes the information sheet and reply form, and allows the debtor the time the Protocol requires to respond.
4.4 What you give us. Give us the debtor's correct legal name and address, the invoices, your contract or terms, and any correspondence, part payments, credit notes or disputes. You confirm that what you give us is accurate and complete, and that you have the right to recover the debt. Tell us at once if the debtor pays or raises a dispute before we send the letter.
4.5 When we send it. We send the letter within one working day after we have received your payment and everything in clause 4.4. A working day is Monday to Friday, except bank holidays in England and Wales.
4.6 If a letter is not suitable. We may decide not to send the letter. For example: the debt is a consumer debt or is genuinely disputed; it is out of time; it falls outside clause 4.2; sending it would be unlawful or misleading; or you have not given us what we need within 14 days of your payment. If so, we tell you by email and refund the full price, including VAT, within 14 days.
4.7 No success fee. We charge nothing on what the debtor pays. The letter asks the debtor to pay you directly. Any statutory interest, fixed compensation or other sums the letter claims belong to you.
4.8 What is not included. The service is one letter. It does not include further letters, calls, negotiation, tracing, court action or enforcement. We forward any reply we receive from the debtor to you within one working day. We do not act for you on the debt after the letter unless you sign our standard terms.
4.9 Moving to our full service. If you want us to take further action, that is a new instruction on our standard terms (REC-LEG-001), signed separately. The Letter Before Action fee is not credited against it.
5. Debtor Check
5.1 What it covers. One limited company or LLP registered at Companies House. We do not check individuals, sole traders or partnerships.
5.2 What you get. A short written report on the company, showing, where available:
5.3 When. Usually within one working day after we receive your payment, by email.
5.4 Information only. The report shows what the public registers and our data sources hold on the date we prepare it. We use reasonable care in preparing it, but we cannot guarantee that third-party data is complete or accurate. Our view is an opinion. It is not legal, financial or credit advice, and not a recommendation to give or refuse credit or to take legal action. Decisions you make are yours.
5.5 Your use. Use the report only within your business, to decide how to deal with the company or recover a debt from it. Do not sell, publish or pass it on, except to your own professional advisers. Some data sources limit how their data may be used, and you agree to those limits.
5.6 Refunds. If we cannot produce a report because the company cannot be identified or falls outside clause 5.1, we tell you and refund the full price, including VAT, within 14 days. A report showing that the company is dissolved, in liquidation or has little information is still a completed report.
6. Cancelling an order
6.1 As a business customer you have no statutory right to cancel. But you may cancel by email before we send the letter or start the Debtor Check, and we refund the full price, including VAT, within 14 days. Once we have sent the letter or started the check, the order cannot be cancelled.
7. Data protection and confidentiality
7.1 We and you are each a separate controller of the personal data used for these services, and each will comply with the UK GDPR and the Data Protection Act 2018. You confirm that you may lawfully share the debtor's details with us. Recovia is registered with the Information Commissioner's Office (ZC115879). Our privacy notice at www.recoviaholdings.co.uk explains how we use personal data.
7.2 A Debtor Check names the company's directors and officers. Use that information only as clause 5.5 allows, and in line with data protection law.
7.3 We keep your business information confidential, except where we need to disclose it to provide the service or the law requires it.
8. Our responsibility to you
8.1 We provide the services with reasonable skill and care.
8.2 Nothing in these terms limits liability that the law does not allow to be limited, including for death or personal injury caused by negligence, or for fraud.
8.3 We are not liable for: the debtor's failure or refusal to pay or reply; loss caused by wrong or incomplete information you give us; or any indirect or consequential loss.
9. Complaints
9.1 Email complaints@recoviaholdings.co.uk, call 01527 369593 or write to our registered office. We acknowledge your complaint within 3 business days and aim to respond in full within 8 weeks. If our investigation is not complete by then, we send you an interim response within the 8 weeks, explaining why and when we expect to respond in full.
10. General
10.1 These terms and your order confirmation are the whole agreement for the order.
10.2 No one else has rights under it. If part of it is invalid, the rest still applies.
10.3 We may send notices to the email address in your order. You may send them to contact@recoviaholdings.co.uk.
11. Law
11.1 These terms are governed by the law of England and Wales, and the courts of England and Wales decide any dispute about them.
REC-LEG-006 · Version B · issued 9 November 2026