StaySafe Legal Expenses Insurance Information Sheet

We have set out below some further details on how to order and distribute the StaySafe BTE Legal Expenses Insurance policy. Accompanying this Information Sheet is a contract with an order information form to be signed and returned.

The Order Form

You can order just the policy, or additionally the leaflet, a tax disc holder or a membership card. You are free to order any or all of these items on a "mix and match” basis. In addition you can ask us to collate, fold, insert and post these items on your behalf. Further details on each of these options are below. Special arrangements for brokers are set out in Point 7.

1. The Policy

1.1 There is a minimum order of 1,000 policies in any 12 month period. For each policy, we need the client's name and postcode. There are two ways to have the policies issued:

1.1.1 Send a monthly spreadsheet of policies you want issued. This method can only be used where you are requesting at least 50 policies in that month’s spreadsheet – use the login (below) for smaller numbers. The policies can then normally be issued 24 hours later. The spreadsheet must contain the client’s name and postcode. The spreadsheet must be "space separated” (not comma separated) and must not contain commas anywhere in it - this is essential. See the attached format. You will receive an invoice at the end of that month, payable within 6 months of the invoice date.

1.1.2 Log in to the “StaySafe” area of our website whenever you wish, and simply input the client’s name and postcode. You will be sent a monthly invoice for all policies which you have input that month. The invoice must be paid within 6 months of the invoice date.

You are free to use a combination of these ordering methods at any time. If, within 12 months of your first policy you have not requested the minimum 1,000 policies, you will be invoiced at the end of month 12 for the balance up to the 1,000 minimum. Please note that you will not then be able to issue those remaining policies - they will simply constitute an additional cost to you. At the end of month 11 you will receive a warning e-mail if you have not by that stage requested 1,000 policies, giving you an opportunity to make up the shortfall before you are charged for it.

1.2 The cost is 50p per policy plus 5% IPT (normally a total of 53p), irrespective of the number of policies which you order. You will receive 6 months credit on policy purchases.

1.3 We recommend that if you order policies, you should also order the leaflet, since this will assist your marketing, but if you do not do so, then you will need to print off the key information on the leaflet (in a format we will supply) and provide it to each policyholder on your own A4 paper. We will need to approve the final format of your printout, before it is dispatched. 1.4 Once you have signed the attached contract and you have completed the order information sheet attached to it, you will be able to send us an initial Excel Spreadsheet with a list of intended policyholders (minimum 50 on a sheet), or request policies via the StaySafe area of our website which you will then have access to.

General Printing Arrangements (Leaflet; Tax Disc Holder; Membership Card)

2.1 All orders must be placed with ourselves using the attached Order Form. When we receive a printing order, we will immediately pass it to:

Bray Design, Gibraltar Lodge, Gibraltar Road, Skegness. Lincs. PE24 4SS

Contact: Darren Bray. Tel: 01754 898044 Email: [email protected]

Thereafter you should liaise directly with them.

2.2 There will be an initial one off design fee of £100 plus VAT payable to Bray Design which will include taking your firm’s name and/or logo, digitalising it, and placing it on whatever items you have ordered, as well as providing you with a proof before printing.

2.3 If additional work is required however, or you want to alter some of the colour schemes or layout of the existing marketing items, then there will be an additional charge which you should negotiate directly with them. Please note that we do not recommend that you alter the existing colour scheme or layout of any of the items, but if you do so, the final format will need to be approved by us before printing.

2.4 Bray Design will attempt to prioritise any design or printing which they carry out for you. They have agreed to supply proofs and artwork within 1 week, and production time will be a normally be a further 2 weeks. You should discuss timing, delivery and delivery charges (normally charged at cost) directly with Bray Design.

2.5 All printing design and delivery charges will be invoiced to you by Bray Design, and payment must be made directly to them. There will be a credit period of 3 months on all of their invoices, but payment must then be strictly made at the end of that credit period.

2.6 You will see that there is a considerable difference in the unit price of most items depending on whether you order more than 5,000 items or less than 5,000 items in a particular print run. You will also see that in many cases the cost of ordering 3-4,000 items is the same or even less than ordering 5,000 items. This is not dictated by us, but is a function of print run processes and prices. Please note that it is the length of each print run which determines unit price, not the overall number of a particular item ordered in a year.

The Leaflet

3. This is supplied in 2 versions. The one you have seen (in the pocket of our brochure) incorporates a space on the inner centre page to affix the client membership card which can be separately ordered. If you are not ordering the client membership card, the layout of the inner centre page is slightly different, and a rough print of that alternative centre page is attached. The order information form requires you to state which version you require. The leaflet is supplied folded.

The Tax Disc Holder

4. The tax disc holder is printed on both sides, so that wording is also visible through a car windscreen. Your firm’s name/logo will be printed on the holder, together with a telephone number for clients to call. You will obviously want to consider whether you want to utilise your normal switchboard number or alternatively a dedicated personal injury department number. Please note that the printer has recently imposed an additional quality checking charge of £25 plus VAT per print run, to avoid quality variations on this item.

Membership Card

5.1 This is supplied in 2 basic versions. The one you have seen (in the pocket of our brochure) is expressed to be a "Membership and Legal Discount" card. If you wish to supply this version of the membership card you will need to consider what legal discounts you will provide to your client (eg. 10% off conveyancing) and explain this to your client in the letter which you send them enclosing the policy etc. The layout and wording of the alternative (non-legal discount) membership card is attached. The order form requires you to state which version you require. The membership card must be affixed to the Leaflet, and comes with peel-off sticky pads for this purpose (which can be easily removed by clients when they receive it). You will need to stick the cards to the leaflets.

5.2 The normal version of the Membership Card assumes that you are providing the policy to a bulk of clients (minimum 1,000) whose names you have already ascertained, and the policyholder's name and policy number can therefore be taken from your spreadsheet and embossed on the card. If however you intend to supply some policies gradually to clients whose names you do not have at present eg. future conveyancing clients as their transactions are completed; or perhaps you have a broker who will be supplying this to his future customers as and when they arise, then you will require a version of the Membership Card which does not have the client’s name or policy number on it (because small numbers of cards cannot gradually be printed - the print run must be 1,000 minimum). An example of the Membership Card without a client name or policy number is attached, showing Legal Discount/Non-Legal Discount versions.

Fulfilment

6. If you use this service, you will be able to simply send us an Excel list of your clients, and we will do all the work necessary for dispatch. This will include:

 Attaching membership cards to leaflets  Folding all items  Putting correct items together in envelopes  Stamping and mailing

The Excel list will need to include the client’s full name, address and postcode. We shall forward a formatted spreadsheet for you to use for the fulfilment service as this differs from the example spreadsheet provided in Schedule D of the Contract. The cost of stamps and envelopes is included in the fulfilment price. We will also print and include a letter from you to each of your clients. You will need to provide us with your firm’s notepaper as an electronic Word document, including the wording of the letter to be sent to your clients (strictly with your approval and control). The letter will be printed on plain white paper, and the cost of paper and printing is included in the fulfilment charge. If you cannot supply your firm’s notepaper as a Word document, you can send a sheet of notepaper to Bray Design who will digitalise it for £100 plus VAT. The minimum order for fulfilment is 1,000 policies.

Supplying this Policy to an Insurance Broker

7.1 You may be providing this policy to an insurance broker, for onward supply to their customers. For FSA and IPT reasons, we will need to know in advance, the price which the broker will charge to the eventual policyholder. The broker should then sell all StaySafe policies at that price, although this can be varied with prior notice to us and it may be possible to allocate the broker a very small range of different prices - please discuss this with us if necessary.

7.2 IPT of 5% must be paid to the Revenue calculated on the higher of 50p or the eventual selling price to the client/policyholder. If therefore the broker is providing this policy to the eventual policyholder either free of charge or for no more than 50p, there is no further IPT to pay. If however the eventual policyholder will pay your broker more than 50p for this policy, then the IPT we must remit to the Revenue will not be 3p, but 5% of the eventual selling price. This must be remitted to us strictly quarterly –ie payment of IPT does not have the benefit of a 6 months credit period. You will need to warn your insurance broker of this and make arrangements with them to pay the IPT to you in good time, so your payment to us of IPT is not delayed.

7.3 Either you or your broker (through their own log in) can access the StaySafe section of our website and request new StaySafe policies. Spreadsheets will only be accepted from your firm however, not your broker, and they must contain at least 50 policy requests.

7.4 All items (the client leaflet, the membership card, the tax disc holder and the fulfilment service) can be ordered for use by a broker or other outside organisation with some necessary wording amendments.

Claims

8. Claims (i.e. Personal Injury Cases) on the StaySafe policy are notified via a dedicated screen on www.boxlegal.co.uk . You will need to input:

 The BTE Policy Number  The client’s title, full name, address and date of birth  The accident date and type of accident (the latter to be selected from a “pick list” provided on the website)  The full name and title of any litigation friend required and the defendant’s full name  Your reference

You will then be authorised to act on the client’s personal injury claim, and a ClaimSafe ATE policy will also be requested for the client from Leeward Insurance. The StaySafe BTE policy of course requires your client to use an ATE policy when pursuing a personal injury claim, and once the ClaimSafe policy is in place, it operates on your existing ClaimSafe panel terms and agreements in all respects, including the ability to cancel it if the claim does not proceed etc.