1. Policy Overview
This policy sets out RevProtect’s approach to late payment handling and the application of administrative charges where a defendant fails to engage with, respond to, or settle a valid debt following formal correspondence. The policy ensures that additional charges applied reflect reasonable administrative and operational costs incurred as a direct result of non-payment or non-engagement.
All charges are applied in a transparent, proportionate, and legally compliant manner.

2. Purpose
The purpose of this policy is to:
• Recover reasonable costs incurred in administering unpaid and unresponsive claims.
• Encourage timely payment and meaningful engagement from defendants.
• Ensure fairness and consistency in the application of charges.
• Maintain compliance with contractual, statutory, and regulatory requirements.
• Clearly communicate financial consequences of non-payment or non-engagement.

3. Scope
This policy applies to:
• All validated claims accepted by RevProtect.
• All defendants who have failed to make payment or engage following formal correspondence.
• All RevProtect personnel involved in claim management and communications.
This policy operates alongside the RevProtect Debt Recovery and Claim Validation processes.

4. Definitions
• Defendant: The individual or organisation against whom a debt recovery claim is being pursued.
• Handling Fee: A fixed fee applied for the administration, validation, and setup of a claim. This would include reasonable costs incurred by RevProtect in validating, administering and progressing a debt recovery claim, which may be recoverable from the debtor where permitted by the underlying agreement, applicable legislation or an order of the court.
• Administrative Fee: A charge applied to cover reasonable costs arising from continued correspondence due to non-payment or non-engagement.
• Formal Correspondence: Any written communication issued by RevProtect via email or other approved channels in relation to an outstanding claim.
• Late Payment: Failure to settle a valid debt within the timeframe stated in formal correspondence.

5. Policy Statement
RevProtect applies fees strictly on the basis of cost recovery and operational impact. Charges are not punitive in nature and are applied only where the defendant’s failure to pay or engage necessitates additional administrative action.

All fees are applied in accordance with contractual terms, applicable legislation, and principles of reasonableness and proportionality.

6. Handling Fee
6.1 £200 Claim Handling Fee
Upon referral of a valid claim to RevProtect, a £200 handling fee is applied to the defendant’s account, where permitted by the underlying agreement, applicable legislation or an order of the courtThis fee represents the reasonable costs associated with:
– Initial claim assessment and legal validation
– Review of contractual documentation and correspondence
– Compliance checks under GDPR and the Data Protection Act
– Claim setup, administration, and case management
– Allocation of professional and operational resources
The handling fee forms part of the overall recoverable balance where permitted under the original agreement, terms and conditions, or applicable legislation.

7. Late Payment and Administrative Charges
7.1 Failure to Pay or Engage
Where a defendant fails to:
– Make payment within the stated timeframe, or
– Provide a substantive response to formal correspondence,
RevProtect is required to undertake additional administrative actions to progress the claim.

7.2 £15 Administrative Fee per Email Communication
A £15 administrative fee will be applied for each email communication issued following non-payment or non-engagement.
This fee reflects the reasonable costs incurred in:
– Preparing and reviewing correspondence
– Case monitoring and follow-up activity
– Ongoing claim administration and record keeping
– Allocation of staff and system resources necessitated by continued non-response
The fee is applied only where correspondence is required as a direct result of the defendant’s failure to comply with payment or engagement obligations, where permitted by the underlying agreement, applicable legislation or an order of the court

7.3 Reasonableness of Charges
Administrative fees are applied in line with the principle of reasonableness and are intended to recover actual operational costs arising from avoidable delays. RevProtect reserves the right to cease further correspondence where continued non-engagement renders communication ineffective.

8. Transparency and Communication
• All applicable fees are clearly communicated to the defendant within correspondence
• Defendants are informed that additional charges may accrue as a result of continued non-payment or non-engagement
• Fee structures are applied consistently and documented within the claim file

9. Legal and Regulatory Compliance
This policy is applied in accordance with:
– Contractual rights contained within the original agreement and applicable terms and conditions
– UK GDPR and the Data Protection Act 2018
– Principles of contract law and cost recovery
– Late Payment of Commercial Debts (Interest) Act 1998
– Relevant guidance on fair debt collection practices
No fees will be applied where they are prohibited by law or unsupported by contractual entitlement.

10. Record Keeping and Audit
• All applied fees are recorded within the claim management system
• Supporting justification for charges is retained
• Records are maintained securely in line with data retention policies
• Audit trails are available for internal review and external scrutiny

11. Review and Revision
• This policy will be reviewed annually or following changes in legislation or regulatory guidance
• Amendments require approval from Legal and Compliance
• Version control will be maintained.