Most customers will be aware of this, but since the 1st January 2007 it has been a legal requirement that certain information is disclosed on company web sites and emails.
Limited Companies are now required to include on web sites and all emails:
1. The Company Name in full
2. The Registered Office address
3. The Company number and disclosure of the country of registration, usually in the format “Registered in England; No. 123456789”.
This information is also required on Company websites. The new legislation brings emails and websites in line with the requirements for Company letterheadings and other company stationery.
From the DTI web site:
LANGUAGES & TRADING DISCLOSURES REGULATIONS 2006
2.1 Do we have to put our registration details on emails?
If the email relates to the company’s business, then yes.
2.2 My organisation is made up of a number of subsidiary organisations. Do we have to put details of all subsidiaries on all websites?
It’s up to you. We know some groups are having a single page which links between all the parts of the group giving their registration details.
2.3 What are the consequences of non compliance?
If you do not comply you could be subject to a fine. The current fine is one fifth of the statutory maximum of £5000.
2.4 Do I have to put my VAT numbers and details on documents?
This is not required by the Companies Act. You may want to check the point with HM Revenue & Customs.
2.5 Do I have to put the details on every page of my website?
No, though it should be somewhere it can be easily found and read.
2.6 Does all this information have to go on my business card?
Not unless you want it to.
We have noticed that some of our clients (in common with lots of organisations!) are not currently complying with this requirement.
As far as emails go, it is easy enough to add a signature in your mail client (usually Outlook or Outlook Express) that is autoatically added each time you send an email. It can also be setup in our web mail client as well. It’s well worth adding for peace of mind.
As for web sites, we will happily up date your web site to make it compliant for a one-off fee of £50 (except the who have a maintenance agreement, who will get it for free). Just give us a call or email and we’ll sort it out for you.
Note: this is not legal advice, and anyone who is unsure should seek independent legal advice.
For those who are intersted, this is how our e-mail signature looks:
Worldwide Websights Ltd – Award Winning Web Design
Latest Web Sites: www.websights.co.uk/portfolio.asp
E-mail: dpollard@websights.co.uk
Tel: 01430 498231
Fax: 01430 423982
Web: www.websights.co.uk
Registered Office: Technology House, Annie Med Lane, South Cave, East Yorkshire, HU15 2HG.
Registered as a company in England and Wales, number 3348289
VAT Registration Number: 698 8530 63
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