Supplier Policies

Introduction

This page sets out Bike to Work Ltd t/a Hubex's policies for Bike Shops for Hubex's Cycle to Work Scheme benefit. These are linked to from our websites at https://www.hubex.ie/supplier-policies. 

Hubex's partner shop network is listed at https://www.hubex.ie/shops, https://www.travelhub.ie/shops and https://www.biketowork.ie/shops.

Hubex values it's partner bike shops without which the Cycle to Work Scheme would not function. It aims to do business fairly so that the Cycle to Work Scheme and business relationships are beneficial to all parties.

Policy for adding bike shops

Shop location

In Dublin we will add bricks and mortar stores where bikes are a main part of their business.

Outside Dublin, in addition to above, we will add general stores with a shopfront in towns that sell bikes as well as other products. Towns are sometimes not large enough to sustain a full bike shop and often also sell garden machinery, motors, hardware etc. 

We will only add online only stores in exceptional circumstances. They will need a good offering of bikes and have a website with a full commercial address and contact details. We won't add websites operating out of residences.

Contact information

Shops should be companies registered in Ireland as listed in the Companies Registration Office https://core.cro.ie/. 

Chains and Franchises

There are examples of chains and franchises on the network of shops. If there is more than one location this should be explained in the comments box on the application.

  • Chains are where one company owns a number of shop locations which are all operating with the same brand. Hubex will setup a suppler for the company and a shop location for each shop.

  • Franchises are where different companies might trade using a common brand in different locations. Hubex will setup a supplier for each company and shop location.

Products

Shops must advertise their products in stores and online according to the names of that the RSA give them. See the RSA guidelines (E-scooters and News laws on e-bikes and e-mopeds ).

  • E-bikes or Electric Bikes

  • E-Scooters or Electric Scooters

  • E-Mopeds or Electric Mopeds

It should be obvious that E-Scooters are not E-Bikes. Confusion can arise with E-mopeds where a 250 W E-Bike might look very similar to a 500 W E-moped. Shops need to arrange their menus, filters and product pages to ensure that they don’t label any products that are E-Mopeds as E-Bikes.

Hubex won't list and will remove shops that 

  • Give out Cycle to Work Scheme quotes for products that are not eligible.

  • Advertise products that don’t meet the RSA guidelines (E-scooters and News laws on e-bikes and e-mopeds ) or that advertise products for the Cycle to Work Scheme that are not eligible for the Cycle to Work Scheme.

  • Label E-Mopeds as E-Bikes.

Application process for new shops

The application form is through the SmartSheet online spreadsheet app: https://app.smartsheet.com/b/form/4799e0654c4f4571817ec2db564241ab 

Within two working days Hubex will send an acknowledgement and open a support request with a reference.

Applications will be reviewed and responded to within 14 working days.

If an application is not approved 

  • it will be first reviewed by at least two people from Hubex's support and account management teams. 
  • the notification will link to this Supplier Policies page
  • The rejection will state the reason for the rejection.

If an application is approved in principle

  • Hubex will send a detailed email with key points on the proposed business relationship and ask the partner bike shop to reply to it and request the full contracts.
  • Hubex will send the full contracts for e-signing.
  • On e-signing Hubex will list the partner shop at www.hubex.ie/shops
  • Hubex will share an onboarding email with a flyer with full details of how to redeem bike vouchers.

Process to review a previous application

If an application to get listed as a Hubex partner shop has been rejected and the shop has carried out changes to it's company, location, website or product range it can apply at the link below for Hubex to review the previous application in light of the new information.

https://app.smartsheet.com/b/form/7be24e5b2fa740c489f6437d4b3a81ac 

There will be a comment field in the form where the shop can explain what has changed to prompt the review. e.g. details of updates to the shop or website. 

Within two working days Hubex will send an acknowledgement and open a support request with a reference.

The application will then be processed in the same way and timescale as the section above for new shop applications.

Process to get re-listed for removed shops

If a shop was removed and has made changes or updates they can apply using this online form to get re-listed

https://app.smartsheet.com/b/form/730247930e1f4f54a8c4acf8c9e9ff48 

There will be a comment field in the form where the shop can explain what has changed to prompt the review. e.g. details of updates to the shop or website. 

Within two working days Hubex will send an acknowledgement and open a support request with a reference.

The application will then be processed in the same way and timescale as the section above for new shop applications.

Appeals process

Shops can appeal a rejection or an request to be listed or re-listed using this form:

https://app.smartsheet.com/b/form/451921529383427b9254d97a111a0687 

Appeals will be dealt with by a separate team including at least two people from Hubex's Directors and Finance Administrators.

Within two working days Hubex will send an acknowledgement and open a support request with a reference.

The appeal will review the process of making the original decision and also review the original decision. 

A response will be given in  14 working days.

The response will state reasons for the decision of the appeal.

Version

16 March 2026: Policy published.