Gardeners Coombe Service Terms and Conditions

These Terms and Conditions set out the basis on which Gardeners Coombe provides gardening and related services to residential and commercial clients in the United Kingdom. By making a booking, accepting a quotation, or allowing work to commence, you agree to be bound by these Terms and Conditions. Please read them carefully before confirming any gardening or grounds maintenance service.

1. Definitions

In these Terms and Conditions, the following expressions have the meanings set out below:

Client means the individual, company, or organisation requesting or receiving services from Gardeners Coombe.

Company means Gardeners Coombe, the gardening service provider.

Services means gardening, grounds maintenance, soft landscaping, planting, lawn care, garden tidy, hedge cutting, pruning, weeding, and any other work agreed in writing between the Client and the Company.

Booking means a confirmed request for Services, whether made verbally or in writing, and accepted by the Company.

Site means the garden or outdoor area at which the Services are to be performed.

Agreement means the contract between the Client and the Company incorporating these Terms and Conditions and any written quotation, schedule or specification.

2. Scope of Services

The Company offers a range of gardening and grounds maintenance services. The exact scope of work for each Booking will be set out in a quotation, work schedule, or confirmation message issued by the Company. The Client is responsible for checking that the description of the Services matches their requirements before confirming a Booking.

Where ongoing maintenance is agreed, the Company will perform the Services at the frequency stated in the quotation or confirmation, subject to weather conditions, seasonal variations, and any access or safety limitations at the Site.

3. Booking Process

3.1 Initial enquiry

The Client may request a quotation for gardening or grounds maintenance work by contacting the Company and providing details of the Site, required Services, and any relevant access or timing constraints. The Company may request photographs, site measurements, or an in-person visit in order to prepare an accurate quotation.

3.2 Quotations

Any quotation provided by the Company is an estimate based on the information available at the time. Quotations are not binding until accepted by both parties. Unless otherwise stated, quotations are valid for 30 days from the date of issue. The Company reserves the right to revise a quotation if the scope of work changes, if information provided by the Client was incomplete or inaccurate, or if unforeseen conditions at the Site materially affect the work.

3.3 Confirming a booking

A Booking is confirmed when the Client accepts the quotation or work proposal, verbally or in writing, and the Company acknowledges that acceptance. For certain Services, the Company may request a deposit or prepayment before confirming the Booking. The Company reserves the right to decline any Booking at its discretion.

3.4 Access and attendance

The Client must ensure that the Company and its personnel have safe and reasonable access to the Site at the agreed dates and times. Where keys, gate codes or other access arrangements are required, the Client must provide them in good time prior to the scheduled visit. If access is not available on arrival, the Company may charge a call-out fee or the full service fee, at its discretion.

4. Client Responsibilities

The Client agrees to:

a. Provide accurate information about the Site, including boundaries, known hazards, and any restrictions on use of machinery or products.

b. Ensure that pets, children, and third parties are kept away from the working area while Services are being carried out.

c. Inform the Company of any underground services such as cables, pipes, or irrigation systems that could be affected by gardening work.

d. Obtain any permissions, licences, or consents required from landlords, neighbours, or local authorities for the Services to be performed.

e. Ensure that any vehicles, garden furniture, or personal items are moved where necessary to allow work to be done safely and efficiently.

5. Pricing and Payments

5.1 Pricing basis

Prices may be quoted on an hourly, daily, or fixed-project basis, or a combination of these. All prices will be stated exclusive or inclusive of VAT depending on the Companys VAT status and will be clearly indicated on the quotation or invoice.

5.2 Deposits and prepayments

For larger works, materials-heavy projects, or new Clients, the Company may request a deposit or partial prepayment before work commences. The level of deposit will be communicated at the quotation or booking stage. Work may be postponed or cancelled if the requested deposit is not received by the due date.

5.3 Payment terms

Unless otherwise agreed in writing, payment is due upon completion of the Services or within the period specified on the invoice. The Company may issue invoices by hand, post, or in electronic form. The Client is responsible for ensuring prompt payment using an accepted payment method, which may include bank transfer or other methods stated on the invoice.

5.4 Late payment

If payment is not received by the due date, the Company reserves the right to charge interest on overdue amounts at the statutory rate permitted under UK law, as well as reasonable administration costs incurred in chasing payment. The Company may suspend or cancel future Services until all outstanding sums are paid in full.

5.5 Variations and additional work

If during the course of the Services it becomes clear that additional work is required, or the Client requests changes to the agreed scope, the Company may amend the price accordingly. Any such changes will be discussed with the Client before proceeding. The Company is under no obligation to carry out additional work that has not been agreed and may treat it as a separate Booking.

6. Cancellations, Rescheduling and No-Show

6.1 Client cancellations

The Client may cancel or reschedule a Booking by giving reasonable notice. Unless otherwise stated in writing, the Company requires at least 48 hours notice before the scheduled start time. If less than 48 hours notice is given, the Company may charge a cancellation fee up to a reasonable proportion of the quoted price to cover lost time and allocated resources.

6.2 Company cancellations

The Company reserves the right to reschedule or cancel a Booking in the event of severe weather, staff illness, safety concerns, or other circumstances beyond its reasonable control. The Company will endeavour to provide as much notice as possible and to agree a new date and time for the Services. The Company will not be liable for any indirect losses arising from such rescheduling or cancellation.

6.3 No access or Client no-show

If the Company attends the Site at the agreed time and is unable to gain access or commence work due to circumstances within the Clients control, the Company may charge a call-out fee or up to the full quoted fee for that visit.

7. Gardening Work, Materials and Standards

7.1 Performance of services

The Company will use reasonable care and skill in carrying out the Services and will endeavour to meet any agreed timescales. However, all dates and times are estimates and may be affected by weather, access limitations, or unforeseen conditions at the Site.

7.2 Materials and products

Where the Company supplies plants, turf, soil, fertilisers, or other materials, it will select them with reasonable care and in line with horticultural practice. The establishment and long-term performance of living materials such as plants and lawn turf depend on factors beyond the Companys control, including weather, pests, diseases, soil conditions, and the Clients ongoing care. Accordingly, the Company cannot guarantee the survival or growth of such materials unless expressly stated in writing.

7.3 Use of chemicals and machinery

Some gardening work may require the use of powered equipment or approved garden chemicals such as weed killers, feeds, or treatments. The Company will use such equipment and products in compliance with relevant safety guidelines and legal requirements. The Client must keep children and pets away from treated areas for any period advised by the Company and must follow any care instructions provided.

8. Waste Handling and Environmental Regulations

8.1 Green waste

The Company will endeavour to minimise waste and may, by prior agreement, remove green waste such as grass cuttings, hedge trimmings, and prunings from the Site. Where green waste removal is included in the quotation, it will be carried out in line with applicable UK waste regulations. If waste volumes exceed those anticipated at the time of quotation, additional charges may apply.

8.2 Non-green waste

Disposal of non-green waste, including rubble, household items, plastics, and hazardous materials, is not included in standard gardening Services unless expressly stated. If the Client requires removal of such materials, this must be agreed in advance and may incur additional costs. The Company is not obliged to remove waste which it reasonably believes may be hazardous or unsuitable for normal green waste channels.

8.3 Compliance with law

The Company will dispose of any waste it agrees to remove in accordance with relevant UK waste management regulations and licensing requirements. The Client must not request, and the Company will not perform, any disposal that would be unlawful or contrary to environmental regulations.

9. Health and Safety

The Company is committed to maintaining a safe working environment for its personnel, Clients, and members of the public. The Company may refuse to carry out work if it reasonably considers that conditions at the Site pose a risk to health or safety, including but not limited to unstable structures, unsafe access, or aggressive animals. In such circumstances the visit may be treated as a cancellation by the Client if the issues fall within the Clients responsibility.

10. Liability and Insurance

10.1 General liability

The Company will maintain appropriate public liability insurance for the Services it provides. If damage is caused to the Clients property as a direct result of the Companys negligence, the Company will, at its option, repair the damage or offer reasonable compensation subject to the limits of its insurance cover and applicable law.

10.2 Exclusions

The Company will not be liable for:

a. Any loss or damage arising from inaccurate information or instructions provided by the Client.

b. Any damage to underground pipes, cables, or other services that were not properly identified and disclosed by the Client before work commenced.

c. Indirect or consequential loss, including loss of enjoyment, loss of profits, or loss of opportunity.

d. Natural events or conditions, including storms, drought, flooding, pests, and diseases, that affect the appearance or condition of the garden after the Services have been performed.

e. The death or deterioration of plants, turf, or other living materials except where expressly guaranteed in writing.

10.3 Limitation of liability

Nothing in these Terms and Conditions limits or excludes liability for death or personal injury caused by negligence, fraud, or any other liability that cannot lawfully be limited or excluded under UK law. Subject to the foregoing, the Companys total liability to the Client in connection with any Booking will not exceed the total amount paid by the Client for the Services to which the claim relates.

11. Complaints and Service Issues

If the Client is dissatisfied with any aspect of the Services, they should contact the Company as soon as reasonably possible, ideally within 48 hours of the work being carried out. The Company will investigate any concerns raised in good faith and, where appropriate, may arrange a revisit, corrective work, or a partial refund. The Client must allow the Company an opportunity to inspect and remedy any alleged defects before arranging third-party repairs or withholding payment.

12. Intellectual Property and Use of Images

The Company may, with the Clients consent where required by law, take before-and-after photographs of the Site for quality control, portfolio, and marketing purposes. Any such images will not generally identify the Client by name or disclose personal contact details. All intellectual property rights in any designs, planting plans, or written recommendations provided by the Company remain the property of the Company unless expressly assigned in writing.

13. Data Protection and Privacy

The Company will process personal data provided by the Client in accordance with applicable UK data protection legislation. Personal information will be used for the purposes of managing Bookings, providing Services, issuing invoices, and handling enquiries or complaints. The Company will take reasonable steps to keep personal data secure and will not sell such data to third parties.

14. Force Majeure

The Company will not be liable for any delay or failure to perform its obligations where such delay or failure is caused by events beyond its reasonable control, including but not limited to extreme weather conditions, acts of God, industrial disputes, power failures, or restrictions imposed by authorities. In such cases, the Company may suspend or reschedule the Services and will notify the Client as soon as reasonably practicable.

15. Termination

Either party may terminate an ongoing maintenance Agreement by giving written notice in accordance with any notice period stated in the Agreement or, if none is stated, by giving at least 30 days notice. The Company may terminate the Agreement with immediate effect if the Client materially breaches these Terms and Conditions, fails to pay sums due, or behaves in a manner that is abusive, threatening, or otherwise unreasonable towards the Companys personnel.

16. Governing Law and Jurisdiction

These Terms and Conditions, and any dispute or claim arising out of or in connection with them or any Services provided by Gardeners Coombe, shall be governed by and construed in accordance with the laws of England and Wales. The parties agree that the courts of England and Wales shall have exclusive jurisdiction to settle any dispute or claim arising from or related to these Terms and Conditions or the Services.

17. General Provisions

17.1 Entire agreement

These Terms and Conditions, together with any written quotation, schedule, or specification issued by the Company and accepted by the Client, form the entire Agreement between the parties in relation to the Services and supersede any prior discussions or understandings.

17.2 Amendments

The Company may update these Terms and Conditions from time to time. The version in force at the time of the Booking will apply to that Booking. Any changes will not affect Bookings already confirmed unless required by law.

17.3 Assignment

The Client may not assign or transfer their rights or obligations under the Agreement without the Companys prior written consent. The Company may assign or subcontract some or all of its obligations, provided that this does not materially reduce the standard of the Services.

17.4 Severability

If any provision of these Terms and Conditions is found to be invalid or unenforceable, the remaining provisions shall continue in full force and effect.

17.5 No waiver

Failure or delay by either party in exercising any right or remedy under these Terms and Conditions shall not constitute a waiver of that or any other right or remedy.

By proceeding with a booking or allowing work to commence, the Client acknowledges that they have read, understood, and agreed to these Terms and Conditions for Gardeners Coombe gardening services.