Terms and Conditions for Gardeners Northumberland Heath

These Terms and Conditions govern the provision of gardening and related services by Gardeners Northumberland Heath to residential and commercial clients. By booking or using our services, you confirm that you have read, understood and agree to be bound by these Terms and Conditions.

1. Definitions and Scope of Services

In these Terms and Conditions, the following definitions apply:

Client means the individual or organisation requesting and receiving services.

Company means Gardeners Northumberland Heath, the gardening services provider.

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

Site means the garden, land or property at which the Services are to be carried out.

The Company provides general gardening and grounds maintenance services within its operating area. The precise scope, frequency, and nature of the Services will be agreed with each Client prior to commencement and may be confirmed in writing, including any quote, work specification or schedule provided.

2. Booking Process

2.1 Clients may request a booking for gardening services by contacting the Company and providing details of the required work, the Site address, access arrangements and preferred dates and times.

2.2 The Company may offer an estimate or quote based on the information provided. In some cases, a Site visit may be required to confirm the scope of work and pricing before a booking is confirmed.

2.3 A booking will only be confirmed once the Client has accepted the quote or estimate and the Company has acknowledged the booking. Acceptance may be made verbally or in writing, including by message or other written confirmation.

2.4 For ongoing maintenance, the Company may agree a regular schedule of visits. Any such schedule is subject to weather conditions, seasonal requirements, staff availability and other factors outside the Company’s reasonable control.

2.5 The Client is responsible for providing accurate information at the time of booking. If the information provided is incomplete or inaccurate, the Company reserves the right to amend the quote, adjust the work on the day, or decline the booking.

3. Access to the Site

3.1 The Client must ensure the Company and its gardeners have safe and reasonable access to the Site at the agreed time. This includes access through any gates, communal areas, or internal routes that lead to the garden or external areas.

3.2 If keys, codes, or specific instructions are required for access, the Client must provide them in advance. The Company will take reasonable care of any keys or codes but accepts no responsibility for delays caused by access issues.

3.3 If the gardeners are unable to gain access to the Site at the agreed time due to circumstances within the Client’s control, the visit may be treated as a short-notice cancellation and a call-out or cancellation fee may apply.

3.4 The Client is responsible for ensuring that the Site is safe and free from hazards, including but not limited to unsecured dogs, dangerous structures, exposed cables, or hazardous materials. The Company reserves the right to suspend or refuse work if conditions are unsafe.

4. Pricing, Quotes and Estimates

4.1 Prices for gardening services will depend on factors including the size and condition of the garden, the type of work, the number of gardeners required, equipment needed and the estimated time on Site.

4.2 Any quote or estimate provided by the Company is based on the information available at the time and is valid for a limited period as notified to the Client. The Company reserves the right to revise pricing if the scope of work changes or if additional work is requested.

4.3 If, upon arrival, the gardeners determine that the work required is significantly different from that described at the time of booking, the Company will notify the Client and seek approval for revised pricing before proceeding wherever reasonably possible.

4.4 Unless otherwise agreed, prices quoted are for labour only and do not include the cost of plants, materials, waste disposal charges, skip hire or specialist equipment, which will be charged separately where applicable.

5. Payments and Invoices

5.1 The Client agrees to pay for all Services provided by the Company in accordance with the agreed pricing and payment terms.

5.2 Payment may be required on the day of service or within a set period after invoice, as advised by the Company. For some projects, especially larger or multi-day works, the Company may require an upfront deposit before starting work.

5.3 The Client will be provided with an invoice or receipt detailing the Services provided, the charges and any applicable taxes. Invoices must be paid in full by the due date stated.

5.4 If payment is not received by the due date, the Company reserves the right to suspend further services, apply late payment charges, and take reasonable steps to recover outstanding amounts. The Client will be liable for any reasonable costs incurred in recovering unpaid sums.

5.5 For ongoing maintenance contracts, regular payment methods may be agreed. If a payment is missed, the Company may cancel scheduled visits until the account is brought up to date.

6. Cancellations and Rescheduling

6.1 The Client may cancel or reschedule a booking by giving the Company reasonable notice prior to the scheduled visit time. The amount of notice required may depend on the type and duration of the work booked, and will be explained at the time of booking.

6.2 The Company reserves the right to charge a cancellation fee if the Client cancels or reschedules with short notice, or if the gardeners attend the Site but cannot gain access or are unable to work due to circumstances within the Client’s control.

6.3 The Company may cancel or postpone a visit due to severe weather, health and safety concerns, staff illness or other circumstances beyond its reasonable control. In such cases, the Company will offer an alternative date as soon as reasonably practicable.

6.4 If the Client persistently cancels or fails to provide access for scheduled visits, the Company reserves the right to terminate any regular maintenance arrangement.

7. Standards of Work and Client Responsibilities

7.1 The Company will carry out Services with reasonable care and skill and in accordance with good horticultural practice appropriate to the season and prevailing conditions.

7.2 Gardening outcomes can depend on factors beyond the Company’s control, including soil condition, existing plant health, weather, pests, and the Client’s care between visits. Accordingly, results such as growth, flowering, or lawn recovery cannot be guaranteed.

7.3 The Client is responsible for following any aftercare advice provided for plants, lawns, and treated areas, including watering schedules, use of fertilisers, and restrictions on access by pets or children where treatments have been applied.

7.4 The Client must notify the Company promptly of any concern with the standard of work. Where a genuine issue is identified that results directly from the Company’s actions, the Company will seek to remedy the issue within a reasonable time.

8. Materials, Plants and Products

8.1 If the Company supplies plants, turf, compost, fertilisers, or other materials, these will be selected in good faith based on suitability and availability at the time of purchase.

8.2 Planting success can vary and is influenced by weather conditions, pests, diseases, soil quality and care. While the Company will use reasonable skill and care, it cannot guarantee the survival or performance of plants or lawns after planting.

8.3 Any products such as weed killers, lawn treatments or pesticides will be used in accordance with relevant guidance and safety instructions. The Client must comply with any instructions regarding restricted access to treated areas.

9. Garden Waste and Waste Regulations

9.1 Gardening work often produces green waste such as grass cuttings, leaves, branches and plant material. The handling of this waste must comply with applicable waste regulations.

9.2 Unless expressly included in the quote, the Company is not obliged to remove green waste from the Site. Where waste removal is requested, an additional charge may apply to cover disposal fees, transport, and labour.

9.3 Where feasible, the Company may use on-site composting, mulching, or designated garden waste bins if the Client has these available and requests such use. The Client is responsible for ensuring any bins or containers provided are suitable and permitted for garden waste.

9.4 The Company will not remove or dispose of hazardous waste, including but not limited to asbestos, contaminated soil, chemicals, or electrical items. If such materials are encountered, the Company may stop work and the Client will be advised to arrange specialist removal.

9.5 Any waste removed by the Company will be transported and disposed of in accordance with relevant waste and environmental regulations as applicable, using licensed facilities or carriers where required.

10. Liability and Insurance

10.1 The Company will exercise reasonable care while working on the Site. However, gardening work intrinsically involves the use of tools, machinery and manual handling, and minor incidental damage to delicate items may be unavoidable in some circumstances.

10.2 The Client must remove or clearly identify any fragile, valuable or hidden items within the garden prior to the commencement of work. This includes garden ornaments, lighting cables, irrigation systems, pipes, or other installations that may be concealed by vegetation.

10.3 The Company shall not be liable for any damage or loss arising from pre-existing defects, infestations, structural weaknesses, or issues at the Site that were not reasonably apparent prior to commencing work.

10.4 The Company’s total liability for any claim arising in connection with the Services, whether in contract, tort, or otherwise, shall be limited to the amount paid or payable by the Client for the specific visit or project giving rise to the claim, except where such limitation is not permitted by law.

10.5 Nothing in these Terms and Conditions shall limit or exclude liability for death or personal injury caused by negligence, fraud, or any other liability that cannot lawfully be excluded or limited.

11. Health and Safety

11.1 The Company will take reasonable steps to work safely and to comply with applicable health and safety requirements.

11.2 The Client agrees not to request the gardeners to undertake any task that is unsafe or that falls outside the scope of normal gardening activities, such as working at excessive heights without appropriate equipment or using unsafe structures.

11.3 Children and pets should be kept away from areas where work is being carried out, particularly when machinery is in use or treatments have been applied.

12. Termination of Services

12.1 Either party may terminate ongoing maintenance arrangements by giving reasonable notice, unless a minimum term or specific notice period has been agreed in writing.

12.2 The Company may terminate services with immediate effect if the Client fails to pay for Services, behaves abusively or unreasonably towards staff, repeatedly cancels with short notice, or otherwise breaches these Terms and Conditions.

12.3 On termination, the Client remains responsible for payment in full for all Services already provided and for any materials purchased specifically for their project.

13. Personal Data

13.1 The Company may collect and store basic contact details and information relating to the Site and services required for the purposes of managing bookings, providing Services, and handling invoices.

13.2 Client data will be handled with reasonable care and will not be shared with third parties except where necessary to deliver the Services, process payments, or comply with legal obligations.

14. Changes to These Terms

14.1 The Company reserves the right to update or amend these Terms and Conditions from time to time. The latest version will apply to new bookings and to ongoing Services, subject to any specific written agreement with the Client.

14.2 If significant changes are made that materially affect ongoing Clients, the Company will take reasonable steps to notify those Clients of the changes.

15. Governing Law and Jurisdiction

15.1 These Terms and Conditions and any dispute or claim arising out of or in connection with them or the Services provided shall be governed by and construed in accordance with the laws of England and Wales.

15.2 The parties agree that the courts of England and Wales shall have exclusive jurisdiction to settle any dispute or claim arising out of or in connection with these Terms and Conditions or their subject matter.

16. General Provisions

16.1 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.

16.2 No failure or delay by the Company in exercising any right or remedy under these Terms and Conditions shall constitute a waiver of that or any other right or remedy.

16.3 These Terms and Conditions constitute the entire agreement between the Client and the Company regarding the provision of gardening services and supersede any previous understandings or agreements, whether written or oral, relating to the same subject matter.

By proceeding with a booking and allowing the Company to commence work, the Client confirms acceptance of these Terms and Conditions for Gardeners Northumberland Heath.