Terms & Conditions

Oakline Grounds Ltd

Last updated: July 2025

1. Introduction

These Terms and Conditions ("Terms") govern the provision of grounds maintenance and landscaping services by Oakline Grounds Ltd ("we", "us", "our") to our clients ("you", "your"). By engaging our services, you agree to be bound by these Terms.

2. Services

2.1 Service Provision

We provide professional grounds maintenance, landscaping, and related services as detailed in our service agreements and specifications.

2.2 Service Standards

We commit to delivering services with reasonable care and skill in accordance with the Supply of Goods and Services Act 1982.

2.3 Service Variations

Any changes to agreed services must be confirmed in writing. Additional work outside the original scope will be charged separately at our prevailing rates.

2.4 Winter Care Package

Winter care services are subject to separate terms and conditions as detailed in our "Winter Care Package Terms & Conditions" document, which forms part of these Terms when such services are contracted.

3. Client Responsibilities

3.1 Site Access

You must provide safe, unobstructed access to all areas requiring maintenance during agreed service periods.

3.2 Site Conditions

You must inform us of any hazards, underground services, or special conditions on your property that may affect our work.

3.3 Plant and Equipment Safety

You are responsible for ensuring any existing plants, structures, or equipment on your property are safe and properly maintained.

4. Health and Safety

4.1 Our Obligations

We maintain comprehensive public liability insurance and comply with the Health and Safety at Work etc. Act 1974 and all relevant regulations including the Management of Health and Safety at Work Regulations 1999.

4.2 Site Safety

We reserve the right to suspend work if we consider site conditions unsafe. No charges will apply for time lost due to unsafe conditions beyond our control.

4.3 Risk Assessment

We conduct appropriate risk assessments in accordance with the Management of Health and Safety at Work Regulations 1999 and follow our established safety procedures.

5. Payment Terms

5.1 Payment Schedule

Unless otherwise agreed, invoices are issued monthly in advance for regular maintenance services, or upon completion for one-off projects.

5.2 Payment Due Date

Payment is due within 30 days of invoice date unless alternative terms are agreed in writing.

5.3 Late Payment

In accordance with the Late Payment of Commercial Debts (Interest) Act 1998, we reserve the right to charge statutory interest on overdue amounts at 8% plus the Bank of England base rate per annum, calculated daily from the due date.

5.4 Disputed Invoices

Any invoice disputes must be raised in writing within 7 days of receipt. Undisputed portions remain payable within standard terms.

5.5 Payment Methods

We accept payment by bank transfer, cheque, or other methods as agreed in writing. Card payments may incur additional processing charges.

5.6 Advance Payments

For new clients or large projects, we may require payment in advance or on account before commencing work.

5.7 Retention of Title

Materials supplied remain our property until payment is received in full. We reserve the right to recover any unpaid materials from your property.

5.8 Set-Off

You may not withhold payment or set off amounts against other claims without our prior written consent.

5.9 Collection Costs

You shall be liable for all reasonable costs incurred in collecting overdue amounts, including legal fees, court costs, and debt collection charges.

5.10 Suspension of Services

We reserve the right to suspend services for accounts more than 30 days overdue until payment is received in full, without prejudice to any other remedies available to us.

5.11 Termination for Non-Payment

Persistent late payment or failure to pay within 60 days of the due date may result in immediate termination of services and acceleration of all outstanding amounts.

5.12 Fuel Surcharge

We reserve the right to apply a fuel surcharge to invoices when diesel prices exceed £1.50 per litre, calculated as a percentage of the total service charge.

5.13 Multi-Year Contract Price Escalation

For contracts exceeding one year, prices may be increased annually by the higher of 3% or the prevailing rate of inflation (RPI) with 30 days' written notice.

6. Weather and Seasonal Factors

6.1 Weather Delays

We may postpone or reschedule work due to adverse weather conditions that prevent safe or effective service delivery.

6.2 Seasonal Scheduling

Service frequency may vary seasonally as outlined in your service specification. Winter services may include additional safety measures.

6.3 Growing Conditions

Plant growth rates and maintenance requirements vary with weather conditions. We adapt our service delivery accordingly whilst maintaining agreed standards.

6.4 Seasonal Price Variations

Winter services may be subject to premium rates due to additional safety requirements and challenging working conditions.

7. Insurance and Liability

7.1 Our Insurance

We maintain comprehensive public liability insurance and employers' liability insurance as required by the Employers' Liability (Compulsory Insurance) Act 1969.

7.2 Limitation of Liability

Subject to clause 7.3, our total liability for any claim shall not exceed the value of services provided in the 12 months preceding the claim.

7.3 Excluded Liability

Nothing in these Terms excludes or limits our liability for death or personal injury caused by our negligence, fraud, or fraudulent misrepresentation, or any other liability that cannot be excluded or limited under English law.

7.4 Exclusions

We accept no liability for damage to unmarked underground services, pre-existing plant diseases, or conditions beyond our reasonable control.

8. Contract Duration and Termination

8.1 Contract Period

Service contracts commence on the agreed start date and continue for the specified term unless terminated in accordance with these Terms.

8.2 Termination by Client

You may terminate services by giving 30 days' written notice. Charges apply for work completed up to the termination date.

8.3 Termination by Us

We may terminate services immediately for non-payment, material breach of contract, or unsafe site conditions. We may terminate with 30 days' notice for any other reason.

8.4 Consequences of Termination

Upon termination, all outstanding invoices become immediately due. We will remove our equipment but are not obligated to remove materials or complete partial work.

9. Consumer Rights

9.1 Consumer Contracts

If you are a consumer, you have rights under the Consumer Rights Act 2015 and the Consumer Contracts (Information, Cancellation and Additional Charges) Regulations 2013, which these Terms do not affect.

10. Data Protection

10.1 Data Collection

We collect and process personal data in accordance with the UK General Data Protection Regulation and the Data Protection Act 2018.

10.2 Data Use

Your data is used solely for service delivery, invoicing, and maintaining our client relationship. We do not share data with third parties except as required by law or with your consent.

10.3 Data Retention

We retain client data for 7 years after contract termination for accounting and legal purposes, then securely dispose of it.

10.4 Your Rights

You have rights regarding your personal data including access, rectification, erasure, and portability. Contact us to exercise these rights.

11. Environmental Responsibility

11.1 Waste Management

We dispose of garden waste and materials in accordance with the Environmental Protection Act 1990 and hold appropriate waste carrier licences under the Waste (England and Wales) Regulations 2011.

11.2 Chemical Use

Any pesticides or chemicals are applied by operators certified under the Control of Pesticides Regulations 1986 and successor legislation, following manufacturer guidelines and environmental best practices.

11.3 Sustainability

We promote sustainable practices including composting, water conservation, and biodiversity protection where appropriate.

11.4 Waste Disposal Arrangements

Unless otherwise agreed, clients are responsible for providing appropriate waste disposal facilities. Skip hire and waste disposal charges will be passed on to the client where we arrange these services.

12. Quality Assurance

12.1 Service Standards

We aim to exceed client expectations through regular quality monitoring and responsive service delivery.

12.2 Issue Resolution

Any service concerns should be reported promptly. We commit to investigating and responding to all complaints within 5 working days.

12.3 Continuous Improvement

We welcome feedback and regularly review our procedures to maintain and improve service quality.

13. Force Majeure

We shall not be liable for any delay or failure to perform resulting from circumstances beyond our reasonable control, including extreme weather, natural disasters, government restrictions, or acts of God.

14. Intellectual Property

All reports, plans, and recommendations we provide remain our intellectual property. Clients receive a licence to use these materials for their intended purpose only.

15. Unfair Contract Terms

These Terms are subject to the Unfair Contract Terms Act 1977 and, where applicable, the Consumer Rights Act 2015. Any term found to be unfair or unreasonable will not be enforceable.

16. Governing Law

These Terms are governed by English law. Any disputes will be subject to the exclusive jurisdiction of the courts of England and Wales.

17. Alternative Dispute Resolution

We are committed to resolving disputes amicably. Before pursuing legal action, we encourage mediation through a recognised mediation service.

18. Entire Agreement

These Terms, together with any written service agreement, constitute the entire agreement between parties and supersede all prior negotiations or agreements.

19. Modifications

These Terms may only be modified in writing, signed by both parties. We reserve the right to update these Terms with 30 days' written notice.

20. Severability

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

21. Third Party Rights

No person other than the parties to these Terms shall have any rights under the Contracts (Rights of Third Parties) Act 1999 to enforce any term of these Terms.

22. Contact Information

23. Trade and Commercial Considerations

23.1 Working Hours

Standard working hours are 8:00 AM to 6:00 PM Monday to Friday, and 8:00 AM to 4:00 PM on Saturdays. Work outside these hours may incur additional charges and requires prior agreement.

23.2 Site Security

We are not responsible for site security. Clients must ensure adequate security measures for their premises and inform us of any access codes or security procedures.

23.3 Utilities and Facilities

Clients shall provide reasonable access to water and electricity where required for service delivery. Additional charges may apply if utilities are not readily available.

23.4 Parking and Access

Clients must provide suitable parking for our vehicles and equipment. Any parking charges or access fees will be passed on to the client.

23.5 Multiple Site Contracts

For clients with multiple sites, each location may be subject to separate scheduling and invoicing arrangements as agreed in writing.

23.6 Emergency Call-Outs

Emergency services outside normal working hours are available at premium rates. Minimum charges apply for emergency call-outs.

23.7 Equipment and Tool Security

We are not liable for theft or damage to our equipment whilst on client premises. Clients should notify us of any security concerns.

23.8 Subcontractors

We reserve the right to engage qualified subcontractors for specialist work. All subcontractors will be appropriately insured and work to our standards.

23.9 Noise Restrictions

We will comply with local authority noise restrictions and adjust working hours accordingly in residential areas. Any resulting schedule changes will not affect agreed pricing.

23.10 Key Holding Services

Where we hold access keys or security codes, these will be stored securely and used solely for agreed service delivery. Key holding may incur additional charges.