1. Definitions

• “Company” refers to Seasonal Outdoor Services Ltd

• “Client” means the person, company, or organisation commissioning the services.

• “Services” include all works provided by the Company, including but not limited to:

  • Tree care and arboriculture

  • Grounds and vegetation maintenance

  • Outdoor cleansing and property maintenance

  • Working at height and access solutions

  • Surface cleaning, repairs, and reinstatement

  • Invasive species or other weed control services

  • Any related consultation, inspection, or reporting services

2. Scope of Works

• Services will be provided as per the written quotation or service agreement issued by the Company.

• Any additions or variations to the agreed scope must be confirmed in writing and may be subject to revised pricing and timelines.

• Client to verify scope of works and correct if they have been misinterpreted.

3. Site Access & Conditions

• The Client shall ensure clear, safe, and uninterrupted access to the worksite during the agreed working hours.

• This includes access for:

  • Vehicles, plant, and machinery

  • Waste removal and material delivery

  • Power and water sources if requested

• If access is restricted due to locked gates, other contractors, unsafe conditions, parked vehicles, or other obstructions, the Company reserves the right to:

  • Charge for lost time, waiting time, or aborted visits

  • Reschedule at the next available slot with associated mobilisation charges

• If limited access is to be anticipated, it is the client’s responsibility to notify us in advance if this is not already included in the scope of works.

4. Site Inductions & Documentation

• If inductions, RAMS approval, permits, or site-specific paperwork are required, the Client must notify the Company prior to quotations being issued, in writing.

• Delays caused by late or uncommunicated induction or documentation requirements may incur additional charges or lead to project rescheduling.

5. Delays, Cancellations & Rescheduling

• A minimum of 48 hours’ notice is required to postpone or cancel any scheduled work; these delays must be forwarded in writing.

• If less than 48 hours’ notice is provided, the Company reserves the right to charge:

  • A cancellation or rescheduling fee

  • A minimum charge equivalent to the crew’s time and transport costs

6. Working Conditions

Works may be suspended, delayed, or rescheduled at the Company’s discretion in the event of:

• Severe weather (e.g. high winds, heavy rain, lightning, or snow)

• Safety concerns (e.g. unstable trees, overhead lines, public interference)

• Unsuitable ground conditions (e.g. waterlogged or frozen surfaces)

7. Client Responsibilities & Legal Compliance

The Client is fully responsible for ensuring that all relevant permissions and legal or regulatory conditions are in place prior to the commencement of any works.

This includes, but is not limited to:

• Wayleaves or easements

• Tree Preservation Orders (TPOs)

• Planning permissions or planning conditions

• Conservation area restrictions

• Sites of Special Scientific Interest (SSSI)

• Felling licences or notification under forestry legislation

• Permit-to-work systems

• Utilities network permissions or shutdowns

• Consent from landowners, landlords, or other stakeholders

The Company shall not be liable for any fines, enforcement actions, delays, or additional costs arising from the Client’s failure to obtain the required permissions or disclose relevant site restrictions.

8. Health, Safety & Environmental Compliance

The Company complies with all applicable Health, Safety, and Environmental legislation in Northern Ireland and the Republic of Ireland, including but not limited to:

• Safe use of equipment and machinery

• Working at height regulations

• Personal Protective Equipment (PPE) standards

• Environmental protection and waste handling laws

The Client must notify the Company of any site-specific hazards or restrictions, including but not limited to:

• Underground or overhead services

• Contaminated land or hazardous substances

• Deep or moving water

• ATEX or other hazardous area

• Asbestos-containing materials

• Steep slopes

• Wildlife habitats or protected ecological features

If, during a site visit or at any time before or during the Services, the Company
identifies the presence of protected wildlife or environmental constraints (e.g.
nesting birds, bats, amphibians, invasive species or protected habitats), as defined
under applicable legislation in Northern Ireland or the Republic of Ireland,
including but not limited to:

• The Wildlife (Northern Ireland) Order 1985
• The Nature Conservation and Amenity Lands (Northern Ireland) Order
  1985
• The Conservation (Natural Habitats, etc.) Regulations (Northern Ireland)
  1995
• The Wildlife Acts 1976 to 2018 (Republic of Ireland)
• The European Communities (Birds and Natural Habitats) Regulations
  2011 (Republic of Ireland)
• Or any other relevant legislation,

The Company will be legally unable to carry out works until it is safe and lawful to do so.

In such cases:

• The Client will be notified promptly.

• Services may be suspended, delayed, or rescheduled without liability to the Company.

• The Client shall be responsible for obtaining any required ecological surveys
  or permissions, and for informing the Company when works may resume.

The Company shall not be liable for delays or costs resulting from compliance with wildlife or environmental protection legislation.

9. Waste, Arisings & Site Clearance

• Unless the removal of all or some of the waste resulting from our Services is provided for in the Specification, we shall not be liable for any failure to remove any waste resulting from our Services.

• Where the Client chooses to retain any arisings (e.g. timber, mulch), the Company accepts no responsibility for their use, storage, or disposal after delivery.

10. Property & Surface Protection

• While all reasonable care will be taken to avoid damage to lawns, surfaces, pathways, and property, some disturbance may be unavoidable due to the nature of the works.

The Client is responsible for:

• Informing the Company of any underground services or vulnerable areas.
• Protecting driveways or surfaces if concerned about heavy vehicle access

The Company shall not be liable for damage to:

• Unknown or unmarked underground services

• Surfaces where access was authorised by the Client

• Surfaces where a suitable attempt was made to protect it (e.g. load mats laid
  down)

• Property or items not moved or protected prior to works

11. Liability

• The Company maintains appropriate Public Liability, Employers’ Liability, and Professional Indemnity Insurance.

• The Company, depending on the issue and at our discretion, may offer to repair or reinstate issues without the involvement of insurance.

The Company shall not be liable for:

• Indirect or consequential loss, including business interruption

• Delays caused by weather, site access, third parties, or regulatory matters

• Acts of vandalism, theft, wildlife damage, or Client negligence

12. Payment Terms

• All invoices are due for payment within 14 days for new customers and 30 days for existing customers of the invoice date, unless otherwise agreed.

A new customer is deemed to be:

• a customer we have never worked with before

• a customer we have not worked with for a period of 12 months or more

• an existing customer with a new/ alternative invoicing address

• an existing customer with a new trading name

Overdue payments may result in:

• Suspension of services

• Statutory demands issued

• Compounding interest at 5 % per 30 days overdue

• Legal recovery action and associated costs

13. Warranty & Defects

• Workmanship is guaranteed for a period of 3 months unless otherwise stated.

• Job sheets will be referenced to determine responsibility for warranty or defect issues

This guarantee excludes:

• Natural deterioration or regrowth of vegetation
• Seasonal changes or plant loss due to environmental factors
• Third-party interference, such as but not limited to vandalism, repeated graffiti, further spills or dirtying of areas, etc etc
• Damage from animals, pests, weather, or third-party interference
• Manufacturers’ defects or premature failure of materials

14. Force Majeure

The Company shall not be liable for any delay or failure to perform its obligations due to events beyond its reasonable control, including but not limited to:

• Extreme weather

• Industrial action or illness

• Equipment failure

• Material shortages

• Acts of God or government restrictions

15. Photography & Reporting

The Company may take photographs/ videos of the site before, during, and after
works for:

• Health and safety records
• Quality assurance and progress documentation
• Use in reports, unless otherwise requested by the Client

We may use these photos/ videos or alternatives at our discretion for promotional
material, digitally or in print. We will inform the client in advance if we deem this
necessary and if you do not wish for works on your site to be used, please inform us
in advance.

16. Client-Supplied Materials

Where the Client supplies any materials, plants, or equipment:

• The Company accepts no liability for quality, failure, or performance

• Delays or costs caused by defective Client-supplied items will be chargeable

17. Out-of-Hours Work

• Services required outside standard working hours (e.g. evenings, weekends, or public holidays) must be pre-agreed and will incur adjusted pricing.

18. Governing Law

• These terms and conditions are governed by the laws of Northern Ireland.

• Any disputes arising from this agreement shall be subject to the exclusive jurisdiction of the courts of Northern Ireland.

19. Client Staff Conduct, Interference, and Scope Control

The Company does not accept any liability for injury, damage, or loss arising from
assistance or involvement by the Client’s employees, representatives, or agents during the provision of services. Any such involvement is entirely at the Client’s own risk and must be pre-authorised in writing.

The Client must ensure that only those with formal authority are permitted to give
instructions, request variations, or alter the agreed scope of works.

• The Company is not obligated to act on any verbal or informal direction from
  unauthorised individuals on site.
• Any unauthorised attempts to change, add to, or reduce the agreed scope will
  be disregarded unless approved through the appropriate channels (e.g. written
  variation order or contract amendment).
• The Company, at our discretion, may seek clarification from the authorising
  officer.

Where the presence or behaviour of the Client’s staff, contractors, or representatives:

• Hinders or obstructs progress
• Creates confusion or contradicts agreed instructions
• Presents safety concerns, or
• Causes persistent or unjustified interruptions

The Company reserves the right to:

• Request that such individuals leave the immediate work area, and
• Suspend works or withdraw from site if such behaviour continues.

In the event of a site withdrawal due to interference, unauthorised instructions, or safety concerns caused by the Client’s personnel, any lost time, travel, and remobilisation costs may be chargeable.

20. Defects and Disputes

The Client must inspect the completed works or services upon delivery or completion.

If the Client believes that the Services have not been delivered in accordance with the agreed scope, quality, or specification, any concerns, defects, or disputes must be:

• Notified to the Company in writing, and
• Received within 14 calendar days of completion of the relevant Services or
  visit.

The notification must clearly identify:

• The nature of the alleged defect or issue
• The specific location(s) affected (if applicable)
• Any supporting evidence (e.g. photographs, written observations)

The Company shall be given a reasonable opportunity to inspect and, if necessary, rectify any genuine defects or non-conformities at its discretion.

Failure to notify the Company in writing within the 14-day period shall be deemed:

• Acceptance of the Services as delivered, and
• A waiver of any right to dispute the Service quality or raise any claim related
  to that visit or work.

This clause does not affect any applicable warranty rights outlined in these Terms, but the process for raising a defect or dispute must still be followed.

21. Entire Agreement

• These terms, along with any accompanying quotation or service agreement, constitute the entire agreement between the Company and the Client.

• No other terms, conditions, or representations from the client shall apply unless agreed in writing by both parties.