Terms and Conditions of Service

1. About these terms

These Terms and Conditions govern the supply of grounds maintenance, landscaping and related services by SiteVera.

SiteVera is the trading name of:

Legal name: [INSERT LEGAL NAME]
Company number: [INSERT OR REMOVE]
Registered office: [INSERT ADDRESS]
Email: [INSERT EMAIL]
Telephone: [INSERT NUMBER]

These terms apply to business customers, public authorities, educational institutions, charities and other organisations. They are not intended for consumers purchasing services wholly or mainly for personal use.

2. Definitions

In these terms:

  • SiteVera, we, us and our means the legal entity identified above.

  • Customer, you and your means the organisation purchasing the Services.

  • Contract means the agreement between SiteVera and the Customer.

  • Quotation means our written quotation, proposal or pricing document.

  • Services means the work described in the Quotation, service specification or agreed order.

  • Site means the location where the Services are delivered.

  • Service Specification means the agreed description, scope and frequency of the Services.

  • Working Day means Monday to Friday, excluding bank holidays in England.

3. Formation of the Contract

A Contract is formed when:

  • You sign or accept our Quotation;

  • You issue a purchase order that we accept;

  • You confirm acceptance by email;

  • We sign a separate contract; or

  • At your request, we begin delivering the Services.

Our Quotation, Service Specification and these terms form the Contract.

Any standard terms included in a Customer purchase order will not apply unless SiteVera expressly accepts them in writing.

If there is a conflict between contractual documents, the following order of priority applies:

  1. A separately signed contract;

  2. The accepted Quotation;

  3. The Service Specification;

  4. These Terms and Conditions;

  5. The Customer’s purchase order, excluding its standard terms.

4. Quotations

Unless stated otherwise:

  • Quotations remain valid for 30 days;

  • Prices exclude VAT;

  • Prices are based on the information available when the Quotation is prepared;

  • Work outside the agreed scope will be charged separately;

  • Quotations are subject to a satisfactory site assessment; and

  • SiteVera may withdraw a Quotation before acceptance.

A Quotation does not guarantee a start date unless that date is expressly confirmed in writing.

5. Scope of Services

SiteVera will provide the Services described in the accepted Quotation and Service Specification.

Services may include:

  • Grounds maintenance;

  • Grass cutting and lawn care;

  • Hedge and shrub maintenance;

  • Tree care;

  • Weed and vegetation management;

  • Hard and soft landscaping;

  • Sports and playground surface maintenance;

  • Site clearance;

  • Winter services;

  • Pond design and maintenance; and

  • Related site-improvement work.

Anything not expressly included within the agreed scope is excluded.

6. Service standards

SiteVera will:

  • Perform the Services with reasonable care and skill;

  • Use appropriately trained and competent personnel;

  • Follow applicable health and safety requirements;

  • Use suitable equipment and materials;

  • Take reasonable care of the Customer’s property; and

  • Deliver the Services in accordance with the agreed specification.

Unless expressly agreed, dates and times are estimates and are not conditions of the Contract.

7. Customer responsibilities

The Customer must:

  • Provide safe and timely access to the Site;

  • Supply accurate information about the Site;

  • Identify known hazards and restricted areas;

  • Provide relevant site rules and emergency procedures;

  • Provide safeguarding and security requirements;

  • Keep employees, students, visitors and members of the public away from active work areas;

  • Provide information about underground services, drainage and utilities;

  • Identify contamination, asbestos or hazardous materials;

  • Identify protected trees, species, habitats or planning restrictions;

  • Obtain permissions and consents unless the Quotation states that SiteVera will do so;

  • Provide access to water, electricity or welfare facilities where agreed;

  • Nominate an authorised representative; and

  • Notify SiteVera promptly of anything that could affect safe delivery.

SiteVera is not responsible for delays or additional costs caused by inaccurate, incomplete or withheld information.

8. Site access and safety

SiteVera may refuse to begin or continue work where:

  • The Site is unsafe;

  • Required access is unavailable;

  • People enter an active work area;

  • The Customer has not disclosed a significant hazard;

  • Conditions would breach health and safety requirements; or

  • Continuing work could damage property or the environment.

A refusal or suspension on reasonable safety grounds will not constitute a breach of Contract.

Reasonable additional costs caused by unsafe conditions, failed access or Customer delay may be charged to the Customer.

9. Safeguarding

Where Services are delivered at schools, colleges or other sensitive environments, the Customer must provide relevant safeguarding procedures and access requirements before work begins.

SiteVera will take reasonable steps to ensure that personnel follow the agreed requirements.

Unless expressly included in the Contract, SiteVera does not accept responsibility for supervising students, children, vulnerable persons or members of the public.

10. Weather and seasonal conditions

Grounds maintenance and landscaping are affected by weather, seasonal growth and ground conditions.

SiteVera may adjust, postpone or reschedule work where conditions:

  • Make work unsafe;

  • Risk damaging the Site;

  • Prevent the proper use of equipment;

  • Make treatment ineffective;

  • Affect plant establishment; or

  • Prevent the Services being delivered to an appropriate standard.

SiteVera will take reasonable steps to minimise disruption and rearrange affected work.

We do not guarantee specific growth rates, flowering periods, plant establishment or the complete prevention of weeds, pests, disease or weather-related damage.

11. Variations

Changes to the Services must be agreed in writing.

A variation may be required where:

  • The Customer changes the scope;

  • Additional work is requested;

  • Unexpected site conditions are discovered;

  • Information supplied by the Customer is inaccurate;

  • Access arrangements change;

  • Legal or regulatory requirements change;

  • Materials become unavailable; or

  • Labour, fuel or material costs change materially.

SiteVera will provide pricing or a reasonable basis for charging before completing significant additional work, except where urgent action is required to protect safety or property.

12. Materials and plant

Unless otherwise stated:

  • Materials remain SiteVera’s property until paid for in full;

  • Natural materials may vary in colour, shape, size and appearance;

  • Plant availability is subject to seasonal and supplier conditions;

  • Equivalent plants or materials may be proposed where specified items are unavailable; and

  • The Customer must provide appropriate aftercare where maintenance is not included.

Plant guarantees apply only where expressly stated in the Quotation and are subject to the Customer following all aftercare requirements.

SiteVera is not responsible for plant loss caused by vandalism, theft, extreme weather, pests, disease, third-party interference or inadequate watering outside our responsibility.

13. Waste

Green waste and other materials will only be removed where this is included in the Quotation.

Otherwise, waste may be left at an agreed location on the Site.

Where waste removal is included, SiteVera will use appropriate and lawful disposal or recycling arrangements.

The Customer must identify any hazardous, contaminated or specialist waste before work begins.

14. Equipment

All machinery, tools and equipment brought onto the Site by SiteVera remain our property.

The Customer must not use, move or interfere with our equipment without permission.

Where equipment is left securely at the Site by agreement, the Customer must take reasonable steps to prevent theft, damage or unauthorised use.

15. Subcontractors

SiteVera may appoint suitably competent subcontractors to deliver part of the Services.

SiteVera remains responsible for managing subcontracted Services unless otherwise agreed.

Subcontractors must follow relevant SiteVera requirements relating to safety, quality, safeguarding and ethical working practices.

16. Prices and VAT

The Customer must pay the charges stated in the Quotation or Contract.

Unless expressly stated:

  • Prices exclude VAT;

  • VAT will be added at the applicable rate;

  • Additional Services will be invoiced separately;

  • Agreed expenses and specialist charges may be invoiced; and

  • Recurring charges may be reviewed as specified in the Contract.

SiteVera may correct an obvious pricing or calculation error before the Services begin.

17. Invoicing and payment

Unless the Contract states otherwise:

  • Invoices are payable within 30 days of the invoice date;

  • Payment must be made in pounds sterling;

  • Payment must be made without deduction or set-off;

  • The Customer must raise genuine invoice disputes promptly; and

  • Undisputed amounts remain payable by the due date.

SiteVera may require deposits, staged payments or payment in advance for projects involving significant materials or mobilisation costs.

18. Late payment

Where a business invoice is overdue, SiteVera may:

  • Charge statutory interest;

  • Claim applicable fixed debt-recovery compensation;

  • Recover reasonable additional collection costs;

  • Suspend further Services; and

  • Withhold materials or deliverables where legally permitted.

Interest and compensation will be calculated under the Late Payment of Commercial Debts legislation as amended.

Current statutory interest for B2B debts is generally 8% above the Bank of England base rate. GOV.UK late-payment guidance

19. Cancellation and postponement

The Customer must give as much notice as reasonably possible when cancelling or postponing scheduled work.

Where work is cancelled or postponed, the Customer must pay:

  • Charges for Services already completed;

  • Materials already ordered or committed;

  • Non-refundable supplier costs;

  • Reasonable mobilisation and demobilisation costs; and

  • Other unavoidable costs caused by the cancellation.

If SiteVera cannot access the Site at the agreed time, we may charge the reasonable costs of the aborted visit.

Termination of recurring Services is governed by the notice period stated in the Quotation or Contract.

20. Suspension

SiteVera may suspend Services where:

  • An invoice is overdue;

  • The Customer commits a material breach;

  • The Site is unsafe;

  • Access is repeatedly unavailable;

  • Continuing work would breach the law; or

  • Circumstances outside our reasonable control prevent delivery.

We will normally provide notice before suspension unless urgent action is required.

21. Inspection and defects

The Customer should inspect completed work promptly and notify SiteVera of any concern within 10 Working Days.

The notice should describe the issue and provide reasonable supporting information.

Where SiteVera is responsible for a failure to meet the agreed specification, we will be given a reasonable opportunity to inspect and, where appropriate, correct or repeat the affected work.

This clause does not affect rights that cannot legally be excluded.

22. Liability

Nothing in these terms excludes or limits liability for:

  • Death or personal injury caused by negligence;

  • Fraud or fraudulent misrepresentation;

  • Deliberate misconduct; or

  • Any liability that cannot legally be excluded.

Subject to the above, SiteVera will not be liable for:

  • Indirect or consequential loss;

  • Loss of profit, revenue or anticipated savings;

  • Loss of business or opportunity;

  • Loss caused by incorrect information supplied by the Customer;

  • Damage to undisclosed underground services;

  • Pre-existing defects;

  • Acts or omissions of the Customer or third parties;

  • Vandalism, theft, pests, disease or extreme weather; or

  • Events outside SiteVera’s reasonable control.

SiteVera’s total aggregate liability under the Contract will not exceed the higher of:

  • The total charges paid or payable under the Contract during the preceding 12 months; or

  • £[INSERT LIABILITY CAP MATCHING INSURANCE AND COMMERCIAL RISK].

This liability clause should be reviewed against SiteVera’s insurance cover before publication. UK law does not permit contractual exclusion of liability for death or personal injury resulting from negligence. Unfair Contract Terms Act 1977

23. Insurance

SiteVera will maintain insurance appropriate to its activities.

Evidence of relevant insurance may be provided on reasonable request.

Insurance requirements specific to a Customer or contract must be agreed before the Contract is formed.

24. Confidentiality

Each party must protect confidential information received from the other and use it only for purposes connected with the Contract.

This does not apply to information that:

  • Is already public;

  • Was lawfully known before disclosure;

  • Is received lawfully from another source; or

  • Must be disclosed by law or a competent authority.

25. Data protection

Each party must comply with applicable UK data-protection law.

SiteVera will process personal information in accordance with its Privacy Policy.

Where SiteVera processes personal information on behalf of the Customer, the parties will enter into any additional data-processing terms reasonably required by law.

26. Intellectual property

SiteVera retains ownership of its:

  • Designs;

  • Drawings;

  • Specifications;

  • Photographs;

  • Reports;

  • Maintenance programmes;

  • Methods;

  • Templates; and

  • Other intellectual property.

Once all charges have been paid, the Customer receives a non-exclusive licence to use project-specific deliverables for the Site and purpose for which they were provided.

The Customer must not reproduce or commercially exploit SiteVera material without written permission.

27. Ethical conduct

Both parties must comply with applicable laws relating to:

  • Bribery and corruption;

  • Modern slavery and human trafficking;

  • Employment;

  • Equality;

  • Health and safety; and

  • Environmental protection.

SiteVera may terminate the Contract for a serious breach of these requirements.

28. Events outside reasonable control

Neither party is liable for delay or failure caused by circumstances outside its reasonable control.

These may include:

  • Severe weather;

  • Flood, fire or storm;

  • Epidemic or public-health restrictions;

  • War, terrorism or civil disorder;

  • Industrial action;

  • Utility failure;

  • Transport disruption;

  • Government action;

  • Supply-chain interruption; or

  • Shortage of essential materials.

The affected party must notify the other and take reasonable steps to reduce the impact.

29. Termination

Either party may terminate the Contract where the other:

  • Commits a material breach that is not corrected within 14 days of written notice;

  • Repeatedly breaches the Contract;

  • Becomes insolvent;

  • Ceases trading; or

  • Engages in serious unlawful or unethical conduct.

SiteVera may terminate or suspend the Contract for persistent non-payment.

On termination, the Customer must pay all charges and committed costs incurred up to the termination date.

Terms intended to continue after termination—including confidentiality, intellectual property, payment and liability—will remain effective.

30. Complaints and disputes

Concerns should initially be raised with the Customer’s SiteVera contact.

If unresolved, a formal complaint can be submitted to:

Email: [INSERT COMPLAINTS EMAIL]
Address: [INSERT POSTAL ADDRESS]

Both parties will attempt to resolve disputes through good-faith discussion before commencing court proceedings.

31. General provisions

Failure to enforce a right does not waive that right.

If part of these terms is found unenforceable, the remaining terms will continue.

The Customer may not transfer the Contract without SiteVera’s written consent.

No person other than the parties has a right to enforce the Contract under the Contracts (Rights of Third Parties) Act 1999.

These terms and the agreed Contract documents form the entire agreement between the parties.

32. Governing law

The Contract and any dispute arising from it are governed by the laws of England and Wales.

The courts of England and Wales will have exclusive jurisdiction.

Website Terms of Use

33. Website information

Information on the SiteVera website is provided for general information only.

It does not constitute a quotation, professional advice or a binding offer. A Contract is only formed in accordance with section 3.

SiteVera takes reasonable steps to keep website information accurate but does not guarantee that all content is complete, current or error-free.

34. Website availability

We do not guarantee that the website will always be available or uninterrupted.

We may change, suspend or withdraw any part of the website without notice.

35. Acceptable use

You must not:

  • Misuse the website;

  • Attempt unauthorised access;

  • Introduce viruses or harmful code;

  • Interfere with website operation;

  • Use automated systems to extract content without permission;

  • Submit unlawful, misleading or malicious information; or

  • Infringe SiteVera’s intellectual-property rights.

36. Website content

All website text, branding, designs, graphics and original images belong to SiteVera or are used under licence.

Content may not be copied, republished or commercially used without written permission.

37. External links

The website may contain links to third-party websites.

SiteVera is not responsible for their content, availability, security or privacy practices.

38. Contact

Questions about these Terms and Conditions should be sent to:

SiteVera
Email: [INSERT EMAIL]
Address: [INSERT REGISTERED ADDRESS]
Telephone: [INSERT NUMBER]