These terms and conditions apply as standard to all work unless otherwise stated in
your specific terms and conditions on your quotations or job specific documents.
Warranty & Preventative Maintenance
- All
supplied/installed goods come with a manufacturer’s warranty that will be detailed on your quotation
and passed onto the client as long as the below conditions are followed and/or met
- All
associated equipment, parts and materials come with a parts and labour warranty subject to the terms
below.
Our Standard Warranty:
- 1 year parts and labour
(unless otherwise stated). Extended Warranties are sometimes available on request and these are to be
charged at an additional sum.
- Once invoices are paid in full our invoices will form the
warranty certification and will be valid from the commissioning date unless prior written agreement to
produce a specific Warranty Certificate is agreed.
- Warranties apply on parts/systems that
have evidence of fair wear and tear with regular and professional servicing. We will exclude the
repair of damage or faults caused by abuse, site misuse or external factors caused by third parties,
or if a third-party contractor works on the system without our written permission or if the equipment
has not been used within the correct operating parameters.
- Our warranty is conditional on the
equipment being regularly serviced and maintained by ProtoCool Limited.
- Warranties can be
transferred to third parties in exceptional circumstances.
- ProtoCool Ltd. reserves the right
to not transfer any equipment warranties to third parties.
- ProtoCool Ltd. offers a full range
of maintenance and service agreements tailored to meet all requirements to keep your system(s) under
warranty. Should this be of interest to you then please contact us for further details.
-
Please note: Quotes for Servicing/Maintenance do not include any additional time to diagnose or repair
system(s), if there is found to be a fault on our visit. These additional costs will be quoted and
will need approving via written confirmation before we carry out any diagnostics work on our service
visit (if the engineer has the time and skill set to carryout diagnostic work).
- If you have a
fault situation with the system(s) that you believe to be under warranty you must
contact us as soon as possible and the equipment must not be worked on/serviced by a third
party without our written consent.
- Your Warranty may be void if any of these conditions are
broken.
Site conditions (to be provided by the client)
-
Our on-site staff require clear and safe access at all times.
- Costs are based upon works
being carried out during normal working hours in one continuous period free of other trades and
hazards, unless otherwise agreed in writing. If access is denied or deemed hazardous the job will be
aborted and costs will be applied (Please see Aborted Visits below).
-
Adequate lighting, hot water, site power and welfare facilities are to be continuously provided by the
client free of charge for the duration of our time on site.
- On sites where waste bins or
skips are not provided, we cannot guarantee that all waste materials can be cleared from site
immediately although we will endeavour to clear all waste materials as practically and as quickly as
possible.
- We require system power supplies to be safe, compliant and ready at the time of
installation, installed local to our control panels/systems to avoid additional chargeable visits to
site to commission (Please see Aborted Visits below).
- If we cannot discharge
our condensate drains to an agreed external location the main contractor / home owner may need to
provide plumbing connection to main waste drainage.
- We must be informed of any special site
rules 48 hours prior to our engineers visit. If our staff are delayed or are not able to carry out
agreed works due to access not being granted our abort costs will be incurred (Please see Aborted
Visits below).
Planning Permission:
- In our experience every council is different and so it is
important to establish the local guidance prior to placing an order with us. Professional advice must
be obtained by the client. ProtoCool cannot provide professional advice on planning permission related
issues or any other associated planning concern that maybe required to install the system(s) please
seek professional advice above and beyond our communications regarding unit locations. We will provide
you with all the information required to discuss any application that may be required.
Noise and Vibration:
- Any advice is
based on our field experience only, we are not professional acoustic specialists and cannot be held
responsible for any complaints generated due to noise or vibrations our system may cause. If you find
that you would like to lower the noise/vibration of an installed system or would like to re-locate a
system due to noise or vibration or indeed a third party complaint these costs will be chargeable and
quoted for in addition to our quoted figures.
- Acoustic housing solutions can be provided at
additional costs and are provided on request. Specialist contractors can be consulted to provide
options but these costs are not included in our costs unless specifically listed and will be quoted
and charged to the client in addition to our costs.
- Noise and vibration are considered on our
site survey and at the design stage but please make sure that you are happy with the details, the
specifications and the conversations we have provided before placing an order,
ProtoCool cannot be held responsible for any associated costs or damages due to a noise or vibration
complaint.
Exclusions unless otherwise
stated:
- System(s) Main Power Supply:
- These items are
to be treated as excluded unless specifically listed as included.
- Any plumbing works to
connect our drains to the buildings mains drains. Our condensate drains are to be installed by us to
an agreed location, often to an external location to drain away naturally
Building
works:
- Including painting, decorating, contract drilling, carpentry.
- Please note:
minor works maybe carried out by us as part of our scope of works if discussed and agreed in writing.
- Crane hire.
- Lifting equipment over 3m.
- Fire proofing removal and
re-installation.
- Fixed scaffolding.
- Floor or wall protection, we provide dust
sheets but if additional protection is required then a quote will be required separate to our costs
and generally carried out by the main contractor.
- Providing a safe storage area for
equipment and materials if written confirmation of a secure storage has been given to us prior then
all goods stored on site are the responsibilities of the home/business owner.
- Any other
works not specifically included in this quotation.
- Contract
Cleaning.
General Terms & Conditions 2024:
-
All prices quoted are exclusive of VAT unless otherwise stated.
- Please be advised
we have only allowed for the work as detailed in the scope of works laid out on our quotations and any
additional works requested or required will be deemed to be a variation. Variations will be quoted and
charged for separately.
- If a job start date has been delayed for reasons out of our control,
our orders are placed and the goods are in stock or on site then we will need to amend the payment
schedule to suit this delay and invoicing may be brought forward.
- All materials supplied
will remain the property of ProtoCool Ltd. until paid for in full.
- Project durations &
extended lay-off periods: we have allowed for a reasonable timeframe to complete our quoted project.
Variations will be incurred and invoiced separately if the project is delayed beyond a reasonable
timeframe, unless otherwise agreed in writing prior to the job commencing.
- All quoted prices
are subject to a site survey by a ProtoCool Ltd. Manager.
- We reserve the right to charge for
additional costs incurred through site conditions or delays which are out of our control (Please see
Aborted visits below).
- Product Loss Insurance or Loss of Trade is not
included and we recommend that the Client makes their own arrangements for adequate cover for stock/
equipment/materials stored on site.
- All quotations are valued at net and will not be subject
to Main Contractors Discounts and/or Retentions unless agreed in writing prior to placing of
orders.
- Payment terms are max 30 days from date of invoice unless agreed otherwise in writing
or detailed on quotation invoice. Late payments may incur an administration charge.
- Any
invoice query must be reported within 48 hours of receiving your invoice.
- ProtoCool Ltd
reserves the right to charge interest on invoiced fees overdue by more than seven days in accordance
with the Late Payment of Commercial Debts (interest) Act 1998 (as amended).
- Equipment is
subject to lead times. Confirmation of lead times will be provided upon receipt of order.
-
Deposits are required to secure equipment purchase and are generally non-refundable, deposits may be
refundable at the company’s discretion and dependent on job cancellation
terms.
Case Studies:
- ProtoCool Ltd use
photographs/videos of our installations for case study examples and may do this without the expressed
written permission of those included within the photograph/video. ProtoCool Ltd may use the
photograph/video in publications or other media material produced, used or contracted by ProtoCool Ltd
including but not limited to: brochures, invitations, books, newspapers, magazines, television,
websites, etc.
- Any person or Company who does not wish to have their installation recorded
for distribution should make their wishes known to the photographer and/or make us aware of any
restrictions, please call us on 0118 971 0559 to discuss further or to opt out. Thank you for your
understanding and cooperation. We will of course abide by the official secrets act and private
residences will be treated with the utmost respect and privacy.
- Revision 2020: In
line with the new GDPR legislation we will ask for permission to use our photos for advertising
purposes if the photos contain any personal or sensitive
data.
Inflation:
- To keep in line with
inflation we anticipate a rise in our annual service agreements to be between 5-10% each year, these
will be reviewed annually and highlighted separately.
Cancellations and
Aborted Visits:
Installation Projects
-
If you need to cancel your order a re-stocking charge of the equipment sale value will be
invoiced on returnable items only.
- Non returnable items or items that are unboxed that cannot
be cancelled/returned will be invoiced in full to you and will be due within your agreed payment
terms.
- If an installation project needs to be cancelled/postponed we need 7 days prior to the
start date otherwise an abort charge will be invoiced to cover our costs.
- Any deposits taken
will be used to cover any associated losses due to cancellations or aborted visits.
Service
Projects
- Pre-paid amounts are non-refundable.
- If a deposit is
paid and the work does not go ahead for reasons out of our control, our associated costs (labour and
any restocking etc) will be deducted from the sum.
- If a service job is to be
cancelled/postponed we need 48hours notice to reschedule our engineers time table.
Aborted
visits:- £250+vat for a single Call Out engineer.
- £500+vat for a single engineer, single day
Project.
- £750+vat per 2 man Project team booked in for a day (plus parking and
expenses).
- If a job is aborted by the client or ourselves, without the
correct notice period (48 hours) an invoice will be generated to cover our abort costs.
Reasons
why we would need to abort a visit:-
- Health and Safety.
- Incorrect information provided
by the Client.
- Critical concerns over the integrity of installation.
- Additional travel time
maybe charged depending on your location.
- Any hire equipment arranged that cannot be cancelled
will be invoiced at our sale value.
- Any other costs incurred.
(Revision 01/02/2022)