Terms & Conditions

Introduction

These Terms & Conditions form part of every quotation issued by Prospect Heat Solutions Ltd unless otherwise stated in writing.

They are designed to provide clarity for both Prospect Heat Solutions Ltd and the Client by confirming what is included within the proposed works, the responsibilities of both parties and how unforeseen circumstances will be dealt with.

These Terms & Conditions are not intended to limit our commitment to providing high-quality workmanship, professional service and customer care. They exist to ensure expectations are clear and that any unexpected issues can be dealt with fairly and transparently.

Acceptance of the quotation confirms acceptance of these Terms & Conditions.

1. General Conditions

 

1.1 Quotation Validity

Unless otherwise stated, quotations remain valid for a period of 30 days from the date of issue.

After this period, Prospect Heat Solutions Ltd reserves the right to review pricing due to changes in supplier costs, material availability, manufacturer pricing or changes to the proposed works.

1.2 Basis of Quotation

All quotations are prepared based upon the information available at the time of survey, discussion or assessment.

Unless specifically stated, quotations are based upon a visual, non-intrusive survey and assume that existing systems, structures and services are suitable for the proposed works.

No allowance has been made for concealed defects, inaccessible areas or conditions that could not reasonably have been identified during the initial assessment.

1.3 Scope of Works

The quotation provided details the works that Prospect Heat Solutions Ltd has agreed to undertake.

Only works specifically included within the quotation are allowed for.

Any additional works required due to unforeseen circumstances, changes requested by the Client, existing system defects, compliance requirements or site conditions will be discussed with the Client wherever reasonably practicable and may be subject to additional charges.

1.4 Changes to Specification

Where specific manufacturers, models, sizes or products are stated within the quotation, Prospect Heat Solutions Ltd will endeavour to supply those items.

However, we reserve the right to provide an alternative product of equal or suitable specification where this is required due to:

* manufacturer availability,
* discontinued products,
* supplier delays,
* changes outside our control.

Any significant changes will be discussed with the Client prior to installation wherever reasonably practicable.

2. Site Conditions, Access & Property Protection

2.1 Access Requirements

The Client must provide safe and unrestricted access to all areas required to complete the works.

The Client is responsible for ensuring that:

* rooms and working areas are reasonably accessible,
* furniture and personal belongings are removed where necessary,
* access routes are available,
* required services are available.

Delays caused by restricted access, unavailable rooms, lack of preparation or circumstances outside the control of Prospect Heat Solutions Ltd may result in additional charges and/or revised completion dates.

2.2 Protection of Property

Prospect Heat Solutions Ltd will take reasonable care to protect the Client’s property during the works.

Dust sheets, protective coverings and reasonable precautions will be used where appropriate.

However, due to the nature of installation work, some level of disruption, dust or minor marking may occur.

The Client is responsible for removing or protecting valuable, fragile or personal items from working areas prior to commencement.

2.3 Cupboards, Fitted Units & Obstructions

Where cupboards, fitted units, boxing, panels or other structures restrict access to installation areas, removal and reinstatement are excluded unless specifically stated within the quotation.

If removal is required to safely complete the works, this will be discussed with the Client and may incur additional charges.

Prospect Heat Solutions Ltd cannot accept responsibility for damage to existing structures that require removal due to unsuitable construction, age, deterioration or previous workmanship.

2.4 Flooring, Carpets & Finishes

Where access beneath carpets, laminate, vinyl, tiles or other floor coverings is required, reasonable care will be taken when lifting and replacing coverings.

However, no allowance has been made for:

* carpet re-stretching,
* specialist flooring repairs,
* replacement coverings,
* repair of existing damaged finishes,
* reinstatement to the original condition unless specifically included.

Where tiles or finishes need to be removed, this will be carried out carefully and the approach discussed with the Client where reasonably practicable.

2.5 Making Good & Decoration

Unless specifically included within the quotation, Prospect Heat Solutions Ltd does not undertake:

* decorating,
* painting,
* wallpapering,
* tiling,
* colour matching,
* specialist finishes,
* joinery,
* cosmetic restoration.

Where works require openings, chases, fixings or penetrations, reasonable localised making good will be carried out.

Reasonable making good shall be limited to areas directly affected by our works and shall not include complete wall resurfacing, full room redecoration, matching of aged finishes or replacement of decorative materials unless specifically included within the quotation.

2.6 Wall Penetrations & External Sealing

Where drilling, core drilling or external penetrations are required, minor cosmetic damage around the penetration may occur.

All external penetrations created as part of the works will be suitably sealed to reduce the risk of water ingress.

The Client acknowledges that weathering, ageing and deterioration of existing external finishes may affect the final appearance.

2.7 Waste Removal

Unless otherwise stated within the quotation, Prospect Heat Solutions Ltd will remove waste materials generated directly as a result of our works.

The working area will be left clean and tidy upon completion.

This does not include:

* hazardous waste,
* asbestos,
* existing waste not generated by our works,
* materials unrelated to the installation.

 

3. Plumbing, Heating & Gas Works

3.1 Existing Plumbing & Heating Systems

Where new equipment is connected to existing plumbing, heating or hot water systems, Prospect Heat Solutions Ltd will assume that the existing installation is suitable for continued use unless otherwise stated within the quotation.

Whilst reasonable care will be taken during the works, Prospect Heat Solutions Ltd cannot accept responsibility for failures of existing pipework, radiators, valves, pumps, cylinders, controls, wiring, fittings or other components which occur due to:

* age,
* corrosion,
* deterioration,
* incorrect previous installation,
* poor maintenance,
* hidden defects,
* components reaching the end of their serviceable life.

Where existing faults are identified during the works, these will be brought to the Client’s attention and any remedial works required may be subject to additional charges.

3.2 Boiler Replacement Works

Where a new boiler is installed onto an existing heating system, the Client acknowledges that the operation of modern heating appliances may highlight weaknesses within older systems.

In particular, increased operating pressures associated with modern sealed heating systems may expose weaknesses within existing radiators, valves, pipework, joints or components.

Any repairs required to existing systems following installation of a new boiler are excluded unless specifically stated within the quotation.

3.3 Gas Supply & Gas Safety Testing

Where works involve gas appliances or gas pipework, appropriate safety checks and testing will be carried out in accordance with current regulations and industry requirements.

Prior to connecting new gas appliances, the existing gas installation may require testing to confirm suitability.

Where defects, unsafe conditions or inadequate gas supplies are identified, these will be explained to the Client.

Any additional works required to rectify existing gas installation issues, upgrade pipework or bring systems up to the required standard are excluded unless specifically included within the quotation.

Where an appliance cannot legally or safely be commissioned due to defects within the existing installation, Prospect Heat Solutions Ltd reserves the right to leave the appliance isolated until the defects have been rectified.

3.4 Gas Pipework Capacity & Appliance Requirements

The Client acknowledges that gas appliances have specific requirements regarding gas supply, pipe sizing, pressure and installation conditions.

Where existing gas pipework is found to be unsuitable for the proposed appliance, additional works may be required.

Any required alterations, upgrades or remedial works will be discussed with the Client and may incur additional charges.

3.5 Power Flushing & System Cleaning

Where a power flush or chemical system cleaning procedure forms part of the quoted works, this is undertaken to improve system cleanliness and performance.

Whilst generally beneficial, the process may identify weaknesses within existing systems due to the condition of components, pipework or radiators.

Prospect Heat Solutions Ltd cannot accept responsibility for failures of existing components which occur as a result of their condition being revealed during or following system cleaning.

Any repairs required following system cleaning are excluded unless specifically stated within the quotation.

3.6 Existing Radiators, Valves & Components

Where existing radiators, valves, pumps, controls or other heating components are retained, they remain the responsibility of the Client unless specifically replaced as part of the quotation.

Prospect Heat Solutions Ltd cannot guarantee the continued operation of existing components that have not been replaced.

3.7 Flues, Boiler Terminals & External Finishes

Where existing boiler flues, terminals or external penetrations are removed or altered, reasonable care will be taken to minimise disruption.

However, Prospect Heat Solutions Ltd cannot guarantee an exact match to existing brickwork, render, finishes or external surfaces following removal of previous installations.

Any specialist brick matching, rendering, decorating or external restoration works are excluded unless specifically included within the quotation.

3.8 Condensate Drainage

Where new boilers or heating appliances require condensate drainage, the most practical installation route will be used based on site conditions.

Where an existing drainage route is unsuitable or unavailable, alternative solutions may be required.

The Client acknowledges that condensate pumps and associated components are mechanical devices and require appropriate maintenance where installed.

3.9 Controls, Smart Thermostats & Customer Equipment

Where smart controls or connected devices are installed, Prospect Heat Solutions Ltd will provide reasonable assistance with commissioning and setup.

Successful connection may depend on the Client’s internet connection, router, network settings, mobile devices and third-party applications.

Prospect Heat Solutions Ltd cannot accept responsibility for issues arising from the Client’s network, internet service provider or third-party software.

3.10 Cylinder & Hot Water Installations

Where hot water cylinders, unvented cylinders or associated components are installed, works will be completed in accordance with manufacturer instructions and relevant regulations.

The Client acknowledges that existing hot water systems, pipework and outlets may have limitations that affect performance.

Where existing components are retained, their continued operation cannot be guaranteed unless included within the quotation.

4. Air Conditioning & F-Gas Works

4.1 F-Gas Compliance

All refrigeration and air conditioning works carried out by Prospect Heat Solutions Ltd shall be undertaken by suitably qualified personnel in accordance with current UK F-Gas legislation, applicable regulations and manufacturer installation instructions.

Where required, F-Gas records, commissioning documentation and refrigerant handling records will be completed and retained in accordance with current legislation.

4.2 System Design & Equipment Selection

Air conditioning systems are selected based upon the information available during the survey together with the Client’s stated requirements.

Equipment selection takes into consideration factors including room dimensions, occupancy, intended use, insulation levels, glazing and anticipated heat gains.

Actual system performance may vary due to factors outside the control of Prospect Heat Solutions Ltd, including changes to the building, unusual weather conditions, occupancy levels or alterations made after the survey.

4.3 Installation Routes

Refrigeration pipework, condensate drainage, communication cables and trunking will be installed using the most practical and professional route available.

Whilst proposed routes will be discussed during the survey wherever reasonably practicable, final routing may vary due to hidden structural elements, existing services, manufacturer requirements or site conditions discovered during installation.

Where significant changes are required, these will be discussed with the Client before proceeding wherever reasonably practicable.

4.4 Refrigeration Pipework

All new refrigeration pipework supplied by Prospect Heat Solutions Ltd will be installed in accordance with the equipment manufacturer’s installation requirements.

Where reuse of existing refrigeration pipework has been requested or proposed, Prospect Heat Solutions Ltd reserves the right to replace the pipework if, following inspection or testing, it is considered unsuitable, contaminated, damaged or incompatible with the new equipment.

Any additional materials or labour required as a result may be subject to additional charges following agreement with the Client.

4.5 Pressure Testing, Evacuation & Commissioning

Unless otherwise agreed, all newly installed refrigeration systems will be pressure tested, leak tested, evacuated using appropriately calibrated vacuum equipment and fully commissioned before being placed into operation.

The Client will be provided with a demonstration of the system’s basic operation where reasonably practicable upon completion of the installation.

4.6 Refrigerant Charge

Unless specifically stated otherwise within the quotation, the quoted price includes only the manufacturer’s standard refrigerant charge supplied within the outdoor unit.

Where the installed refrigeration pipework exceeds the manufacturer’s pre-charged pipe length allowance, additional refrigerant required to correctly commission the system will be chargeable.

Where reasonably practicable, any additional costs will be discussed with the Client before the refrigerant is added.

4.7 Condensate Drainage

 Condensate drainage will be installed using the most practical method available based upon the layout of the property.

Where gravity drainage is not achievable, a condensate pump may be recommended or required.

Condensate pumps are mechanical devices that require periodic inspection and maintenance. Prospect Heat Solutions Ltd cannot accept responsibility for failures arising from blockage, lack of maintenance, misuse or failure of associated drainage following handover.

4.8 Outdoor Units

Outdoor units will be installed in locations agreed during the survey wherever reasonably practicable.

However, the final position may vary where necessary to comply with manufacturer installation requirements, Building Regulations, planning restrictions, structural considerations, safe access for future servicing or to achieve adequate airflow around the equipment.

Where anti-vibration feet, wall brackets or suitable mounting systems are included within the quotation, these will be installed in accordance with manufacturer recommendations.

Outdoor units require unrestricted airflow and periodic servicing. Vegetation, stored items or later building alterations restricting airflow shall not be the responsibility of Prospect Heat Solutions Ltd.

4.9 Electrical Works

Unless specifically stated otherwise within the quotation, Prospect Heat Solutions Ltd shall only be responsible for electrical works directly associated with the air conditioning equipment, including communication cabling between indoor and outdoor units.

New electrical circuits, consumer unit upgrades, alterations to existing electrical installations, testing, certification and any works requiring a qualified electrician are excluded unless specifically included.

Where a third-party electrician is appointed, any agreement, quotation and payment shall remain solely between the Client and that contractor.

Prospect Heat Solutions Ltd accepts no responsibility for delays, defects or issues arising from works carried out by others.

4.10 Existing Building Services

 Whilst every reasonable effort will be made to avoid existing services during installation, Prospect Heat Solutions Ltd cannot accept responsibility for concealed pipework, electrical cables, drainage or structural elements that could not reasonably have been identified during the survey.

Should concealed services or unforeseen site conditions be discovered, installation may be paused whilst an appropriate solution is agreed with the Client.

4.11 Wi-Fi Controls & Smart Features

Where the supplied equipment incorporates Wi-Fi connectivity or smart controls, Prospect Heat Solutions Ltd will provide reasonable assistance connecting the equipment to the Client’s wireless network during commissioning where practicable.

Successful operation depends upon the Client’s internet connection, wireless network, mobile device compatibility and the manufacturer’s software or application.

Prospect Heat Solutions Ltd cannot guarantee continued compatibility with future software updates, changes to third-party applications or alterations to the Client’s network after handover.

4.12 Servicing & Ongoing Maintenance

 To maintain system performance, efficiency and manufacturer warranty requirements, air conditioning systems should be serviced at the intervals recommended by the manufacturer.

Prospect Heat Solutions Ltd offers annual servicing and planned maintenance, which may also be available through our Home Care Plans where applicable.

Routine maintenance should include, where appropriate, cleaning of filters, inspection of condensate drainage, electrical checks and operational testing.

Please refer to Section 5 regarding workmanship guarantees and manufacturer warranties.

4.12 Servicing & Ongoing Maintenance

 To maintain system performance, efficiency and manufacturer warranty requirements, air conditioning systems should be serviced at the intervals recommended by the manufacturer.

Prospect Heat Solutions Ltd offers annual servicing and planned maintenance, which may also be available through our Home Care Plans where applicable.

Routine maintenance should include, where appropriate, cleaning of filters, inspection of condensate drainage, electrical checks and operational testing.

Please refer to Section 5 regarding workmanship guarantees and manufacturer warranties.

5. Materials, Warranties & Guarantees

5.1 Workmanship Guarantee

Prospect Heat Solutions Ltd provides a 12-month workmanship guarantee from the date of practical completion. This guarantee covers defects arising directly from faulty workmanship carried out by Prospect Heat Solutions Ltd.

The guarantee does not extend to:

* Existing systems or components not replaced as part of the works.
* Manufacturer defects.
* Fair wear and tear.
* Accidental damage.
* Damage caused by third parties.
* Misuse, neglect or lack of maintenance.
* Alterations carried out by others after completion.

The Client’s statutory rights remain unaffected.

5.2 Manufacturer’s Warranty

Equipment and materials supplied by Prospect Heat Solutions Ltd are covered by the relevant manufacturer’s warranty, subject to that manufacturer’s terms and conditions.

Where applicable, Prospect Heat Solutions Ltd will register manufacturer warranties on the Client’s behalf.

Manufacturer warranties may require annual servicing or other maintenance to remain valid. It is the Client’s responsibility to ensure these servicing requirements are met unless covered by a separate maintenance agreement.

Prospect Heat Solutions Ltd cannot determine warranty claims on behalf of manufacturers and accepts no responsibility for decisions made by manufacturers regarding warranty acceptance or rejection.

5.3 Existing Installations

Nothing within these Terms shall be interpreted as extending any guarantee or warranty to existing systems or components not replaced by Prospect Heat Solutions Ltd.

5.4 Customer-Supplied Materials & Equipment

All customer-supplied items will be visually inspected prior to installation where reasonably practicable. Should any item be found to be unsuitable, damaged, incomplete or incompatible, Prospect Heat Solutions Ltd reserves the right to suspend installation until a suitable replacement is provided.

Any delays, additional labour or return visits arising from customer-supplied equipment may be subject to additional charge

Where the Client supplies materials, appliances or equipment for installation, Prospect Heat Solutions Ltd accepts no responsibility for:

* Product suitability.
* Compatibility with the existing installation.
* Missing or damaged components.
* Manufacturer defects.
* Warranty registration.
* Delays resulting from unsuitable or defective products.

Any additional labour resulting from customer-supplied equipment may be chargeable.

5.5 Product Availability & Alternative Equipment

Whilst every effort will be made to supply the products specified within the quotation, Prospect Heat Solutions Ltd reserves the right to supply alternative equipment of equal or higher quality where manufacturer availability, discontinued products or supply chain issues make this necessary.

Where the proposed substitute represents a significant change to the specification, the Client will be consulted before installation wherever reasonably practicable.

5.6 Commissioning & Handover

Upon completion of the installation, Prospect Heat Solutions Ltd will commission the installed equipment in accordance with the relevant manufacturer’s requirements.

Where applicable, the Client will be provided with:

* A demonstration of the basic operation of the equipment.
* Relevant operating instructions.
* Manufacturer documentation where supplied.
* Warranty registration confirmation (where applicable).
* Any certificates required by the scope of works.

5.7 Maintenance Requirements

Following completion, it is the Client’s responsibility to maintain the installed equipment in accordance with the manufacturer’s recommendations.

Prospect Heat Solutions Ltd recommends regular servicing to maintain efficiency, safety, reliability and warranty compliance.

Annual servicing and ongoing maintenance are available through Prospect Heat Solutions Ltd and may also be included within our Home Care Plans where applicable.

 

6. Payment & Commercial Terms

6.1 Deposits

Prospect Heat Solutions Ltd reserves the right to request a deposit of up to 50% of the quoted value prior to commencement of works.

Deposits may be required where works involve special-order materials, high-value equipment, significant material costs, or projects of an extended duration.

Any deposit requirements will be clearly stated within the quotation.

6.2 Stage Payments

For larger installations extending over multiple days or phases, Prospect Heat Solutions Ltd reserves the right to request interim stage payments.

Any stage payment schedule will be clearly agreed prior to commencement of the works.

6.3 Final Payments

Unless otherwise agreed in writing, the remaining balance shall become due within 7 calendar days of practical completion of the works.

Practical completion shall mean that the quoted works have been completed, the installation has been commissioned where applicable, and the system has been left in a safe and operational condition.

The Client shall not withhold payment for minor defects or cosmetic items that do not materially affect the operation of the installation. Any agreed snagging items will be rectified within a reasonable timeframe.

 

6.4 Variations To The Works

Where the Client requests alterations to the agreed specification after acceptance of the quotation, Prospect Heat Solutions Ltd reserves the right to revise the quotation value and programme accordingly.

Additional works will not normally proceed until the Client has accepted the revised cost.

6.5 Late Payments

Prospect Heat Solutions Ltd reserves the right to charge statutory interest and any reasonable debt recovery costs permitted under applicable legislation on overdue accounts.

6.6 Ownership Of Goods

Ownership of all materials, appliances and equipment supplied by Prospect Heat Solutions Ltd shall remain with the Company until full payment has been received.

This shall not affect the Client’s responsibility to take reasonable care of goods already delivered or installed.

6.7 Cancellation

Should the Client cancel accepted works, Prospect Heat Solutions Ltd reserves the right to recover reasonable costs already incurred.

These may include, but are not limited to:

* Special-order materials
* Non-returnable equipment
* Supplier cancellation charges
* Labour or administration costs already committed
* Design or preparation work undertaken

6.8 Credit Card Payments

Where payment is made by credit card, Prospect Heat Solutions Ltd reserves the right to apply a reasonable processing fee where this has been clearly communicated in advance.

7. General Legal & Miscellaneous

7.1 Programme & Delays

Any commencement or completion dates provided are estimates based upon information available at the time of quotation.

Prospect Heat Solutions Ltd shall not be liable for delays arising from circumstances beyond our reasonable control including, but not limited to:

* adverse weather;
* supplier or manufacturer delays;
* emergency call-outs;
* restricted site access;
* customer-requested changes;
* delays caused by third parties;
* unforeseen site conditions.
* Labour shortages
* National supply shortages

7.2 Other Contractors

Where works are undertaken alongside builders, electricians, decorators or other contractors not employed by Prospect Heat Solutions Ltd, we cannot accept responsibility for delays, defects or additional costs arising from their actions or omissions.

7.3 Hazardous Materials

This quotation excludes the identification, removal or disposal of asbestos or other hazardous materials unless specifically stated.

Should hazardous materials be suspected or discovered during the works, installation may be suspended until the material has been assessed and, where necessary, removed by an appropriately qualified contractor.

7.4 Leasehold Properties & Permissions

Where works are carried out within leasehold properties or properties subject to management company approval, it shall remain the Client’s responsibility to obtain all necessary permissions prior to commencement.

Prospect Heat Solutions Ltd accepts no responsibility for delays, costs or enforcement action arising from a failure to obtain the necessary approvals.

7.5 Parking Charges

Unless specifically stated otherwise, quotations exclude parking permits, controlled parking charges, congestion charges, tolls or similar costs incurred whilst carrying out the works.

Where such costs are incurred, they may be added to the final invoice.

7.6 Children, Pets & Site Safety

The Client shall ensure that children, pets and any other persons not directly involved in the works are kept clear of the working area throughout the installation.

Prospect Heat Solutions Ltd reserves the right to suspend works where site conditions present a risk to health and safety.

7.7 Photographic Records

Prospect Heat Solutions Ltd may take photographs before, during and after the works for the purposes of installation records, quality assurance, warranty registration, regulatory compliance and future maintenance.

Photographs will not be used for marketing purposes without the Client’s prior consent.

7.8 Workmanship Guarantee

Prospect Heat Solutions Ltd provides a 12-month workmanship guarantee covering defects arising directly from our installation.

This guarantee applies solely to workmanship carried out by Prospect Heat Solutions Ltd and does not extend to:

* Existing installations;
* Customer-supplied materials;
* Fair wear and tear;
* Accidental damage;
* Lack of maintenance;
* Misuse or neglect;
* Damage caused by third parties;
* Manufacturer defects.

Manufacturer warranties remain separate and are subject to the relevant manufacturer’s terms and servicing requirements.

7.9 Annual Servicing

To maintain safety, efficiency and, where applicable, manufacturer warranty requirements, installed appliances and systems should be serviced at the intervals recommended by the manufacturer.

Prospect Heat Solutions Ltd offers annual servicing together with Home Care Plans designed to provide ongoing maintenance and support.

7.10 Acceptance of Terms

Acceptance of the quotation, payment of any deposit or instruction to commence the works shall constitute acceptance of these Terms & Conditions unless otherwise agreed in writing.

7.12 Data Protection & Privacy

Prospect Heat Solutions Ltd will process personal information in accordance with applicable UK data protection legislation. Personal information will only be used for the purposes of providing quotations, carrying out the works, warranty registration, servicing and related business activities, unless otherwise required by law.