Terms and Conditions for Tree Surgeons Gipsyhill

These Terms and Conditions set out the basis on which Tree Surgeons Gipsyhill provides arboricultural and related outdoor services to residential and commercial customers in the UK. By booking or accepting a quotation for work, the customer agrees to these terms. The purpose of this document is to explain the service process, payment arrangements, cancellation rights, liability limits, waste handling rules, and the legal framework that applies to our work.

For the avoidance of doubt, these terms apply to all standard tree care services, including pruning, crown work, felling, hedge trimming, stump-related work, site clearance, and associated labour. They also apply to any inspection, assessment, or advisory service carried out as part of a booked job. In these terms, references to we, us, and our mean the contractor providing the tree surgery services, and references to you and your mean the customer, client, occupier, or person authorised to request the work.

These terms are intended to be practical and fair. They do not remove any rights you may have under UK consumer law where those rights cannot lawfully be excluded. If a part of these terms is found to be invalid or unenforceable, the remainder will continue in force. Any variation must be agreed in writing or confirmed in an updated quotation, invoice, or service schedule.

1. Booking Process

A booking is usually made following an enquiry and an initial discussion about the work required. Depending on the nature of the job, we may ask for photographs, access details, tree location information, and any relevant site restrictions before issuing a quotation. For larger or more complex projects, a site visit may be necessary to assess access, hazards, waste volumes, and the scope of work. A quotation is generally based on the information available at the time and may be revised if the site conditions or instructions change.

Once you accept a quotation, a booking is considered provisional until we confirm a date or time window. We may need to arrange the service around weather, emergency callouts, equipment availability, staffing, or permissions where required. Booking confirmation does not guarantee a fixed start time unless expressly stated. Tree surgery can be affected by seasonal conditions, safety considerations, and operational constraints, so scheduling may need to change at short notice in order to protect people, property, and the tree itself.

It is your responsibility to ensure that the information you provide is accurate and complete. This includes details about ownership, boundaries, access routes, underground services, overhead lines, protected trees, conservation restrictions, and any other matter that may affect the work. If you are not the property owner, you must have authority to instruct the work. We may refuse to proceed if we believe the instructions are unsafe, unlawful, or inconsistent with applicable rules or permissions.

2. Scope of Services and Changes to Work

We will carry out the services described in the accepted quotation or written confirmation. Any task not specifically included may be treated as additional work and may require a revised price. Minor adjustments may be made on site where necessary for safety or to complete the agreed objective, but material changes to the scope should be authorised before the work continues. If the customer requests extra work during the appointment, that request may be accepted at our discretion and charged accordingly.

Tree work can expose hidden issues such as decay, unstable limbs, concealed damage, pest activity, or root-related complications. Because of this, the condition of a tree may differ from what was apparent during the initial quotation stage. If the work becomes materially more difficult or time-consuming due to unforeseen conditions, we may need to discuss an amended fee or revised method. We will aim to explain any such changes clearly and as soon as reasonably possible.

Unless agreed otherwise, our services do not include planning permission checks, land registry advice, legal boundary determinations, ecological surveys, arboricultural reports for court proceedings, or specialist traffic management. Where such matters are relevant, they must be arranged separately by the customer or by another suitably qualified professional. Our role is to provide practical tree surgery services in accordance with the agreed specification and safe working practices.

3. Payments and Invoicing

Payment terms will be set out in the quotation, booking confirmation, or invoice. Unless otherwise agreed, payment is due on completion of the work or within the stated invoice period. For some larger jobs, a deposit or staged payment may be required before work begins. Where a deposit is taken, it may be used to reserve time, organise labour, or cover initial materials and administrative costs.

We accept payment by the methods specified at the time of booking. If payment is not received by the due date, we may charge interest and/or recovery costs to the extent permitted by law. We may also suspend further work, withhold completion documents where appropriate, or decline future services until outstanding sums are settled. Any dispute about an invoice must be raised promptly and in good faith, with enough detail to allow us to investigate the matter.

All prices are quoted in pounds sterling and may be subject to VAT where applicable. Quotations are typically valid for a limited period and may be withdrawn or amended if material circumstances change. The price quoted will normally assume reasonable access, standard disposal arrangements, and no major hidden obstacles. If the site conditions differ materially from what was described, an updated price may be issued before work proceeds.

4. Cancellations, Rescheduling, and Delays

You may cancel or reschedule a booking by giving reasonable notice. If you cancel after the job has been scheduled and resources have been allocated, we may retain any deposit to cover administrative and operational costs, unless consumer law requires otherwise. If we have already incurred costs for materials, permits, waste planning, or subcontracted services, those costs may also be chargeable where lawful and reasonable.

We may need to reschedule due to severe weather, unsafe conditions, equipment failure, staff illness, access problems, or events beyond our control. Tree surgery is highly dependent on safe working conditions, and we will not continue if we reasonably believe there is a risk to people, property, or the environment. In such cases, we will usually offer an alternative appointment rather than treat the delay as a breach of contract.

Where you are a consumer and the contract is made at a distance or off-premises, cancellation rights may apply under the Consumer Contracts Regulations, subject to any lawful exceptions. If you ask us to start work within the cancellation period, you may be required to pay for work already carried out if you later cancel. Specific rights and obligations will depend on the circumstances of the booking and the nature of the service provided.

5. Liability and Limitations

We will carry out our services with reasonable care and skill. However, tree work involves inherent risks, including the possibility of natural failure, hidden defects, changing weather, and the unpredictable behaviour of trees and woody material. We are not responsible for pre-existing damage, defects that were not reasonably discoverable, or losses arising from inaccurate information supplied by the customer. Any recommendation we make is based on the information available at the time and is not a guarantee of future tree condition.

Our liability is limited to losses that are a foreseeable result of our breach of contract or negligence. We do not exclude liability for death or personal injury caused by our negligence, fraud, or any other liability that cannot legally be excluded under UK law. Subject to those non-excludable rights, we are not liable for indirect or consequential loss, loss of profit, loss of business, or loss arising from delays caused by circumstances beyond our control.

You are responsible for protecting valuables, garden features, delicate structures, and vehicles that may be affected by the work unless we have expressly agreed otherwise. We will take reasonable care to avoid unnecessary damage, but some disturbance to lawns, borders, access routes, or surrounding surfaces may occur as part of normal operations. Where heavy equipment is used, ground compression or temporary marking may be unavoidable. We are not liable for ordinary wear, pre-existing weakness, or damage resulting from concealed site conditions.

6. Waste Removal and Environmental Compliance

Tree surgery often generates timber, branches, foliage, stump arisings, and other organic waste. Unless otherwise agreed, waste created during the job remains our responsibility to remove, process, recycle, or dispose of in accordance with applicable waste regulations. Where the customer requests that waste be left on site, this must be agreed in advance and may affect the quote. Waste handling may involve chip, logs, arisings, or mixed green material depending on the service provided.

We operate in line with relevant UK waste legislation and environmental duties, including the requirement to use lawful transport and disposal routes. Any waste transfer arrangements will be managed to reflect the nature of the material and the destination facility. If site-specific requirements apply, such as protected habitat considerations, contamination concerns, or local access restrictions, the customer must tell us in advance so that the waste plan can be adapted appropriately. We will not knowingly breach environmental regulations in order to complete a job more quickly or cheaply.

Where material is left behind at the customer’s request, it becomes the customer’s responsibility once formally handed over, unless otherwise agreed in writing. The customer must ensure that any retained timber, chip, or green waste is stored safely and lawfully. We are not responsible for nuisance, pest attraction, fire risk, or other issues arising from material left on site after the agreed handover point.

7. Customer Responsibilities

You must provide safe access to the site and ensure that the area where work is to be undertaken is reasonably clear and suitable for operations. This may include arranging parking access, removing obstructions, securing pets, and advising us of any hidden hazards. If the work area cannot be made safe, we may pause or postpone the service. Any waiting time caused by access failures or lack of readiness may be charged where reasonable.

You must also inform us about any known issues that could affect the job, such as unstable structures, underground utilities, concealed services, shared boundaries, or third-party rights. If the property is leased, jointly owned, or managed by a third party, you must obtain the necessary authority before instructing the work. You are expected to ensure that instructions are lawful and that the work you request does not breach covenants, insurance conditions, or local restrictions.

You agree not to interfere with safe working practices while the job is being carried out. This includes keeping clear of machinery, falling zones, and cordoned areas, and preventing unauthorised persons from entering the worksite. We may stop work immediately if conditions become unsafe or if the customer’s actions create an unacceptable risk.

8. Complaints, Force Majeure, and Governing Law

If you are unhappy with any aspect of our service, you should raise the issue promptly so that we can investigate and, where appropriate, put matters right. Complaints should be made within a reasonable time after the issue arises and should include enough detail to identify the job and the concern. We will aim to resolve disputes professionally and proportionately, but nothing in these terms prevents either party from using the courts where necessary.

We are not liable for failure or delay caused by events outside our reasonable control. This includes extreme weather, severe traffic disruption, fire, flood, public authority action, supply shortages, accident, industrial dispute, or emergency events affecting staff or access. In such cases, our obligations will be suspended for the period of the disruption, and we will resume performance as soon as reasonably practicable.

These Terms and Conditions, and any dispute or claim arising from them, are governed by the laws of England and Wales. The courts of England and Wales will have exclusive jurisdiction unless mandatory consumer law provides otherwise. By booking tree surgery services with Tree Surgeons Gipsyhill, you confirm that you have read, understood, and agreed to these terms as the basis of the contract.