Terms and Conditions of Service
Henley Phillips Designs Ltd.
Company registration no: 16579118
87 Cline Road, Guildford, GU1 3ND
(Hereinafter referred to as "the Company," "we," "us," or "our")
Effective Date: 14th July 2025
These Terms and Conditions of Service ("Terms") govern the provision of all carpentry services by the Company to its clients ("Client," "you," or "your"). By engaging our services, you agree to be bound by these Terms. Please read them carefully.
1. Definitions
"Services" refers to all carpentry work undertaken by the Company, including but not limited to domestic carpentry (e.g., fitting kitchens, doors, skirting boards), construction carpentry (e.g., structural timber work, roofing, framing), furniture making (e.g., bespoke cabinets, tables, chairs), repair work, and any related design, planning, or consultation services.
"Quotation" refers to a written estimate provided by the Company detailing the scope of work, materials, timeline, and estimated cost for the Services.
"Contract" refers to the agreement formed between the Company and the Client, incorporating the accepted Quotation and these Terms and Conditions.
"Materials" refers to all timber, hardware, finishes, and any other goods used or supplied by the Company in the provision of the Services.
"Site" refers to the location where the Services are to be performed.
2. Formation of Contract
2.1. All Quotations provided by the Company are valid for a period of 30 days from the date of issue, unless otherwise stated.
2.2. A Contract will be formed when the Client accepts the Quotation in writing (which may include email) and/or makes a payment for the Services as requested by the Company such as paying the deposit.
2.3. The Company reserves the right to decline any request for Services without providing a reason.
3. Scope of Work
3.1. The Services to be provided will be as detailed in the accepted Quotation. Any changes or additions to the scope of work must be agreed upon in writing by both parties and may result in an adjustment to the cost and/or timeline.
3.2. The Company will use reasonable skill and care in carrying out the Services.
4. Pricing and Payment
4.1. The price for the Services will be as set out in the accepted Quotation. Unless otherwise stated, prices are exclusive of VAT, which will be charged at the prevailing rate where applicable.
4.2. Payment terms will be specified in the Quotation. Typically, this may include:
* An upfront deposit of 30% of the total cost before work commences.
* Interim payments at agreed stages of the project.
* Final payment upon completion of the Services.
4.3. All payments must be made in Pounds Sterling (£).
4.4. If any payment is not made by the due date, the Company reserves the right to:
* Charge interest on the overdue amount at a rate of 8% per annum above the Bank of England base rate, calculated daily.
* Suspend further work until payment is received.
* Recover any costs incurred in collecting the overdue amount.
5. Client Responsibilities
5.1. The Client shall provide accurate and complete information necessary for the Company to perform the Services.
5.2. The Client shall ensure that the Site is safe, clear, and ready for the commencement of work at the agreed time, with clear access to the work area and necessary utilities (e.g., electricity, water).
5.3. The Client shall be responsible for obtaining any necessary planning permissions, building regulations approvals, or other consents required for the Services, unless otherwise agreed in writing.
5.4. The Client shall take all reasonable steps to protect their property and belongings during the performance of the Services.
5.5. The Client shall inform the Company of any hidden hazards, services, or structural issues at the Site that may affect the Services.
5.6 The Client is responsible for all waste removal unless specified in the quote.
6. Materials
6.1. Unless otherwise agreed, the Company will source and supply all Materials required for the Services.
6.2. While the Company endeavours to use high-quality materials, variations in natural products (e.g., timber grain, colour) are inherent and beyond our control. We cannot guarantee an exact match to samples or previously installed items.
6.3. Title to the Materials shall remain with the Company until full payment for the Services has been received. Risk in the Materials shall pass to the Client upon delivery to the Site.
6.4. If the Client requests us to use materials supplied by them, the Company accepts no responsibility for the quality, suitability, or fitness for purpose of such materials, nor for any delays or defects arising from their use.
7. Timelines and Delays
7.1. Any dates or times provided for the commencement or completion of the Services are estimates only and are not guaranteed.
7.2. The Company will use all reasonable endeavours to complete the Services within the estimated timeframe. However, the Company shall not be liable for any delays caused by circumstances beyond our reasonable control, including but not limited to:
* Unforeseen Site conditions.
* Delays in the supply of Materials.
* Changes to the scope of work requested by the Client.
* Inclement weather.
* Force majeure events.
7.3. In the event of significant delays caused by the Client, the Company reserves the right to charge for any additional costs incurred.
8. Access and Working Conditions
8.1. The Client shall grant the Company and its personnel reasonable access to the Site during agreed working hours.
8.2. The Client shall ensure that the Site provides a safe and healthy working environment for the Company's personnel, free from hazards.
8.3. The Company may require the Site to be vacated or restricted during certain stages of the work for safety reasons.
9. Completion and Acceptance
9.1. Upon completion of the Services, the Company will notify the Client.
9.2. The Client shall inspect the completed Services within 7 days of notification and notify the Company in writing of any defects or concerns.
9.3. If no notification is received within this period, the Services will be deemed to have been accepted by the Client.
9.4. The Company will rectify any defects or deficiencies notified within the acceptance period that are due to faulty workmanship or materials supplied by the Company.
10. Warranties
10.1. The Company warrants that the Services will be carried out with reasonable skill and care and that any Materials supplied by us will be of satisfactory quality and fit for their purpose.
10.2. The warranty period for workmanship is 12 months from the date of completion of the Services. This warranty does not cover:
* Damage caused by misuse, neglect, or accident by the Client or third parties.
* Normal wear and tear.
* Damage caused by inadequate maintenance by the Client.
* Natural variations or movement in timber products.
* Materials supplied by the Client.
10.3. The Client's statutory rights are not affected by these Terms.
11. Limitation of Liability
11.1. Nothing in these Terms shall limit or exclude the Company's liability for:
* Death or personal injury caused by our negligence.
* Fraud or fraudulent misrepresentation.
* Any other liability which cannot be lawfully limited or excluded.
11.2. Subject to Clause 11.1, the Company's total aggregate liability to the Client arising out of or in connection with these Terms, whether in contract, tort (including negligence), breach of statutory duty, or otherwise, shall not exceed the total value of the Contract for the Services.
11.3. The Company shall not be liable for any indirect or consequential loss or damage, including but not limited to loss of profit, loss of business, loss of anticipated savings, or damage to reputation.
11.4. The Company shall not be liable for any damage or defects arising from pre-existing conditions at the Site or the Client's property which were not disclosed to us prior to the commencement of work.
12. Intellectual Property
12.1. All intellectual property rights in any designs, drawings, plans, or specifications created by the Company for the purpose of providing the Services shall remain the property of the Company.
12.2. The Client is granted a non-exclusive, non-transferable licence to use such intellectual property for the purpose of the Services only.
13. Termination
13.1. Either party may terminate the Contract by giving written notice to the other if:
* The other party commits a material breach of these Terms and fails to remedy that breach within 14 days of being notified in writing to do so.
* The other party becomes insolvent or enters into any form of insolvency proceedings.
13.2. The Company may terminate the Contract immediately if the Client fails to make any payment by the due date.
13.3. In the event of termination, the Client shall pay for all Services performed and Materials supplied up to the date of termination, together with any reasonable costs incurred by the Company as a result of the termination.
14. Force Majeure
14.1. Neither party shall be liable for any failure or delay in performing its obligations under these Terms where such failure or delay is caused by an event beyond its reasonable control, including but not limited to acts of God, war, terrorism, riots, strikes, pandemics, epidemics, government actions, or natural disasters.
15. Confidentiality
15.1. Both parties agree to keep confidential all information concerning the business and affairs of the other party obtained during the course of the Contract. This clause shall not apply to information that is already in the public domain or is required to be disclosed by law.
16. Data Protection
16.1. The Company will collect and process personal data in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. Please refer to our Privacy Policy [link to your Privacy Policy, if applicable] for full details on how we handle your personal data.
17. Complaints
17.1. In the event of a complaint, the Client should contact the Company in writing at harry@hp-designs.co.uk or Henley Phillips Designs Ltd, 87 Cline Rd, Guildford, GU1 3ND.
17.2. We will endeavour to acknowledge your complaint within 5 working days and provide a response within 28 days.
18. General Provisions
18.1. Entire Agreement: These Terms and the accepted Quotation constitute the entire agreement between the parties and supersede all prior agreements, understandings, or arrangements, whether written or oral.
18.2. Variation: Any variation to these Terms must be in writing and signed by both parties.
18.3. Severance: If any provision of these Terms is found to be invalid or unenforceable by a court of competent jurisdiction, the remaining provisions shall remain in full force and effect.
18.4. Assignment: The Client may not assign or transfer any of their rights or obligations under these Terms without the prior written consent of the Company. The Company may assign or transfer its rights and obligations to a third party.
18.5. No Waiver: No delay or failure by the Company to exercise any right or remedy under these Terms shall constitute a waiver of that right or remedy.
18.6. Third Party Rights: A person who is not a party to this Contract shall not have any rights under the Contracts (Rights of Third Parties) Act 1999 to enforce any term of this Contract.
19. Governing Law, Dispute Resolution, and Jurisdiction
19.1. These Terms and the Contract shall be governed by and construed in accordance with the laws of England and Wales.
19.2. Dispute Resolution - Mediation: In the event of any dispute or claim arising out of or in connection with these Terms or the Services provided, the parties agree to first attempt to resolve the dispute amicably through good faith negotiations. If the dispute cannot be resolved through negotiation within [e.g., 21] days, the parties agree to seek resolution through mediation before commencing any court proceedings. The mediation shall be conducted in accordance with the CEDR Model Mediation Procedure (or other mutually agreed mediation rules). The costs of the mediator shall be borne equally by both parties.
19.3. Jurisdiction: If the dispute is not resolved through mediation, or if one party refuses to participate in mediation, then any dispute arising out of or in connection with these Terms or the Contract shall be subject to the exclusive jurisdiction of the courts of England and Wales.
Henley Phillips Designs Ltd.
Henley Phillips Designs Ltd, 87 Cline Rd, Guildford, GU1 3ND
07895966548
https://www.hp-designs.co.uk