Terms & Conditions of Service

1. ABOUT THESE TERMS These Terms & Conditions apply to fire-safety services supplied by SafeCinder ("we", "us" or "our") to the customer named on the quotation, booking, order or invoice ("you"). They should be read with the quotation or order, which identifies the services, prices and any specific payment or booking requirements. If a quotation contains a specific term that conflicts with these general terms, the specific quotation term will apply to that service. 2. OUR SERVICES We provide agreed fire-safety services including inspection, testing, servicing, maintenance, installation and remedial work relating to portable fire extinguishers and fire detection and alarm systems. The exact scope is the work described in our quotation, booking or written instruction. A service visit is not a fire risk assessment unless a fire risk assessment has specifically been ordered. 3. STANDARDS AND PROFESSIONAL PRACTICE We carry out work with reasonable care and skill and, where applicable to the work ordered, with regard to relevant British Standards, manufacturers' instructions and recognised industry practice. Portable extinguisher work may include work within the scope of BS 5306-3. Fire detection and alarm work may include work within the scope of BS 5839-1. Any departure, limitation, inaccessible item or material defect identified during our work may be recorded in the Service Record, certificate or other report. 4. YOUR FIRE-SAFETY RESPONSIBILITIES Our services assist you with your fire-safety arrangements but do not transfer the legal responsibilities of the Responsible Person or other dutyholder to us. You remain responsible for your fire risk assessment, the suitability of fire precautions at the premises, routine user checks, acting on defects and recommendations, and arranging appropriate maintenance when due. 5. ACCESS AND INFORMATION You must provide safe and reasonable access to the premises, equipment and relevant areas at the agreed time, together with keys, access codes, permits, parking arrangements and an authorised contact where reasonably required. Please tell us about known hazards, special site rules, asbestos information where relevant, system impairments, monitoring arrangements and any other information that may affect safe performance of the work. We may record equipment or areas as inaccessible where they cannot reasonably be reached or tested. 6. PORTABLE FIRE EXTINGUISHERS Our extinguisher service is limited to the equipment made available to us and the work ordered. We may identify extinguishers as requiring replacement, extended service, recharge, parts or other remedial work. Unless included in the accepted quotation, additional parts, replacement equipment and remedial work are not automatically included in the service price and may require authorisation. Where equipment is unsafe, obsolete, damaged or otherwise unsuitable for continued service, this will be recorded and we may advise that it is withdrawn from service or replaced. 7. FIRE DETECTION AND ALARM SYSTEMS Fire-alarm work may require operation of sounders, detectors, call points, interfaces, relays and other connected equipment. You are responsible for making suitable arrangements for occupants and for notifying monitoring centres or other third parties where this is your responsibility. Unless specifically included, our service does not guarantee that every concealed cable, inaccessible device, third-party connection or ancillary system has been tested. We will record material limitations or defects identified during the visit. 8. DEFECTS, RECOMMENDATIONS AND REMEDIAL WORK A service, inspection or test may identify defects or recommended improvements. Recording a defect does not mean that repair or replacement is included in the original price. We will normally seek authority or provide a quotation for additional work unless the accepted quotation expressly allows specified minor parts or works to be completed without further approval. You remain responsible for deciding and arranging action on reported defects and recommendations. 9. SERVICE RECORDS AND CERTIFICATES We may provide electronic Service Records, reports, certificates, labels or logbook information as evidence of the work carried out. These documents record the condition and information available at the time of the visit and any stated limitations. Issued records may use electronic signatures. Please retain relevant documents with your fire-safety records. If an issued document requires correction, we may supersede, reissue or void it rather than silently alter the historical record. 10. RECURRING AND ONE-OFF SERVICES Where a future service date is shown, it is a reminder based on the service information available at the time. You remain responsible for arranging servicing when required. A one-off visit does not create an ongoing maintenance contract unless we expressly agree one. Where no future service is required for the work performed, no recurring-service obligation is created. 11. QUOTATIONS AND ACCEPTANCE Unless stated otherwise, quotations are estimates for the described scope and remain open for the validity period shown on the quotation. A quotation may be accepted electronically. Online acceptance may record the quotation version, applicable Terms & Conditions version, accepting contact and date/time. Changes requested after acceptance, unforeseen conditions or additional work may change the price and may require a revised quotation or additional authorisation. 12. ONLINE BOOKING AND APPOINTMENTS Online appointment times are subject to availability. A slot is not confirmed until the booking process is completed and any required advance payment has been received. We may use reasonable booking windows, minimum notice periods and availability rules. If an appointment must be changed because of circumstances outside our reasonable control, we will offer a reasonable alternative. Administrators may arrange appointments outside online availability by agreement. 13. ADVANCE PAYMENTS, CALL-OUTS AND DEPOSITS A quotation or booking may require a call-out charge, deposit, attendance fee or other amount to be paid before an appointment can be confirmed. Where advance payment is required, we are not obliged to reserve or attend the appointment until payment has been received. Any balance is payable according to the payment terms stated on the quotation or invoice. 14. INVOICES AND PAYMENT The applicable quotation, order or customer account determines whether payment is due in advance, on booking, on completion or on agreed account terms. Invoices must be paid by the due date shown. If you believe an invoice is incorrect, please tell us promptly and identify the amount or item disputed; undisputed amounts remain payable. We may suspend further non-emergency work where undisputed sums are materially overdue. 15. LATE COMMERCIAL PAYMENTS For business-to-business transactions, where permitted by law and unless a different substantial contractual remedy applies, we reserve the right to claim statutory interest and applicable debt-recovery compensation on overdue commercial debts. We prefer to resolve payment issues promptly and reasonably before taking recovery action. This clause does not apply where the relevant statutory commercial late-payment regime does not apply. 16. CANCELLATION, ABORTED VISITS AND FAILED ACCESS Please give reasonable notice if you need to cancel or rearrange an appointment. If we attend and cannot obtain access, cannot safely perform the work, or the visit cannot proceed because required site arrangements were not made, we may charge a reasonable attendance/call-out amount and costs already incurred where this was disclosed or otherwise legally recoverable. Consumer cancellation rights, where applicable, are not affected. 17. CONSUMER CUSTOMERS If you are acting as a consumer, nothing in these terms removes or restricts statutory rights that cannot lawfully be excluded. Where distance or off-premises cancellation rights apply, we will provide the information and cancellation arrangements required by law. If you expressly ask us to begin services during an applicable cancellation period, you may have to pay for services properly supplied before cancellation to the extent permitted by law. 18. LIABILITY We do not exclude or limit liability where it would be unlawful to do so, including liability for death or personal injury caused by negligence, fraud or fraudulent misrepresentation. Subject to those rights, we are responsible for loss that is a reasonably foreseeable result of our breach or negligence. We are not responsible for defects or losses caused by matters outside the agreed scope, inaccessible or concealed conditions, inaccurate information supplied to us, third-party systems, misuse, unauthorised alteration, or failure to act on recorded defects or recommendations. 19. COMPLAINTS AND CORRECTIVE WORK If you believe our work is defective or incomplete, please contact us promptly and give us a reasonable opportunity to investigate. Where we are responsible, we will seek to put the matter right within a reasonable time. This does not affect statutory rights. 20. RECORDS, PHOTOGRAPHS AND DATA We may keep customer, site, equipment, service, communication and payment records reasonably required to provide and evidence our services. We may take photographs of equipment, labels, defects or relevant site conditions where reasonably necessary for the service record. Personal information will be handled in accordance with our privacy arrangements and applicable data-protection law. 21. SAFETY AND RIGHT TO STOP WORK Our engineers may stop, postpone or refuse work where conditions are unsafe, access is unsuitable, required isolation cannot be achieved, abusive behaviour occurs, or continuing would create an unreasonable risk. We will explain the reason where reasonably practicable. 22. EVENTS OUTSIDE OUR REASONABLE CONTROL Neither party is responsible for delay caused by events outside its reasonable control. We will take reasonable steps to minimise disruption and rearrange affected work where appropriate. 23. TERMINATION Either party may end an ongoing service arrangement in accordance with any agreed notice terms. We may suspend or terminate an arrangement for serious or repeated non-payment, unsafe conditions or material breach, subject to applicable law. Amounts properly due for work already supplied remain payable. 24. CHANGES TO THESE TERMS We may update these Terms & Conditions for future work. The version applicable to an accepted quotation or order will be retained with that transaction where our system supports versioned acceptance. Later changes do not retrospectively replace terms already accepted for completed or existing work unless both parties agree. 25. GOVERNING LAW These terms are governed by the law applicable to the contract and the courts with jurisdiction over it. Consumer customers retain any mandatory rights relating to jurisdiction and applicable law. 26. CONTACT Questions about these terms, quotations, bookings, invoices or our services should be sent using the contact details shown on our quotation, invoice or website.