Terms and Conditions

1. Introduction

These Terms and Conditions ("Terms") govern the provision of renovation, refurbishment, and construction services by Hampstead Renovations ("we", "us", "our", "the Company") to you ("the Client", "you", "your").

By engageing our services, you agree to be bound by these Terms. Please read them carefully before proceeding.

2. Definitions

Term	Definition
Contract	The legally binding agreement between the Client and Hampstead Renovations for the provision of services
Quote	A written estimate of costs provided by us, valid for 30 days unless otherwise stated
Works	The renovation, refurbishment, or construction services to be performed as specified in the Contract
Site	The property or location where the Works are to be carried out
Practical Completion	When the Works are substantially complete and the property is fit for occupation or use
Variation	Any change, addition, or omission to the agreed scope of Works

3. Quotations and Acceptance

3.1 Quotations

• All quotations are valid for 30 days from the date of issue unless otherwise stated
• Quotations are based on information provided by the Client and site inspections where applicable
• Prices quoted are subject to confirmation and may be adjusted if unforeseen conditions are discovered
• Quotations exclude VAT unless explicitly stated otherwise (VAT will be added at the prevailing rate)

3.2 Acceptance

A binding Contract is formed when:

• The Client signs and returns our written quotation or contract document, AND
• The Client pays the required deposit (as specified in Section 4)

3.3 Site Survey

We reserve the right to conduct a final site survey before commencing work. If conditions differ materially from those stated in the quotation, we may adjust the price or timeline accordingly.

4. Payment Terms

4.1 Payment Schedule

Unless otherwise agreed in writing, payments are structured as follows:

Stage	Percentage	Timing
Deposit	30%	On contract signing to secure materials and schedule
Stage Payment 1	30%	On completion of first fix/structural works
Stage Payment 2	30%	On completion of second fix/finishing works
Final Payment	10%	On Practical Completion and handover

Note: For smaller projects (under £5,000), different payment terms may apply as agreed in writing.

4.2 Payment Methods

We accept payment by:

• Bank transfer (BACS) - preferred method
• Debit or credit card (processing fees may apply for credit cards)
• Cheque (must clear before work commences)

4.3 Late Payment

• Invoices are due within 7 days unless otherwise stated
• Late payments may incur interest at 8% above the Bank of England base rate per annum (statutory right under the Late Payment of Commercial Debts Act 1998)
• We reserve the right to suspend works if payments are not received on time
• Continued non-payment may result in contract termination and legal action to recover debts

4.4 Retention

The final 10% retention payment is held for 30 days after Practical Completion to address any minor defects or snagging items. This amount will be released once all items are satisfactorily resolved.

5. Scope of Works and Variations

5.1 Scope Definition

The Works to be performed are detailed in:

• The written quotation or contract document
• Any attached specifications, drawings, or schedules
• Written variations agreed by both parties

5.2 Variations

• Any changes to the agreed Works must be requested in writing
• We will provide a written quotation for the Variation, including cost and time implications
• Variations only become part of the Contract once approved in writing by both parties
• Additional costs incurred due to Variations are payable before the Variation work commences

5.3 Unforeseen Works

If unforeseen conditions are discovered (e.g., structural defects, asbestos, dry rot), we will:

• Notify you immediately in writing
• Provide a quotation for remedial works
• Await your written approval before proceeding (unless safety-critical)

6. Project Timeline

6.1 Commencement

Works will commence on the date agreed in the Contract, subject to:

• Receipt of the deposit payment
• Obtaining necessary permits, approvals, or party wall agreements
• Access to the Site being available
• Materials being delivered as scheduled

6.2 Completion Date

• We will endeavour to complete Works by the estimated completion date
• Completion dates are estimates only and not guaranteed unless explicitly stated as "fixed completion date" in the Contract
• We are not liable for delays caused by factors beyond our reasonable control (see Section 6.3)

6.3 Extensions of Time

The completion date may be extended due to:

• Client-requested Variations or changes
• Delays in Client decisions, approvals, or payments
• Unforeseen site conditions or hidden defects
• Delays in obtaining statutory approvals or permits
• Adverse weather conditions affecting external works
• Unavailability of specified materials or products
• Force majeure events (see Section 15)

6.4 Access Requirements

The Client must provide:

• Unrestricted access to the Site during agreed working hours (typically 8am - 6pm, Monday - Friday)
• Access to water and electricity (costs reimbursed at cost)
• Secure storage for materials and equipment where reasonably possible
• Parking permits if required in controlled parking zones

7. Client Responsibilities

The Client agrees to:

7.1 Before Work Commences

• Obtain all necessary planning permissions and building regulation approvals (unless we have agreed to handle this in writing)
• Serve Party Wall Act notices if required (we can advise but this is the Client's legal responsibility)
• Ensure the property is adequately insured for the full reinstatement value
• Remove or protect valuable items, furniture, and belongings
• Notify us of any asbestos, hazardous materials, or structural concerns
• Inform neighbours of the upcoming works as a courtesy

7.2 During the Works

• Make timely decisions on specifications, materials, and finishes
• Pay invoices according to the agreed schedule
• Notify us immediately of any concerns or issues
• Not interfere with the Works or instruct our employees or subcontractors directly
• Maintain adequate insurance coverage

7.3 Selections and Approvals

• You have 7 days to approve samples, drawings, or specifications unless otherwise agreed
• Failure to respond within this timeframe authorises us to proceed with standard specifications
• Changes requested after approval may incur additional costs and delays

8. Our Responsibilities

Hampstead Renovations will:

• Perform the Works with reasonable skill and care in accordance with industry standards
• Use materials of satisfactory quality suitable for their intended purpose
• Comply with all applicable building regulations and British Standards
• Maintain public liability insurance of at least £5,000,000
• Ensure all work is carried out by qualified and competent tradespeople
• Obtain necessary building control certifications where applicable
• Keep the Site reasonably tidy and remove rubbish regularly
• Provide regular progress updates to the Client
• Address any defects arising from our workmanship (see Section 10)

9. Health, Safety and Site Management

9.1 Health & Safety

• We will comply with the Health and Safety at Work Act 1974 and all relevant regulations
• We will conduct risk assessments for all works
• We may appoint a Principal Designer and Principal Contractor for projects subject to CDM Regulations 2015
• The Client and visitors must follow all safety instructions and keep clear of work areas

9.2 Site Security

• Whilst we take reasonable precautions, we are not responsible for theft or damage to the Client's property
• The Client is responsible for securing the property outside of working hours
• We recommend the Client maintains comprehensive home insurance during the works

9.3 Dust and Noise

• Renovation works inevitably create dust and noise
• We will use dust sheets and extraction equipment where practical
• We will comply with local authority noise restrictions (typically no noisy works before 8am or after 6pm on weekdays, or on Sundays/Bank Holidays)

10. Warranties and Guarantees

10.1 Workmanship Guarantee

We guarantee our workmanship for a period of 12 months from the date of Practical Completion. This covers:

• Defects arising from poor workmanship or installation
• Failure of works to comply with building regulations (where we were responsible for compliance)

This guarantee does not cover:

• Normal wear and tear
• Damage caused by the Client or third parties
• Failure to maintain works as recommended
• Defects in Client-supplied materials or products
• Alterations made by others after completion
• Issues arising from failure to follow manufacturer care instructions

10.2 Manufacturer Warranties

• Products and materials are covered by manufacturers' warranties (typically 1-10 years depending on the product)
• We will provide copies of warranties and care instructions upon completion
• Warranty claims for products must be directed to the manufacturer

10.3 Structural Works

Structural works (e.g., extensions, loft conversions) may be covered by insurance-backed guarantees for periods of 10 years or more. These are available at additional cost and must be requested before works commence.

11. Liability and Insurance

11.1 Our Liability

• We maintain Public Liability Insurance covering up to £5,000,000
• We maintain Employers' Liability Insurance as required by law
• Our liability is limited to the Contract value for any single claim

11.2 Limitation of Liability

We are not liable for:

• Loss of earnings, business interruption, or consequential losses
• Damage to existing structures not caused by our negligence
• Delays caused by factors outside our reasonable control
• Defects in Client-supplied materials or existing structures
• Issues arising from inadequate or inaccurate information provided by the Client

11.3 Client's Insurance

12. Cancellation and Termination

12.1 Cooling-Off Period

For contracts signed away from our business premises, you have a 14-day cooling-off period under the Consumer Contracts Regulations 2013. You may cancel by written notice. If works have commenced at your request, you will be charged for:

• Work completed to date (pro-rata)
• Materials ordered or purchased specifically for your project

12.2 Cancellation by Client

If you cancel after the cooling-off period:

• You must provide written notice
• You will be invoiced for all work completed and materials purchased
• The deposit is non-refundable
• You may be charged a cancellation fee of up to 25% of the remaining contract value to cover lost profit and administrative costs

12.3 Suspension by Us

We may suspend works if:

• Payments are not made according to the agreed schedule
• Access to the Site is denied or restricted
• The Client fails to fulfil their obligations under this Contract
• Unsafe conditions are identified that the Client refuses to address

We will provide 7 days' written notice before suspension (except in cases of immediate safety risk).

12.4 Termination by Us

We may terminate the Contract immediately if:

• Payment is overdue by more than 14 days
• The Client is in material breach of these Terms
• The Client becomes insolvent or bankrupt
• It becomes illegal or impossible to perform the Works

12.5 Effects of Termination

Upon termination:

• All amounts due immediately become payable
• We will remove our equipment and materials
• We will provide an itemised final account
• Our warranty obligations cease (except for work already completed)

13. Intellectual Property

• Any designs, drawings, or specifications we create remain our intellectual property
• You are granted a licence to use them solely for the purposes of the agreed Works
• You may not share, reproduce, or use our designs for other projects without written permission
• If you engage another contractor using our designs, you may be charged a design fee

14. Subcontractors and Suppliers

• We reserve the right to use qualified subcontractors for specialist works (e.g., electrical, plumbing, structural engineering)
• All subcontractors are vetted for qualifications, insurance, and competence
• We remain responsible for all work performed by subcontractors
• The Client agrees not to directly engage or solicit our subcontractors during the project and for 12 months thereafter

15. Force Majeure

We are not liable for delays or failure to perform our obligations due to circumstances beyond our reasonable control, including:

• Natural disasters (floods, storms, earthquakes)
• Pandemics or public health emergencies
• War, terrorism, or civil unrest
• Government restrictions or lockdowns
• Strikes or labour disputes (not involving our employees)
• Failure of utilities or telecommunications
• Fire, explosion, or other catastrophic events

In such cases, timelines will be extended by a reasonable period, and we will make best efforts to resume works as soon as possible.

16. Complaints and Disputes

16.1 Complaints Procedure

If you have any concerns or complaints, please:

1. Contact your project manager or site supervisor immediately
2. If unresolved, email contact@hampsteadrenovations.co.uk with full details
3. We will acknowledge your complaint within 48 hours
4. We will investigate and provide a written response within 14 days
5. If you remain dissatisfied, you may escalate to our senior management

See our separate Complaints Procedure for more details.

16.2 Dispute Resolution

If a dispute cannot be resolved through our complaints procedure, we agree to attempt resolution through:

1. Mediation: An independent mediator (costs shared equally)
2. Adjudication: Under the Construction Act 1996 for construction disputes
3. Arbitration: Under the Arbitration Act 1996 if both parties agree
4. Court Proceedings: As a last resort, disputes will be subject to the exclusive jurisdiction of the Courts of England and Wales

17. Data Protection

We process your personal data in accordance with UK GDPR and the Data Protection Act 2018. Please see our Privacy Policy for full details on how we collect, use, and protect your information.

18. Consumer Rights

Nothing in these Terms affects your statutory rights under UK consumer protection law, including:

• The Consumer Rights Act 2015
• The Consumer Contracts Regulations 2013
• The Consumer Protection Act 1987

Services must be performed with reasonable care and skill, and any goods supplied must be of satisfactory quality and fit for purpose.

19. Entire Agreement

• These Terms, together with the signed quotation or contract document, constitute the entire agreement between the parties
• They supersede any previous agreements, representations, or understandings (whether written or oral)
• Any amendments must be agreed in writing and signed by both parties
• If any provision is found to be unenforceable, the remaining provisions remain in full force

20. Governing Law

These Terms are governed by the laws of England and Wales. Both parties submit to the exclusive jurisdiction of the Courts of England and Wales.

21. Notices

All notices under this Contract must be in writing and sent to:

Notices are deemed received:

• If posted: 2 working days after posting
• If emailed: On the date sent (if sent before 5pm on a working day)
• If hand-delivered: On the date of delivery

22. Changes to These Terms

We may update these Terms from time to time to reflect changes in our practices or legal requirements. The version in effect at the time of contract signing applies to your project. Updated terms will be posted on our website with the revision date.

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These Terms and Conditions were last updated in November 2024. They apply to all contracts entered into from this date onwards.