Terms & Conditions

1. Company Information

These services are provided by:

• Company Name: Instant Cooling Solutions Ltd
• Company Registration Number: 16056381
• Registered Office: 95 Overdale Road, Romiley, Stockport, England, SK6 3JB
• VAT Number: 482 6112 95
• F-Gas Certification Number: [Insert F-Gas Cert Number]

2. Service Agreement

These terms and conditions govern the provision of commercial refrigeration, air conditioning, and cooling system services by Instant Cooling Solutions ("we", "us", "our") to our customers ("you", "your").

3. Services Provided

We provide the following services:

• Commercial refrigeration installation, maintenance and repair
• Air conditioning system installation and servicing
• Cold room design, build and maintenance
• Emergency breakdown and call-out services
• Cellar cooling systems for hospitality venues
• F-Gas compliance and refrigerant handling
• System commissioning and certification

4. Quotations and Pricing

4.1 Quotations

All quotations are valid for 30 days unless otherwise stated. Prices may be subject to change due to material cost fluctuations or unforeseen site conditions.

4.2 Payment Terms

Payment terms are as follows:

• Emergency call-outs: Payment due on completion
• Standard repairs: Payment due within 14 days of invoice
• Installations: 50% deposit required, balance due on completion
• Large projects: Payment schedule as agreed in writing

5. Warranties and Guarantees

5.1 Workmanship Warranty

We provide a 12-month warranty on all workmanship from the date of completion. This warranty covers defects in our installation or repair work but does not cover normal wear and tear or damage caused by misuse.

5.2 Parts and Equipment

New parts and equipment carry manufacturer warranties. We will assist with warranty claims but are not responsible for manufacturer defects beyond our control.

6. Health & Safety

6.1 Site Safety

We comply with all relevant health and safety regulations including CDM 2015. Customers must provide safe access to work areas and notify us of any site-specific hazards.

6.2 F-Gas Compliance

All refrigerant work is carried out by F-Gas certified engineers in compliance with current regulations. We maintain detailed records as required by law.

7. Emergency Services

7.1 Response Times

Emergency response times are estimates and may vary depending on location, weather conditions, and engineer availability. We prioritize callouts based on urgency and food safety risks.

7.2 Emergency Charges

Out-of-hours emergency services carry premium rates. These will be clearly communicated before work commences.

8. Limitations of Liability

8.1 Liability Cap

Our liability for any claim is limited to the value of the specific service or repair carried out, unless otherwise required by law.

8.2 Consequential Loss

We are not liable for consequential losses including but not limited to:

• Loss of stock or perishable goods
• Loss of business or revenue
• Costs of alternative accommodation or refrigeration
• Third-party claims

8.3 Insurance

We maintain comprehensive public liability and professional indemnity insurance. Details available on request.

9. Customer Responsibilities

Customers are responsible for:

• Providing accurate information about equipment and faults
• Ensuring safe and clear access to work areas
• Maintaining equipment in accordance with manufacturer guidelines
• Notifying us promptly of any warranty issues
• Payment of invoices within agreed terms

10. Cancellation Policy

10.1 Service Cancellations

Cancellations must be made at least 24 hours before scheduled appointments. Late cancellations may incur a charge equivalent to one hour's labour.

10.2 Contract Cancellation

For maintenance contracts, either party may terminate with 30 days written notice. Installation contracts cannot be cancelled once work has commenced without liability for costs incurred.

11. Data Protection & Privacy

11.1 Privacy Policy

We collect and process personal data in accordance with UK GDPR and Data Protection Act 2018. We collect:

• Contact details for service delivery and invoicing
• Site access information and emergency contacts
• Equipment details and service history
• CCTV footage may be recorded during site visits for security

11.2 Data Retention

Customer data is retained for 7 years in line with accounting requirements and F-Gas record keeping obligations. Data is stored securely and not shared with third parties except as required by law.

11.3 Your Rights

You have the right to access, correct, or delete your personal data. Contact us using the details below to exercise these rights.

12. Force Majeure

We are not liable for delays or failures in performance due to circumstances beyond our reasonable control, including severe weather, pandemics, supply chain disruptions, or government regulations.

13. Dispute Resolution

Any disputes will be resolved through good faith negotiation. If unresolved, disputes are subject to the exclusive jurisdiction of English courts and governed by English law.

14. Variations

These terms may be updated from time to time. Current terms are available on our website. Significant changes will be communicated to existing customers.