Terms and Conditions of Service

1.Introduction: a. KLD Property Services, referred to as "the Company," provides property maintenance and related services. b. By utilizing our services, you agree to the following terms and conditions.

2.Authorization to Deviate from Terms: The authority to deviate from or ignore any terms outlined in this agreement rests solely with KLD Property Services. Any such deviation must be explicitly authorized by KLD and communicated in written format on headed note paper. No other person or entity is empowered to grant permission for such deviations.

3.Services: a. The Company will deliver property maintenance services as specified in the mutually agreed-upon contract this includes verbal, email or any means where you authorise our services. b. Any additional services requested will be subject to a separate agreement and corresponding pricing. c. In the event of our attendance at a pre-booked appointment with no one present, an attendance fee will be applicable. d. We retain the right to reschedule works due to weather conditions or unforeseen circumstances at any juncture.

4.Payment: a. Invoices are issued upon the completion of services and are due for payment on the date specified in the invoice. b. Late payments may incur an 8% monthly fee and an additional £70 administrative charge. c. All deposits are non-refundable. d. Any upfront payment becomes non-refundable once materials have been procured. e. Failure to make payment will result in referral to court or a debt collector. f. Credit terms are prearranged by the Company with the client; if no terms are established, payment is expected on the invoice issue date, The client will receive a written agreement from the company outlining any agreed-upon payment terms. g. The Company reserves the right to charge storage fees without prior warning for goods that have not been paid for by the invoice due date. h.The client is not permitted to request the company's trade invoices at any stage. These invoices are exclusively for HMRC compliance purposes and are not accessible to the client. Invoices issued from the company to the client are the only documents available for client reference.

5.Materials Ownership: a. All materials supplied by the Company remain the property of the Company until full payment is made in full. b. The client is not authorized to use any materials provided by KLD without written consent. c. The client cannot allow anyone else to use the materials without the express written permission of KLD. d. Materials are to remain in the location where KLD left them until written permission from KLD has been obtained. e. Unauthorized use or relocation of materials without proper consent may result in additional fees or legal action at the discretion of KLD Property Services. please see more term 20.

6.Cancellation and Refund Policy: a. Cancellations of quotes or inspections must be communicated at least 48 hours in advance or a failed call charge maybe issued £80+vat.  b. Refunds will be considered on a case-by-case basis. c. For services or works exceeding £1000, we require a 30-day cancellation notice. In the event of cancellation within this timeframe, we retain the right to charge for any incurred time, materials, or travel expenses. e.In the event of a client canceling scheduled works while an operative is en route to the location, the client is obligated to pay the full value of the services. f.In the event that the company is unable to work or provide services due to a breach of the terms and conditions by the client, the client will be charged for travel expenses and one day's labor for each operative en route to the site. Additionally, any other costs incurred by the company will be the responsibility of the client as outlined in these terms. g. If the client halts work for any reason, whether foreseen or unforeseen, the client is responsible for compensating the company for any lost time incurred as a result. This compensation will be calculated on a daily basis, where one lost day entails payment of the employee/contractor day rate, travel expenses, and any additional incurred expenses.

7.Intellectual Property: a. All intellectual property developed during the provision of services remains the exclusive property of the Company.

7a.Confidentiality: a. Both parties commit to maintaining the confidentiality of sensitive information, including business strategies and client details. b.The company maintains the right to refrain from disclosing any information that could potentially violate GDPR regulations or is considered private by the company. This includes, but is not limited to, trade invoices, addresses, personal information, and any other data deemed private by the company. c.If the client acquires mobile numbers, email addresses, or other information related to employees or contractors, such details are considered confidential. The client is obligated not to disclose this information to any individual or organization without explicit consent, consent would be written notification on company-headed paper only. d.

8.Liability: a. The Company is not held liable for damages or losses resulting from circumstances beyond our control. b. Our liability is capped at the total value of the provided services.

9.Termination: a. Either party may terminate the agreement with a written notice period of 30 days. In the event of termination, the company has the authority to bill the client for time dedicated to administration, site preparation, carriage, procurement of goods, or any related costs incurred during the provision of services or works.

10.Governing Law: a. This agreement is governed by and construed in accordance with the laws of England.

11.GDPR Compliance: a. The Company is dedicated to GDPR compliance in the handling and processing of personal data. Refer to our Privacy Policy for more details.

12.Privacy Policy: a. Our Privacy Policy elucidates how we collect, use, and safeguard your personal information. Please refer to our Privacy Policy for comprehensive details.

13.Defect Reporting: a. Any issues or defects identified after the completion of work should be reported to the Company within 7 days.

14.Abuse Policy: a. The Company maintains a zero-tolerance policy for abusive behavior, including verbal, written, or physical abuse towards our staff. Such behavior may result in the termination of services.

15.Anti-Bullying Policy: a. The Company is committed to providing a workplace free from bullying. Any form of bullying, including verbal, written, or physical harassment, will not be tolerated.

16.Contact Policy: a. Our phone lines may experience high call volumes. Operating hours are from 8 am to 5 pm, Monday to Friday. b. Outside these hours, customers are encouraged to leave answerphone messages or send emails and await a response during working hours. c. Customers are requested to refrain from calling mobiles outside working hours unless in an emergency. Always use the office phone where possible; mobiles are a last resort and not always monitored.

17.Legal Advice and Response Delays: a. The Company reserves the right to not respond to messages and emails to seek legal or professional advice if deemed necessary. Situation dependant. This may result in a significant delay in response.

18.Company Correspondence Address: a. All company correspondence should be directed to our business address at Unit 12, Bhive Business Centre, Alum Way, Skelton, TS12 1LQ. b. Sending correspondence to any other address may result in non-receipt, and we may not be aware of it.

19. Provision of Terms upon Request: a. KLD Property Services will provide, upon request, a copy of the current list of terms and conditions to the client. b. Clients may request the terms via email, phone, or other agreed-upon communication methods. c. It is the responsibility of the client to familiarize themselves with the terms and conditions, and any changes or updates communicated by KLD Property Services.

20. Ownership and Use of Materials: a. All materials supplied by KLD Property Services remain the property of KLD until full payment is made in full. b. The client is not authorized to use any materials provided by KLD without explicit consent. c. The client cannot allow anyone else to use the materials without the express permission of KLD. d. Materials are to remain in the location where KLD left them until written permission from KLD has been obtained. e. Unauthorized use or relocation of materials without proper consent may result in additional fees or legal action at the discretion of KLD Property Services. 

20.1 Site Inspection and Material Check Clause: KLD Property Services reserves the right to attend the site at any time to inspect materials and items. In the event that materials are used or missing without KLD's permission, a full inventory and stock check will be conducted. Any costs incurred during this process, including an administrative fee per item(£30+vat or 10% of items value +vat whatever is greater value), will be charged back to the customer. Additionally, the client will be responsible for the replacement cost of each missing or unauthorized item, and these charges will not be subject to reimbursement. 

20.2 Unauthorized Interference Reporting Clause: Any attempt to stop or impede KLD Property Services in their efforts to conduct stock checks or remove items owned by the company will be considered unauthorized interference. Such instances will be promptly reported to local authorities, including the police, to ensure legal enforcement of this term.

20.3 Unauthorized Use or Missing Materials Charges: In the event of unauthorized use or missing materials without proper permission, the client will be subject to the following charges:

• An administrative fee of £30+ vat or 10% of item value whichever is greater per occurrence/per item.
• The replacement cost of each missing or unauthorized item.
• The replacement cost of each missing or unauthorized item, charged individually for each item within the box.

These charges will be applied for each item affected and will not be subject to reimbursement.

20.4 If tools are left on the client's site and unauthorized individuals, allowed access by the client or their representative, remove or use these tools, the client will be charged for the full replacement cost and any further costs involved I.e time travel, postage etc. In the event that one of our employees or subcontractors lends tools to the client or their representative, and these tools are returned damaged or missing, the client will be responsible for the replacement cost plus administration costs to locate, plus travel and time cost to replace.

21. Unpaid Goods Storage Fee: a. The Company retains the right to charge storage fees without prior warning for goods that have not been paid for by the invoice due date. We retain the right to impose charges for the carriage of goods.

22. Adherence to Terms by Instruction: a. If you provide instructions, whether through Tradify, email, verbal communication, or any other means, you are expected to adhere to the terms and conditions outlined by KLD Property Services. b. Instructions provided by the client are considered a commitment to comply with the terms of service, payment terms, and other relevant clauses specified in the agreement. c. Failure to adhere to these terms may result in additional fees, service delays, or termination of the agreement at the discretion of KLD Property Services.

23. Photo and Video Usage: a. KLD Property Services reserves the right to take pictures and videos before, during, and after works for advertising purposes. b. The company owns the copyright to any photos and videos taken during the provision of services. c. No photos provided to a client should be used for purposes other than viewing to see the works.

24. Confidentiality of Quotes and Invoices: a. All quotes and invoices provided to the client are solely for the client's use and should not be viewed by other people. b. All paperwork and correspondence are only for the client's use.

25. On Inspection of Works: a. On inspection of works, our company reserves the right to attend.

26. Data Holding and Phone Recording: a. The company reserves the right to hold data regarding any property it attends. b. Phone calls may be recorded for training and quality purposes.

27. Estimated Dates: a. Any date(s) mentioned in estimates/quotes either in writing or over the phone are estimated dates only. b. The Company shall not be in breach of this agreement in case of failing to start or finish work by any date given in estimates/quotes.

28. Non-Liability for Delivery: a. The Company accepts no liability in respect of late or non-delivery of materials.

29. Faulty Parts/Materials Supplied by the Customer: a. The Company accepts no liability with respect to faulty parts/materials supplied by the customer.

30. Incorrect Materials Supplied by the Customer: a. If parts or materials are supplied by the customer and the Company deems those are not suitable, the Company reserves the right not to install or use the incorrect materials or parts.

31. Information Provision by the Customer: a. The Customer shall provide, upon request, any information the Company reasonably requires to provide the services. b. If any information provided is incomplete or incorrect, an additional charge of a reasonable sum to cover any extra work required may apply. c. Any additional charges will be agreed upon.

32. Property Access and Key Handling: a. Where access to the property is required and if keys are provided, they must open and close all locks without any special effort. b. If the property is protected by an alarm, you must provide full details of how to disable and reset it. c. You agree to notify the Company if you provide the keys. d. If you require collection from an agency and returning of the keys, you must give reasonable notice of this request (at least 24 hours). e. If a key needs to be collected outside the property’s location, then a fee of £30+VAT will apply. f. If the operative is unable to get access to the property on the booked date and time, you will be liable to pay an attendance fee.

33. Property Preparation Responsibilities: a. You will be responsible (at your own cost) for preparing the property for the supply of the services. b. This includes making safe any appliances, removing any items from the areas where the Company will be performing the services, and securing or removing any valuables, breakables, or sentimental items. c. For End of Tenancy Cleaning, the property should be empty and supplied with electricity and hot water for the guarantee to be applicable.

34. Supply of Utilities: a. You shall provide, at your expense, clear access to the work area, all necessary electricity/water supplies required for the services. b. Additional charges might apply if these supplies are not provided. C. In the event that the company is unable to work or provide services due to a breach of the terms and conditions by the client, the client will be charged for travel expenses and one day's labor for each operative en route to the site. Additionally, any other costs incurred by the company will be the responsibility of the client as outlined in these terms. d. In the event of being unable to relocate operatives on subsequent days, the client is liable to pay the labor rates and company costs incurred due to the inability to reallocate company employees and/or subcontractors, plus admistration fees.

35. Third-Party Representation: a. Where the Customer is represented by a third party, the third party will be responsible for payment as shown on the invoice unless agreed otherwise in writing.

36. Governing Law and Jurisdiction: a. The relevant United Kingdom law shall govern these terms and conditions. b. By agreeing to be bound by them, the customer agrees to submit to the exclusive jurisdiction of the relevant courts of the United Kingdom.

37. Changes to Specifications: a. We reserve the right at any time to make changes to the agreed specification to conform to any applicable health and safety or other statutory requirement.

38. Correction of Errors: a. Any typographical, clerical, or other error or omission contained in any quotation or acknowledgment of order by us shall be subject to correction without any liability on our part.

39. Arrival and Duration Estimates: a. We will supply you with a date and time when we will arrive to begin carrying out the work. b. We will give you an estimate of how long the work will take to complete; however, this will only be an estimate, and the work may take more or less time than anticipated.

40. Use of Personal Information: a. We will use the personal information you provide to us to carry out the work and process your payment. b. Your personal information may be used to inform you about similar products or services that we provide, with the option to opt out.

41. Contract Parties: a. This contract is between you and us. No other person shall have any rights to enforce any of its terms. 

42.Payment to Suppliers Clause: If the client agrees to pay any of our suppliers directly for goods or services related to the project but fails to honor this agreement, KLD Property Services reserves the right to settle the account directly with the supplier. In such cases, the client will be responsible for reimbursing KLD Property Services at a rate upto 50% higher than the original cost, in addition to an administration fee of £60 and interest at a rate of 8% per month on the outstanding amount. This provision ensures timely and consistent payment practices and covers the additional costs and efforts incurred by KLD Property Services in such situations.

43.Contract Commencement Clause: This contract is deemed in force from the moment you, either verbally, in writing, or over the phone, request KLD Property Services to complete works or services. Acceptance of a quote or the act of requesting us to proceed with works/services indicates your agreement to the terms and conditions outlined herein. By initiating a project with KLD Property Services, you acknowledge your understanding and acceptance of these terms.

44. Office Time Charge Clause: KLD Property Services reserves the right to charge for office time spent on replying to and addressing client inquiries, concerns, and legal matters. This charge may cover administrative tasks, communication, and any time-related activities related to client interactions and legal affairs.

45.The company maintains the right to bill for the time spent liaising with authorities or governing bodies concerning the client's site, such as reporting incidents to the police, etc.

46.Safety and Security Terms:

a. Charges for Hazardous Situations:
  - The company reserves the right to apply charges for any involvement in dangerous situations, as determined by safety protocols.

b. Right to Leave Site:
  - The company has the authority to leave a client's site if anyone feels unsafe for any reason, whether foreseen or unforeseen.

47.Client Communication and Completion Terms:

a. Open Dialogue:
  - We encourage clients to openly communicate concerns or identify any workmanship or material quality issues throughout the project's duration.

b. Reserve Judgment:
  - It's crucial to acknowledge that judgments against employees or the company should be withheld until the entirety of the works is completed.

c. Company's Right to Rectify:
  - The company retains the authority to return and address any issues at its discretion, ensuring the works meet a satisfactory standard. A specified completion date will be communicated by the company.

d. Client Cooperation:
  - Clients are obligated to permit the company to address and resolve identified issues promptly.

e. Warranties Consequence:
  - Failure to allow the company to address concerns may lead to the cancellation of warranties, regardless of explicit or implied terms.

f. Waiver of Legal Actions:
  - By not facilitating the completion of works to an acceptable standard, the client forfeits the right to pursue legal or civil actions related to the project.

48. Communication Channels Policy:

1. Primary Contacts:
  - The company's official email address is info@kldpropertyservice.uk, and the designated phone number is 01642 942000.

2. Monitored Methods:
  - Clients are advised to use the provided email and phone number for all communications, as these channels are actively monitored.

3. Outside Office Hours:
  - Clients should exclusively utilize the mentioned communication methods outside regular office hours.

4. Awareness of Alternative Methods:
  - The client is informed that using alternative methods during non-office hours may result in unmonitored communications, and there is a risk of potential message loss.

49.Website Policy

1. Privacy Policy:
  - We are committed to protecting your privacy. Our Privacy Policy outlines how we collect, use, and safeguard your personal information.

2. Terms of Service:
  - By using our website, you agree to abide by our Terms of Service. These terms govern your access and use of our site.

3. Cookies Policy:
  - Our website uses cookies to enhance your browsing experience. Read our Cookies Policy to understand how we use cookies and how you can manage your preferences.

4. Data Collection:
  - We collect certain information to improve our services. Our Data Collection policy outlines what information we collect and how it's utilized.

5. Security Measures:
  - We employ security measures to protect your data from unauthorized access. Learn more about our security practices in our Security Measures section.

6. Third-Party Links:
  - Our website may contain links to third-party websites. We are not responsible for the content or privacy practices of these external sites.

7. Opt-out Options:
  - You have the option to opt-out of certain data collection or marketing communications. Refer to our Opt-out Options for more details.

8. Updates to Policies:
  - We may update our policies periodically. Users are encouraged to review our policies regularly for any changes.

9. Contact Information:
  - If you have questions or concerns regarding our policies, please contact us at 01642 942000

10. By using our website, you acknowledge that you have read and agree to the terms outlined in our policies.

50.Law Enforcement Information Requests Policy (UK Version)

1. Compliance with UK Law
  - Our company is committed to complying with all applicable UK laws and regulations. This includes cooperation with lawful requests from law enforcement agencies.

2. Legal Validity:
  - We will only respond to information requests that are legally valid and accompanied by proper legal documentation, such as production orders, search warrants, or court orders under the Regulation of Investigatory Powers Act 2000 (RIPA) or other relevant legislation.

3. Data Collection Transparency:
  - We will be transparent with our users about the types of data we collect, how it is used, and under what circumstances it may be disclosed to law enforcement.

4. Privacy Safeguards:
  - While complying with legal requests, we will strive to protect user privacy to the extent permitted by UK law.

5. Notification to Users:
  - When legally permissible and not prohibited by law or a valid court order, we may notify affected users of law enforcement requests for their information.

6. Legal Counsel Involvement:
  - We may involve legal counsel in the review and response to law enforcement requests to ensure compliance with relevant UK laws and to protect user rights.

7. Limiting Disclosure:
  - We will only disclose information specifically requested and required by UK law, avoiding unnecessary disclosure of user data.

8. Recordkeeping:
  - We will maintain records of law enforcement requests and our responses for legal and transparency purposes, following the requirements of the Data Protection Act 2018 and other applicable legislation.

9. Regular Review:
  - We will regularly review and update this policy to ensure alignment with evolving UK laws and industry standards.

10. User Inquiries:
  - Users with questions about our compliance with law enforcement requests can contact our designated point of contact [provide contact details].

By using our services, users acknowledge and accept the terms outlined in this Law Enforcement Information Requests Policy (UK Version).

As part of the terms, clients are obligated to comply with all stipulations upon authorizing any works or services.

Please find tool hire terms and conditions here: