Terms & Conditions

Inspections

First Visit to Premises – please ensure all areas that are required to be inspected have been disclosed to Piran Services before the date of the first inspection. Specifically any off-site locations or any obscure items/ areas.

Please detail any parking or access restrictions at the premises.

Inspectors will require uninhibited access to all equipment/ areas for the duration of the inspection. If an area or piece of equipment is in use at the time of the inspection or full access to all equipment is not available, the inspection will be aborted and a missed appointment charge of £95 plus VAT will be incurred. You will be required to rebook an inspector to complete the inspection and an inspection revisit charge will also be payable. A Refused/ Unable To Access form will be provided detailing the reason and (if applicable) the name of the staff member that was present. You will not receive an inspection report until the full inspection has been completed.

All equipment should be easily accessible to the inspector for inspection. If items are usually stored away, please ensure these items are removed from storage prior to the inspection. If access to an area is restricted and keys/ codes are required, please ensure these are available to the inspector at the time of inspection. Equipment should not be in use during the time of inspection. Please ensure all areas are accessible when the children are not present but if this is not possible, please ensure all children are supervised. It is not the responsibility of the inspector to ask children to leave the area they are required to inspect.

Please ensure all reception staff are aware of the date of the inspection. If an inspector is delayed access to the school in excess of 30 minutes we reserve the right to cancel the inspection so as not to delay further appointments that day and a missed appointment fee of £95 plus VAT will be payable. You will then be required to book a revisit which is chargeable.

In the event of any item or area is deemed as dangerous/ condemned this will be reported to a member of staff by the inspector before leaving the school.

The average inspection time is 1.5 hours but this varies depending on the size of the facility and amount of equipment to be inspected.

Inspectors will inspect all items of play/sports equipment and the surrounding area in any locations which contain play equipment, eg forest schools, nursery, gymnasium.

Items that will be inspected within play areas include (but are not limited to):

site approach, paths, vegetation
signage
gates and fencing
ancillaries, eg bins, benches and tables
other possible hazards, movement of people and traffic, water courses, electrical items

Reports

On completion of an inspection, you will be supplied by email with a detailed colour-coded inspection report, including supplementary photographs. A simplified version of the colour coding is as follows:

green – good condition
amber – repair in next maintenance cycle
red – take immediate action
purple – condemned, item is beyond economical repair

This colour coding is fully explained on the front page of the report. Reports are usually within 10 working days of completing the inspection. We will also supply a quote for any repairs/ maintenance (if applicable).

Please ensure the report is read thoroughly. Items marked as good condition may have suggested maintenance that may prolong the life of the item or prevent additional wear/ damage. Please feel free to contact us if you have any questions.

Quotes

Quotes are valid for 30 days from the date stated. Please contact us after this time as we may need to re-quote.

If quotes have been submitted without visual inspection of the area or item, additional costs may be incurred.

If you require us to provide a quote based on a third party report, please be advised this is subject to change on visual inspection of the area/ item. Consent will be required for the further costs incurred before proceeding with any additional repairs/ maintenance.

Installations for Commercial Customers

An installation date will only be agreed upon receipt of a returned order form plus a 50% deposit. Installation date lead times vary dependent on the time of year and third party suppliers but these are usually between 2-8 weeks of receiving the order form and deposit.

We will require access and/ or parking to the area of installation for a vehicle and trailer. Please ensure that any access or parking restrictions are fully disclosed prior to the installation date.

We will require uninhibited access to the installation areas for the duration of the installation. Please ensure this is factored into the teaching location of children and break times on the day(s) of installation. Please ensure all children are supervised at all times. If we do not deem it safe to continue the installation due to the presence of children in the area, the area will be made safe and you may be required to book a revisit which is chargeable.

We may require water and/ or electricity to complete the installation. Please advise if these facilities will or not be available. Please also advise if toilet facilities are available.

Installation quotes are based on full access to the area and normal ground conditions. If undisclosed difficult terrain is encountered, this may incur an additional charge - usually 10% of any quoted groundworks.

Repairs/ Maintenance

Schools - Any repairs/ maintenance carried out will be required to be signed off by a member of staff on the corresponding worksheet.

There is a minimum charge of £100 plus VAT for any repairs/ maintenance for commercial customers. If you decide to only proceed with part of a quote and the items selected fall below the £100 threshold, you will be charged the minimum rate of £100 plus VAT.

Please notify us at least 5 working days ahead of the appointment date if you no longer require the repairs/ maintenance. If we attend and the repairs/ maintenance are no longer required, you will be charged for a missed appointment.

Grass Cutting Services

Please ensure you make us aware of any events that may restrict access to the required areas, eg sports days/ open days, ahead of the visits.

Please ensure all areas that we are required to cut are free from equipment that may be damaged or foreign objects, eg sports equipment/ balls/ skipping ropes.

In the event that damage is caused to our equipment due to undisclosed foreign objects, eg balls, skipping ropes, rocks and timbers this may result in the immediate withdrawal of our services from this area.

Areas to be cut will be agreed in writing prior to the first visit each year. Any additional areas may be chargeable.

Areas that are inaccessible or in use at the time of the visit will be left uncut until return on the next visit.

Payment

Piran Services Ltd have adopted the Statutory Late Payment legislation, under the Late Payment of Commercial Debts (Amendment) Regulations 2018.

Payment terms are strictly 30 days from the date of the invoice.

Invoices outstanding after 30 days will be subject to an immediate late payment charge of:

£40 for debts up to £999.99
£70 for debts between £1,000 – £9,999.99
£100 for debts of £10,000+

Interest will be charged at a rate for 4% per week for all invoices outstanding after 30 days from the date of invoice.

Complaints

Whilst we always endeavour to deliver 100% customer satisfaction, we do understand that errors can be made and if you are not 100% satisfied, we ask that any issues are put in writing and we will aim to respond within five working days.

Email: office@piranservices.co.uk

Post: Piran Services Ltd, Rowden Farm, Kilkhampton, Bude, EX23 9RL