Terms and Conditions of Business

For the design, manufacture, supply, installation and servicing of cold
rooms, freezer rooms, refrigeration and air conditioning.

Key points at a glance

Please read these points before you accept a quotation or pay a deposit. They are the terms customers most
often miss, and the full terms below explain each one.

Everything is made to measure. Check your quotation, drawings and every invoice carefully. Once you approve the final drawings, we start cutting panels to your sizes (clause 4).
Your deposit is spent straight away on materials and manufacture for your order. Once panels are cut, it is non-refundable, even if you change your mind or the measurements you gave us were wrong (clause 6).
Changes after approval may not be possible, and will cost extra if they are (clause 7).
Have the site ready on the agreed date, including access, a level floor and the electrical supply. Wasted visits may be charged (clause 8).
Warranty: 12 months from commissioning, covering parts and labour on installed systems (clause 11).
Warranty callouts can take up to a week. If the fault is urgent, ask a local refrigeration company to attend. We will cover the repair costs until our engineer can get to you, as long as you tell us first and send us the invoice (clause 12).
Protect your stock. Fit a temperature alarm and insure your stock. We are not liable to business customers for stock loss (clause 14).

If you are a consumer, nothing in these terms affects your legal rights.

01 About us and these terms

1.1 - Coldroomplus (“we”, “us”, “our”) is the trading name of [REGISTERED COMPANY NAME] Ltd, a company registered in England and Wales under company number 17354084. Our registered office is Flexspace, Unit 65 Burley Hill, Leeds LS4 2PU.
1.2 - You can contact us by email at info@coldroomplus.co.uk, by landline on 0113 4180 918 or by mobile/WhatsApp on 07445 699 925. Our office hours are Monday to Friday 8am to 6pm and Saturday 9am to 1pm.
1.3 - These terms apply to every quotation we issue and every order we accept. That includes the design, manufacture, supply and installation of cold rooms, freezer rooms, panels, refrigeration and air conditioning equipment, spare parts, servicing, repairs and maintenance, and goods bought through our website.
1.4 - Please read these terms before you accept a quotation or pay a deposit. By accepting a quotation, signing an order, paying a deposit or placing an order online, you confirm that you have read and agree to these terms.
1.5 - Most of our customers are businesses. If you are a consumer (an individual buying wholly or mainly outside your trade, business, craft or profession), some clauses work differently for you. Those clauses are clearly marked “Consumers”. Nothing in these terms affects your statutory rights under the Consumer Rights Act 2015.
1.6 - If a written quotation agreed by both of us conflicts with these terms, the quotation wins on that point. For business customers, these terms apply instead of any terms printed on your purchase order or other paperwork
1.7 - We may update these terms from time to time. The version on our website on the date you accept your quotation is the version that applies to your order.

02 Definitions

In these terms, the following words have these meanings.

Term	Meaning
Business customer	Anyone buying for the purposes of their trade, business, craft or profession, including sole traders, partnerships, companies, charities and public bodies.
Consumer	An individual buying wholly or mainly for purposes outside their trade, business, craft or profession.
Bespoke goods	Any cold room, freezer room, insulated panel, door, frame, floor, cut-to-size component or system that we design, size, cut or manufacture to your dimensions, layout or specification.
Deposit	The advance payment shown on your quotation or invoice, paid before we order materials or start manufacture.
Final drawings	The layout drawing, dimensions and specification we send you for approval before manufacture starts.
Goods	Everything we supply, including bespoke goods, standard stock items, refrigeration and air conditioning equipment and spare parts.
Order	Your acceptance of our quotation, or an order placed through our website, as confirmed by us.
Quotation	Our written price and specification for the goods and services.
Services	Surveys, design, delivery, installation, commissioning, servicing, maintenance, repairs and callouts.
Site	The premises where the goods are delivered or the services are carried out.
Working day	Monday to Friday, excluding bank and public holidays in England.

03 Quotations, surveys and how a contract is formed

3.1 - Our quotations are valid for 30 days from the date of issue, unless the quotation says otherwise. Panel, steel, copper and refrigerant prices change often, so after 30 days we may need to re-price.
3.2 - A quotation is based on the information you give us and, where carried out, our site survey. If the site turns out to be different from what we were told or could reasonably see (for example access, floor levels, drainage, structure or the electrical supply), we may need to adjust the price or programme. We will always explain the change and get your agreement before doing extra work.
3.3 - We offer a free site survey within 30 miles of our Leeds base. Outside that radius a survey fee may apply. We will tell you the fee before we book the visit.
3.4 - A contract is formed when we confirm your order in writing (email or WhatsApp counts) or when we receive your deposit, whichever happens first. For online orders, the contract is formed when we send our order confirmation email, not when you receive an automatic acknowledgement.
3.5 - Photographs, brochures, catalogues and website images are for illustration only. The specification in your quotation and your approved final drawings is what you are buying.
3.6 - We may correct any obvious typing, pricing or calculation error in a quotation, invoice or on our website. If an error affects the price you agreed, we will contact you before going ahead and you may cancel without charge.

04 Checking your order – your responsibility

internal and external dimensions, ceiling height and panel thickness;
door type, size, position and which way it opens;
the temperature range (chiller or freezer) and what you plan to store;
floor type, including whether a floor panel or insulated floor is included;
the refrigeration unit, where it will sit and the pipe run;
the electrical supply needed (single phase or three phase) and who is providing it;
the delivery and installation address, access route and any restrictions.

4.3 - Before manufacture starts, we will send you final drawings and a specification to approve. We will not start cutting or manufacturing until you approve them in writing. Email or WhatsApp is fine.
4.4 - Your written approval confirms that the dimensions and specification are correct and that you want us to start manufacture. If anything is wrong or unclear, tell us before you approve. Do not approve drawings you have not checked.
4.5 - If you give us measurements yourself, or ask us to work from your own or a third party’s drawings, you are responsible for those measurements being accurate. If goods made to your measurements or approved drawings do not fit or do not suit your needs, the cost of altering or remaking them is yours.
4.6 - If we make a mistake and the goods do not match the drawings you approved, we will put it right at our own cost.

05 Prices, deposits and payment

Stage	Payment	When it is due
Order	Deposit of [50]% of the order value	When you accept the quotation. We do not order materials or start manufacture until it is received.
Supply-only orders	Balance	Before the goods are dispatched or collected.
Supply and install orders	Balance	On the day of completion of installation and commissioning.
Servicing, repairs and callouts	Full amount	On the day of completion of installation and commissioning.

5.3 - Your deposit is used straight away to buy materials and book manufacturing time for your order. Clause 6 explains what happens to it if you cancel.
5.4 - You can pay by bank transfer or by any other method shown on your invoice. Payment is only treated as made when cleared funds reach our account.
5.5 - If the installation is delayed for reasons within your control (for example the site is not ready), we may invoice for the goods and the work completed so far.
5.6 - Business customers: if you do not pay on time, we may charge statutory interest and fixed-sum compensation under the Late Payment of Commercial Debts (Interest) Act 1998, currently interest at 8% a year above the Bank of England base rate, plus our reasonable costs of recovering the debt. We may also suspend further deliveries, work and non-urgent callouts on your account until it is paid.
5.7 - Consumers: if you do not pay on time, we may charge interest on the overdue amount at 4% a year above the Bank of England base rate until it is paid.
5.8 - Consumers: if you do not pay on time, we may charge interest on the overdue amount at 4% a year above the Bank of England base rate until it is paid.

06 Bespoke manufacture, cancellation and your deposit

Stage your order has reached when you cancel	What happens to your deposit
We have not yet ordered materials or started design work, within 24 hours	Refunded in full.
Materials ordered, but no panels cut and no manufacture started	We keep the cost of materials we cannot cancel or return, any supplier cancellation or restocking charges, and the cost of design work already done. The rest is refunded.
Final drawings approved and panels cut or manufacture started	The deposit is non-refundable. If our costs and lost profit are more than the deposit, you must pay us the difference.
Goods delivered, or ready for delivery	You pay the full order price, less any costs we save by not carrying out the installation.

measurements you gave us turn out to be wrong;
drawings you approved turn out not to suit your premises or needs;
you move premises, sell the business or change your plans;
your landlord, planning permission, building control, insurer or finance provider does not approve the work;
the site is not ready for installation within 30 days of the date we agreed, and you have not agreed a new date with us;
you refuse delivery or do not give us access on the agreed date.

6.4 - We will always take reasonable steps to reduce our losses, for example by reusing materials or reselling standard items, and we will pass that saving on to you. If you ask, we will give you a written breakdown of what we have kept or charged and why.
6.5 - Business customers: you agree that the amounts in clause 6.2 are a fair and reasonable reflection of the costs and loss we suffer when a made-to-order contract is cancelled.
6.6 - If we cancel your order before work starts for a reason that is not your fault, we will refund everything you have paid us.

Consumers: your legal right to cancel

6.7 - If you are a consumer and placed your order online, by phone or email, or away from our premises (for example at your home or business during a site survey), you normally have a legal right to cancel within 14 days without giving a reason. This comes from the Consumer Contracts (Information, Cancellation and Additional Charges) Regulations 2013.
6.8 - That right does not apply to goods made to your specifications or clearly personalised. Bespoke cold rooms, freezer rooms, cut-to-size panels and other bespoke goods fall into this category, so clause 6.2 applies to them instead.
6.9 - The right also does not apply where you specifically asked us to visit to carry out urgent repairs or maintenance. It does still apply to any extra services, or goods other than replacement parts, that we supply on that visit.
6.10 - Standard (non-bespoke) goods bought at a distance: you may cancel up to 14 days after the day you receive them. You must return them unused and in their original packaging, at your own cost, within 14 days of telling us. We will refund you within 14 days of receiving them back, or of you showing us proof that you sent them. We may deduct an amount if their value has gone down because they were handled more than was needed to inspect them.
6.11 - Services: you may cancel up to 14 days after the day the contract was made. If you ask us to start work within those 14 days and then cancel, you must pay for the work we carried out up to the time you told us. Once the service has been fully performed at your request, the right to cancel ends.
6.12 - To cancel, send us a clear written statement by email to info@coldroomplus.co.uk. You can use the model cancellation form, which we will send you on request, but you do not have to

07 Changes to your order

7.1 - You can ask for changes at any time before you approve the final drawings. We will send you a revised quotation showing any change to the price or lead time, and the change only goes ahead once you accept it
7.2 - After you approve the drawings and panels have been cut, changes may not be possible. Where they are, we will charge for new materials, materials that can no longer be used, extra labour and any delay caused. We will tell you the cost in writing before making the change.
7.3 - We may make minor changes to the specification without asking you, as long as they do not reduce the performance, size or quality of what you ordered. Examples include using an equivalent component from another manufacturer when a part is unavailable, or a change needed to meet the law, such as refrigerant rules.
7.4 - Consumers: if we need to make a change that significantly affects what you ordered, we will tell you first. You may then cancel and receive a refund for anything you have paid for but not received.

08 Site preparation and your responsibilities

a clear, safe access route wide and high enough for full-length panels, plus any parking, loading or lifting arrangements needed;
a level, sound and dry floor or base, prepared to any tolerances we give you;
a suitable electrical supply with a local isolator, installed and certified by a qualified electrician, ready for our engineers to connect to;
drainage for condensate where the design needs it;
a suitable, ventilated position for the condensing unit, with any brackets, plinth or structural fixings agreed with us;
access to toilets, power and water for our team during the work.

8.2 - You are responsible for obtaining any landlord’s consent, planning permission, building regulations approval or other permission needed for the work, unless we have agreed in writing to do this
8.3 - You must tell us before work starts about any hazards on site, including any known or suspected asbestos. We will not work in an area that may contain asbestos until it has been properly surveyed. You must also meet your own duties under health and safety law, including the Construction (Design and Management) Regulations 2015 where they apply.
8.4 - If our team arrives on the agreed date and cannot start or finish because the site is not ready or access is not available, we may charge our reasonable costs of the wasted visit and of rebooking. The installation will then be rescheduled to our next available date.

09 Delivery and installation

9.1 - We will give you an estimated lead time when you order and confirm the delivery and installation date once manufacture is booked. Lead times depend on our manufacturers and suppliers, and we will keep you updated if anything changes
9.2 - Business customers: delivery and installation dates are estimates and time is not of the essence. We are not liable for delay caused by events outside our control or by anything you do or fail to do.
9.3 - Consumers: we will deliver within the period we agree with you. If no period is agreed, we will deliver within 30 days of the contract. If we do not, you have rights under the Consumer Rights Act 2015.
9.4 - Supply-only orders are delivered to an accessible ground-floor point at the delivery address. Unless we agree otherwise, you must provide enough people or equipment to unload them safely.
9.5 - Please check goods when they arrive. Business customers must tell us about any visible damage or missing items within 1 working days of delivery, with photographs. This does not affect a consumer’s legal rights.
9.6 - On completion, our engineers will test and commission the system and show you how to use it. We will ask you to sign a handover sheet. If you start using the cold room before signing, the installation is treated as complete from the date of commissioning
9.7 - All work on refrigerant circuits is carried out by our F-Gas certified engineers, in line with the F-Gas rules that apply where your site is.

10 Risk and ownership

11 Our warranty

11.1 - Cold rooms, freezer rooms and refrigeration systems that we supply and install come with our 1-year warranty. It runs for 12 months from the date of commissioning and covers parts and labour forfaults caused by defective materials or workmanship.
11.2 - Goods we supply without installing them are covered for defective parts for 12 months from delivery. Labour is not included, because we did not install them. Where a manufacturer’s warranty is longer, we will pass the benefit of it on to you.
11.3 - Under the warranty we will, at our choice, repair or replace the faulty part or goods. Replaced parts become our property.
11.4 - The warranty applies as long as:

the goods have been used, operated and loaded in line with our instructions and their design temperature range;
they have been maintained in line with our or the manufacturer’s recommendations, including keeping the condenser coil clean and clear;
no one other than us has repaired, altered or moved them, except as allowed in clause 12;
business customers have paid for the order in full.

12 Warranty callouts and urgent repairs

12.1 - To report a fault, call us on 0113 4180 918 or 07445 699 925 and email info@coldroomplus.co.uk. Please give your order number, a short description of the fault, the temperature showing on the controller, and photos or a short video of the unit and display. This often lets us solve the problem remotely
12.2 - Please bear in mind that our warranty callouts can sometimes take up to a week for our engineers to attend your site. We cover the whole of the UK from our Leeds base, so attendance depends on your location and our workload. When you report a fault we will give you an expected attendance date and help by phone in the meantime.
12.3 - If the issue is very urgent, for example your cold room or freezer cannot hold temperature and stock is at risk, we would appreciate it if you would ask a local refrigeration company to attend and resolve the problem, either temporarily or permanently.
12.4 - We will cover all the repair costs of that local company until our engineer is able to attend your site, as long as:

the fault is one our warranty covers (see clauses 11 and 13);
you report the fault to us before the local company starts work, or as soon as possible if it happens outside our office hours;
the local company is a qualified refrigeration contractor and, for any work on the refrigerant circuit, holds the F-Gas certification the law requires;
the cost is reasonable for the work needed to fix the fault;
you send us the itemised invoice and the engineer’s job sheet within 30 days of the work, and keep any replaced parts for us to inspect.

12.5 - We will reimburse you within 14 days of receiving the invoice and job sheet. If you prefer, the local company can invoice us directly once we have agreed this with them
12.6 - Repairs carried out by a local company under this clause will not affect your warranty with us
12.7 - This clause covers repair costs only. Loss of stock and other losses are dealt with in clause 14. It does not cover upgrades or extra work beyond fixing the fault, or work done after our engineer has attended unless we asked for it.
12.8 - If the fault turns out not to be covered by the warranty (see clause 13), the local company’s costs are yours. We may also charge our standard callout rate for any visit we make.

13 What the warranty does not cover

mpact or accidental damage, for example from pallet trucks, trolleys or forklifts;
misuse, overloading, blocking air flow, storing warm product beyond the design capacity, or leaving doors open;
a lack of maintenance, including dirty or blocked condenser and evaporator coils;
the electrical supply, including power cuts, surges, an incorrect supply, or electrical work by others;
flood, fire, storms, vermin, frost to external equipment or other events outside our control;
site conditions that are your responsibility, such as an uneven floor, poor drainage or a poorly ventilated condensing unit position;
repairs, alterations or relocation by anyone other than us, except under clause 12;
normal wear and tear, and consumable parts such as lamps, strip curtains and filters.

14 Our liability to you

14.1 - Nothing in these terms limits or excludes our liability for death or personal injury caused by our negligence, for fraud, or for anything else the law does not allow us to limit or exclude.
14.2 - Business customers: subject to clause 14.1, we are not liable for any loss of profit, revenue, business, contracts or goodwill, any loss or spoilage of stock or product, or any indirect or consequential loss. Our total liability arising from any order is limited to the price paid for that order.
14.3 - Consumers: we are responsible for loss or damage you suffer that is a foreseeable result of us breaking these terms or failing to use reasonable care and skill. We are not responsible for business losses. If you use the goods for any business purpose, we are not liable to you for loss of profit, business or business opportunity
14.4 - Any refrigeration system can fail, however well it is built. We strongly recommend that every customer fits a temperature alarm or remote monitoring, keeps temperature records, and holds insurance that covers loss of stock and business interruption.
14.5 - We are not liable for any failure or delay caused by you, by your other contractors, or by information you gave us that turns out to be wrong.

15 General

15.1 Events outside our control We are not liable for any delay or failure caused by events outside our reasonable control, such as severe weather, supplier or manufacturer delays, transport disruption, shortages of materials or refrigerant, strikes, power failures or changes in the law. We will tell you as soon as possible and do what we reasonably can to reduce the effect.
15.2 Your information We use your personal information only to deal with your enquiry, order and warranty, and as explained in our Privacy Policy.
15.3 Complaints If you are unhappy with anything we have done, please email info@coldroomplus.co.uk with your order number and details. We aim to acknowledge complaints within [2] working days and to give you a full response within [10] working days
15.4 Transfer We may transfer our rights and obligations under a contract to another business, and will tell you if we do. You may only transfer yours with our written agreement
15.5 Third parties A contract between us is between you and us only. No one else has any right to enforce its terms.
15.6 If a clause is invalid If a court decides any part of these terms is unlawful or unenforceable, the rest of the terms remain in full force.
15.7 No waiver If we do not insist on a term straight away, or delay in doing so, we can still insist on it later.
15.8 Entire agreement (business customers) Your quotation, approved drawings and these terms are the whole agreement between us. You have not relied on any statement that is not set out in them.
15.9 Law and courts These terms are governed by the law of England and Wales, and the courts of England and Wales have jurisdiction. Consumers living in Scotland or Northern Ireland may also bring proceedings in their local courts

Customer acknowledgement

I confirm that I have read, understood and accepted these Terms and Conditions of Business, including Clause 4 (Checking Your Order) and Clause 6 (Bespoke Manufacture, Cancellation and Your Deposit). By confirming my order and paying the deposit, I agree to be bound by these Terms and Conditions.