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Terms and Conditions

1. Definitions

“Services”: Any installation, repair, maintenance, or building works described in our quotation or agreed in writing.

  • “We”, “us”, “our”: Ecopian Ltd.

  • “You”, “your”: The customer or client receiving the Services.

  • “Customer Equipment”: Any equipment, systems, or materials belonging to you that we are asked to work on.

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2. Application of These Terms

a) These terms apply to all work carried out by Ecopian Ltd. b) Any terms you provide are excluded unless agreed in writing. c) No verbal agreements or previous dealings override these terms. d) Any changes must be agreed in writing by both parties.

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3. Quotations, Bookings & Pricing

Our quotation invites you to place an order; it is not a binding offer. A contract is formed only when Ecopian Ltd confirms your order in writing. Acceptance of a quotation does not reserve a date. Work is scheduled only once we confirm availability. Quotations assume the work is reasonably achievable as described. If issues arise, we may revise pricing or propose alternatives. Diagnostic or investigative work may be chargeable even if no further work proceeds.

Prices remain valid for 30 days unless stated otherwise.

Delays or changes requested by the client may incur additional costs.

Urgent, out‑of‑hours, or accelerated work may incur additional charges.

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4. Work on Site

You must provide:

  • Safe, unobstructed access to the work area

  • Adequate lighting, power, and facilities

  • Safe storage for tools and materials

  • A site compliant with current health and safety legislation

You are responsible for site safety and agree to indemnify Ecopian Ltd for any claims arising from unsafe conditions under your control.

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5. Air‑Conditioning Specific Terms

5.1 System Suitability

You are responsible for ensuring the installation location is structurally suitable and compliant with any applicable planning requirements, building regulations, or landlord permissions. Ecopian Ltd may offer guidance, but final responsibility for approvals and suitability rests with the client.

All equipment supplied or installed by Ecopian Ltd must only be used for its manufacturer‑intended purpose. This includes, but is not limited to, the correct use of air‑conditioning, ventilation, filtration, and air‑purification equipment. Air‑conditioning units, air purifiers, and similar systems are not designed or suitable for use as extraction devices, fume removal, or any application outside their specified operating purpose. The client is responsible for ensuring that the equipment is used appropriately and in accordance with manufacturer guidance. Ecopian Ltd accepts no liability for damage, performance issues, or health concerns arising from misuse, incorrect application, or operation outside the manufacturer’s intended design.

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5.2 Electrical Supply

You must provide a suitable electrical supply. Electrical upgrades are not included unless stated.

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5.3 Refrigerant Handling

All refrigerant work is carried out in accordance with F‑Gas regulations. We are not responsible for refrigerant loss caused by third‑party interference, vandalism, or environmental damage.

5.4 Manufacturer Warranties

Manufacturer warranties apply to equipment supplied by us. Claims may require proof of regular servicing.

  

5.5 Workmanship Warranty

Our workmanship warranty lasts 12 months unless stated otherwise. Warranty is void if the system is altered, serviced, or repaired by others without our consent.

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5.6 Maintenance

Air‑conditioning systems require regular maintenance. Lack of maintenance may void warranties and reduce performance.

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5.7 System Design Responsibility

Ecopian Ltd designs systems based on information available at the time of survey. The client is responsible for confirming that the proposed system and specification are suitable for their needs and expectations of system performance. If unsure, the client is advised to obtain an independent design check at their own expense before placing an order. Ecopian Ltd is not liable for performance issues arising from incorrect system selection.

 

​5.8 Design & Installation Adjustments

Ecopian Ltd reserves the right to modify the design, specification, installation method, or equipment positioning if, during the works, it is deemed necessary for safety, compliance, structural reasons, access limitations, practicality, or to ensure correct system performance. Where such changes are required, Ecopian Ltd may proceed without prior approval if delays would cause additional cost, risk, or disruption. Any adjustments will be made in good faith and in accordance with industry best practice. Ecopian Ltd accepts no liability for variations from the original design where such changes were reasonably required to complete the works safely and effectively.

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5.9 Client Responsibility for Ongoing Hygiene, Safety & System Condition

The client is responsible for ensuring that all equipment continues to operate correctly and within safe and healthy limits between service intervals. This includes, but is not limited to, monitoring for signs of mould growth, odours, restricted airflow, unusual noises, water leaks, or any other condition that may affect health, safety, or system performance.

The client is also responsible for assessing whether the system design, installation location, and method of operation are suitable for any pre‑existing health conditions, sensitivities, or medical requirements affecting themselves or other occupants. Ecopian Ltd does not provide medical advice and accepts no liability for issues arising from the use of air‑conditioning equipment where pre‑existing health conditions may be affected.

If any issue arises, the client must stop using the equipment and arrange inspection or remedial work. Ecopian Ltd accepts no liability for respiratory issues, health concerns, or damage caused by poor hygiene, lack of maintenance, or continued operation in an unsafe or unsanitary condition.

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5.10 System Performance & Manufacturer Data

All system capacities are based on the manufacturer’s published performance data. The client acknowledges that actual heating and cooling output will vary depending on ambient conditions, installation environment, and operating mode. No performance beyond the manufacturer’s stated specifications is expressed or implied. Complete system components lists, system design, capacity tables, manufacturer performance data and any other details on the quoted system can be made available to the client at any time on request.

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6. Building Works Specific Terms

6.1 Hidden or Covered Services

The client must inform Ecopian Ltd of any concealed services (electrical, plumbing, data, drainage, structural elements). If undisclosed services are damaged:

  • The client must arrange repairs at their own cost, or

  • Ecopian Ltd may repair and charge accordingly.

We accept no liability for damage to hidden services not reasonably identifiable.

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6.2 Making Good

We will make good to a reasonable standard, suitable for redecoration. Full decoration or cosmetic finishing is not included unless stated.

6.3 Material Matching & Localised Repairs

Where repairs to existing structures or finishes are required, exact material or finish matches cannot be guaranteed, and suitable alternatives may be used in the affected area only; full replacement of wider structures or finishes is not included.

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6.3 Dust & Disruption

Building works create dust, noise, and disruption. We take reasonable steps to minimise this, but the client must protect furniture, equipment, and belongings.

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6.4 Unforeseen Works

If unexpected issues arise (e.g., rotten timber, asbestos, structural defects), work will pause and a revised quotation will be provided.

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6.5 Project Timeframes

Every effort will be made to adhere to anticipated project timeframes; however, all stated programmes of work and timeframes are provided on an aspirational basis only, and Ecopian Ltd cannot be held liable for any contract time overrun.

6.5 Client Access & Safety

The client must vacate the immediate work area during works. The client must not walk on, move, or tamper with temporary protection, tools, equipment, access equipment, or installed/uninstalled products until handover. Unsafe behaviour may result in work being paused and additional charges.

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7. Payment Terms

  • Invoices are issued upon completion unless agreed otherwise.

  • Payment is due on the date of invoice.

  • All payments must be made in GBP.

  • Deposits or staged payments may be required.

  • Late payments may incur interest and recovery costs.

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8. VAT

Ecopian Ltd is not currently VAT registered. All prices are VAT‑free. If we become VAT registered, VAT will apply from the date of registration.

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9. Designs, Drawings & Specifications

If you provide drawings, measurements, or specifications, you are responsible for their accuracy. We are not liable for issues arising from incorrect or incomplete information supplied by you.  Ecopian Ltd accepts no liability for delays, defects, or performance issues arising from materials, equipment, or parts supplied by the client.

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9.1 As-Built Variations

As‑built dimensions may vary from drawings where required to facilitate the works; such variations are at the discretion of Ecopian Ltd and may not require prior client approval.

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10. Warranty

  • We take reasonable care of your equipment while in our possession.

  • Our liability for defective work or materials is limited to repair, replacement, or refund of the relevant invoice value.

  • We are not responsible for loss of profit, downtime, or other consequential or indirect losses.

  • We may take photographs or records of the installation for documentation, warranty evidence, quality assurance, and marketing purposes.

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10.1 Notification of Concerns

For short‑duration works, the client must raise any concerns regarding materials or workmanship in writing within 48 hours of completion; issues raised after this period may not be rectified and will be at Ecopian Ltd’s discretion.

  

11. Transportation (if applicable)

Our liability for loss or damage during transport is limited to repair, replacement, or the value of any insurance claim we can recover. Issues must be reported within 7 days.

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12. Termination

Ecopian Ltd may terminate the contract if:

  • You fail to meet obligations within 7 days of written notice

  • You become insolvent

  • A receiver or administrator is appointed

You must pay for all work completed up to termination.

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13. Limitation of Liability

  • Nothing limits our liability for death or personal injury caused by negligence.

  • Except where the law prevents exclusion, our total liability for direct loss or damage is limited to the total amount paid under the contract, up to a maximum of £15,000.

  • We are not liable for indirect or consequential losses.

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14. Force Majeure

We are not liable for delays or failure to perform caused by events outside our reasonable control.

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15. Disputes

If a dispute cannot be resolved informally, either party may request an independent expert to review the matter. The expert’s decision on technical matters will be final.

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16. Assignment & Sub‑Contracting

You may not transfer your rights without our written consent. Ecopian Ltd may use subcontractors where appropriate.

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17. Notices

Notices must be sent in writing by email or post to the addresses provided in the quotation or order.

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18. Waiver

If we choose not to enforce any part of this contract, it does not prevent future enforcement.

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19. Entire Agreement

These terms form the entire agreement between Ecopian Ltd and the client.

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20. Severability

If any part of these terms is found invalid, the remainder continues to apply.

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21. Governing Law

These terms are governed by the laws of England and Wales.

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22. Cancellation & Postponement

If the client cancels or postpones confirmed works:

  • Within 48 hours of the scheduled start: up to 50% of the quoted labour cost may be charged.

  • Within 24 hours of the scheduled start: up to 100% of the quoted labour cost may be charged.

  • Any materials already purchased for the job will be charged in full.

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23. Waste Disposal & Removal of Old Equipment

Unless specifically included in the quotation:

  • Waste disposal, recycling, and removal of old equipment are not included.

  • Disposal can be arranged at an additional cost.

  • F‑Gas‑containing equipment must be disposed of in accordance with regulations; charges may apply.

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