TERMS AND CONDITIONS OF SALE

Effective Date: August 2026

Note: This is a summary of the terms and conditions. You may refer to the full terms and conditions for complete details.

These Terms and Conditions apply to all quotations, sales, installations, repairs, servicing and supply of refrigeration, cold room,
freezer room, air conditioning and associated equipment supplied by Cold Room Solution Limited (“the Company”) to any customer (“the Customer”).

By placing an order, accepting a quotation, making payment, or accepting delivery or installation of goods, the Customer agrees to be bound by these Terms and Conditions.

1. Definitions

1.1 “Company”: Cold Room Solution Limited.
1.2 “Customer”: the person, company, organisation or entity purchasing goods or services from the Company.
1.3 “Goods”: all equipment, refrigeration systems, cold rooms, freezer rooms, panels, components, spare parts and associated products supplied by the Company.
1.4 “Services”: installation, repair, maintenance, commissioning, surveys, technical support or any other works carried out by the Company.
1.5 “Contract”: the agreement between the Company and Customer incorporating these Terms and Conditions.

2. Basis of Sale

2.1 All quotations, sales and services supplied by the Company are subject exclusively to these Terms and Conditions.
2.2 Any terms or documents issued by the Customer shall not apply unless expressly agreed in writing by a director of the Company.
2.3 No employee, engineer, representative or agent of the Company has authority to alter these Terms or make guarantees unless confirmed in writing by a director.
2.4 Quotations are valid for the period stated. Where no validity period is stated, quotations remain valid for 30 days unless withdrawn or amended.
2.5 All orders are subject to written acceptance by the Company.

3. Quotations, Advice and Technical Recommendations

3.1 Any advice, recommendations, sizing calculations, equipment selection, refrigeration capacity calculations, room temperature calculations,
panel thickness recommendations or technical guidance are provided in good faith based upon information supplied by the Customer.
3.2 The Company accepts no responsibility for incorrect information provided by the Customer or for the suitability of the Goods where incorrect
or incomplete information has been supplied.
3.3 The Customer remains responsible for confirming that the equipment specification is suitable for their intended application.
3.4 The Company does not guarantee final product temperatures unless specifically agreed in writing.
3.5 Refrigeration equipment is designed to maintain suitable conditions and is not designed to instantly cool or freeze warm products unless specifically
designed and quoted for that purpose.

4. Site Surveys and Assessments

4.1 Any site survey carried out by the Company is undertaken solely to obtain information required for preparing a quotation.

4.2 Unless specifically agreed in writing, a site survey does not constitute:

• a structural survey;
• an electrical survey;
• a drainage survey;
• a building survey;
• a planning assessment;
• a fire safety assessment;
• a health and safety assessment.

4.3 The Customer remains responsible for ensuring the site is suitable for installation.

4.4 The Company accepts no responsibility for hidden services including electrical cables, water pipes, gas pipes, drainage systems, communication cables or structural defects.

5. Drawings, Designs and Intellectual Property

5.1 Any drawings, CAD layouts, 3D visuals, designs, sketches, dimensions or illustrations provided by the Company are indicative only unless specifically confirmed as construction drawings.

5.2 The Customer is responsible for checking all dimensions, access requirements and suitability before manufacture or installation.

5.3 All drawings, designs, layouts and technical documents remain the intellectual property of Cold Room Solution Limited and may not be copied or reproduced without written permission.

6. Planning Permission and Approvals

6.1 The Customer is solely responsible for obtaining all required permissions and approvals including planning permission, landlord approval, building control approval, listed building consent, fire authority approval, electrical approvals and any other statutory requirements.

6.2 The Company accepts no liability for delays, costs or losses arising from failure to obtain such approvals.

7. Prices and Payment

7.1 All prices exclude VAT unless stated otherwise.

7.2 The Company reserves the right to amend prices where costs increase due to circumstances outside its control including supplier increases, material price increases, currency fluctuations, delivery increases or specification changes requested by the Customer.

7.3 Payment terms are as stated on the quotation or invoice.

7.4 Time for payment is of the essence.

7.5 Late payments may result in suspension of works, cancellation of orders, withdrawal of credit facilities, interest charges and recovery costs.

7.6 The Company reserves the right to charge interest under the Late Payment of Commercial Debts legislation.

8. Deposits and Bespoke Orders

8.1 Deposits paid towards bespoke equipment, special manufacture, imported goods or supplier commitments are non-refundable once orders have been placed.

8.2 Deposits may cover supplier commitments, manufacturing costs, administration costs and design/preparation work.

8.3 Cancellation after manufacture or ordering may result in the Customer being liable for all costs incurred by the Company.

9. Cancellation

9.1 Orders accepted by the Company cannot be cancelled without written agreement.

9.2 Bespoke, specially manufactured or non-stock items cannot normally be cancelled or returned.

9.3 Where cancellation is accepted, the Company reserves the right to charge cancellation costs.

10. Delivery

10.1 Delivery dates are estimates only and are not guaranteed unless specifically agreed in writing.

10.2 The Company accepts no liability for delays caused by manufacturers, suppliers, transport companies, weather, shortages or other circumstances beyond its control.

10.3 If delivery or installation is delayed due to Customer circumstances, storage and additional costs may apply.

11. Storage Charges

11.1 Where goods cannot be delivered or installed due to Customer delays, the Company reserves the right to charge storage fees which may include warehouse costs, handling, insurance and administration.

12. Installation Requirements

12.1 The Customer must ensure suitable access, working areas, electrical supplies and site preparation before installation.

12.2 Additional charges may apply where installation is delayed due to builders, electricians, plumbers, other contractors, restricted access or incomplete preparation.

12.3 Abortive visits caused by lack of access, unavailable personnel, unsafe conditions or incomplete works will be chargeable. 12.4 Waiting time exceeding 30 minutes may be charged.

13. Electrical Requirements

13.1 The Customer is responsible for providing a suitable electrical supply.

13.2 The Company accepts no responsibility for damage caused by incorrect voltage, incorrect phase supply, phase imbalance, loose neutral connections, power surges, generators, inadequate cabling or electrical faults.

13.3 Electrical works outside the Company’s quotation remain the Customer’s responsibility.

14. Refrigerant, Gas and Commissioning

14.1 Refrigerant leaks caused after installation, accidental damage, misuse or third-party interference are not covered under warranty.

14.2 Refrigerant recovery, replacement, recharge or disposal costs are not included unless specifically agreed.

14.3 Warranty does not cover loss of refrigerant caused by damaged pipework, external impact, corrosion, modification or incorrect maintenance.

14.4 Warranty commencement is subject to correct installation and commissioning.

15. Condensation, Ice and Humidity

15.1 The Company accepts no responsibility for condensation, frost, icing, water ingress, excessive humidity, poor ventilation, blocked drains, doors being left open or incorrect customer usage.

15.2 Refrigeration performance depends on correct operation, environmental conditions and customer practices.

16. Customer Storage and Product Responsibility

16.1 The Company accepts no liability whatsoever for loss or damage to customer products including food, frozen goods, medicines, vaccines, flowers and pharmaceutical products.

16.2 The Customer remains responsible for monitoring product temperatures and operating conditions.

17. Existing Equipment and Systems

17.1 Where the Company works with existing equipment, the Company accepts no responsibility for existing pipework, wiring, controls, drainage, insulation, panels or refrigeration plant.

17.2 Replacement or modification of existing systems may reveal defects outside the Company’s control.

18. Warranty

18.1 Warranty is provided subject to full payment being received, correct installation, correct operation, manufacturer requirements being followed and regular maintenance being completed.

18.2 Warranty does not cover misuse, accidental damage, poor maintenance, customer modifications, electrical faults, refrigerant loss, blocked drains, condensation issues, incorrect loading or normal wear and tear.

18.3 The Company may require photographs, serial numbers, installation records, commissioning documents, maintenance records and engineer reports.

18.4 If a warranty claim is found not to be a manufacturing defect, the Customer will be responsible for labour, travel, parking, call-out charges and investigation costs.

19. Returns

19.1 Goods cannot be returned without prior written approval.

19.2 Bespoke, special order or manufactured items cannot normally be returned.

19.3 Approved returns must be unused, unopened, in original packaging and suitable for resale. 19.4 Restocking charges of up to 25% may apply.

20. Access Equipment and Lifting

20.1 The Customer is responsible for providing suitable access equipment where required including cranes, lifting equipment, scaffolding, MEWPs, forklifts and permits. 20.2 Additional costs caused by unavailable equipment may be charged.

21. Force Majeure

The Company shall not be liable for delays or failure caused by circumstances outside its reasonable control including supplier delays, strikes, weather, shortages, transport problems, government restrictions and emergencies.

22. Limitation of Liability

22.1 The Company shall not be liable for indirect or consequential losses including loss of profits, business interruption, loss of production, loss of reputation, customer penalties, loss of stock or other commercial losses.

22.2 The Company’s total liability shall not exceed the value of the goods or services supplied under the relevant contract.

23. Photography and Records

23.1 The Company may take photographs during surveys, installations and service visits for records, warranty purposes, quality control and technical documentation.

24. Data Protection

24.1 Customer information will be processed in accordance with applicable UK data protection legislation.

25. Governing Law

These Terms and Conditions shall be governed by English Law and the parties submit to the exclusive jurisdiction of the English Courts.

By accepting a quotation, placing an order, making payment or accepting delivery/installation, the Customer confirms acceptance of these Terms and Conditions.

COLD ROOM SOLUTION LIMITED
Company Website: www.coldroomsolution.co.uk