ROAVR GROUP CONSULTANCY SERVICES AGREEMENT

Woodland Solutions (Northern) Limited, trading as ROAVR Group, Marr House, Beechwood Business Park, Inverness, IV2 3BW. ("ROAVR" or "we/us")

1. Background

We are pleased to deliver consultancy services as described in the Scope of Work / Quotation (“Services”). This agreement outlines the terms, legal protections, payment terms, and service expectations for our services.

By signing this agreement or providing a Purchase Order or payment, the Client agrees to these terms.

2. Definitions

• Services: Consultancy services described in the Scope of Work
• SLA: Service Level Agreement (outlined in Clause 6)
• Agreement Date: The date this agreement is signed or confirmed via electronic means
• BNG: Biodiversity Net Gain assessments
• PO: Purchase Order
• T&Cs: Terms and Conditions
• Redline Boundary: Boundary lines provided by the client for ecological assessments

3. Payment Terms

3.1 Requirement for Upfront Payment

To secure a project date, full payment or a valid Purchase Order (PO) on company letterhead, signed by an authorised representative, is required.

3.2 Payment Methods

Bank Transfer

Credit card (via Stripe)

Payment must clear before scheduling is confirmed. Tentative dates discussed before confirmation are not binding.

4. Purchase Orders

POs must include:- Services requested- Agreed price- Client’s letterhead and authorised signatory- Reference to these terms.

5. Project Scheduling

Project slots are on a first-come, first-served basis. No reservation is confirmed without an upfront payment or an official purchase order. Elevate service offers a guaranteed four-working-day turnaround from the day of instruction. This is dependent on all required information being available before the site visit and is only relevant for arboricultural surveys.

6. Service Level Agreement (SLA)

Reports will be delivered within 15 working days of the site visit except for Elevate.

SLA is conditional on all required documents being submitted promptly.

In exceptional circumstances, this may be extended to 25 working days.

Drone aerial imagery is often collected to support the report with additional site imagery. This is particularly helpful for ROAVR if the site plans are unclear. However, delivery is not guaranteed and is subject to weather and aviation restrictions. The surveyor will let you know on the day as to whether aerial imagery will be captured.

7. Redline Boundaries

Redline boundaries must be provided prior to the site visit.

Changes post-visit will almost certainly mean that there are inconsistencies across your project. Redline boundary changes will invalidate the original assessment, particularly when biodiversity net gain assessments have been carried out. Your site must include a connection to the public highway within the redline boundary for BNG assessments. 

Reassessment is charged at £98 + VAT per billable hour.

I agree to these terms: 

8. Cancellation & Refund Policy

Same-day cancellation: No refund

Up to 5 days prior: 50% refund

More than 5 days prior: 100% refund

All cancellations must be in writing to our official email address - support@roavr-group.co.uk and followed up with a phone call to 01463 667302. A cancellation is not in place until confirmation has been sent via email.

Refunds will deduct costs for work already completed and any unrecoverable expenses.

9. Agreement to Terms

By submitting a payment, issuing a PO, confirming via email, or signing electronically (via platforms like Signable), the Client agrees to all clauses in this agreement.

10. Governing Legislation

This Agreement is governed by:- Contract (Scotland) Act 1997- Consumer Credit Act 1974- Consumer Rights Act 2015- Unfair Terms in Consumer Contracts Regulations 1999- Electronic Commerce (EC Directive) Regulations 2002

11. Termination

ROAVR may terminate services if: - Payment is not made within 10 business days of the invoice due date; There is a material breach by the Client; Force majeure circumstances apply, or there is any form of unacceptable behaviour or abuse toward ROAVR staff. On termination: All unpaid invoices become immediately due. Work completed but not invoiced will be invoiced immediately

12. Confidentiality

Both parties agree to protect all commercially sensitive or confidential information exchanged.

13. Intellectual Property

All IP provided by ROAVR remains the property of ROAVR. No licence is granted unless expressly agreed in writing.

14. Legal Relationship

This agreement does not constitute a partnership, joint venture, or employer-employee relationship.

15. Timelines

All quoted timelines are provided as estimates and may be subject to change. Our service level agreement guarantees delivery of reports within 25 working days from the date of the site visit, provided all requested documentation was supplied during the quotation stage. If any required documents were outstanding at that time, the 25-working-day period will commence once all materials have been received. In the event of a delay beyond this timeframe, clients will be entitled to a refund of 2% of the report fee for each full calendar week the report is overdue.

16. Signatures

This Agreement is effective from the date of quote acceptance or accepted via electronic confirmation or payment.