Terms + Frequently Asked Questions: OFFICE PLANT MAINTENANCE

 

Thank you for your interest in our regular care packages. Here are some T&Cs that might help you, but if you have any other queries please drop us a message at info@plantsit.com.

1. Services Provided

Plant Sit agrees to perform the following horticultural services for the Client:

  • Testing moisture levels & watering plants

  • Cleaning leaves

  • Pest treatment

  • Topping up with soil

  • Fertilizing (in the Spring/Summer)

  • Replacement of plants (if Plant Insurance is purchased)

2. Equipment 

The Service Provider will provide all the equipment needed for day-to-day tasks. This will include, but is not limited to:

  • Watering Can

  • Ties/String etc

  • Fertilizer

  • Pest solutions

  • Dustpan & brush

If a ladder or steps are needed (that is not able to be provided by the Client) then this additional equipment can be brought by the Service Provider. A payment of £75 will be added to the invoice if it goes missing or is misused by the Client. All communication for additional kit will be agreed upon via email.


Missing Equipment: If the kit goes missing or if the Client would like to keep it after this agreement is over, a charge of £30 will be added to the invoice.

3. Service Schedule

  • The services will be provided either once a week or once a fortnight, as agreed in writing by both parties.

  • If we won’t be able to get access for one visit (including cancellations or rescheduling) this must be communicated at least 24 hours in advance. Anything after this then we will charge for a full visit.

  • Any rescheduling or cancellation from Plant Sit (due to sickness, for example), we will let you know as soon as possible.

  • Any hours owed to you, Plant Sit will use the hours for additional repotting or maintenance work. No refunds will be given.

4. Client Responsibilities

  • The Client will ensure the space is accessible and free from any obstructions that may interfere with the performance of the services.

  • The Client must inform the Service Provider of any specific plant preferences, or restrictions that may affect the work.

  • If the Client requests additional services not outlined in this agreement, the Service Provider will provide an updated quote for approval.

  • If the Client (or another service provider) is also providing plant care whilst this agreement is in place, we will communicate via email about ceasing. The Service provider cannot carry out work effectively if others are also completing maintenance.

5. Communication.

  • Plant Sit cannot provide specific updates to the Client following every visit.

  • We will communicate with the Client for anything that means the plants were not able to be cared for adequately, such as access issues or staff illnesses.

  • We will communicate with the Client if the plants have any pests or additional treatments.

  • We make a note each visit, so our technicians are always aware of what is going on, even when we hand something over to new technicians.

6. Payment Terms

  • Payments are either made monthly, 6 monthly or yearly, as agreed in advance with the client.

  • Payments are due prior to the first visit.

  • Reoccurring invoices (if monthly billing is selected) are sent via Xero with payment to be made via Credit Card, Debit Card or Bank Transfer. All information will be present on the invoice.

7. Term & Termination

  • This contract will be in effect from your departure date, to your return date.

  • In the event of termination prior to this date, the Client is responsible for paying for any services rendered up to the termination date.

8. Liability & Insurance.

  • Plant Sit maintains appropriate insurance coverage for public liability, workers’ compensation, and any damage to property or plants resulting from services rendered.

  • We are not responsible for any pre-existing damage to plants or home.

  • The Client agrees to hold harmless Plant Sit for any injuries or accidents that occur as a result of the services, unless caused by Plant Sits negligence.

9. Optional plant insurance.

If the Client has opted for Optional Plant Insurance, these are Plant Sit's Terms:

  • Only available for clients that we visit on a weekly basis (unless pre-agreed).

  • All claims will be assessed over a couple of weeks; some plants go through cycles and may not need to be replaced at all. This is to be decided by the Plant Sit team on a case by case basis. 

  • Whilst we will try & replace like-for-like there could be a reason that the plant is not working in your environment, the Plant Sit team will suggest plants that will look great & thrive.

  • You can claim a maximum of 3 times per year.

  • The maximum claim value is £100 per plant.

  • If at any point we have to remind you about the following, then the insurance will be stopped immediately:

    • Someone in the building (i.e. a cleaner or co-worker) is watering the plants between our visits without prior notice & the Plant Sit Team have had to remind our contact more than once. 

    • We are unable to gain access to plants on a frequent basis (more than twice in a month) through no fault of our own (i.e. no-one is able to let us in to the space if we do not carry your keys/fob/codes)

    • The client requests less frequent visits (less than weekly, unless approved by Plant Sit).

10. Dispute Resolution.

Any disputes arising under this agreement will first be attempted to be resolved through mediation. Please contact your regular point of contact, or email info@plantsit.com to escalate further.

Additional FAQs

What if my business is not office based, but we still require your services?

We service all types of places of work, from traditional offices and studios to restaurants, cafes & larger co-working spaces.

Will we always get the same maintenance technician?

You will regularly have the same person come to visit your plants, so they get to know the plants & their environment. Sometimes there will be illnesses, holidays or a change of circumstance and we will let you know as soon as possible.

Do I have to be in to let someone look after the plants every week?

This is totally up to you! For some places of work we have keys/fobs/codes so we can complete the work whilst less people are around, and other places require us to be there when someone else is. We try to be as flexible as possible with access & timings.

Will you always attend on the same day of the week?

For weekly visits, we try to have the same day as it creates a more regular timetable, and staff know when to expect us. Sometimes there will be amends (illness/holiday/scheduling clash) where we have to move for one or more weeks, and this will always be communicated with you.

Do we have to supply kit, like a watering can?

No, we bring everything we need with us! For lots of places we try to keep some stuff at your place of work (where possible) but we can talk this through with you.

Some of the plants have died, what do we do?

Unfortunately, plants don’t live forever. Harsher environments with air conditioning, heating & lots of people around mean they might get a harder life than usual. Having said this, we will endeavour to keep your plants as healthy as possible & will flag any concerns we have about certain plants. We work with various plant suppliers so can always get the best deals for replacements. If it is genuinely something we have done ourselves, then we will replace free of charge.

WHAT HAPPENS IF MY VISITS ARE CANCELLED due to sickness/staff being away?

We will make note of how many hours are owed, and we will use them towards additional repotting visits that are often needed outside of our regular maintenance hours. We don’t do refunds. All hours owed to you will be used.

WHAT HAPPENS IF I need to cancel a visit?

Similarly to if we at Plant Sit cancel, we will make note of how many hours are owed, and we will use them towards additional repotting visits that are often needed outside of our regular maintenance hours. All rescheduled visits must be communicated with us within 24 hours of the due visit. If we don’t hear from you, or can’t get access then this will go down as a regular visit.

what if invoices are not paid within the allocated timeframe?

All invoices will have a clear date when they need to be paid, and you will also get invoice reminders. If there are any late payments, we will add 5% interest on a daily basis. Unfortunately for the past few years we have had very delayed payments which results in a lag from our side for equipment & wages.

How can I cancel my plan?

Monthly Rolling Contracts: We ask that we work to the end of the month, so contracts need to be cancelled prior to the 1st of the month. The contract will continue rolling unless you get in touch with us.

6 Month Contracts: You can cancel 1 month prior to the end of the contract, in month 5. Email reminders will be sent out.

12 Month Contracts: You can cancel 1 month prior to the end of the contract, in month 11. Email reminders will be sent out.

Any more questions? Get in touch via our Contact Page or through Instagram. We look forward to keeping your workspace greener!