Service Standards

1) Professional standards: All work is conducted in accordance with British Standards (BS 3998:2010, BS 5837:2012), Arboricultural Association guidelines, and established professional practice. The assessor holds current professional membership with the Arboricultural Association (Technician Grade – Tech.Arb.A).

2) Assessment methodology: All inspections are visual assessments conducted from ground level using standard arboricultural equipment (compass, girth tape, probe, sounding hammer, laser distance finder). No invasive decay detection equipment, climbing inspection, or aerial assessment is undertaken. Areas not visible at the time of inspection cannot be assessed. Debris, vegetation, or other materials obscuring tree bases or trunk areas will not be moved or cleared to facilitate inspection.

3) Professional indemnity: Awen Tree Consultancy maintains professional indemnity insurance appropriate to the services provided. Policy details available on request.

4) Report integrity: Assessment findings are conducted objectively and reported in accordance with professional standards and best practice methodologies.

Confidentiality and Data

5) Confidentiality: All client information is treated as private and confidential. Information will only be disclosed to third parties with client consent or where required by law, court order, or regulatory authority.

6) Data retention: Survey data is retained for future reference as sites are regularly recommended for reinspection, and historical data is important for comparative assessment. Only basic contact information (email addresses) constitutes personal data. Clients may request deletion of their data if required.

7) Mapping and GPS data: Tree locations are recorded using GPS technology (±3m accuracy) for general reference purposes. For Arboricultural Impact Assessments requiring precise positional data for construction planning, topographical survey by qualified surveyors is recommended to achieve the accuracy required for Root Protection Area calculations and construction exclusion zones.

8) Intellectual property: Reports are jointly owned by Awen Tree Consultancy and the client. Reports may not be reproduced or distributed to third parties without consent from both parties, except for sharing with local councils for planning purposes and professional arboriculturists for consultation and implementation of works.

Service Delivery

9) Photography: Photographs are taken for reference and evidential purposes within reports where site conditions permit. Copyright of all photographs remains with Awen Tree Consultancy.

10) Survey capacity: Typical survey rate is 25-35 large trees per working day, subject to site conditions and access constraints.

11) Report delivery: Reports are delivered via email within one month of site completion. Complex projects requiring extensive analysis may require additional time, which will be communicated to the client.

12) Report format: Reports are submitted in PDF format. Professionally printed copies are available at cost plus 10% administration fee.

Commercial Terms

13) Estimates: All pricing is provided as estimates reflecting the variable nature of arboricultural work. Final fees are calculated on actual time and resources required.

14) VAT: Not charged. All fees quoted in GBP.

15) Billable time: All professional time is charged at £50 per hour or part thereof, including site assessment, travel, report preparation, and project-related correspondence. Routine correspondence relating to ongoing projects is not charged.

16) Standard rates:

• Day rate: £350
• Half day rate: £175 (minimum charge)
• Reports: £350 base fee plus hourly rate for additional time required

17) Consultation fees: Initial site assessment and estimate preparation are charged at standard rates regardless of whether subsequent work proceeds.

18) Travel and expenses: Travel time is charged at hourly rates. Accommodation and subsistence for multi-day projects are charged at cost plus 10% administration fee.

19) Sub-contracting: Awen Tree Consultancy reserves the right to engage specialist sub-contractors (such as topographical surveyors) where required for project completion. Such arrangements will be agreed with the client in advance and charged separately.

Payment Terms

20) Payment schedule: Final fees are due on completion of work (i.e. receipt of invoice and report) unless alternative arrangements are agreed in advance of commencement.

21) Progress payments: Projects exceeding 10 days duration require progress payment at the halfway point.

22) Late payment: Overdue accounts incur interest at 8% above Bank of England base rate plus statutory compensation as per the Late Payment of Commercial Debts Act 1998.

Project Management and Site Safety

23) Weather and site conditions: Work may be postponed due to adverse weather, hazardous site conditions, or unforeseen access issues. Where postponement results from client oversight or failure to provide accurate site information, rescheduling costs including additional travel and time will be charged at standard rates.

24) Site safety: Trees will not be inspected at close range where access is hazardous (loose barbed wire, unstable ground, dangerous structures). Tree bases will not be inspected where access presents safety risks. Assessment will be limited to what can be safely observed from a distance.

25) Scope changes: Variations to the agreed project scope require written confirmation and separate estimate. Additional work is charged at standard rates.

26) Multiple visits: Where site conditions, access issues, or technical requirements necessitate return visits, additional time will be charged at standard rates.

27) Cancellation: Cancellations within 48 hours of scheduled work incur a 50% fee based on the project estimate.

Limitations and Liability

28) Liability limitation: Awen Tree Consultancy’s total liability under any contract shall not exceed the total fees paid for the specific services provided. All liability for indirect, consequential, or special damages including but not limited to loss of profits, loss of use, loss of data, or business interruption is expressly excluded. This limitation applies regardless of the legal theory under which damages are claimed.

29) Force majeure: Awen Tree Consultancy accepts no liability for delays or inability to perform due to circumstances beyond reasonable control including severe weather, natural disasters, government restrictions, or acts of third parties.

30) Report validity: Assessment reports are valid for twelve months from inspection date. Environmental changes, storms, or alterations to site conditions will invalidate findings.

31) Unpredictable failures: Trees, or parts thereof, may fail unpredictably under storm conditions or, for instance summer branch drop. No assessment system can guarantee absolute prediction of tree behaviour.

General Provisions

32) Entire agreement: These terms constitute the entire agreement between parties and supersede all prior negotiations, representations, or agreements. Modifications must be agreed in writing.

33) Amendment procedures: These terms may only be modified by written agreement signed by both parties.

34) Governing law: These terms are governed by Scots Law. Services are primarily provided within Scotland. Disputes should first be addressed through direct discussion, followed by mediation, if necessary, before resorting to Scottish court jurisdiction.

35) Professional conduct: Services are provided in accordance with Arboricultural Association Code of Professional Conduct.

36) Severability: If any provision is found unenforceable, the remainder of these terms shall remain in full force and effect.