Terms and Conditions

Terms and Conditions: School Playground Projects

These terms apply to the design, fabrication and installation of playgrounds and outdoor play structures by Root and Shoot. They are intended to establish a clear and fair understanding between Root and Shoot and the commissioning school or organisation.

1. Quotations and project agreement

Each project is bespoke. A written quotation will set out the agreed scope of work, design, materials, costs and anticipated timescale. The quotation is valid for 30 days unless otherwise stated.

The project will proceed once the quotation and design proposal have been approved in writing. Any subsequent changes to the design or scope may affect the cost and delivery date and will be agreed in advance.

2. Design and materials

Root and Shoot will take reasonable care and skill in designing and making each project, taking account of the agreed brief, intended users and site conditions.

We favour sustainable, reclaimed and natural materials wherever appropriate. Reclaimed materials, including bicycle tyres, are selected for their condition and suitability for their intended use. Variations in appearance, texture and finish are to be expected.

The service life of reclaimed materials may vary according to their previous use, exposure to weather and intensity of play. Root and Shoot takes reasonable care to ensure that materials are fit for their intended purpose at the time of installation and will provide guidance on their inspection, maintenance and expected service life where this can reasonably be established.

The school is responsible for providing accurate information about the site, including known underground services, access restrictions and relevant site hazards.

3. Safety and regulatory compliance

Root and Shoot will undertake the work in accordance with applicable legislation and relevant safety standards, including the appropriate parts of BS EN 1176 and BS EN 1177 where applicable to the agreed design and installation.

Where an independent post-installation inspection is included in the quotation, this will be arranged with a suitably competent inspector. Any findings will be shared with the school, and Root and Shoot will address defects attributable to its design, materials or installation in accordance with the agreed scope of work.

An independent inspection provides an assessment at the time of inspection; it does not constitute a guarantee against all future risks or replace the school's ongoing inspection and maintenance responsibilities.

4. Installation and safeguarding

Installation arrangements, including dates, access and working hours, will be agreed with the school in advance.

Root and Shoot will take reasonable steps to ensure that installation work is carried out safely, with appropriate separation from pupils and other site users. The school will provide relevant site-specific safeguarding and health and safety information before work begins.

5. Payment

Payment arrangements will be set out in the quotation. Unless otherwise agreed, a deposit will be required before design development or fabrication begins, with the balance payable on completion.

Any additional work or changes outside the agreed quotation will be charged separately, subject to prior approval.

Invoices are payable within 14 days. Root and Shoot reserves the right to charge statutory interest on overdue business payments.

6. Timescales and unforeseen circumstances

Estimated completion dates will be agreed at the outset. Every effort will be made to meet these dates, but delays may arise from weather, material availability, site conditions or circumstances outside reasonable control.

If a significant delay occurs, Root and Shoot will inform the school and agree a revised programme.

7. Completion and handover

On completion, Root and Shoot will arrange a handover with the school, including relevant information about the installation, safe use, inspection and maintenance.

Any outstanding minor items will be recorded and an appropriate timescale for their completion agreed.

Where an independent post-installation inspection is included in the quotation, the relevant report will be provided to the school.

8. Warranty and defects

Root and Shoot provides a 12-month guarantee on workmanship and parts, commencing from the date of practical completion and handover.

This covers defects arising from faulty design (where design responsibility rests with Root and Shoot), fabrication, materials supplied by Root and Shoot, or installation. Where a defect is covered, Root and Shoot will arrange an appropriate repair or replacement at no additional cost.

This includes premature failure of materials which were unsuitable or defective when installed. Reclaimed materials have a variable expected service life, depending on their previous use, exposure and intended function. Their reclaimed status does not exclude responsibility for defects present at installation or premature failure attributable to faulty selection or workmanship.

Any separate manufacturer or supplier warranties will be passed on to the school where available. Specific warranties for materials or components will be identified in the project quotation where applicable.

The guarantee does not cover fair wear and tear, accidental damage, vandalism, misuse, unauthorised alterations or damage arising from failure to undertake appropriate maintenance.

Please report suspected defects as soon as reasonably practicable, with photographs where possible.

Nothing in these terms affects the school's statutory rights or Root and Shoot's legal responsibilities.

9. Inspection and ongoing maintenance

Following handover, the school is responsible for the ongoing supervision, inspection and maintenance of the playground.

This includes routine visual checks, periodic operational inspections and an appropriate annual independent inspection in accordance with relevant guidance, including BS EN 1176-7.

Root and Shoot will provide relevant maintenance advice and is happy to discuss ongoing inspection, repair and aftercare arrangements.

Any equipment presenting a potential safety risk should be taken out of use until it has been appropriately assessed and made safe.

10. Accidents, injuries and safety concerns

The school should notify Root and Shoot as soon as reasonably practicable of any accident, injury or safety concern that may relate to the playground equipment, its design or installation.

Where equipment is suspected of presenting a safety risk, it should be taken out of use until it has been appropriately assessed and made safe.

Root and Shoot will cooperate with the school in investigating any incident that may relate to its work, including providing relevant design, installation and maintenance information and liaising with insurers where appropriate.

Both parties should retain relevant records and evidence relating to the incident. Each party remains responsible for fulfilling its own legal duties, including any applicable accident reporting requirements.

11. Liability and insurance

Root and Shoot will maintain appropriate insurance for the nature of the work undertaken.

Root and Shoot is responsible for carrying out its agreed work with reasonable care and skill. Nothing in these terms excludes or limits liability where it would be unlawful to do so, including liability for death or personal injury resulting from negligence.

12. Design ownership and photography

Designs, drawings and concepts remain the intellectual property of Root and Shoot unless otherwise agreed. The school is granted permission to use relevant project documentation for the operation, inspection and maintenance of its playground.

Root and Shoot may request permission to photograph completed projects for its portfolio and promotional purposes. Any photography involving identifiable children will require appropriate prior consent.

13. Cancellation and termination

If a project is cancelled after work has commenced, the school will be responsible for reasonable costs already incurred and any unavoidable commitments made on its behalf.

Either party may terminate the agreement where the other has materially breached its obligations and has not remedied the breach within a reasonable period following written notice.

14. General

Any disagreement will initially be approached through discussion in good faith, with the aim of reaching a practical resolution.

These terms are governed by the law of England and Wales, and any disputes will be subject to the jurisdiction of the courts of England and Wales.