CLINTERGATE CONTRACTING
Smallholding Specialists
www.clintergatecontracting.com
Terms & Conditions of Service
Version 1.0 | Effective 2026
These terms apply to all work carried out by Clintergate Contracting. By booking any service you are agreeing to these terms in full. They are written in plain English — if anything is unclear, just ask us before booking.
1. OUR SERVICES
1.1What we do
We provide paddock and land maintenance for smallholdings and equestrian properties — including chain harrowing, rolling, flail mowing, topping, fertiliser spreading, overseeding, and hay making. All work is done using compact tractor-mounted equipment suited to small and medium paddocks.
1.2Quotes
All quotes are based on what you tell us — acreage, access, and ground conditions. If we arrive and find things are significantly different from what was described (larger area, more complex ground, difficult access), we may need to adjust the price. We will always tell you before we start if that is the case.
1.3Confirming a booking
A booking is confirmed when you accept our quote and agree a date. By confirming a booking you are agreeing to these terms in full.
1.4Our right to refuse or stop work
We reserve the right to turn down any booking, or to stop work on the day, if conditions are unsafe, the ground is unsuitable, or these terms have not been met. If we stop work for safety reasons, we will still charge for any work already completed.
1.5Minimum job charge
Every visit has a minimum charge of £60. This applies regardless of paddock size or how long we are on site, and covers machine setup, equipment wear, and our time. Travel is charged separately on top of this — see Section 4.
2. YOUR RESPONSIBILITIES
2.1Tell us about your site
Please give us accurate information before we arrive — including approximate acreage, paddock shape, any access issues, and ground conditions. If missing or wrong information means the job takes longer or costs more, we will charge for the extra time.
2.2Underground hazards
You must tell us in advance about anything underground on the land we will be working — drainage pipes, water lines, electric cables, septic tanks, or any buried structures. We will not be responsible for damage to underground services that were not disclosed. If undisclosed hazards cause damage, the repair cost may be passed to you.
2.3Access
Please make sure we can get a compact tractor and towing vehicle to the site safely. This means adequate gate widths (2.5m minimum recommended), firm tracks, and clear overhead clearance. We are not liable for damage caused by access that was not as described.
2.4Animals
All horses and livestock must be out of the working area before we arrive and must stay out for the duration of the work. We will not work in paddocks where animals are present. If animals cannot be moved when we arrive, a call-out charge may still apply. You are responsible for any injury to animals caused by failure to clear the paddock.
2.5Gates and fencing
Please ensure all gates and field boundaries are secure before we start. We take reasonable care around gates and fences but we are not liable for livestock escaping due to pre-existing defects in gates or fencing.
2.6If you are not on site
You do not need to be present while we work, as long as access has been arranged and we have all the information we need. If you are not there, we assume you accept the completed work unless you raise a concern in writing within 48 hours of the visit.
3. SCHEDULING & CANCELLATIONS
3.1Booking dates
All dates are subject to weather, ground conditions, and our workload. We will give you as much notice as we can and aim to confirm at least 48 hours ahead.
3.2If you need to cancel
Please give us at least 48 hours notice if you need to cancel or rearrange. Cancellations with less than 24 hours notice may incur a £30 call-out charge to cover fuel and preparation already committed. This will not be applied in a genuine emergency — just let us know as soon as you can.
3.3If we need to cancel
We may need to rearrange due to bad weather, unsuitable ground, equipment issues, or illness. No charge will apply in these cases and we will reschedule as soon as possible. We will always let you know promptly.
3.4Ground conditions
We will not work on waterlogged, frozen, or excessively wet ground where doing so would damage the land or be unsafe. The decision on whether ground is suitable rests with us. If we arrive and the ground is unsuitable, a reduced call-out charge may apply to cover travel already made.
3.5Arrival times
We will do our best to arrive at the agreed time but cannot always guarantee it due to travel and preceding jobs. We will contact you if we are running significantly late.
4. PRICING & PAYMENT
4.1How we charge
Services are charged per acre at the rates in our current Pricing Guide, available on our website and on request. Rates are reviewed once a year. Existing contract clients will receive 30 days notice of any change.
4.2Measuring acreage
Where we have not agreed acreage in advance, we measure paddocks on the day using GPS tools or satellite mapping. We record measurements for every client so you only need to be measured once. You are welcome to provide your own figures and we will confirm before invoicing.
4.3Minimum charge
Every visit has a £60 minimum job charge regardless of paddock size. Travel is charged separately on top of this and shown as its own line on the invoice.
4.4Travel
The first 5 miles to your site are free. Beyond that, we charge £1.50 per mile each way. For example, a site 10 miles away means 5 chargeable miles each way = 10 miles total = £15 travel. Travel is always shown as a separate line on your invoice.
4.5Materials
If you ask us to supply fertiliser, grass seed, or other materials, these are charged at the price we pay plus 4% to cover sourcing and handling. We always confirm material costs with you before purchasing anything.
4.6Invoices and payment
We issue an invoice after each visit. Payment is due within 14 days by bank transfer. Our bank details are on every invoice. If you have a query about an invoice, please contact us within 7 days and we will sort it out.
4.7Late cancellation charge
A £30 charge may apply to cancellations made with less than 24 hours notice. This covers travel and preparation costs already committed and is applied at our discretion.
5. LIABILITY & INSURANCE
5.1Our insurance
We hold Public Liability Insurance. A copy of our current certificate is available on request. Please ask at the time of booking if you need to see it before we start work.
5.2Our liability
If we cause damage to your property through our own negligence, we will report it to you straight away and deal with it through our insurance. Our liability is limited to the value of the work carried out on that visit. We are not liable for indirect losses such as loss of grazing income, crop losses, or losses caused by weather-related delays.
5.3Pre-existing damage
We will note and photograph any pre-existing damage before we start. We will not be held responsible for damage that was already there.
5.4Things outside our control
We are not liable for failing to provide services due to extreme weather, flooding, equipment failure, illness, or other circumstances beyond our control. We will always rebook at the earliest opportunity.
6. ANNUAL CONTRACTS
6.1How contracts work
Annual contracts run for 12 months and renew automatically unless either party gives 30 days written notice before the renewal date.
6.2Ending a contract
Either party can end an annual contract with 30 days written notice. Any invoices for work already completed remain due in full.
6.3Scheduling
Contract clients are prioritised in our scheduling. Visit dates are agreed each season, subject to weather and ground conditions.
6.4Rates within a contract
The rates agreed at the start of your contract are fixed for that full 12 months. Any changes will be given with at least 30 days notice before your next renewal.
7. GENERAL
7.1Your data
We store your contact details and site information securely for the purpose of providing our services and issuing invoices. We do not share this with anyone. You can ask us to delete your data at any time.
7.2Disputes
If something goes wrong, please contact us first and we will do our best to resolve it quickly and fairly. These terms are governed by the law of England and Wales.
7.3Changes to these terms
We may update these terms from time to time. The current version is always on our website. Continuing to use our services means you accept the current terms.
Quick Reference — Key Figures
Minimum job charge: £60 per visit (travel charged separately on top)
Travel: First 5 miles free. £1.50/mile each way beyond that.
Materials: Cost price + 4% handling. Always agreed with you before purchase.
Payment terms: 14 days from invoice.
Late cancellation: £30 may apply for cancellations with less than 24 hours notice.
Notice to end contract: 30 days written notice by either party.
Clintergate Contracting | www.clintergatecontracting.com | Norfolk and Suffolk