Terms of Service

1. Agreement to Terms

By accessing our website at heatflowdesign.com or engaging our services, you agree to be bound by these Terms of Service and our Privacy Policy. If you do not agree to these terms, please do not use our services.

These terms constitute a legally binding agreement between you and HeatFlow Design, a professional hydronic heating design service operating in New Zealand.

2. Service Description

2.1 Professional Services

HeatFlow Design provides:

• Hydronic System Design: Complete heating system layouts and specifications
• Heat Loss Calculations: NZS 4218 compliant thermal analysis
• CAD Documentation: Technical drawings and installation guides
• Equipment Specifications: Component selection and sizing
• Cost Estimation: Material and labor cost analysis
• Installation Support: On-site consultation and commissioning assistance

2.2 Digital Services

• Online quote request system
• Project management dashboard
• AI-powered design consultation chat
• Document delivery and file sharing

3. Professional Standards and Compliance

3.1 Engineering Standards

All our designs and calculations comply with:

• New Zealand Building Code (NZBC)
• NZS 4218:2009 - Thermal insulation standards
• AS/NZS 3500.4 - Heated water services
• Engineering New Zealand professional standards
• Relevant local council requirements

3.2 Professional Liability

Our services are provided in accordance with professional engineering standards. We maintain professional indemnity insurance as required for engineering consultants in New Zealand.

4. Client Obligations

4.1 Information Accuracy

Clients must provide:

• Accurate property measurements and specifications
• Complete architectural plans and drawings
• Site-specific conditions and constraints
• Local council requirements and consent conditions
• Budget parameters and project timeline

4.2 Professional Conduct

• Treat our staff and contractors with respect
• Provide safe site access when required
• Communicate project changes promptly
• Honor agreed payment terms and schedules

5. Project Process and Delivery

5.1 Project Phases

5.2 Delivery Timelines

Standard delivery timelines:

• Quote Response: Within 24-48 hours
• Residential Projects: 5-10 working days
• Commercial Projects: 10-20 working days
• Complex Projects: Timeline agreed during consultation

Note: Timelines may be extended due to client revisions, site complexities, or external factors beyond our control.

6. Pricing and Payment Terms

6.1 Pricing Structure

• Fixed Price: Agreed cost for defined project scope
• Hourly Rate: For consultation and additional services
• GST Inclusive: All prices include New Zealand GST
• Quote Validity: 30 days from issue date

6.2 Payment Terms

• Deposit: 50% deposit required to commence work
• Progress Payments: As agreed for larger projects
• Final Payment: Due within 7 days of project completion
• Late Payment: 2% monthly interest on overdue amounts

6.3 Additional Costs

Additional charges may apply for:

• Travel to remote locations (beyond 50km of Auckland CBD)
• Urgent or out-of-hours consultations
• Major scope changes after commencement
• Third-party fees (council applications, specialist consultants)

7. Intellectual Property

7.1 Design Ownership

HeatFlow Design retains intellectual property rights in all design methodologies, calculations templates, and proprietary processes. Clients receive:

• License to use designs for the specified project
• Right to modify designs through qualified professionals
• Full ownership of project-specific documentation upon payment

7.2 Restrictions

• Designs may not be used for other projects without permission
• Commercial reproduction requires written agreement
• Design templates and calculation methods remain our property

8. Warranties and Limitations

8.1 Design Warranty

We warrant that our designs will:

• Comply with relevant New Zealand standards and codes
• Perform as specified when properly installed
• Be free from calculation errors for 12 months

8.2 Limitations

9. Dispute Resolution

9.1 Resolution Process

1. Direct Discussion: Contact us immediately to discuss concerns
2. Formal Complaint: Written complaint with specific details
3. Mediation: Independent mediation if direct resolution fails
4. Professional Body: Engineering New Zealand complaint process
5. Legal Action: New Zealand courts as final resort

9.2 Governing Law

These terms are governed by New Zealand law. Any disputes will be resolved in New Zealand courts with jurisdiction determined by standard legal principles.

10. Termination and Cancellation

10.1 Client Cancellation

• Before Commencement: Full refund minus administrative costs
• During Design Phase: Payment for work completed plus 25% of remaining work
• After Delivery: Full payment required

10.2 Service Termination

We may terminate services for:

• Non-payment of fees or deposits
• Material breach of these terms
• Unprofessional conduct or safety concerns
• Fraudulent or misleading information provision

11. Website Terms

11.1 Acceptable Use

Users must not:

• Attempt to gain unauthorized access to our systems
• Upload malicious software or harmful content
• Use automated tools to scrape or download content
• Impersonate HeatFlow Design or our staff
• Violate any applicable laws or regulations

11.2 Service Availability

While we strive for continuous availability, we do not guarantee uninterrupted access to our website or online services. Planned maintenance will be communicated in advance where possible.

12. Updates and Changes

We may update these Terms of Service to reflect changes in our services, legal requirements, or business practices. Changes will be effective immediately upon posting to our website.

For significant changes, we will notify existing clients via email at least 30 days before the changes take effect.

13. Contact Information