Terms and Conditions

Your Garden Companions CIC Company Number: 17184542

Version 1.0 | June 2026

1. About Us

Your Garden Companions CIC ("we", "us", "our") is a Community Interest Company registered in England and Wales (Company No. 17184542). We provide companion gardening and horticultural therapy services to older and less able people across Cumbria.

These Terms and Conditions ("Terms") govern the agreement between Your Garden Companions CIC and:

Individual clients — people who book sessions directly for themselves or on behalf of a family member or person in their care; and
Organisations — care homes, extra-care facilities, social prescribers, and other bodies that book or refer clients to us.

By booking a session or package of sessions with us, you confirm that you have read and agree to these Terms.

2. Our Services

We offer the following services:

One-to-one companion gardening at the client's home or chosen outdoor space
Small group horticultural sessions within community settings
Horticultural therapy sessions within care homes and extra-care facilities
Social prescribing support, where referred by a GP or social prescribing link worker

The specific services, session frequency, duration, and location will be agreed with you prior to commencement and confirmed in writing.

3. Bookings

3.1 Making a Booking

Bookings may be made by contacting us at hello@yourgardencompanions.org or via our website. A booking is confirmed once we have provided written confirmation by email.

3.2 Individual Sessions

Single sessions may be booked on a per-session basis. We will confirm the date, time, duration, and location of each session in advance.

3.3 Block Bookings

We also offer block bookings, which consist of a pre-agreed number of sessions purchased together. Block booking terms, including the number of sessions, timescale for use, and any applicable discounts, will be set out in your confirmation. Unused sessions within a block booking are non-refundable unless we are unable to fulfil them.

3.4 Organisations

Where an organisation books sessions on behalf of clients, the organisation is responsible for ensuring that the client (or their legal representative) is aware of and consents to the sessions, and that the information provided to us about the client is accurate and up to date.

4. Fees and Payment

4.1 Fees

Our fees will be confirmed to you in writing prior to booking. We reserve the right to review our fees periodically. We will give at least 30 days' written notice of any change to our standard fee structure.

4.2 Invoicing

We will issue an invoice following the completion of each session, or — for block bookings — upon confirmation of the booking. All invoices will be sent by email unless otherwise agreed.

4.3 Payment Terms

Payment is due within 7 days of the invoice date. We accept payment by bank transfer (BACS). Our bank details will be included on each invoice.

4.4 Late Payment

If payment is not received within 7 days of the invoice date, we reserve the right to:

Send a payment reminder;
Suspend or decline further sessions until the outstanding balance is cleared; and/or
Charge interest on overdue amounts at a rate of 8% per annum above the Bank of England base rate, in accordance with the Late Payment of Commercial Debts (Interest) Act 1998.

We will always seek to resolve payment issues informally in the first instance.

4.5 Queries

If you believe an invoice contains an error, please contact us within 7 days of receipt. This does not affect your obligation to pay any undisputed portion of the invoice by the due date.

5. Cancellations and Changes

5.1 Cancellation by the Client or Organisation

We understand that circumstances can change, particularly when working with older or less well people. Our cancellation policy is as follows:

More than 48 hours' notice: No charge. The session will be rescheduled at a mutually convenient time, or credited toward your next invoice.
Between 24 and 48 hours' notice: 50% of the session fee will be charged.
Less than 24 hours' notice or no notice given: The full session fee will be charged.

Notice must be given by email to hello@yourgardencompanions.org or by phone to 07919620717.

5.2 Cancellation by Your Garden Companions CIC

We will provide as much notice as possible if we need to cancel or reschedule a session. If we cancel a confirmed session and are unable to offer an alternative time within 14 days, you will not be charged for that session. We will not be liable for any additional losses arising from a cancellation on our part.

5.3 Changes to Sessions

Requests to change the date, time, or location of a session should be made with as much notice as possible. We will always try to accommodate changes, but cannot guarantee availability.

6. Our Obligations

We will:

Provide services with reasonable care and skill;
Ensure all practitioners hold a valid enhanced DBS check and have completed appropriate safeguarding training before working with clients;
Carry appropriate public liability insurance;
Treat all clients with dignity, respect, and compassion; and
Keep you informed of any concerns or issues that arise during a session.

7. Safeguarding and Client Care During Sessions

7.1 Our Safeguarding Commitment

Your Garden Companions CIC is committed to the safety, dignity, and wellbeing of everyone we work with. We operate under a comprehensive Safeguarding Policy, which is available to read in full at:

https://www.yourgardencompanions.org/safeguarding-policy/

All practitioners are trained in adult safeguarding and are required to follow our Safeguarding Policy at all times. Our Designated Safeguarding Lead is Louise Crouch (hello@yourgardencompanions.org | 07919620717).

7.2 Limitation of Responsibility for Client Care During Sessions

Our services are companion gardening and horticultural therapy in nature. We are not a care provider. In line with our Safeguarding Policy, it is important that clients, families, and booking organisations understand the following:

We do not provide personal care. This includes washing, dressing, assistance with medication, toileting, or any other form of direct physical care. These tasks fall outside our scope.
We are not responsible for the overall care or welfare of the client during a session. We are not registered carers or healthcare professionals. Our practitioners are trained to be attentive, compassionate companions during gardening activities, but they are not a substitute for a carer or support worker.
Clients must have appropriate care arrangements in place independently of our sessions. Where a client requires care support during a session — for example, assistance with mobility, continence care, or medication — it is the responsibility of the client, their family, or the booking organisation to ensure a suitably qualified person is present or on call to provide that support.
In the event of a medical emergency, our practitioners will call 999 and notify our Designated Safeguarding Lead immediately. They will provide basic assistance to the extent of their first aid training, but they are not medically trained and cannot take clinical responsibility for the client.
Organisations booking sessions on behalf of clients — including care homes and extra-care facilities — confirm by doing so that appropriate care and staffing arrangements remain in place for the client throughout each session, and that our practitioners are not relied upon to fulfil any regulated care function.

Nothing in this clause limits our liability for death or personal injury caused by our own negligence.

8. Your Responsibilities

You agree to:

Provide accurate information about the client's needs, health conditions, and any circumstances relevant to their participation in sessions;
Inform us promptly of any change in the client's circumstances that may affect the suitability or safety of sessions;
Ensure the session location is safe and reasonably accessible for our practitioners;
Not ask our practitioners to carry out tasks outside the scope of our services (including personal care tasks); and
Pay invoices in accordance with these Terms.

9. Confidentiality and Data Protection

We handle all personal data in accordance with UK GDPR, the Data Protection Act 2018, and our Privacy Policy, which is available at https://www.yourgardencompanions.org/privacy-policy-/. We will only use personal data to deliver and administer our services, and will not share it with third parties except where required to do so by law or for safeguarding purposes.

10. Complaints

We take all feedback seriously. If you are unhappy with any aspect of our service, please contact us in the first instance at hello@yourgardencompanions.org. We will acknowledge your complaint within 5 working days and aim to resolve it within 28 days. A copy of our Complaints Policy is available on request.

11. Limitation of Liability

To the fullest extent permitted by law:

Our total liability to you for any losses arising from or in connection with our services shall not exceed the total fees paid by you to us in the three months preceding the event giving rise to the claim; and
We shall not be liable for any indirect, consequential, or economic loss, including loss of income, loss of opportunity, or any similar loss.

Nothing in these Terms excludes or limits our liability for death or personal injury caused by our negligence, fraud or fraudulent misrepresentation, or any other liability that cannot lawfully be excluded.

12. Governing Law

These Terms are governed by the law of England and Wales. Any disputes arising from these Terms or our services will be subject to the exclusive jurisdiction of the courts of England and Wales.

13. Changes to These Terms

We may update these Terms from time to time. We will notify you of any material changes by email. Your continued use of our services after such notification constitutes acceptance of the updated Terms.

14. Contact Us

Your Garden Companions CIC hello@yourgardencompanions.org 07919620717 www.yourgardencompanions.org

CIC Registered in England No. 17184542

These Terms and Conditions were adopted in June 2026.