Terms & Conditions
Versatile Environmental Solutions Inc.
HVAC-R Service Policy
Policy Version: 26.1
Effective Date: To be confirmed upon publication

Thank you for choosing Versatile Environmental Solutions Inc.
These Terms & Conditions establish clear expectations regarding our services, billing practices, warranties, payment requirements, and responsibilities.
By requesting, authorizing, or accepting our services, clients agree to the applicable terms outlined below, subject to any separate written agreement and applicable law.

1. Standard Service Rates & Initial Service Call
Initial Service Call
A standard service call is subject to an initial flat fee, which includes:

• The service vehicle (truck) charge.

• The first 30 minutes of diagnostic or service labour performed by one journeyman technician.

• The first 30 minutes of total travel time.

The initial service-call fee applies regardless of whether the problem is diagnosed or resolved within the included service period.
Additional Labour Rates
Any billable on-site labour exceeding the initial 30 minutes is charged at the applicable standard journeyman hourly rate.
When additional personnel are required, the following rate structure applies:

• Journeyman Technician: 100% of the standard journeyman hourly rate.

• Additional Journeyman Technician: 100% of the standard journeyman hourly rate for each additional technician.

• Helper / Apprentice: 75% of the standard journeyman hourly rate.

Labour is billed separately for each technician according to their applicable rate.
The initial service-call fee includes only the first 30 minutes of on-site labour performed by one journeyman technician. Additional personnel are billed separately.
Minimum Billing Increments
Additional labour beyond the included service period is billed in 15-minute increments, with a minimum additional charge of 15 minutes.
Partial increments are rounded up to the next 15-minute period.
For example, additional labour may be billed as 15, 30, 45, or 60 minutes, depending on the actual time required.
Billable On-Site Service Time
Billable on-site service time includes all activities reasonably necessary to complete the service visit, including:

• Unloading and preparing tools, materials, and equipment.

• Inspection, troubleshooting, diagnosis, repairs, installation, adjustments, and testing.

• Obtaining or organizing required materials and equipment.

• Cleaning the work area and removing service-related waste.

• Gathering, organizing, and reloading tools, materials, and equipment into the service vehicle.

• Completing service reports, documentation, and necessary customer communications.

On-site service time begins when the technician arrives at the client's location and continues until the required on-site activities are completed and the technician departs the client's parking area or property.
Personal breaks, unrelated activities, and avoidable delays unrelated to the service are not included in billable labour time.
Parts & Additional Expenses
Parts, materials, refrigerants, equipment, applicable taxes, and other authorized expenses are charged separately unless specifically included in an approved quotation.
Current service rates are available upon request and will be communicated before service authorization as applicable.
Different pricing arrangements may apply under approved quotations, maintenance contracts, or separate project agreements.

2. Service Area & Travel Charges
Versatile Environmental Solutions Inc. is based in Brantford, Ontario.
Our regular service area generally extends east to Burlington, west to Woodstock, north to Cambridge, and south to Grimsby.
Travel Time Calculation
Travel time is calculated from technician dispatch until arrival at the client's location and, where applicable, from departure until completion of the return journey.
The first 30 minutes of total travel time are included in the initial service-call fee.
Additional travel time is billed at 50% of the standard journeyman hourly rate.
Travel charges are calculated in 15-minute increments, with partial increments rounded up to the next increment.
For projects outside our regular service area, additional transportation, mileage, accommodation, or scheduling expenses may apply depending on distance and project requirements.
Significant additional travel expenses will be communicated before proceeding whenever practical.
Travel time and on-site labour are recorded and billed separately. The same period of time will not be billed under both categories.

3. Business Hours & After-Hours Service
Our standard business hours are Monday to Friday, from 8:00 AM to 5:00 PM.
Work performed outside regular business hours, including evenings, weekends, and statutory holidays, may be billed at 1.5 times the applicable standard labour rate.
After-hours charges may be reduced or waived at our discretion or according to a separate agreement.
Emergency service is subject to technician availability, location, existing commitments, and the nature of the request.
We make reasonable efforts to respond promptly but cannot guarantee specific arrival times unless separately agreed upon.

4. Diagnostic & Service Work
Service calls may involve inspection, troubleshooting, testing, adjustment, technical diagnosis, or temporary restoration of equipment operation.
Diagnostic and service labour remains billable even when the final repair cannot be completed during the initial visit.
Some equipment problems may require additional testing, specialized parts, manufacturer technical support, monitoring, or return visits.
HVAC-R systems may experience complex, intermittent, or multiple faults. Identifying one problem does not necessarily mean that no other issues exist.
We make reasonable efforts to determine the cause of equipment failures and recommend practical corrective actions.
Diagnostic Testing & Equipment Operating Conditions
Certain diagnostic procedures may require equipment to be shut down, isolated, depressurized, opened, or temporarily modified to identify the cause of a problem.
Equipment that is partially operational before testing may become temporarily or completely inoperable during or following the diagnostic process. In some cases, restoring the equipment to its previous operating condition may not be possible until the necessary repairs are completed.
For example, refrigerant leak testing may require recovering the refrigerant and pressurizing the system with nitrogen. If a leak is identified but replacement parts are unavailable, additional repairs are required, or the work cannot be completed during the same visit, the equipment may need to remain out of service until repairs, testing, evacuation, and refrigerant charging are completed.
We will make reasonable efforts to explain these risks before proceeding with diagnostic work that may affect equipment operation.
By authorizing such procedures after being informed of the potential consequences, the client acknowledges and accepts that the equipment may not be returned to its previous operating condition immediately following diagnosis.
The client remains responsible for making appropriate arrangements to protect temperature-sensitive products, inventory, and business operations during equipment downtime, subject to applicable law and any separately agreed responsibilities.
We will not knowingly restore equipment to operation where doing so would create an unsafe condition or violate applicable technical or regulatory requirements.
Completion of Service Work
Completion of an equipment repair does not necessarily mark the end of billable service time.
Necessary testing, cleanup, equipment handling, loading, service documentation, and other reasonable service-related activities performed at the client's location form part of the service visit and are included in billable labour time.

5. Quotations & Additional Work
Written quotations apply only to the specific scope of work identified in the quotation.
Unexpected conditions, concealed damage, additional equipment failures, previous improper repairs, or problems not reasonably identifiable during the initial inspection may require additional labour, parts, or services.
When significant additional work is identified, we will make reasonable efforts to inform the client and obtain authorization before proceeding.
Additional work may be approved through written correspondence, email, text message, purchase order, or another documented method of authorization.
Costs related to work outside the original agreed scope are charged separately unless otherwise agreed.

6. Labour Warranty
Versatile Environmental Solutions provides a 60-day labour warranty on the specific repair or service work performed.
The warranty applies to workmanship associated with the original repair and does not extend to unrelated equipment problems.
The labour warranty does not cover:

• New or unrelated equipment failures.

• Problems caused by improper maintenance, neglect, or misuse.

• Conditions resulting from pre-existing deficiencies outside the completed repair.

• Problems arising from modifications or repairs performed by third parties without our approval.

Extended labour warranty arrangements may be available upon request for an additional charge.
Nothing in this section limits warranty rights or remedies that cannot legally be excluded.

7. Parts & Manufacturer Warranties
Replacement parts may be covered by the applicable manufacturer or supplier warranty.
Where a warranty applies, coverage is subject to the manufacturer's or supplier's terms and conditions and may be limited to replacement or reimbursement of the defective part.
Unless otherwise stated in writing or required by law, labour, travel, refrigerant, and other expenses associated with replacing a defective part are not included in the parts warranty.
Not all replacement parts carry warranty coverage. Any additional or extended parts warranty must be agreed upon separately.

8. Special Orders, Returns & Restocking
Special-order parts and equipment must be prepaid and are considered final sale.
They are not eligible for cancellation or return unless otherwise agreed in writing or required by applicable law.
Eligible non-special-order items may be returned in new condition, subject to supplier acceptance and a 25% restocking fee.
Returned items must meet applicable supplier return requirements.

9. After-Hours Supplier Access
When parts or equipment are urgently required outside normal supplier business hours, special arrangements may be necessary to access a supplier's warehouse.
An additional supplier access charge of up to $300 may apply.
The client will be informed of this charge before we proceed with the arrangement.

10. Payment Terms
Payment is due within 5 business days of the invoice date unless different payment terms have been agreed upon in writing.
Overdue payments may be subject to applicable interest and reasonable collection costs, as permitted by law and the agreed payment terms.
Additional services may be suspended when outstanding balances remain unpaid for more than 20 days.
Any different payment arrangements must be confirmed and accepted by Versatile Environmental Solutions.

11. Safety, Code Compliance & Liability
We perform our work in accordance with applicable codes, regulations, safety requirements, and recognized trade practices relevant to the project.
These may include Ontario Building Code requirements, applicable Technical Standards and Safety Authority (TSSA) regulations, environmental regulations, occupational health and safety requirements, and manufacturer specifications.
We will not knowingly perform work that bypasses required safety devices or violates applicable safety or code requirements.
Pre-existing unsafe conditions, concealed deficiencies, and improper work performed by others are outside our agreed scope of work unless specifically included, subject to applicable law.
Where unsafe equipment conditions are identified, we may recommend that the equipment remain out of service until necessary corrective work is completed.

12. Environmental Practices
Versatile Environmental Solutions follows applicable environmental regulations for refrigerant handling, leak detection, recovery, storage, and disposal.
Additional charges may apply depending on the type and quantity of refrigerant involved, as well as the recovery, handling, and disposal requirements of the work.

13. Insurance & Contractor Coverage
Versatile Environmental Solutions Inc. maintains Commercial General Liability (CGL) insurance and is registered with the Workplace Safety and Insurance Board (WSIB).
Proof of applicable coverage and contractor documentation is available upon formal request for contractual, vendor qualification, or project requirements.
Project-specific insurance documentation may be arranged according to the applicable contract and insurance policy conditions.

14. Rebates, Permits & Administrative Support
For eligible equipment upgrades and installations, we may assist clients by providing technical documentation required for government incentive programs, rebates, or permit applications.
Eligibility, approval, and payment of rebates are determined by the applicable program administrator and cannot be guaranteed.
Additional administrative charges may apply when specialized documentation, submissions, or permit-related coordination are required.

15. Client Authorization & Policy Continuity
Clients are encouraged to review these Terms & Conditions and raise any questions before authorizing work.
Acceptance may be documented through a signed agreement, electronic acknowledgment, written authorization, or another agreed method.
The accepted policy may continue to apply to future services requested or authorized by the client, unless different terms are agreed upon or a revised policy is presented and accepted where required.
Existing quotations and agreements remain subject to their accepted terms unless modified by mutual agreement.

16. Changes to Terms, Rates & Client Responsibility
Versatile Environmental Solutions Inc. reserves the right to review and update its service rates, fees, policies, and Terms & Conditions as business requirements, operating costs, regulations, and service conditions change.
The current version of our Terms & Conditions will be published on our official website, identified by its effective date and version number.
Service rates are based on the company's current rate schedule. The standard journeyman hourly rate serves as the reference rate for calculating applicable helper, apprentice, and travel charges.
Clients are responsible for reviewing the current Terms & Conditions before requesting or authorizing each new service call, repair, installation, or project.
Clients are encouraged to request confirmation of the current journeyman hourly rate, initial service-call fee, and any other applicable charges before authorizing work.
When required, Versatile Environmental Solutions will provide applicable pricing information and obtain the necessary authorization before dispatch or commencement of work.
Revised terms and rates generally apply to services requested or authorized after their effective date, subject to applicable notice, disclosure, and consent requirements.
Updated terms will not automatically modify previously accepted quotations, ongoing contracts, or existing obligations. Changes to those agreements must be handled in accordance with the applicable contract and legal requirements.
Questions About Our Terms?
If you have questions about these Terms & Conditions, service rates, warranties, or project requirements, please contact Versatile Environmental Solutions before work begins.
Versatile Environmental Solutions Inc.
Brantford, Ontario
Phone: 548-328-7878
 
Electronic Acceptance of Terms & Conditions
To review and electronically accept these Terms & Conditions, please click the “Contact Our Team” button below, select “Terms & Conditions Acceptance” from the form options, complete the required information, and submit your electronic acknowledgment.
If you have any questions or require clarification, please contact us before submitting your acceptance.