Setpoint Refrigeration LLC – Terms & Conditions

• New Customers: Payment is C.O.D. A valid credit card must be kept on file to schedule service.

• Diagnostic / Service Call Fees: A minimum diagnostic fee will be charged for all appointments, regardless of whether repairs are performed or approved. Fees vary by service type and distance from Farmington, CT:

• Residential HVAC: $149–$299
  
  

• Commercial HVAC: $199–$349
  
  

• Commercial Refrigeration: $249–$399
  Fees include round-trip travel and up to 1 hour of on-site diagnosis and repair. Additional time or materials are billed separately.
  
  

• Residential Invoices: Payment is due within 7 days of job completion. Invoices unpaid after 7 days are subject to a $25 late fee or 1.5% monthly interest (18% APR), whichever is greater.

• Commercial Invoices: Net 30 from job completion. Invoices unpaid after 30 days are subject to a $50 late fee or 1.5% monthly interest (18% APR), whichever is greater.

• Payment Methods:

• Cash: 3% discount when paid at the time of service.
  
  

• Credit Card: Subject to a 3% processing fee.
  
  

• Checks & Electronic Transfers (ACH): Accepted; no discount or fee.
  
  

• Deposit Policy: All service or installation work exceeding $5,000 requires a 50% deposit paid in advance. Work will not begin until the deposit is received and cleared. Remaining balance is due upon completion unless otherwise agreed in writing.

• Scheduling and Seasonal Guidelines:

• Maintenance Services: Maintenance is intended for working systems and should be performed preseason to prevent breakdowns. Setpoint Refrigeration LLC may not offer maintenance during peak season if the system is in failure or if emergency service is required.
  
  

• Planned Installations: New installations and equipment upgrades should be scheduled before extreme weather periods. During peak season (heat waves or freezing temps), availability is limited due to workload and safety risks.
  
  

• Free Estimates: Free estimates are provided only during preseason and for non-emergency, planned work. During peak season or emergency calls, estimates may be subject to the standard diagnostic fee.
  
  

• After-Hours / Emergency Work: Nights, weekends, and holidays are billed at higher rates. Quotes are provided prior to service when possible.

• Weather and Safety Surcharge: A $75 fee may be added during extreme conditions, including:

• Heatwaves or severe cold (temps >90°F or <20°F)
  
  

• Active weather alerts (snow, ice, storms)
  
  

• Unsafe travel conditions (unplowed or hazardous roads)
  Customers will be notified of this fee before scheduling.
  
  

• Cancellation Policy: Appointments must be cancelled with at least 24 hours’ notice via email or Housecall Pro. Late cancellations or no-shows will be charged the full quoted diagnostic fee.

• Returned Payments: A $35 fee applies for any returned checks or failed transactions.

• Permits & Code Compliance: Customer is responsible for any required permits, inspections, or local fees unless otherwise agreed in writing. Work is performed in compliance with applicable local code, but we are not responsible for delays or costs related to permitting or inspection beyond our control.

• Access: Customer must ensure safe and timely access to the service area at the scheduled appointment time. Missed appointments due to lack of access may be billed as a service visit.

• Special Order Items: Certain equipment or parts may require a non-refundable deposit prior to ordering. If a job is cancelled after ordering, the customer is still liable for the cost of non-returnable or custom items.

• Warranty: Labor is warrantied for 30 days unless otherwise stated. Manufacturer warranties apply to parts when applicable. No other warranties are expressed or implied.

• Limitation of Liability: Setpoint Refrigeration LLC is not responsible for indirect, incidental, or consequential damages. Our liability is limited to the amount paid for the specific service provided.

• Collections: Invoices unpaid after 45 days may be referred to collections. Customer agrees to pay all collection, legal, and administrative fees incurred.

• Authorization: By scheduling service, accepting work, or submitting payment, the customer agrees to these terms and authorizes Setpoint Refrigeration LLC to charge the credit card on file for services rendered and any applicable fees.