Effective date: September 30, 2026
These terms (the “Agreement”) apply to every flooring, stair, trim and renovation job, residential or commercial (the “Services”), that Luxury Flooring (“we”, “us” or the “Company”) carries out in Ontario. Our principal place of business is 85 Cedarvale Blvd, Whitchurch-Stouffville, ON L4A 2Y3. “You” or the “Client” means the person or business that hires us.
The Agreement binds you from the first of these events:
- You sign an estimate, invoice or contract we issue, on paper or by e-signature;
- You accept an estimate or invoice online through the accounting platform we use;
- You pay any deposit, partial or full, toward work we have quoted.
Once any of these happens, you accept the Agreement in full and take on responsibility for paying the total project price shown on the quote or invoice.
An approval you send by text message or email does not count as acceptance until we confirm it in writing.
1. Deposits and Final Material Choices
We do not refund deposits for any reason, including schedule changes, material delays or a cancellation you make. Your deposit pays for ordering materials, holding a crew and reserving your dates before work begins.
A material choice you tell us about, in writing or out loud, by text, email, phone or any other channel, is final. From that point we may order, reserve or install the material you picked. We may refuse a later request to change or swap a material, or treat it as a change order with extra charges and any supplier restocking fee.
2. Payments and Progress Invoices
We may send partial or progress invoices at any stage of the project, as we decide. Before we finish, we may bill up to 90% of the contract price. The balance, 10%, falls due as soon as the work is complete and our project manager or another representative has inspected it. Unless we agree otherwise in writing, we need the final payment before our installers leave the site.
We confirm accepted payment methods on your contract.
3. Extra Material and Waste
Each estimate includes an extra 10–15% of material to cover cuts, breakage and layout. Any material left over belongs to you. Material use varies from site to site, so a job that produces less waste than planned does not earn a refund, credit or price change.
4. Approving an Estimate
When you approve an estimate, whether by signature, deposit or online acceptance, you agree to all of its terms, scope, prices and project plan.
5. Rescheduling Charges
If you move your dates after we confirm the project, we may charge up to 15% of the contract price for each day of delay. This charge covers the cost of reassigning crews, handling materials and rearranging logistics.
6. Access to the Site
You must give our crew uninterrupted access to the site on every scheduled workday. That means:
- Up to one reserved, reachable parking space for each workday and each material delivery
- A clear path to the work area, with your personal belongings removed
- Working lights, electricity, heating and cooling
In a condo or other multi-unit building, you book the elevator and obtain any approvals the building needs. We may charge extra fees for delays or disruptions caused by access problems.
7. Material Purchases Are Final
Every material we supply is final sale, including trims, stair parts and special orders. We may accept a return at our own discretion, and only in writing. An approved return may carry a restocking fee of up to 35%, plus any handling or supplier charges.
8. Hidden Site Conditions
We are not responsible for conditions we could not see at the first visit, such as subfloor damage, mould or major level differences. If we find one, we will tell you and stop that work until you approve a written change order. A change order sets out the revised scope and price, and you agree to pay it in full.
9. Cleanup After Installation
We leave the work area swept and tidy. Fine dust can keep settling for up to 48 hours after we leave. Deep or professional cleaning is not part of our work unless the contract includes it.
10. Subfloor Preparation
Our price excludes subfloor repair, levelling compound and other substrate work unless the scope lists them. If we remove your old floor and find that the subfloor needs levelling, we will issue a written change order before we continue.
11. What the Job Includes
We perform only the work listed on the estimate or invoice. You must approve any extra work in writing, and we will bill for it as extra work.
12. Trim and Finishing
Our installers cut, fit and caulk trim and quarter round as the job requires. Painting or staining trim is your responsibility unless the scope includes it.
13. Timelines and Outside Delays
We give you an estimated schedule. We are not responsible for delays outside our control, such as weather, late materials, crew availability or traffic.
14. Moving Furniture and Belongings
We do not move furniture or personal items unless the written scope says we will. If the estimate or invoice includes furniture moving, these terms apply:
- You remain responsible for small and household items, for example lamps, electronics, décor, art, plants, vases, shelf contents and side tables.
- We may help move large pieces such as sofas, beds, dining tables, dressers, bookcases, hutches and wardrobes, but we accept no liability for damage to them.
- You must empty every piece before we move it, and you are responsible for damage to anything not emptied or prepared. We may refuse to move any item we consider unsafe, too fragile or at risk of damage.
15. Parking at Condos and Dense Buildings
At a condo or other building with limited access, you must supply up to one dedicated parking space for our crew. If no space is available and we pay for parking or receive a ticket, we will add that cost to your invoice.
16. Booking and Deposit
We need a deposit of 40% of the contract price to hold your dates and order materials. We start ordering and scheduling only after your deposit clears. Until then, we cannot promise that stock or crews will be available.
17. Late Payment
If an invoice stays unpaid for more than 7 calendar days, a late fee of 5% per day applies. You must also pay any legal, interest or collection costs we incur to recover the amount.
18. Installation Warranty
We give a 2-year warranty, limited to our installation work. The warranty does not cover product defects, environmental damage, normal wear or misuse.
19. Manufacturer Warranties
Each manufacturer is responsible for its own product warranty. We will help you prepare the paperwork for a claim, but we cannot promise how a manufacturer will respond or what it will cover.
20. Site Safety and Your Responsibilities
You must make the site safe, free of hazards and ready for our crew. If we find an obstruction or unsafe condition we did not expect, we may stop work and issue a change order.
21. Cancelling a Project
After you confirm a project and we order materials, you cannot cancel unless we both agree in writing. We give no refund for materials bought, labour scheduled or work done. Our suppliers do not refund us, so you remain responsible for those costs.
22. Changes to the Work
Send any change to the scope, materials or schedule in writing to admin@luxury-flooring.ca. We will not act on a change you give us only by voice.
23. WSIB & Insurance
We carry general liability insurance. WSIB registration is not required for every business in Ontario and may not apply to us. Ask us and we will provide proof of coverage. You are not liable for workplace injuries to our staff.
24. Permits & Building Rules
You must obtain any permits, permissions or condo board approvals the job needs, unless we agree to handle them. We carry out the work to meet the Ontario Building Code and related provincial rules.
25. Choosing the Right Product
You are responsible for picking materials that suit the room and its use, for example home versus commercial traffic. We are not liable if a product fails because it did not suit the space. Manufacturer warranties apply as each manufacturer writes them.
26. Governing Law
The laws of the Province of Ontario govern this Agreement. Only the courts of Ontario may hear a legal claim under it. Where Ontario consumer protection law gives you rights, those rights still apply.
27. How We Set Prices
We are an independent business in an open market, and we set our own prices for labour and materials. We base them on the scope, logistics, skill, risk, timing and market conditions of each job. We have no duty to match other contractors or industry averages. You are free to compare prices before you decide, and when you accept our quote or invoice, you agree to the prices on it.
28. Liens and Unpaid Accounts
If we do not receive full payment within the agreed time, we may register a lien against the property where we did the work, as the Construction Act (Ontario) allows. A lien protects our right to the unpaid amount, and we may register it without further notice to you. You must pay the legal costs connected with it.
29. Leaving the Work to Our Crew
On scheduled workdays, you must not interfere with, change or let others handle any part of the work in progress. This includes moving our tools, handling materials or doing any installation yourself. If this happens, we may stop work at once, void the warranty and charge for the extra service, as we decide.
30. Invoices and Receipts
We send invoices, receipts and other financial documents by email or through the accounting platform we choose. You must give us correct contact details. We will not use any other platform or tool unless we agree to it in writing.
31. Respect for Our Crew
Luxury Flooring does not tolerate abusive, aggressive or inappropriate behaviour toward our staff, subcontractors or representatives. We expect you and everyone at the site to treat our people with courtesy. If we judge that anyone has abused, harassed or disrespected them, we may suspend or end the project at our discretion. You then still owe all payments due under the contract and for work done to that point, and we give no refund.
32. Feedback and Public Reviews
We want to hear from you if something concerns you during or after the job. Contact us first, so we can resolve it with you in good time. Once you accept the finished work in writing or make the final payment, we treat the contract as complete. A public statement, online or elsewhere, that the author knows to be false, defamatory or misleading may lead to legal review under defamation law. We may take suitable steps to protect our reputation and our staff.
33. Limits of Estimates and Quantity Adjustments
You accept that every estimate, proposal or quote we give is provisional. We prepare it in good faith from the site information we can reach, what you tell us, surface measurements and the conditions known or described to us at the time. Building sites vary and often hide what lies under the surface, and we cannot measure everything before demolition. For these reasons, our first counts of quantities, square footage and materials cannot be exact.
If the real conditions turn out different from the estimate, whether through differences in dimensions, obstructions, variations in the building or an honest miscalculation, you agree that: (i) the difference is not an error, negligence or misrepresentation by us; (ii) we may issue an extra invoice or a written change order for the corrected quantities or scope; and (iii) you will pay the revised amount on the same payment terms as the rest of this Agreement.
By accepting this clause, you confirm that you understand quotes for construction work can change with site conditions, and you agree to work with us in good faith to settle any adjustment after the quote.
Contact Information
If you have a question about these terms, email admin@luxury-flooring.ca or call +1 (437) 838-5574 before you sign or accept your estimate. Our office is at 85 Cedarvale Blvd, Whitchurch-Stouffville, ON L4A 2Y3.
Thank you for choosing Luxury Flooring.
