Privacy &
Service Terms

Our Quality Commitment

We take exceptional care in sourcing and selecting every element of your collection. Pumpkins, gourds and seasonal botanicals are chosen for freshness, structure, color and character, then inspected again before placement. Anything that does not meet our standards is not included in your installation.

Because these are natural materials displayed outdoors, subtle variations are part of their beauty, and their longevity may be influenced by weather, wildlife and conditions at the property.

What Your Proposal Includes

Each installation is designed for the scale, character and access conditions of the individual entrance. Your written proposal will describe the services, materials, approximate installation timing and total investment included in your project.

Unless specifically listed in the proposal, pricing does not include seasonal mums or other botanicals, planters, lanterns, wreaths, doormats, permanent fixtures, maintenance or end-of-season pickup. Requested additions are subject to seasonal availability and may change the total investment.

If there is a conflict between general website information and your approved proposal, the approved proposal controls.

Design, Natural Variation and Substitutions

Every entrance and every harvest is different. Photographs and inspiration images communicate an overall direction; they do not promise an exact reproduction.

Specific pumpkin, gourd or botanical varieties cannot be guaranteed. When a selected material is unavailable or does not meet our quality standard, we may substitute an item of comparable quality, scale and character while preserving the agreed palette and overall design direction.

Proposals, Reservations and Payment

Proposals remain available through the acceptance date shown on the proposal. Dates and materials are not held until the proposal is approved and the reservation deposit has cleared.

A nonrefundable reservation deposit equal to 50% of the approved total secures the installation date, allows us to commit seasonal materials and labor, and is applied to the final balance. The remaining 50% is due 48 hours before the scheduled installation. If the final balance is not received when due, the installation date may be released.

Any requested change to the approved scope, materials, access requirements or installation location may affect pricing and availability. Changes are confirmed only when accepted in writing by both the client and Heirloom Harvest Design.

Cancellations and Rescheduling

The 50% reservation deposit is nonrefundable once the project is booked because seasonal materials, routing and labor are committed specifically to the installation.

If plans change, please contact us as soon as possible. We will make a reasonable effort to move the installation to another available date, but seasonal availability is limited and a change cannot be guaranteed. If the client cancels, the reservation deposit is retained. Any amount paid above the deposit for services not performed will be refunded.

If Heirloom Harvest Design must cancel and cannot offer a suitable alternative date, payments for services not performed will be refunded.

Weather and Installation Timing

Outdoor work may be delayed when weather, property conditions or another circumstance outside our reasonable control makes installation unsafe or could compromise the design. If we need to move the installation, all payments will transfer to the rescheduled date.

Seasonal timing may be expressed as a date or installation window. We will communicate material changes as promptly as reasonably possible.

Access and Property Readiness

The client confirms that they own the property or have permission to authorize the installation. The client is responsible for any applicable HOA, condominium, landlord or community rules and for telling us about relevant restrictions before approving the proposal.

On installation day, Heirloom Harvest Design needs safe, unobstructed access to the entrance and reasonable nearby access for unloading. Please secure pets and move vehicles, furniture, packages or other items that would prevent safe delivery and placement.

Please tell us in advance about fragile, newly painted, newly sealed, porous or otherwise delicate surfaces, as well as hidden irrigation, wiring, unstable steps or other conditions that may affect safe placement. We may adjust or decline any placement we reasonably believe is unsafe for people, property or the materials.

Placement and Property Care

All elements are freestanding and thoughtfully placed. Heirloom Harvest Design does not drill, nail, screw, glue, tape or otherwise fasten materials to doors, masonry, railings or other property surfaces.

We use care throughout delivery and placement and remove our installation packing debris when the work is complete. When the client is present, reasonable placement adjustments may be requested before we leave. When the client is not present, placement is completed using the approved design direction and our professional judgment.

Outdoor Conditions and Seasonal Longevity

Natural seasonal materials change over time. Heat, cold, rain, wind, direct sun, moisture, wildlife, pets, people, theft and other outdoor conditions can affect their appearance, position and longevity after installation. Heirloom Harvest Design does not guarantee that every natural element will remain unchanged or last through a particular date.

After installation is complete, responsibility for routine observation and care transfers to the client. Any live plants or botanicals require client care, including watering appropriate to the plant and conditions. Heirloom Harvest Design is not responsible for disturbance, damage, theft, animal activity, weather exposure, lack of care or natural deterioration occurring after completion.

Ownership and End-of-Season Pickup

Unless the proposal expressly states otherwise, the installed seasonal materials become the client’s property when installation is complete. The client may keep, move, use or dispose of them responsibly.

End-of-season pickup or removal is not automatically included. When available, it may be arranged as an additional service and must be listed in the proposal or confirmed separately in writing.

Photography and Privacy at the Property

Photography permission is separate from purchasing an installation. Declining photography will not affect service.

When permission is granted, photographs may be used by Heirloom Harvest Design on its website, business social media, printed materials and seasonal guides. We will not publish the client’s name, street address, neighborhood, exact location, visible house number or other identifying property information without separate permission.

Information We Collect

When you submit an inquiry, we collect the information you choose to provide, which may include your name, email address, neighborhood or ZIP code, preferred installation timing and details about your entrance. If you continue with a proposal, we may also collect your service address, telephone number, property photographs, access notes, proposal approvals and payment records.

Payment-card information is handled by the payment provider used for the transaction. Heirloom Harvest Design does not receive or store your complete card number.

Our website and service providers may also receive standard technical information needed to operate and protect the website, such as IP address, browser type, device information and basic request logs.

How We Use and Share Information

We use information to respond to inquiries, evaluate project fit, prepare proposals, plan and complete installations, process payments, maintain required business records and operate our website and communications.

We may share information with service providers that help us host the website, process inquiry forms, send communications, schedule work, process payments or maintain business records. They receive only the information reasonably needed to provide those services.

We do not sell personal information or share it with unrelated parties for their own marketing.

Your Privacy Choices

You may contact us to ask what personal information we hold about you or to request a reasonable correction or deletion. Some information may need to be retained for completed transactions, accounting, tax, fraud-prevention or other legal obligations.

Our services are intended for adults. We do not knowingly collect personal information from children under 13.

Responsibility

Heirloom Harvest Design is responsible for performing the services described in the approved proposal with reasonable care. We are not responsible for delay, loss or damage caused by conditions outside our reasonable control, including severe weather, unsafe site conditions, wildlife, pets, third parties, vandalism, theft or actions taken after installation.

To the fullest extent permitted by applicable law, Heirloom Harvest Design’s total responsibility for a claim related to an installation will not exceed the amount the client paid for the affected service. Nothing in these terms limits any responsibility or consumer right that cannot legally be limited.

Governing Law and Questions

These terms are governed by the laws of the Commonwealth of Virginia.

Clear expectations matter to us. If you have a question about these terms, your proposal or what is included, please contact info@heirloomharvestdesign.com.

These terms may be updated as our services and website tools change. The “Last updated” date identifies the current version.