TERMS & CONDITIONS OF DIGITAL MEASURED SURVEYING SERVICES
April 2025
With exception only to a formal appointment contract the terms on which Surveybase Limited provide measured surveying services are as set out below.
1. Definitions & Interpretation
Client: The person or company named on the Order Confirmation as the Client.
Surveyor: Surveybase Limited, its Directors, Employees and Sub-Contractors.
Project Manager: The person nominated by the Surveyor to manage the service.
Lead Surveyor: The person nominated by the Project Manager to undertake the Site Survey.
Brief: The Client’s written brief on which the Surveyors quotation was constructed.
Specification: A detailed document that outlines the requirements of the service.
2. Quotations
Unless otherwise stated, the Surveyor’s quotation is fixed in value including disbursements and honoured for a period of 90 days.
3. Payment Terms
By way of appointment the Client agrees to pay the Surveyor the agreed fee in full as stated on the quotation and within the payment period stated on the Order Confirmation.
4. Appointment Procedure
Before accepting appointment, the Surveyor requires a purchase order number or the contact details of the person or company responsible for payment. On receipt of the stated information the Surveyor will release an Order Confirmation acknowledging acceptance of appointment.
5. Access Management
The Project Manager will confirm the site survey date within 48 hours of Order Confirmation. The Project Manager will organise access to the site with all interested parties. Please note that the Surveyor may delay the site survey should access challenges arise. The Surveyor reserves the right to make additional charges should the Surveyor suffer downtime due to non-planned access restrictions.
6. Service Specification
The Project Manager will submit a written Specification. The document will reflect the requirements of the Brief and is deemed the contractual basis of the service relationship. The Specification will be submitted for Client comment prior to the site survey date.
7. Variations to Specification
Variations to the Specification are to be addressed in writing (email) to the Project Manager. The Surveyor reserves the right to re-quote for Variations. Additional features not included in the Brief, Quotation or Specification will be considered a Variation.
8. Courtesy Call
The Lead Surveyor will make a courtesy call to the Site Contact / Manager within 2 days of the Site Survey. The Lead Surveyor will confirm time of arrival and the access management arrangements.
9. Cancellations
Cancellations with more than 7 working days’ notice are not subject to any cancellation charges. Any cancellation made within 5 working days of the survey date is subject to a charge of 50% of the site survey fee. Cancellations within 24 hours of the survey start date are subject to a charge of 100% of the site survey fee. For clarity, we accept your written and/or verbal instruction as formal confirmation of order.
10. Site Safety
Whilst the Surveyor has responsibility for implementing effective safe working procedures the Client, under their HSE responsibilities should ensure that known health and safety hazards have been notified to the Surveyor in advance of the site survey.
11. Hazardous Materials
The Client will provide a copy of the buildings Asbestos Record at the request of the Surveyor. The site survey may be delayed until exposure to hazardous materials has been reduced to an acceptable level.
12. Intrusive Survey
Unless stated in the Surveyors Service Specification the measured survey will be undertaken without intrusive investigation. This includes access above false or suspended ceilings, behind partitions, into attic spaces, basements, and vaults.
13. Duty of Care
The Surveyor will carry out its duties with a level of diligence and care expected of a professional measured surveying practice.
14. Letter Of Reliability
The Surveyor will provide a Letter Of Reliability at the request of the Client. Requests must be made at the point of quotation and are subject to an additional charge of £250 plus VAT.
15. Intellectual Property
Unless otherwise stated, the intellectual property created or developed by the Surveyor remains vested in the Surveyor. Only on full payment of the Surveyors invoice does the Client possess the rights to use the intellectual property. The intellectual property may not be sold or leased to a third party without the prior written consent of the Surveyor.
16. Sub-Contractors
The Surveyor retains the right to sub-contract the supply of services to an approved Sub-Contractor. The Surveyor remains wholly responsible for the acts and deliverables of the approved Sub-Contractor as if they were its own.
17. Limitation of Liability
The Surveyor can provide formal warranties at the request of the Client or as part of a signed legal contract including a Letter of Reliance. In all other circumstances the Surveyor limits its liability to the total value of the quotation.
18. Alterations To Survey Data
The Surveyor does not warrant alterations to survey data made by the Client or appointed Consultants and Contractors. This includes the connection of independent survey data to create a single survey record.
19. Communication
The Surveyor asks that project communication be made in writing (e-mail) to the Project Manager. The Surveyor is unable to validate communication received verbally or through any other channel.
20. Corrections
The Surveyor will respond to Client requested corrections as a matter of priority. The Project Manager will determine the nature of the corrections: error, omission, or addition. The Surveyor will resolve errors and omissions without charge but retains the right to seek further charges for additions.
21. Rights of Marketing
The Surveyor retains the right to advertise the completed work unless restricted within the terms of a signed legal contract or under a separate confidentiality agreement. This includes promotion of the project on the Surveyors own website and through its various social media channels.
22. Site Photography
As part of the survey procedure and often at the specific request of the Architect the Surveyor will take still photography. This is an important part of the site data capture and used in the production of 2D and 3D survey records. This information is held securely and will be deleted within 12 months of the survey completion “delivery” date.
23. Complaints Procedure
The Surveyor operates a complaints procedure in compliance with its commitment to the ISO 9001 QMS system. We ask that complaints are made in writing to the Project Manager. Your complaint will be treated as a matter or priority, and we will endeavour to achieve your full satisfaction.
24. Pandemic Clause
In the event of pandemic every precaution will be taken to reduce the risk of exposure to infection. This includes the deployment of specialist personal protective equipment PPE. However, the Surveyor takes no legal responsibility in the event of third-party infection, nor will it hold anyone responsible should an employee be infected.
