Terms and Conditions

All projects are bound by these terms & conditions unless prior discussion has taken place.

1.0 Quotations & Pricing

1.1 Quotations remain valid for 28 days from the date issued.

1.2 Quotations will contain any additional charges that we (Scan A Plan Limited - "Scan A Plan" ) estimate will be incurred. Should there be any extra charges during the project, we will notify the designated shoot contact prior to continuing any work.

1.3 Our pricing is subject to change without notice. This could result in an increase, or decrease in advertised or previously quoted rates. A fixed pricing plan can be agreed, although this will be subject to review every 6 months.

.0 Payment Terms

2.1 Payment types accepted are : credit, debit card or BACS.

2.2 Cancellations made within 7 working days of the agreed shoot date will be subject to a 20% fee of the total quote amount.

2.3 Cancellations made within 3 working days of the agreed shoot date will be subject to a 50% fee of the total quote amount.

2.4 Cancellations made on the day of the agreed shoot will be subject to 100% of the total quote amount.

2.5 When the first drafts are completed the client will have an initial 5 working days to request changes. On the 6th working day an invoice will be sent via e-mail with a payment term of 14 days from the date of invoice.

2.6 Unpaid or late invoices will incur a fee of 2.5% every 14 days that the account remains unpaid.

2.7 Scan A Plan reserve the right to repossess any material or services that have been associated with the project while an account remains in arrears. Continuing to display work produced by Scan A Plan will be in breach of copyright law and may result in legal action.

2.8 Large projects and/or projects covering multiple locations require a 50% deposit at least 5 working days prior to the agreed first shoot date. This cannot be refunded if the project is cancelled by you (the client) after shooting has begun.

2.9 Projects split into 2 or more separate shoots with more than 15 working days between them will be invoiced in full after the first shoot is completed.


3.0 Copyright & Usage

3.1 Scan A Plan remain the copyright holders of all work produced, this includes all:

– Photography
– Post Production
– Website Design
– Printed Media
– Virtual Tours (SWF & HTML5 formats)

3.2 Scan A Plan reserve the right to display on it’s work the standard copyright logo (c) plus year of creation and / or the words ‘Scan A Plan’.

3.3 White Label work is the only exception to point 3.2, although the work will still be subject to copyright laws and will be copyright of Scan A Plan.

3.4 All work produced by Scan A Plan can only be used as agreed during the initial project discussions. If the work produced is used in a way that may be in conflict with Scan A Plan’s working ethics or practices or used in direct competition we reserve the right as copyright holders to repossess work created.

3.5 Virtual tours created as part of our white label service and / or regular service must not be used to sell virtual tours that will not be created by Scan A Plan.

3.6 Finished tour projects may be featured within our portfolio, and at certain times, featured tours within our website and home page. This also applies to white label work.


4.0 On Site

4.1 It is the clients responsibility to ensure the locations are ‘dressed’ and suitable for the shoot and to the standard they expect. A Scan A Plan photographer will not ‘dress’ a location and will shoot the rooms as presented. Any photography that requires a re-shoot due to a lack of preparation will be charged for as per our pricing structure.

4.2 If delays are attributed to lack of preparation on the client’s side, additional charges will be made on the final invoice at our standard rate of £50 per hour.

4.3 Scan A Plan will comply with the Health & Safety procedures of the client and site owner while on site. If our photographer feels that his safety may be in danger he has the right at all times to stop work. Any delay arising from these circumstances will be charged at a rate of £50 per hour, and will be shown on the final invoice, unless otherwise agreed.

4.4 Models / live subjects used within photography / virtual tours that are under the age of 18 will need to have written permission from a parent / legal guardian. This shall be arranged prior to the shoot by the client to avoid any on site delays.

4.5 Models / live subjects used within photography / virtual tours will need to have given permission for their picture to be taken and used within the tour. This shall be arranged prior to the shoot by the client to avoid any delays on site.


5.0 Post Production

5.1 It is the responsibility of the client to ensure that the tours are suitable for their own website. Scan A Plan will assist the client’s web developers, although the final responsibility remains with the client. Any additional assistance given other than the supply of code and general fault finding will be charged at £50 per hour, and will appear on the final invoice.

5.2 When the tours are complete, the images will be made available for you to view on our website. If these are then signed off as acceptable (i.e. you give the go ahead for us to complete the project and provide the files to you for use) any further changes requested after this time will be charged at an hourly rate of £50.

5.3 Additional post production outside of the initial agreed quote will be charged at £50 per hour, with a minimum charge of £50.

5.4 Any changes to virtual tour images, skins or templates that are requested after the completion / sign off of your project will be charged at £50 per hour.

5.5 Projects are, on average, completed within 5-10 working days of the shoot date, provided that subsequent information which we require has been provided in a timely manner. This is based on a project of 10 scenes. More complex tours will vary in completion times and expected completion dates will be outlined in your quote.


6.0 Liability

6.1 Scan A Plan cannot be held responsible for any damages incurred as a result of the services provided. Scan A Plan cannot be held liable for any costs associated with failure of its performance with regards to the services produced.

6.2 Scan A Plan cannot be held responsible or liable for any costs incurred due to a delay in the production of any of our services, as due to the nature of work exact time limits cannot be specified.

6.3 These terms and conditions are subject to constant review, always ensure you have read the latest version prior to any project.


7.0 Warranty & Performance

7.1 Due to the nature of our services, Scan A Plan do not offer any warranty. If you identify any bugs or errors, these must be made clear to us within 30 days of receipt of the service.

7.2 All our tours are produced to be run on Adobe’s Flash platform or using HTML5 technology. Due to the constant changing nature of flash and HTML5, we cannot guarantee that in future updates our tours will perform as when produced. We do however always keep an eye on technological advances and always ensure our tours comply with current releases.

7.3 Flash & HTML5 performance varies on different computer setups. For example, as there are now many different browsers available on the market this may have an effect on the performance of the tour. This also applies to a machines memory, broadband speed and also the type of computer i.e. MAC, laptop, Iphone, Netbook etc. Scan A Plan cannot be held responsible for tours that do not run on some users computers.

All work on this website is © Scan A Plan Limited 2019. No work is to be reproduced without authorisation. This includes all copy, static images, graphics and interactive tours.

last updated – 07 October 2019