Terms & Conditions
Virtual Tours North East
1. Booking & Confirmation
1.1 A booking is confirmed only upon written acceptance (via email or signed agreement) and may require a deposit.
1.2 We reserve the right to decline bookings at our discretion.
2. Fees & Payment
2.1 A detailed quotation will be provided and must be accepted prior to the commencement of work.
2.2 Full payment is required within 28 days of the virtual tour being made available and an invoice issued. During this time, the tour will be hosted for your review. We reserve the right to withdraw the tour or delay data delivery if payment is not received.
2.3 Late payments may incur interest under the Late Payment of Commercial Debts (Interest) Act 1998.
2.4 Payment is accepted via electronic bank transfer only. Payment of the invoice constitutes acceptance of all supplied work. Any post-payment amendment requests will incur an additional hourly charge. A surcharge of 10% per overdue week will apply to payments made after 28 days.
2.5 Hourly rate: £75 + VAT
2.6 All prices are subject to VAT at the prevailing rate.
2.7 Annual Hosting Plan: Hosting is required to keep your virtual tour live on Matterport’s servers. Details of hosting duration and fees are outlined in your most recent invoice.
2.8 You may cancel your annual hosting subscription at any time. Please note: fees are not pro-rated. Cancellations after the renewal invoice date are non-refundable.
2.9 Hosting cancellations must be submitted via email to enquiries@virtualtoursnortheast.uk before the renewal date to avoid automatic invoicing at £99 + VAT.
2.10 Upon cancellation, your tour will remain accessible until the current hosting term expires. It will then be removed from Matterport servers. To request earlier removal, contact us by phone or email.
3. Expenses
3.1 All quotes include reasonable expenses unless otherwise stated. Clients are responsible for any additional costs arising from changes or unforeseen circumstances.
3.2 Travel and accommodation charges may apply for properties outside of Newcastle upon Tyne and will be agreed in advance.
4. Cancellations and Rescheduling
4.1 Cancellations made more than 72 hours before the appointment will not incur a fee.
4.2 Cancellations within 72 hours of the shoot will be charged at 100% of the agreed fee.
4.3 Rescheduling requests with more than 72 hours’ notice must be submitted via phone or email. Any non-refundable costs already incurred (e.g., travel or hotel bookings) will be charged to the client.
5. Access & Preparation
5.1 Clients are responsible for ensuring access to the property at the agreed time.
5.2 Failure to provide access may result in a full charge plus any additional expenses.
5.3 Properties must be clean, tidy, and ready to shoot. We do not provide cleaning or staging services.
5.4 Clients are responsible for property preparation. The Photographer will scan the property as presented. Delays caused by on-site preparation may incur additional fees or require a return visit at an extra charge (minimum half-day rate).
5.5 Health and safety on site is the client’s responsibility. The Photographer may cease work if their safety is at risk. Delays caused by unsafe conditions will be billed at £75 per hour.
5.6 Any persons under 18 appearing in photos or scans must have written consent from a parent or guardian. This should be arranged in advance.
6. Weather
6.1 Adverse weather conditions may require a reshoot. Additional visits may incur extra charges.
7. Delivery of Services
7.1 Virtual tours will be delivered within three working days after scanning, unless otherwise stated. We will notify you of any unexpected delays.
7.2 Final deliverables include a secure viewing link or embed code compatible with most websites. (Clients are responsible for embedding the tour on their website.)
7.3 Access to the shareable tour link (via MyMatterport) will be provided at completion.
7.4 Clients have two weeks post-delivery to provide a single round of comments. Additional comments or edits after this period may incur charges.
8. Hosting and Storage
8.1 Virtual tours are hosted by Matterport. We accept no liability for downtime or data loss resulting from third-party hosting. The initial 12-month hosting is included in your package. Annual renewals are billed automatically unless cancelled in writing beforehand.
8.2 By using Matterport’s technology, you agree to Matterport’s Terms of Service and Terms of Use (see: https://matterport.com/legal/terms-of-service/ and https://matterport.com/terms-of-use/).
8.3 3D services are hosted on Matterport’s proprietary servers and platform.
8.4 We make commercially reasonable efforts to maintain platform access but do not guarantee availability.
8.5 Access to your hosted tour is only available for the agreed hosting term.
9. Limitations of 3D VR Technology
9.1 Matterport scanning is designed for indoor and limited exterior spaces. Outdoor performance depends on lighting and environmental conditions.
9.2 Captured imagery cannot be edited post-production. Clients must remove sensitive items prior to scanning. Minimal ‘smudging’ of confidential areas may be possible.
9.3 Moving objects during capture can cause stitching errors. All objects should remain still during scanning.
9.4 Reflective surfaces and strong sunlight may reduce accuracy.
9.5 We are not liable for minor stitching errors or visual distortions inherent to the technology.
9.6 We are not responsible for data loss due to Matterport server issues.
9.7 The scans are for visual representation only and not intended as precise measurement tools.
10. Data Delivery and Responsibilities
10.1 Processed virtual tours are delivered via link or embed code, typically within 48 hours. Floorplans (if ordered) are sent by email.
10.2 Clients are responsible for the maintenance and operation of their websites.
10.3 We make no guarantee of hosting beyond the agreed term. Renewal is your responsibility.
10.4 Clients may request that tours be made public or private during the hosting term via written request.
10.5 If no feedback is received within five days of delivery, the project will be considered accepted.
11. Point Cloud Data (Matterport Pro3 Camera)
11.1 Disclaimer: Matterport point cloud data is not survey-grade and should not be used for precise applications such as legal, construction, or engineering decisions.
11.2 Accuracy:
Relative accuracy is suitable for conceptual design and planning.
Tolerances typically range from ±20mm to ±50mm, subject to environment and scan quality.
Accuracy may be affected by reflective surfaces, open spaces, obstacles, or incomplete scans.
11.3 Third-Party Use: We are not responsible for how data is interpreted or used in external platforms (e.g., Autodesk ReCap).
11.4 No Warranty: The data is provided “as-is” with no warranties regarding fitness for any specific purpose.
11.5 Client Obligations:You must notify us of intended data use prior to scanning.
Data is not certified by a licensed surveyor or engineer.
Do not use the data for legal or construction purposes without third-party verification.
11.6 Liability: We are not liable for any errors, delays, or damages resulting from use of point cloud data.
12. Copyright
12.1 All content remains the intellectual property of Virtual Tours North East until full payment is received. The company Virtual Tours North East reserves the right to use all material from the virtual tour for marketing purposes including use of material and virtual tour on Virtual Tours North East and 5EDGE Architectural Services websites unless requested by the client.
12.2 Clients are granted a non-exclusive license to use the content for the pre-agreed purposes. Content may not be altered, transferred, or resold without written permission.
12.3 A license for internal use of 3D scan and point cloud data is granted upon full payment.
13. Liability & Indemnity
13.1 Clients are responsible for obtaining necessary permissions and indemnify us for any legal costs arising from failures to do so.
13.2 Clients indemnify us against any misuse of delivered materials.
13.3 We hold Public Liability Insurance up to £1,000,000.
13.4 Our liability is limited to fees paid for the specific service.
13.5 We are not liable for indirect, consequential, or third-party hosting issues.
14. Governing Law
14.1 These Terms are governed by the laws of England and Wales.
14.2 All disputes are subject to the exclusive jurisdiction of English and Welsh courts.
15. Termination
15.1 Either party may terminate the agreement in writing. Clients are liable for completed work up to the termination date.
15.2 Breaches of these terms may result in immediate termination without refund.
16. Force Majeure
16.1 We are not liable for delays caused by events beyond our control (e.g., weather, illness, travel disruption).
17. Variation & Severability
17.1 No changes to these terms shall be valid unless agreed in writing. If any provision is deemed invalid, the remainder shall remain enforceable.
18. Contact
18.1 For all correspondence: enquiries@virtualtoursnortheast.uk