Terms and conditions
The terms under which we provide our surveying services.
Last Updated: 12 Jan 2026
- Definitions
Instruction or Tender Acceptance Form – any written confirmation, or other document that details the agreed Service(s) and forms part of the Contract, signed or otherwise accepted by the Client.
Company – refers to Redbox Surveys Ltd (Company no. 07440543, registered office at Unit 8, Mallard Court, Mallard Way, Crewe, CW1 6ZQ. VAT no: 199433756).
Quotation/Tender Acceptance Form – The document we provide detailing our services, prices and limitations (including the exclusions detailed herein).
Contract – these Terms & Conditions/Terms, together with the Quotation, Tender Acceptance Form or any equivalent agreement.
Client – you, any individual, business, or organisation engaging the Company, including those acting as agents for others.
Site – the location where the Company will perform the Service(s) as specified in the Tender Acceptance Form.
Service(s) – any survey-related service provided by the Company, including (but not limited to) air, land, topographic, hydrographic, measured building, or underground (utility/GPR/CCTV) surveys.
Data – all outputs supplied by the Company (including but not limited to: drawings, reports, files, or media in any format).
Price or Fee – the cost(s) for our Service(s), including cancellation fees.
Writing – includes letter, fax, email, and other recognised written forms of communication.
Start date – The date that a project commences on site, unless the project is desk-based only, in which case the start date shall be the date of instruction.
- Formation & Acceptance of Contract
2.1. The Contract becomes binding once any of the following occur: the Client accepts a Quotation, or Tender Acceptance Form (whether verbal, or written); the Company’s staff or representatives attend the Site to begin the Service(s); delivery of any Data to the Client by the Company.
2.2. The Client may only cancel by compensating the Company as follows: cancellation 5 working days or less before start date: 20% of total fee; cancellation within 24 to 48 hours before the start date: 50% of total fee; cancellation within 24 hours or less of the start date: 75% of total fee; if work has commenced: at least 85% of total fee. For the avoidance of any doubt, work commences from mobilisation.
2.3. If the Client has their own Terms & Conditions, they must be disclosed in writing at the quotation or tender stage; otherwise, these Terms will prevail.
2.4. The Client must provide all relevant information to enable the Company to carry out the Service(s). If the client does not provide all relevant information, we may deem this contract cancelled and the above cancellation fees will apply.
2.5. The Client is responsible for arranging Site access. If access is denied a £500 re-mobilisation fee will apply. If the client cancels the project, the above cancellation fees will apply.
2.6. The Client warrants that all instructions and specifications provided are accurate and complete.
2.7. Quotations remain valid for 30 days unless withdrawn or amended sooner, in which case the latest quotation shall apply.
- Assignment & Subcontracting
3.1. The Company may sub-contract part, or all of the Service(s,) but will remain responsible for their completion to the agreed standard.
- Health & Safety
4.1. The Client must ensure the Site is safe and meets all health and safety requirements.
4.2. The Client must inform the Company of any Site-specific safety rules or access restrictions.
- Payment
5.1. All Prices stated herein exclude VAT unless otherwise stated. VAT is applied at the point of invoice.
5.2. Interim billing may be applied for ongoing projects. This can be agreed by collateral contract.
5.3. Payment is due within 7 days of invoice unless agreed otherwise. Late payment may result in recovery action, with all associated costs charged to the Client.
5.5. Interest may be charged on overdue amounts at 8% above the Bank of England base rate (from the point of project start), per month, compounded against all overdue invoices.
5.6. Invoices are deemed settled once cleared funds are received in GBP.
5.7. Responsibility for payment remains with the Client even if a third party is designated to pay.
5.8. If invoicing details require amendment after issue, an administration charge of £95 + VAT may apply.
- Delivery of Data
6.1. Delivery is deemed complete when Data is provided in the agreed format to the Client or a nominated third party.
6.2. The Company is not liable for any consequential and/or economic losses resulting from late or failed delivery.
6.3. Any issues requiring correction must be reported in writing within 45 days of delivery. If no error is found, the Client must reimburse the Company’s reasonable costs.
- Force Majeure
7.1. If the Company is unable to deliver due to events beyond its control, it may consider the Contract fulfilled or partially fulfilled and invoice accordingly.
7.2. Examples include (but are not limited to): natural disasters, war, transport disruption, strikes, labour shortages, equipment breakdown, extreme weather, or government actions.
- Liability & Insurance
8.1. The Company maintains insurance cover of: £5,000,000 Public Liability, £10,000,000 Employers’ Liability, £2,000,000 Professional Indemnity. Certificates of insurance are available on request.
8.2. The Company’s whole liability shall be limited to the Company’s Fee as detailed in the accepted Quotation or £5000, whichever is lesser.
- Intellectual Property
9.1. Data supplied before full payment is under a temporary 30-day licence; copyright remains with the Company until payment clears.
9.2. Once fully paid, the Client receives a non-transferable licence to use the Data. The Company may reuse raw data for other purposes.
9.3. No third party may use the Data without the Company’s written consent, which will not be withheld unreasonably.
9.4. If data is used in breach of contract, the Company shall be entitled to charge an additional fee of 50% of the total agreed quotation.
9.5. All trademarks, copyrights, and proprietary rights remain the Company’s property.
9.6. Intellectual property created for the Service(s) remains with the Company unless otherwise agreed.
9.7. Both parties indemnify each other against claims of IP infringement caused by supplied materials or instructions.
- Accuracy & Corrections
10.1. Any work deemed non-compliant with the agreed specification must be returned within 60 days for correction.
10.2. If the work meets the agreed standard, the Client must cover any costs incurred by the Company in checking it.
- Supply of Data & Archiving
11.1. Unless agreed otherwise, the Client will receive one set of digital drawings. Additional copies may incur a fee (guideline: £350 + VAT).
11.2. Archived data retrieval is subject to a charge of 25% of the original fee or £350 + VAT, whichever is greater.
11.3 The Company shall only retain project data for as long as is necessary, with a presumed 6-month period applying from project completion.
- Additional Costs
12.1. Any extra work, specialist equipment hire, or additional services outside the original scope will be charged separately, subject to prior agreement.
12.2. Quoted fees do not include time for inductions or meetings unless specified; these may incur extra charges.
- Confidentiality
13.1. Both parties shall treat all information relating to the Contract as confidential, subject to clause 9 above.
- Warranties
14.1. Accuracy warranties apply only to the scale and tolerances specified for the Service(s).
14.2. The Company may restrict warranty coverage to specific parties and periods.
- Jurisdiction
15.1. Delay or non-enforcement of any term does not constitute a waiver of rights.
15.2. The Contract is governed exclusively by jurisdiction of the laws of England and Wales,.
- General Provisions
16.1. References to legislation include amendments, re-enactments, and related subordinate legislation.
16.2. Words in the singular include the plural, and vice versa.
16.3. References to one gender include all recognised genders.
16.4. Headings are for reference only and do not affect interpretation.
16.5 If a provision within this agreement is deemed unenforceable, the remaining provisions shall survive.