Terms of Service

Your plan sets the number of named users. A named user is an individual; logins must not be shared between people. You may reassign a seat when someone leaves.

You are responsible for your users’ actions on the account, for keeping credentials secure, and for removing access promptly when someone leaves your practice.

Accounts carry roles — Surveyor, Director and Admin — which determine what each user can do. Assigning roles appropriately is your responsibility; we enforce them, we do not set them.

Tell us without delay at support@surveydock.co.uk if you believe an account has been accessed without authorisation.

You remain solely responsible for the accuracy, adequacy and professional quality of every assessment, report and figure produced through the service, and for checking them before they are issued to a client.

You remain responsible for compliance with RICS requirements and any other professional or regulatory obligations that apply to your practice, including holding appropriate professional indemnity insurance.

Calculators, cost figures, indices, presets and default text within the service are aids. They are not professional advice, and they do not replace your own judgement or your own verification of the inputs.

As between you and us, you own everything you put into SurveyDock: your assessments, surveys, reports, client and property records, figures, photography and settings (“your data”). We claim no ownership of it.

You grant us only the licence we need to run the service for you — to store, process, transmit, back up and display your data so that the service works, and to produce the documents you ask it to produce. That licence exists for no other purpose and it ends when the data is deleted.

We will not sell your data. We will not use it to train machine learning models. We will not use it to build or market products to your clients. We will not access it except where you ask us to for support, where it is necessary to fix a fault or maintain security, or where the law requires it.

Where your data includes personal data, we act as your processor and the Data Processing Agreement forms part of these terms.

Self-service export. Throughout your subscription, any of your account administrators can export the entire account without asking us and without charge. That export includes every record type as CSV and as JSON, and your original photography at the resolution it was uploaded. No support ticket, no export fee, no notice period.

Documented format. The export format is published at surveydock.co.uk/docs/data-export and is versioned. We may add columns; we will not rename or remove one without publishing the change and keeping the previous version documented.

Handover window. When your subscription ends, for any reason, your account remains accessible for the sole purpose of exporting your data for 30 days from the date it ends. We will not withhold access to your data over a disputed invoice.

Assistance. If the self-service export cannot produce what you need within the handover window, we will help you get it, at no charge, in a format we can reasonably provide.

Deletion afterwards. At the end of the handover window we permanently delete your data from our live systems. Backups containing it are overwritten within a further 30 days. If you would rather we deleted it sooner, tell us and we will. We will confirm deletion in writing on request.

Fees are those set out in your plan or order. Unless we have agreed otherwise in writing, they are payable in advance and are exclusive of VAT.

We may change our prices, but not during a period you have already paid for. We will give at least 30 days’ notice before a change takes effect, and you may terminate under clause 9 if you do not accept it.

If an invoice is genuinely overdue we may suspend access after giving you at least 14 days’ written notice and a chance to put it right. Suspension never removes your export rights under clause 7.

Subscriptions run for the period stated in your plan and renew automatically for further equal periods unless cancelled before the renewal date.

You may cancel at any time, effective at the end of your current paid period. We do not require a reason and we do not charge an exit fee.

Either of us may terminate immediately if the other commits a material breach that is not remedied within 30 days of written notice, or becomes insolvent.

We may terminate for convenience on 90 days’ written notice. If we do, we will refund the unused portion of any fees you have paid in advance.

Clauses 5, 6, 7, 10, 11, 12 and 14 survive termination.

We will provide the service with reasonable skill and care, and will use reasonable efforts to keep it available. We do not promise it will be uninterrupted or error-free, and we may take it down for maintenance — where planned, we will give notice and choose a quiet time where we can.

We do not warrant that the service will meet every requirement of your practice, or that any figure, calculation or document it produces is fit for a particular purpose. See clause 5.

Except as expressly set out in these terms, all warranties, conditions and terms implied by statute or common law are excluded to the fullest extent the law allows.

Nothing in these terms limits either party’s liability for death or personal injury caused by negligence, for fraud or fraudulent misrepresentation, or for anything else that cannot lawfully be limited.

Subject to (a), neither party is liable for loss of profit, loss of business, loss of anticipated savings, or any indirect or consequential loss.

Subject to (a), each party’s total liability arising out of or in connection with these terms is limited to the total fees paid or payable by you in the 12 months before the event giving rise to the claim.

The limits in (b) and (c) do not apply to your obligation to pay fees, or to either party’s breach of clause 10.

These terms, together with the Data Processing Agreement and your plan or order, are the entire agreement between us on their subject matter.

You may not transfer your rights under these terms without our consent, which we will not unreasonably withhold. We may transfer ours to a successor of our business, provided your rights are not reduced.

If a clause is found unenforceable, the rest continues to apply. Failing to enforce a right is not a waiver of it.

Nobody who is not a party to these terms may enforce them under the Contracts (Rights of Third Parties) Act 1999.

Neither party is liable for failure to perform caused by events genuinely beyond its reasonable control, provided it tells the other promptly and works to resume.

These terms are governed by the law of England and Wales, and the courts of England and Wales have exclusive jurisdiction.