Terms and Conditions

KNEXGEN LIMITED trading as Virtual Tour Specialists
Company number: 10842867
Registered office: Penrhos Manor, Colwyn Bay, LL29 7YW

Last updated: 3 September 2025

1. Introduction

These Terms and Conditions (“Terms”) govern all virtual tour, 360° photography, and related services provided by KNEXGEN LIMITED trading as Virtual Tour Specialists (“we”, “us”, “our”) to any client (“you”, “your”). By commissioning a project, you agree to these Terms.

2. Services

2.1 We create virtual tours, 360° imagery, panoramic photography, and related digital content for commercial and private use.
2.2 Services may also include editing, hosting, embedding, or publishing to third-party platforms such as Google Street View.
2.3 The scope of work will be set out in a written quotation, proposal, or project agreement.

3. Client Responsibilities

3.1 You must ensure we have lawful access to the property or location being captured.
3.2 Where applicable, you must obtain all required permissions, including property releases, model releases, or brand/trademark approvals.
3.3 You are responsible for presenting the property in the desired condition prior to the scheduled shoot. We are not responsible for staging, cleaning, or rearranging unless agreed in writing.
3.4 If a shoot cannot proceed due to lack of access, unsafe conditions, or your failure to prepare, rescheduling fees may apply.

4. Deliverables and Acceptance

4.1 Deliverables may include hosted or downloadable virtual tours, image files, or published content on third-party platforms.
4.2 Unless otherwise agreed, one round of minor edits is included. Additional edits, re-shoots, or post-production beyond the agreed scope will incur additional charges.
4.3 Deliverables are deemed accepted when we notify you of completion and you have either confirmed acceptance or used the deliverables, whichever is earlier.

5. Intellectual Property and Licensing

5.1 We retain all copyright and intellectual property rights in the virtual tours, images, and related materials we create.
5.2 Upon full payment, you are granted a non-exclusive, non-transferable licence to use the deliverables for your own promotional purposes (e.g., embedding on your website, social media, or internal marketing).
5.3 You may not sell, sub-licence, or distribute the deliverables to third parties without our written permission.
5.4 We reserve the right to use completed projects in our portfolio and for marketing purposes, unless you expressly object in writing before the project begins.

6. Hosting and Third-Party Platforms

6.1 If we provide hosting for your virtual tours, this is supplied on an ongoing subscription basis. Hosting may be suspended if payment is not received.
6.2 Hosting availability is subject to routine maintenance and internet/network conditions outside our control.
6.3 Where we publish to third-party platforms (such as Google Street View), you acknowledge that we cannot guarantee availability, uptime, or continued placement, as these are subject to third-party policies.

7. Fees and Payment

7.1 Fees will be confirmed in writing before work begins.
7.2 Unless otherwise stated, a deposit may be required before scheduling a shoot. Remaining fees are due upon delivery of the first draft or completed project.
7.3 Ongoing hosting or subscription fees are billed monthly or annually in advance, with payment due between the 24th and 28th of the billing month.
7.4 All charges are exclusive of VAT and other applicable taxes.
7.5 Late payments may attract statutory interest and recovery costs in accordance with the Late Payment of Commercial Debts (Interest) Act 1998.

8. Cancellations and Rescheduling

8.1 You may cancel or reschedule a shoot with at least 48 hours’ notice.
8.2 Cancellations with less than 48 hours’ notice may incur a cancellation fee of up to 50% of the agreed fee.
8.3 In the event of poor weather or unsafe conditions, we may reschedule without penalty.

9. Liability

9.1 Nothing in these Terms limits liability for death or personal injury caused by negligence, fraud, or other liability that cannot be excluded by law.
9.2 Subject to clause 9.1, our liability in any 12-month period is limited to the total fees paid by you during that period.
9.3 We are not liable for:

• indirect or consequential losses,

• loss of profits, business, goodwill, or data,

• downtime, removal, or policy changes on third-party platforms,

• delays caused by factors outside our control (including weather, access restrictions, or network outages).

10. Data Protection

10.1 We may process personal data (e.g., property details, location information, contact data) in delivering services.
10.2 We will comply with the UK GDPR and Data Protection Act 2018.
10.3 Further information is set out in our Privacy Policy available on our website.

11. Complaints and Disputes

11.1 Complaints should be submitted via our customer portal at hub.virtualtourspecialists.co.uk or by email to hello@virtualtourspecialists.co.uk.
11.2 We will aim to resolve complaints fairly and promptly.
11.3 These Terms are governed by the laws of England and Wales. Disputes shall be subject to the exclusive jurisdiction of the English and Welsh courts.

12. General

12.1 We may update these Terms from time to time. Updated versions will be published on our website.
12.2 You may not assign your rights without our written consent. We may subcontract work (such as specialist photography) but remain responsible for delivery.
12.3 Notices may be sent by email or to our registered office address.
12.4 If any clause is found invalid, the remainder of these Terms will continue to apply.

KNEXGEN LIMITED trading as Virtual Tour Specialists