Thermography Services (UK) General Terms and Conditions

Thermography Services (UK) is a trading name of VisualChaos Studios Ltd. These Terms of Business comprise the common core (sections 1 to 14) and the Schedule of Service Terms for Thermography Services (UK).

1. Who We Are And How These Terms Apply

1.1 “We”, “us” and “the Company” means VisualChaos Studios Ltd, registered in England and Wales, company number 04031236, registered office The Studio, Chart Cottage, Turners Hill Road, Crawley Down, West Sussex RH10 4HG. Thermography Services (UK) is a trading name of VisualChaos Studios Ltd.

1.2 “You” and “the Client” means the person or organisation named in our quotation. “Scope of Services” means the description of the work in our quotation, any written brief it references, and any Scope of Services document agreed between us for the engagement. “Deliverables” means the reports, imagery, thermograms, video, data, files and any physical items we supply under the engagement.

1.3 These terms, together with the Schedule of Service Terms below and the Scope of Services, form the agreement between us for the engagement. Where we have signed a Services Agreement, Scope of Services, framework agreement, NDA or any other contract with you, that signed document takes priority over these terms to the extent of any conflict. Terms printed on or referenced by your purchase order or other documents do not apply unless we have accepted them in writing.

1.4 Our Privacy Policy, AI Policy and Copyright and Image Rights Policy are published at www.thermographyservices.co.uk. Where these terms refer to them, the version current at the date of the quotation applies.

2. Quotations And Engagement

2.1 Quotations are valid for 30 days from their date, after which we may revise them. Fees are stated exclusive of VAT, which is added where applicable, and exclusive of expenses unless the quotation says they are included.

2.2 An engagement begins when you accept our quotation in writing (email is sufficient) or pay any deposit or booking fee it specifies. Acceptance of the quotation is acceptance of these terms.

2.3 Work outside the Scope of Services is quoted and agreed separately before it is undertaken.

3. Services, Reports And Deliverables

3.1 The services we provide, and the service-specific terms that apply to them, are set out in the Scope of Services and the Schedule below.

3.2 Findings, opinions and recommendations in any report or deliverable are professional judgement based on the conditions observed at the time of the work, using the stated methodology. They are not a guarantee of the future condition or performance of any asset.

3.3 Reports are prepared for you alone and for the purpose stated in the Scope of Services. No other person may rely on a report without our prior written consent, and we accept no duty of care to anyone other than you and any party a report expressly permits to rely upon it. Any such reliance is subject to these terms, including the limitation of liability, as if that party were you.

3.4 We issue Deliverables on completion of the work, before payment, so that you have them promptly. Section 8 sets out what that does and does not give you until our invoice is paid.

4. Your Obligations

4.1 You will provide safe access to the site and subjects of the work, any inductions or permits required, and accurate information about the site, its hazards and its systems. Each of us will comply with applicable health and safety law.

4.2 Where the work is on land or property you do not own or control, you are responsible for obtaining the owner’s or operator’s permissions, and for any consents required from people who may appear in imagery.

4.3 If access, permissions, information or site conditions prevent or restrict the work, we will complete what can safely and lawfully be completed, and any return visit is chargeable.

4.4 You warrant that any materials, information or instructions you supply do not infringe any third party’s rights, and you will indemnify us against claims, losses and costs arising from your use of the Deliverables outside the Scope of Services or from materials you supply.

5. Site And Weather Dependency

5.1 Work carried out on site or outdoors may depend on weather and site conditions. Where conditions on the day prevent work that meets our methodology’s or brief’s requirements, we will postpone rather than deliver a substandard result. Postponement for this reason is not a cancellation by either party, and we will agree a new date with you. Service-specific conditions are set out in the Schedule.

5.2 The decision of our professional on site is final on any matter of safety or legality. We will never carry out work that is unsafe or unlawful, whatever the commercial consequence.

6. Fees, Invoicing And Payment

6.1 Fees are as quoted. Unless the quotation sets out a different payment schedule, we invoice on delivery of the Deliverables, and each invoice is payable within 7 days of its date. Deposits and booking fees are invoiced on acceptance of the quotation.

6.2 Deposits and booking fees, where specified, secure the booking and are not refundable if you cancel, except as set out in section 7.

6.3 If an invoice is not paid when due, we may charge interest, compensation and reasonable recovery costs under the Late Payment of Commercial Debts (Interest) Act 1998, we may suspend work and withhold Deliverables not yet issued, and we may withdraw Deliverables already issued under section 8.5.

6.4 No licence, permission or title in any Deliverable passes to you until every invoice for the engagement has been paid in full (section 8).

7. Cancellation And Postponement

7.1 If you cancel with more than 7 days’ notice before the booked date, we will refund any payment beyond costs we have already incurred (for example travel bookings, hire, permissions or planning work), which are chargeable.

7.2 If you cancel with 7 days’ notice or less, we may charge up to 50% of the agreed fee plus costs already incurred. If you cancel within 48 hours of the booked date, or once work has begun, we may charge 100% of the agreed fee.

7.3 We may postpone or cancel where completing the work would be unsafe, unlawful or professionally improper (including the grounds in section 5), or in the event of illness, equipment failure or other circumstances beyond our reasonable control. In that case we will offer the next available date, or refund payments for work not performed, and that refund is the limit of our liability for the postponement or cancellation.

8. Deliverables, Copyright, Licence, Title And Withdrawal

8.1 Copyright and all other intellectual property in the Deliverables belongs to and remains with the Company, as author, under the Copyright, Designs and Patents Act 1988. Commissioning and paying for work does not transfer copyright unless a written assignment says so.

8.2 On payment in full of every invoice for the engagement, you receive a licence to use the Deliverables for the purpose stated in the Scope of Services. Payment in full is a condition that must be satisfied before any licence comes into existence. Until it is satisfied, no licence or permission of any kind exists, any use of the Deliverables is unlicensed and infringes our copyright, and title in any physical items (drives, prints, media) remains with us. Delivery of a Deliverable to you, by email, file transfer, portal, physical media or any other means, is not a grant of a licence and does not waive this condition. If a payment is later reversed, charged back, recalled or set aside, any licence it brought into effect ends automatically on the reversal. Unless the quotation says otherwise, the licence is non-exclusive, non-transferable and does not permit resale, sub-licensing or use of the Deliverables to train or develop any artificial intelligence or machine learning system.

8.3 Our position on portfolio and marketing use of imagery, and on third-party AI training on published work, is set out in our Copyright and Image Rights Policy at www.thermographyservices.co.uk. Commercial client work is only used in our portfolio in anonymised form, and we will honour any written request not to use it at all.

8.4 Three separate things depend on payment. Until every invoice for the engagement has been paid in full, none of the following passes to you, and each is separate from the others:

(a) Title. Copyright and all other intellectual property in the Deliverables remain ours under 8.1, and title in any physical items remains ours. Nothing in the Deliverables becomes your property.

(b) Use. No licence exists under 8.2, so you have no right to use, copy, publish, circulate, submit, sub-licence or otherwise deal with the Deliverables for any purpose.

(c) Certification and reliance. Any report, certificate, analysis or set of results we issue is not a current certified document of ours, does not carry our certification for any purpose, and may not be relied upon by you or by any other person for insurance, warranty, compliance, funding, sale, handover, tender or any other purpose. Reliance by any third party requires our written consent in any event, under 3.3.

We issue Deliverables before payment so that you have them promptly and can act on them. That is a convenience to you and it waives none of (a), (b) or (c). In the ordinary course nothing more is needed, because invoices are paid. Where an invoice is not paid, we may withdraw any or all of the three on written notice under 8.5.

8.5 Withdrawal on non-payment. If an invoice remains unpaid after its due date we may give you written notice of withdrawal, identifying the Deliverables affected, which of the three limbs in 8.4 we are enforcing, and the sum outstanding. The notice gives you 7 days from its date to pay in full. If we do not receive payment in that time, then from the end of that period until the engagement is paid in full you must:

(a) stop using the affected Deliverables for every purpose, including internal use;

(b) remove them from every website, portal, shared drive, asset register, management system, handover pack, tender submission and any other place where they are published, circulated or held for use;

(c) not issue, forward, publish or show them to any other person, and tell in writing anyone you have already given them to that the documents are withdrawn and must not be relied upon;

(d) delete or destroy every copy in your possession or control, except one copy you may retain solely because a law, a regulator or your insurer requires you to keep it, which you may hold for that purpose alone and use for no other;

(e) return at your cost any physical items, which remain our property; and

(f) confirm to us in writing within 14 days of the notice taking effect what you have done under (a) to (e).

Withdrawal does not reduce the sum you owe us, and it does not affect our right to recover the debt, interest, compensation and costs.

8.6 Status of a withdrawn document. A withdrawn report is not a current document of ours and must not be presented as one. We keep a record of the reports we issue and their status. If anyone asks us whether a report we have issued is current, we will answer that question truthfully and factually, and giving that answer is not a breach of section 9. We will not tell a third party the reason a document was withdrawn, and we will not disclose anything about your account.

8.7 Reinstatement on payment. Withdrawal is lifted automatically when we receive cleared funds for the outstanding balance together with any interest, compensation and reasonable recovery costs properly due. We will confirm reinstatement to you in writing within 2 working days of receipt, the licence in 8.2 takes effect, the document is restored to current status, and at your request we will confirm that to any third party you name. We charge no fee to reinstate. Where a document has been withdrawn for more than 12 months, or where the condition of the asset surveyed is likely to have changed materially in the meantime, we may decline to restore it to current status, in which case the licence in 8.2 is granted for your own record purposes only and we will offer a re-inspection, quoted separately.

8.8 Insolvency and transfer. Where the condition in 8.2 has not been satisfied, the Deliverables are not your property and are not an asset of your business. They may not be used, assigned, charged or transferred by you, by an administrator, receiver or liquidator, or by any purchaser of your business or assets, and our rights in them are unaffected by your insolvency. This section survives termination of the engagement.

8.9 Consumer clients. This section applies to you whether you contract with us in the course of a business or as a consumer. Where you contract as a consumer, the period given in the withdrawal notice under 8.5 is 14 days rather than 7, we will not ask you to certify what you have deleted under 8.5(f), and nothing in this section affects your statutory rights.

9. Confidentiality And Data Protection

9.1 Each of us will keep the other’s confidential information confidential and use it only for the engagement, except where disclosure is required by law or a regulator. This obligation continues for three years after the engagement ends. Where a signed NDA exists, its terms govern. Answering a question about whether a document we have issued is current, as described in 8.6, is not a breach of this section.

9.2 We process personal data as described in our Privacy Policy at www.thermographyservices.co.uk, in accordance with UK data protection law.

10. AI-Assisted Production

10.1 We use AI openly and under expert supervision, because it makes our work faster, more accurate, more consistent and better value. It never replaces certified judgement: every deliverable is read, checked and approved by the qualified professional who signs it, and AI does not make determinations, send communications or issue documents.

10.2 Client confidential material is processed only with pseudonymisation, or by AI services configured so that no customer content is used for model training, under the provider’s published terms and, where the service offers them, its data processing terms. No client data is used to train any AI model. Our AI Policy at www.thermographyservices.co.uk sets out the detail, and a one-page AI and Data Handling Statement is available on request.

10.3 If you require delivery without any AI involvement, we offer this as a manual service tier, quoted at the additional time and cost that way of working requires.

10.4 Our AI governance is operated in alignment with the principles of ISO/IEC 42001. Statements of alignment describe our working practice; they are not claims of certification.

11. Warranty And Liability

11.1 We warrant that our services are performed with reasonable skill and care by suitably qualified people. To the fullest extent permitted by law, all other warranties, conditions and terms, whether express or implied by statute or otherwise, are excluded.

11.2 Nothing in these terms limits or excludes liability for death or personal injury caused by negligence, for fraud, or for anything else that cannot lawfully be limited or excluded.

11.3 Subject to 11.2, our total liability to you arising out of or in connection with an engagement, however arising, is limited to the fees paid by you for that engagement, unless a higher limit is agreed in the quotation; and we are not liable for loss of profit, loss of business, business interruption, loss of data after delivery, or any indirect or consequential loss.

11.4 Any claim against us must be notified to us in writing within 12 months of the date of the Deliverable or event giving rise to it.

11.5 We hold professional indemnity and public liability insurance; details are available on request.

12. Termination

12.1 Either of us may end the engagement by written notice if the other commits a material breach that is not remedied within 14 days of being asked, or becomes insolvent. On termination you pay for work performed and costs incurred to that date, and sections 3.3, 6, 8, 9, 11 and 14 continue to apply.

13. Use Of Our Websites

13.1 Information on our websites is general information about our services and is not professional advice for any particular situation; it does not form part of any engagement unless the Scope of Services says so. We aim to keep the sites accurate and available but do not guarantee either. Links to third-party sites are provided for convenience and we are not responsible for their content. Use of site content is governed by our Copyright and Image Rights Policy.

14. General

14.1 We may use appropriately qualified subcontractors or substitute an equally competent professional where necessary; we remain responsible for the work.

14.2 Neither of us is liable for delay or failure caused by events beyond reasonable control, provided the affected party notifies the other promptly and mitigates where possible.

14.3 These terms, the Schedule and the Scope of Services (and any signed agreement per 1.3) are the entire agreement between us, and neither of us has relied on any statement not set out in them. If any part is found unenforceable, the rest continues in force. No third party has rights under the Contracts (Rights of Third Parties) Act 1999. Any variation must be agreed in writing.

14.4 If you contract with us as a consumer rather than in the course of business, your statutory rights are not affected by these terms, and where the law gives you a right to cancel a distance contract within 14 days, that right applies notwithstanding section 7.

14.5 If you have a complaint, contact us via the details published at www.thermographyservices.co.uk and we will respond within 5 working days and work with you in good faith to resolve it.

14.6 These terms and any dispute arising from them are governed by the law of England and Wales, and the courts of England and Wales have exclusive jurisdiction.

Schedule Of Service Terms, Thermography Services (UK)

S1. Survey, Analysis and Reporting. Our thermographic services follow a Survey, Analysis and Reporting methodology: we capture thermal data, analyse it against our published assessment frameworks, and report our findings with consistent classification and severity framing. We do not undertake remedial or corrective works, and nothing in a report is an instruction to carry out works.

S2. Thermographic competence and governance. All thermographic work is conducted by an ITC Level III Certified Master Thermographer, practising in accordance with the frameworks of ISO 18436-7:2014, ASNT SNT-TC-1A and ANSI/ASNT CP-105, and BINDT CMGEN Appendix B, with methodology aligned with BS EN ISO 6781-1:2023 (building envelopes) as applicable. Every report carries our governance statement.

S3. Survey conditions. Thermographic surveys depend on suitable conditions: appropriate temperature differentials for building work and adequate electrical load for electrical work. Where conditions on the day do not meet the methodology’s requirements, the postponement terms in core section 5 apply.

S4. Electrical scope. Electrical thermography is a survey activity: we inspect and report, and we do not carry out electrical remedial, wiring or testing work beyond the survey scope stated in the quotation. Surveys require panels and covers to be opened by your competent person where our scope does not include this.

S5. Classifications. Thermal anomaly classifications and severity ratings follow our published assessment framework, applied consistently across a project, including multi-day projects. Classifications are professional opinion at the time of survey per core section 3.2.

S6. Report-writing services. Where we provide report-writing services on data captured by a third party, our report is limited by the quality, coverage and documentation of the data supplied, and responsibility for capture conditions and completeness remains with the party who captured it. The report states the origin of the data.

S7. Access equipment. Where elevated access (scaffold, MEWP or similar) is required and is not in our quotation, providing it, with certification, is your responsibility.

S8. Not a substitute for statutory inspection. An electrical thermography survey identifies thermal anomalies at the time of survey; it does not certify an installation and is not a substitute for periodic inspection and testing under BS 7671 or for any statutory inspection regime. Live working during a survey takes place under your permit-to-work or safe-system-of-work arrangements.

Terms of Business v1.5 | VisualChaos Studios Ltd | Thermography Services (UK) is a trading name of VisualChaos Studios Ltd | Published 15 October 2026 | Change history available on request.