Terms of Service
1. Who these terms are between
1.1 These terms are between Dan White, trading as SurvAIQ, a sole trader established in England ("we", "us", "SurvAIQ"), and the business named in the account registration ("you", "the Firm").
1.1a Incorporation. We intend to incorporate a limited company to operate SurvAIQ. On incorporation we may transfer this agreement to that company under clause 14.5, and will notify you. Your rights and obligations are unchanged by that transfer.
1.1b Contact. hello@survaiq.com. Our postal address is available on request by email and will be provided in writing on request.
1.2 By ticking the acceptance box, you confirm you are **authorised to enter into this agreement on behalf of the Firm**. If you are not, do not accept these terms.
1.3 These terms apply together with our [Privacy Notice], [Data Processing Agreement], [Acceptable Use Policy] and [Data Retention Policy], which form part of this agreement.
2. What SurvAIQ is — and what it is not
2.1 SurvAIQ is software. It helps your surveyors capture inspection evidence on site and produces a draft report from what they record.
2.2 **SurvAIQ does not provide surveying, valuation, structural, legal or professional advice, and is not a surveying practice.** We do not inspect properties, form professional opinions, or approve reports.
2.3 **We are not regulated by RICS and are not accredited, endorsed or approved by RICS or any professional body.** Where our software follows the structure of a published professional standard, that reflects the software's output format only. Your own regulatory status, registration and entitlements remain entirely your responsibility.
2.4 We may change, improve or withdraw features. We will give reasonable notice of any change that materially reduces core functionality.
3. Your professional responsibility — please read this clause carefully
This clause is central to the agreement.
3.1 Every report produced using SurvAIQ is your professional work product. The surveyor who signs it is responsible for it.
3.2 Report text is drafted with the assistance of artificial intelligence from the notes, ratings and evidence your surveyor records. AI-generated text may be incomplete, may misinterpret a note, or may be wrong.
3.3 You are responsible for ensuring that, before any report is signed or issued: (a) a suitably qualified person has reviewed and approved every AI-drafted passage; (b) the report reflects that person's own professional judgement; and (c) the report is appropriate for the level of service instructed by your client.
3.4 The software requires every AI-drafted passage to be approved before a report can be signed. That control supports your review; it does not replace it. Approving text without reading it does not discharge your obligation under clause 3.3.
3.5 **You must not represent to your clients that a report was produced by SurvAIQ, by us, or by artificial intelligence alone.** Reports are yours, issued under your name and your professional indemnity cover.
3.6 You must maintain professional indemnity insurance appropriate to the work you carry out, at the level required by your regulator.
4. Accounts and users
4.1 You are responsible for everything done under your account, including by your surveyors and staff ("Users").
4.2 Each User must have their own login. Logins must not be shared.
4.3 Each User must accept the Acceptable Use Policy before using the software. You are responsible for their compliance.
4.4 You must tell us promptly if you believe an account has been compromised, or when a User leaves and their access should be removed.
5. Fees and payment
5.1 There is no subscription and no commitment. SurvAIQ is charged per report. There is no monthly fee, no minimum spend, no minimum term, no contract period and nothing to cancel. If you produce no reports, you pay nothing. If you stop using SurvAIQ, you simply stop — no notice, no cancellation, no exit fee.
5.2 Free pilot period. We may provide SurvAIQ free of charge during a pilot or testing period. A free period has no minimum term and no notice period on either side: it is at our discretion and either party may end it at any time, for any reason, without notice and without liability.
5.3 We will never charge you without telling you first. No fee arises unless we have told you in writing that charging has begun and what the price is. Charges apply only to reports drafted after that point. Nothing becomes payable by default, by continued use, or by the passage of time.
5.4 What counts as one report. You are charged **once per report reference, when we first produce a drafted report for it**. That is the point at which we do the work for you.
5.4a The price is set out in our Schedule of Charges, which forms part of this agreement. Because our pricing is commercially confidential we do not publish it on our public website. You will always have it, in these three ways:
- In writing before you are charged anything. We provide the Schedule to you in
writing when your account is set up, and again before any charging begins.
- In the software at any time — your administrator can see the rates that apply to
you, and every charge raised, under Admin → Your charges.
- On request, at any time, including every superseded version so you can check what
applied at any point in the past.
The Schedule always shows the current price and the date it took effect. If you ever cannot see it, ask us and we will send it the same working day.
5.4b **The price that applies to a report is the price in force on the day it is first drafted, and it is recorded against that report. A later price change never alters what an earlier report was charged.**
5.5 What is included in that one charge — at no extra cost:
- Every redraft. Regenerate the report as many times as you like; you are charged once.
- Every correction. Reopening a signed report to issue a corrected version is free —
the corrected version carries the same report reference.
- Signing, downloading and re-downloading the Word file and the PDF.
- Storage and retention of the signed report and its evidence for the retention period.
5.6 You are not charged for:
- Capturing a survey, taking photographs, or any work on site.
- A survey you never ask us to draft a report for.
- A report you cancel. If you delete the survey within 48 hours of the first
draft, the charge is cancelled. This is here so that a job which falls through, or a draft produced in error, costs you nothing.
5.7 Why charging is at drafting rather than at signature. Producing the draft is the work we do and the cost we incur. Charging at that point keeps the price low and the terms simple: one report, one charge, unlimited redrafts. It also means the price does not have to carry the cost of drafts that are produced but never used.
5.8 Fees are exclusive of VAT.
5.9 We invoice monthly in arrears for reports first drafted that month. Payment terms are [30] days from invoice date. Each invoice lists the report references charged.
5.10 We may charge interest on overdue sums under the Late Payment of Commercial Debts (Interest) Act 1998.
5.11 Price changes. We may change the Schedule of Charges on 30 days' written notice, sent to your billing contact by email and shown in the software. A new price applies only to reports first drafted on or after the date it takes effect — work already drafted keeps the price recorded against it (clause 5.4b). You do not need to accept or cancel anything: if you do not want to pay the new price, ask us to draft no further reports. We keep every superseded Schedule and will provide it on request.
6. Data protection
6.1 In respect of personal data contained in your surveys — property details, photographs, occupier information — you are the controller and we are the processor. We process that data only on your documented instructions.
6.2 Our respective obligations are set out in the Data Processing Agreement, which is incorporated into these terms.
6.3 You confirm that you have a lawful basis for collecting the personal data you put into SurvAIQ, and for us processing it on your behalf — including, where relevant, photographs of occupied homes and any information residents give about their health or circumstances.
6.4 We hold data in the United Kingdom. We will tell you before that changes.
6.5 AI processing. Report text is drafted using a third-party AI service. Before any content is sent, we replace personal identifiers with placeholder tokens, so the AI service does not receive names, addresses or contact details. Your content is not used to train third-party AI models.
7. Retention, evidence integrity and deletion
7.1 Once a report is signed, that report and the evidence supporting it are sealed: they cannot be altered or deleted through the software, by you or by us in the ordinary course. Corrections are issued as a new version, and the signed original remains on record. This protects the evidential value of your work.
7.2 We retain signed reports and their evidence for the period set out in our **Data Retention Policy (default: 15 years** from signature, reflecting RICS guidance on retaining files to defend claims). You may agree a different period with us in writing.
7.3 Unsigned surveys you delete are recoverable for 30 days and then permanently removed, including photographs.
7.4 On termination, you may export your data for [90] days. After that we may delete it, except signed reports and their evidence, which we retain for the period in clause 7.2 so that both parties can defend claims.
7.5 If you ask us to delete data before the retention period ends, we may refuse where we reasonably need it to establish, exercise or defend legal claims. We will tell you if we do, and why.
8. Intellectual property
8.1 You own your content — your survey data, photographs, notes and the reports you produce. We claim no ownership of them.
8.2 You grant us a licence to host and process that content only so far as needed to provide the service, keep it secure, and meet our legal obligations.
8.3 We own the software, including its templates, prompts, workflows and any improvements. Nothing here transfers those to you.
8.4 We may use anonymised, aggregated usage statistics to improve the service. These will never identify you, your clients, or any property.
8.5 You must not copy, reverse engineer, resell or white-label the software without our written permission.
9. Liability
9.1 Nothing in this agreement limits liability for: death or personal injury caused by negligence; fraud or fraudulent misrepresentation; or anything else that cannot be limited by law.
9.2 We are not liable for: the content, accuracy or adequacy of any report you issue; any professional negligence claim arising from a survey; loss of profit, revenue, business, goodwill or anticipated savings; or any indirect or consequential loss.
9.3 Cap. Subject to 9.1, our total liability arising out of this agreement in any 12-month period is limited to the **greater of (a) the fees you paid us in the 12 months before the claim, and (b) £[5,000]**.
9.4 Availability. We aim to keep the service available but do not guarantee uninterrupted or error-free operation. No service credits apply. During any free trial the service is provided "as is".
9.5 You must notify us of any claim within [12] months of becoming aware of it.
10. Indemnity
10.1 You will indemnify us against claims brought by your clients, or by any third party, arising from a report you issued — except to the extent the claim results from our breach of this agreement.
10.2 This reflects clause 3: the professional work is yours.
11. Confidentiality
11.1 Each party will keep the other's confidential information confidential and use it only for this agreement.
11.2 This does not apply to information that is public through no fault of the receiving party, or that must be disclosed by law.
12. Term and termination
12.1 This agreement runs until terminated.
12.2 You may stop using SurvAIQ at any time. There is nothing to cancel and no notice is required. Reports already drafted for you remain invoiced under clause 5.
12.3 We may terminate on 60 days' written notice, or immediately if you materially breach these terms and do not fix it within 14 days of being asked, or if you become insolvent. During a free pilot period clause 5.2 applies instead — either party may end it at any time without notice.
12.4 On termination your access ends, subject to the export period in clause 7.4.
12.5 Clauses 3, 6, 7, 8, 9, 10, 11 and 14 survive termination.
13. Changes to these terms
13.1 We may update these terms. For material changes we will give 30 days' notice by email and in the software.
13.2 Continuing to use SurvAIQ after a change takes effect means you accept it. If you do not accept, you may terminate under clause 12.2.
13.3 We keep a record of which version each account accepted, and when.
14. General
14.1 Governing law. England and Wales.
14.2 Jurisdiction. The courts of England and Wales have exclusive jurisdiction.
14.3 Entire agreement. This agreement and the documents it incorporates are the whole agreement between us, and replace anything said or written beforehand.
14.4 No partnership. Nothing here creates a partnership, agency or employment relationship.
14.5 Assignment and transfer on incorporation. You may not assign without our written consent. We may assign or novate this agreement to a limited company formed to operate the SurvAIQ business, or on a sale of the business, on written notice to you.
14.6 Third parties. No one other than the parties may enforce these terms.
14.7 Severance. If any clause is unenforceable, the rest continues in force.
14.8 Notices. To us: hello@survaiq.com. To you: the email on your account.
Contact: hello@survaiq.com · Dan White t/a SurvAIQ (postal address on request)