SurveyorSuite — Terms and Conditions

Last updated: 2026-05-07

These Terms and Conditions ("Terms") govern your access to and use of SurveyorSuite (the "Service"). Please read them carefully before registering an account or starting your free trial. By creating an account or using the Service, you agree to be bound by these Terms.

If you are accepting these Terms on behalf of a company or other legal entity, you represent that you have authority to bind that entity, and references to "you" and "your" throughout these Terms apply to that entity.

1. Definitions

In these Terms, the following words have the meanings set out below:

• "Agreement" means these Terms, together with our Privacy Policy and any other policies or notices incorporated by reference.
• "Authorised User" means any individual permitted by you to access the Service under your account.
• "Content" means any data, text, photographs, reports, annotations, or other material that you upload to, create within, or store on the Service.
• "Service" means the SurveyorSuite software application, including all features, templates, tools, and APIs made available by us, whether accessed via web browser or mobile application.
• "Subscription" means a paid plan granting you access to the Service for a defined billing period.
• "Trial Period" means the 14-day free access period beginning on the date you register an account.
• "We", "us", "our" means SurveyorSuite Ltd., a company registered in England and Wales (company number 17103482), with registered office at 4 Brading Road, London, SW2 2AN. ICO registration ZC111433. Contact: info@surveyorsuite.co.uk.
• "You", "your" means the individual or entity that has registered for or is using the Service.

2. About the Service

SurveyorSuite is a professional software tool designed to help chartered surveyors and property professionals create, manage, and export survey reports. The Service includes:

• survey report templates covering residential, commercial, and specialist survey types
• a form-based data capture engine with photo management and annotation tools
• a phrase library to assist with report writing
• PDF and DOCX export functionality
• cloud storage with offline mobile access and sync

SurveyorSuite is a productivity tool, not a source of professional advice. The Service assists you in organising and formatting your professional judgment — it does not replace it. All reports, conclusions, ratings, and recommendations produced using the Service are yours, created by you, and you remain solely and professionally responsible for them.

SurveyorSuite Ltd. is not affiliated with, endorsed by, or an approved supplier of the Royal Institution of Chartered Surveyors (RICS) or any other professional body. Any references to RICS standards or survey categories within the Service are for informational and structural guidance only.

3. Account Registration

To access the Service, you must register an account. When registering, you agree to:

• provide accurate, current, and complete information
• keep your account information up to date
• choose a strong, unique password and keep it confidential
• not share your login credentials with anyone else
• notify us immediately at info@surveyorsuite.co.uk if you suspect any unauthorised access to your account

You are responsible for all activity that occurs under your account, whether or not you authorised it. Each Subscription is for a single named user. Credential sharing is not permitted — see Section 11 (Acceptable Use).

You must be at least 18 years old to register an account. The Service is intended for business use by qualified property professionals. It is not intended for personal or consumer use.

4. Free Trial

When you register, you receive a 14-day free trial giving you full access to all features of the Service.

Card capture at registration: We collect your payment card details at the point of registration using Stripe. Your card is stored securely but is not charged during the Trial Period. If you cancel before the Trial Period ends, you will not be charged.

At the end of the 14-day Trial Period, your stored card will be charged automatically at the applicable Subscription rate unless you cancel before that date. Cancellation instructions are set out in Section 6.

We do not offer extensions to the Trial Period. Only one Trial Period per person or organisation.

5. Subscription and Fees

5.1 Pricing

The Service is available on the following Subscription plans (all prices exclusive of VAT):

VAT will be added at the applicable UK rate at the point of charge. We will issue VAT receipts for every payment.

5.2 Billing

• Monthly plans are billed every 30 days from the date your Trial Period ends.
• Annual plans are billed in full at the start of each annual term.
• All billing is handled by Stripe. By providing your payment details, you authorise us (via Stripe) to charge your card on the applicable billing dates.

5.3 Price changes

We may change our Subscription fees from time to time. We will give you at least 30 days' written notice (by email) before any price change takes effect. If you do not wish to continue at the new price, you may cancel your Subscription before the change takes effect. Continued use of the Service after a price change constitutes your acceptance of the new price.

5.4 Failed payments

If a payment fails, we will attempt to re-charge your card and notify you by email. If payment cannot be collected within 7 days of the due date, we may suspend your access until payment is made. If payment remains outstanding after a further 14 days, we may terminate your Subscription under Section 16.

5.5 Taxes

You are responsible for all applicable taxes, duties, and levies in your jurisdiction beyond UK VAT. If you are VAT-registered, you may provide your VAT number in your account settings.

6. Cancellation and Refunds

6.1 How to cancel

You may cancel your Subscription at any time from within your account settings, or by emailing info@surveyorsuite.co.uk. Cancellation takes effect at the end of your current billing period (monthly or annual). You will retain full access to the Service until that date.

6.2 No pro-rata refunds

We do not provide pro-rata refunds for unused portions of a billing period. If you cancel mid-month or mid-year, your access continues until the period ends and no partial refund is issued.

6.3 Exceptions

This does not affect any rights you may have under applicable law. In the event of a material failure of the Service that we are unable to resolve within a reasonable timeframe, we will consider refund requests on a case-by-case basis.

If you terminate your Subscription because you have raised a reasonable objection to a new sub-processor under the Data Processing Agreement (DPA §6.4) and we have not been able to resolve your concern, we will refund any prepaid fees on a pro-rata basis from the effective date of termination — by exception to the no-refund position above.

6.4 Cancellation during the Trial Period

If you cancel before the Trial Period ends, you will not be charged. Your account will close immediately on cancellation during the Trial Period.

7. Data After Cancellation

We understand that your survey data has long-term professional value. When your Subscription ends (whether by cancellation, non-payment, or termination), here is what happens:

• Months 1–12 after cancellation: Your account enters read-only mode. You can log in, view your surveys, and download any previously exported PDF or DOCX reports. You cannot create new surveys, upload photos, or generate new exports.
• At 6 months: We will send you a re-engagement email reminding you that your data is still available.
• At 12 months: We will send a final notice that your data will be deleted in 30 days.
• After 12 months: Your account and all associated Content (surveys, photos, reports) will be permanently deleted from our systems.

Billing records (invoices and payment history) are retained for 6 years from the date of each transaction, as required by HMRC.

We recommend downloading copies of all important reports before or shortly after cancellation. We are not responsible for any loss arising from failure to export your data within the 12-month window.

8. Your Data and Ownership

You own your Content. All survey data, photographs, reports, annotations, and other material that you create or upload using the Service belongs to you. We claim no intellectual property rights over your Content.

By using the Service, you grant SurveyorSuite Ltd. a limited, non-exclusive, royalty-free licence to store, process, transmit, and display your Content solely for the purpose of providing the Service to you. This licence ends when your Content is deleted in accordance with Section 7.

We act as a data processor in relation to any personal data contained in your Content (such as client names or property addresses). You are the data controller for that personal data and are responsible for ensuring you have a lawful basis to collect and process it, and that you comply with your obligations under UK GDPR and the Data Protection Act 2018. Our full data processing terms are set out in our Privacy Policy.

9. AI and Machine Learning

We believe you deserve a clear and prominent explanation of how AI features work and how your data may be used.

9.1 Voice-to-text (speech recognition)

Voice dictation in the Service uses your browser's or device's built-in speech recognition — Google (Chrome), Microsoft (Edge), Apple (Safari and iOS), or Android's built-in service — via the Web Speech API. Audio is processed by your operating-system or browser provider and is not stored or transmitted by SurveyorSuite. Each provider's handling of voice input is governed by their own privacy policy. We do not see, store, or transmit the raw audio.

9.2 Phrase library

The Service includes a curated phrase library of pre-written professional text suggestions. The phrase library is not AI-generated — it is human-authored content licensed for use within the Service.

9.3 AI-assisted report drafting (Anthropic)

The Service includes an optional AI-assisted report drafting feature. When you use this feature, the inspection notes you paste into the site-notes input are transmitted to Anthropic, Inc. ("Anthropic"), the provider of the Claude language model, to generate a draft report. The following terms apply:

• No training on your inputs by default. Anthropic's Commercial Terms of Service state that, by default, Anthropic does not train its models on Customer Content submitted via its API. SurveyorSuite Ltd. relies on this commitment and does not opt in to any feedback channel that would forward your inputs or outputs for training.
• Limited retention. Anthropic's default retention for API content is up to 30 days, after which it is automatically deleted (Anthropic Privacy Center). Where Anthropic flags content for Trust & Safety review, retention may be longer (up to two years for content, longer for safety classifiers); we have no day-to-day visibility into Trust & Safety actions. SurveyorSuite Ltd. does not retain raw prompt content beyond what is required to provide the Service and to satisfy the audit-trail obligations in §12.
• No third-party sharing for marketing or model training. SurveyorSuite Ltd. does not share your Content with any third party for marketing or model training purposes.
• Customer responsibility for input. You are solely responsible for what you paste into the site-notes input. Avoid pasting confidential client information (health, financial, dispute, or any personal data the client has not given you written consent to share with an AI system). The Service displays a guidance reminder at the point of input — review it before pasting.

By using the AI-assisted report drafting feature, you acknowledge and agree that:

• AI-generated output is a draft starting point only and is not a finished professional report.
• You must review, edit, and verify all AI-generated content before including it in any report delivered to a client or third party.
• You remain solely and professionally responsible for the accuracy, completeness, and quality of all reports you produce, including content that originated from AI drafting.
• Use of AI in survey reports must comply with the RICS Professional Standard on Responsible Use of AI (in force from 9 March 2026), including requirements for AI disclosure and named-surveyor sign-off.
• The Service automatically records every AI generation in your audit trail and pre-populates the AI disclosure block in your report. You are responsible for ensuring this disclosure is accurate before export.
• SurveyorSuite Ltd. accepts no liability for any loss, claim, or professional complaint arising from the use of AI-generated content in your reports that you have not reviewed and verified.

9.4 Internal use of anonymised data

We may use anonymised, aggregated data derived from your use of the Service to improve our products and develop new features — for example, which templates are used most often, time-to-complete metrics, and feature engagement.

We never use identifiable data. All identifying information (property addresses, client names, surveyor names) is excluded from any aggregated analysis. We do not share Content with any third party for marketing or model training. You can opt out at any time by emailing info@surveyorsuite.co.uk with the subject line "AI Training Opt-Out". We will action your request within 30 days. Opting out does not affect the Service you receive.

9.5 No AI-generated professional advice

No AI feature in the Service is designed or intended to provide professional surveying advice. Any text suggestions, phrase completions, or automated outputs are tools to support your work — they require your professional review before use. The named surveyor remains the accountable professional under the RICS Professional Standard on AI §4.2.

9.6 No warranty on AI output

AI-generated content may contain errors, omissions, fabricated details ("hallucinations"), outdated information, or content that does not reflect your own site observations. SurveyorSuite Ltd. makes no warranty, express or implied, as to the accuracy, completeness, timeliness, fitness for purpose, or non-infringement of any output produced by the AI features. You must not rely on AI output without independent professional review.

9.7 Customer indemnity for AI-assisted reports

You shall defend, indemnify and hold harmless SurveyorSuite Ltd. and its employees, officers and directors against any third-party claim, demand, loss, liability, cost or expense (including reasonable legal fees) arising from or relating to:

1. any report, professional opinion or service delivered by you or your firm to a third party, whether or not AI features were used in its preparation;
2. your failure to review, correct or accept AI output before relying on it;
3. your failure to comply with any applicable professional standard (including the RICS Professional Standard on the Responsible Use of AI in surveying practice), regulatory requirement, or law;
4. data, notes or content uploaded by you to the Service where you did not have the right or consent to do so;
5. your breach of the Acceptable Use Policy.

This indemnity survives termination of this Agreement.

9.8 AI-specific cap on liability

Without prejudice to §14 (Limitation of Liability), SurveyorSuite Ltd.'s aggregate liability arising from or related to the AI features (including the AI-assisted report drafting feature, AI suggestions, or any output from those features) is limited to the fees paid by you in the twelve (12) months preceding the event giving rise to the claim. Nothing in this clause limits liability for death or personal injury caused by negligence, for fraud or fraudulent misrepresentation, or for any other liability that cannot be limited or excluded by law.

9.9 No professional relationship with your clients

Nothing in this Agreement creates any contractual, professional, advisory or fiduciary relationship between SurveyorSuite Ltd. and your clients or any other third party. SurveyorSuite Ltd. does not provide surveying, valuation, legal, architectural or any other professional services to your clients. Any communication between SurveyorSuite Ltd. and a third party is limited to technical support for the Service.

9.10 AI provider substitution

The AI features depend on third-party AI providers. These providers may modify, suspend, rate-limit or discontinue their services at any time without notice to SurveyorSuite Ltd. SurveyorSuite Ltd. reserves the right to substitute one AI provider for another with functionally equivalent capability, modify or remove specific AI features, apply usage caps, throttle high-volume use, or suspend AI features in full while maintaining the rest of the Service. We will give you reasonable notice of a substitution of AI provider (minimum 30 days where practicable) and will update the sub-processor list accordingly. Reductions in AI feature availability do not entitle you to a refund unless the AI features are suspended for more than thirty consecutive days, in which case you may terminate the Service for the following month with no further fee.

9A. Professional Membership and PI Insurance Warranty

You warrant and represent to SurveyorSuite Ltd. that:

1. Professional membership. You hold appropriate professional membership (such as RICS, CABE, CIOB, or equivalent) for the type of survey work you produce using the Service, and that membership is in good standing for the duration of your Subscription. Where you produce a report described as RICS-aligned, you warrant that you are personally entitled to produce reports under that RICS Standard.
2. Professional indemnity insurance. You hold and maintain professional indemnity insurance at a level appropriate to the work you produce using the Service and consistent with the requirements of your professional body.
3. Authority. You are personally qualified to produce the reports you sign off using the Service, and you do not delegate sign-off to any person who is not so qualified.

You shall indemnify and hold harmless SurveyorSuite Ltd. against any loss, claim, regulatory action or expense (including reasonable legal fees) arising from a breach of any warranty in this §9A — including any claim that arises because you produced a report described as conforming to a professional standard you were not entitled to apply.

This warranty and indemnity survive termination of this Agreement.

10. Intellectual Property

10.1 Our intellectual property

The Service, including its software, code, design, templates, phrase library content, branding, and documentation, is owned by SurveyorSuite Ltd. and protected by intellectual property laws. We grant you a limited, non-exclusive, non-transferable licence to use the Service during your Subscription solely for your internal business purposes.

10.2 Your intellectual property

As stated in Section 8, you retain full ownership of your Content.

10.3 Phrase library

The standard phrase library provided within the Service is licensed to you for use within the Service only. You may not extract, reproduce, or publish the phrase library content outside of the Service, or incorporate it into any competing product.

10.4 Feedback

If you provide us with suggestions, ideas, or feedback about the Service, you grant us the right to use that feedback without restriction or compensation to you.

11. Acceptable Use

You agree to use the Service only for lawful purposes and in a manner consistent with these Terms. You must not:

• use the Service to create, store, or transmit any content that is unlawful, fraudulent, defamatory, or infringes the rights of any third party
• share your login credentials with any other person (each licence is for a single named user)
• attempt to reverse engineer, decompile, disassemble, or otherwise derive the source code of the Service
• use the Service to develop a competing product or service
• attempt to gain unauthorised access to any part of the Service or its underlying infrastructure
• use automated scripts, bots, or tools to scrape or extract data from the Service
• upload malicious code, viruses, or anything designed to disrupt or damage the Service or other users
• misrepresent your identity or professional credentials when using the Service
• use the Service in any way that could bring SurveyorSuite Ltd. into disrepute

We reserve the right to suspend or terminate accounts that breach these acceptable use requirements — see Section 16.

12. Professional Responsibility Disclaimer

SurveyorSuite is a software tool that helps you write and manage survey reports. It is not a source of professional, legal, or surveying advice, and it should not be treated as one.

You are solely responsible for:

• the professional accuracy and completeness of all reports you produce using the Service
• any professional opinions, ratings, valuations, or recommendations contained in those reports
• reviewing, verifying, and approving all content before sending any report to a client or third party — including content pre-populated from the phrase library, auto-filled data from external sources (such as EPC ratings), and any AI-assisted text
• ensuring your use of the Service complies with applicable RICS standards, professional indemnity requirements, and regulatory obligations
• maintaining adequate professional indemnity insurance

SurveyorSuite Ltd. expressly disclaims any liability arising from errors in reports that you have not properly reviewed, or from any client's reliance on a report you have produced.

13. Service Availability

We aim to provide a reliable, high-quality service and will use reasonable commercial efforts to keep the Service available. However:

• we do not guarantee that the Service will be available 100% of the time, free from errors, or free from interruption
• we may take the Service offline periodically for maintenance, updates, or to respond to security incidents. Where possible, we will give you advance notice of planned downtime
• availability may be affected by factors outside our control, including third-party infrastructure failures (see Section 18.4 on force majeure)

We will communicate service incidents and maintenance windows through our website and by email where disruption is significant.

14. Limitation of Liability

14.1 What we are not liable for

To the fullest extent permitted by law, SurveyorSuite Ltd. is not liable to you for:

• loss of profits, revenue, business, contracts, or anticipated savings
• loss of goodwill or reputation
• loss or corruption of data
• indirect, special, or consequential losses of any kind
• any claims made against you by your clients or third parties arising from reports you have produced
• losses arising from your failure to review and verify content before using it professionally
• losses arising from your reliance on AI-assisted features without applying your own professional judgment

14.2 Cap on liability

Our total aggregate liability to you for all claims arising out of or in connection with these Terms or the Service — whether in contract, tort (including negligence), breach of statutory duty, or otherwise — shall not exceed the total fees paid by you to us in the 12 months immediately preceding the event giving rise to the claim.

14.3 What we cannot exclude

Nothing in these Terms excludes or limits our liability for:

• death or personal injury caused by our negligence
• fraud or fraudulent misrepresentation
• any breach of your rights under applicable data protection law
• any other liability that cannot lawfully be excluded or limited under English law

14.4 Allocation of risk

The fees we charge reflect the allocation of risk in these Terms. You acknowledge that you maintain professional indemnity insurance appropriate to your professional activities, and that SurveyorSuite Ltd. is not a party to the professional relationship between you and your clients.

15. Modifications to These Terms

We may update these Terms from time to time. When we make changes:

• for material changes (changes that meaningfully affect your rights or obligations), we will give you at least 30 days' written notice by email before the change takes effect
• for non-material changes (such as clarifications, corrections, or updates to contact details), we may update the Terms without prior notice, and will note the updated date at the top of this document

If you do not agree to a material change, you may cancel your Subscription before the change takes effect. Continued use of the Service after the effective date of any change constitutes your acceptance of the updated Terms.

The current version of these Terms is always available at surveyorsuite.co.uk/legal.

16. Termination and Suspension

16.1 Termination by you

You may cancel your Subscription at any time in accordance with Section 6. Your access to the Service will continue until the end of your current billing period, after which your account will enter the read-only period described in Section 7.

16.2 Suspension or termination by us

We may suspend or terminate your access to the Service immediately, with written notice, if:

• you materially breach these Terms and (where the breach is capable of remedy) fail to remedy it within 14 days of our written notice
• you fail to pay any fees when due, and that failure continues for more than 21 days after our notice to you
• we reasonably believe your account is being used fraudulently or in a manner that poses a security risk to us or other users
• you become insolvent, enter administration, or are subject to bankruptcy proceedings

16.3 Effect of termination

On termination (by either party):

• your right to access the Service ends (or enters read-only mode if you have cancelled — see Section 7)
• provisions of these Terms that by their nature should survive termination will continue to apply, including Sections 8, 9, 10, 12, 14, 17, and 18

17. Governing Law

These Terms and any dispute or claim arising out of or in connection with them (including non-contractual disputes or claims) shall be governed by and construed in accordance with the laws of England and Wales.

You and SurveyorSuite Ltd. both submit to the exclusive jurisdiction of the courts of England and Wales to resolve any disputes, though we encourage you to contact us at info@surveyorsuite.co.uk first to try to resolve any issue informally before bringing legal proceedings.

18. General

18.1 Entire agreement

These Terms, together with our Privacy Policy and any other documents incorporated by reference, constitute the entire agreement between you and SurveyorSuite Ltd. in relation to the Service, and supersede all prior agreements, representations, or understandings, whether written or oral.

18.2 Severability

If any provision of these Terms is found to be invalid, unlawful, or unenforceable by a court of competent jurisdiction, that provision will be modified to the minimum extent necessary to make it enforceable, or severed if modification is not possible. The remaining provisions will continue in full force and effect.

18.3 No third-party rights

These Terms do not give rise to any rights under the Contracts (Rights of Third Parties) Act 1999. Only the parties to these Terms (you and SurveyorSuite Ltd.) may enforce them.

18.4 Force majeure

We are not liable for any failure or delay in performing our obligations under these Terms to the extent that such failure or delay results from circumstances beyond our reasonable control, including but not limited to: acts of God, natural disasters, pandemic, civil unrest, failure of third-party infrastructure (including internet service providers, cloud platforms, or payment processors), or government action. We will take reasonable steps to minimise the effect of any such event and will notify you promptly.

18.5 Waiver

Failure by either party to exercise or enforce any right under these Terms does not constitute a waiver of that right or prevent it from being exercised in the future.

18.6 Assignment

You may not assign or transfer your rights or obligations under these Terms without our prior written consent. We may assign our rights and obligations (in whole or in part) in connection with a merger, acquisition, or sale of all or substantially all of our assets, provided that the acquirer assumes our obligations under these Terms.

18.7 Notices

Notices from us to you will be sent to the email address associated with your account. Notices from you to us should be sent to info@surveyorsuite.co.uk. Notices sent by email are deemed received on the business day after sending (provided no delivery failure notification is received).

18.8 Sub-processors

We maintain a current list of sub-processors at surveyorsuite.co.uk/legal/sub-processors. The list identifies each sub-processor, the legal entity, the purpose of processing, the data processed, the region, and a link to that sub-processor's data-protection terms. We give Customers at least 30 days' advance notice (by email) of any addition or material change to that list, except in urgent security situations where shorter notice is permitted by contract.

Voice dictation uses your browser's or device's built-in speech recognition (Web Speech API on the web; Capacitor's on-device recognition on iOS and Android) and does not transmit audio to any SurveyorSuite sub-processor — see §9.1.

Where sub-processors are located outside the UK, we ensure appropriate safeguards are in place for international data transfers (such as Standard Contractual Clauses, the UK International Data Transfer Agreement, or adequacy decisions) in accordance with UK GDPR.

Contact Us

If you have any questions about these Terms or the Service, please contact us:

SurveyorSuite Ltd. 4 Brading Road London SW2 2AN

Email: info@surveyorsuite.co.uk

These Terms were last updated on 2026-05-07. If you are a returning user, please check the date above to see whether these Terms have changed since you last read them.