Terms & Conditions

1. Definitions

“Company”, “we”, “us” refers to Sonar Studio Ltd, registered in England and Wales (71–75 Shelton Street, Covent Garden, London, WC2H 9JQ). “Client”, “you” refers to the individual or organisation engaging our services. “Services” means the provision of 360° virtual tours, immersive media, and related services. “Deliverables” means all virtual tours, digital assets, and outputs we produce.

2. Agreement

These terms apply to all services we provide. By confirming a proposal, providing written instruction, or making a payment, you agree to be bound by them. Where a signed proposal conflicts with these terms, the proposal takes precedence.

3. Quotations

Quotations are valid for 30 days and based on information provided. A binding agreement is formed when you accept a quotation and we acknowledge acceptance.

4. Payment

Deposit
‍A non-refundable deposit of 50% is required before work commences. No work will be scheduled until the deposit clears.

‍Balance
‍The remaining 50% is due upon delivery of final Deliverables, payable within 14 days of invoice by bank transfer unless otherwise agreed.

‍Late payment
‍Overdue amounts attract interest at 8% above the Bank of England base rate under the Late Payment of Commercial Debts (Interest) Act 1998. We may suspend delivery and restrict tour access until payment is received.

‍Additional costs
‍Travel, accommodation, parking, and congestion charges outside the original quotation will be charged at cost, provided these are agreed in advance.

5. Client Obligations

You agree to:
•  Provide timely access to the location at the agreed date and time
•  Ensure the space is presentable and ready for capture
•  Provide accurate project information and special requirements
•  Obtain all necessary permissions from landlords, tenants, agents, or other third parties
•  Designate a contact with authority to instruct and approve

Failure to meet these obligations may result in delays or additional charges for which we are not liable.

6. Scheduling and Access

Capture dates are mutually agreed, subject to availability. If access is unavailable due to circumstances within your control, we may charge a rebooking fee of 25% of the project fee plus travel costs incurred.

7. Cancellation and Rescheduling

Cancellation by you‍

Rescheduling
‍One reschedule is permitted without charge with at least 5 working days’ notice. Further rescheduling may incur a £150 admin fee plus travel costs.

‍Cancellation by us
‍We may cancel or reschedule due to unsafe conditions, adverse weather, or force majeure. An alternative date will be offered at no cost. If we cannot fulfil the project due to our own fault, all payments will be refunded in full.

8. Delivery and Revisions

Typical turnaround is 5–10 working days from capture. Timelines are estimates, not guarantees. Each project includes one round of reasonable revisions. Additional revisions are quoted separately.

9. Intellectual Property and Licensing

Ownership
‍All IP rights in the Deliverables — including copyright and design rights — remain the exclusive property of Sonar Studio Ltd.

‍Licence
‍On full payment, we grant you a non-exclusive, non-transferable, worldwide licence to use the Deliverables for their intended business purpose: embedding on websites, sharing via links, and use in marketing materials.

This licence does not permit you to:
•  Sub-license, resell, or redistribute the Deliverables
•  Modify or create derivative works without written consent
•  Claim ownership or remove Sonar Studio attribution

‍Portfolio rights
‍We may use Deliverables in our portfolio, website, and marketing unless you notify us in writing before work begins (e.g. for confidential or pre-launch properties).

‍Third-party platforms
‍Where tours are hosted on platforms such as Matterport, their terms of service also apply. We are not responsible for third-party platform changes.

10. Platform Dependencies

Our tours are hosted on third-party platforms including Matterport. We are not liable for any loss or disruption caused by platform outages, maintenance, service changes, or discontinuation. We will assist with migration where feasible.

11. Limitation of Liability

Nothing excludes liability for death or personal injury from negligence, fraud, or any liability that cannot be limited by law.

Subject to the above, our total liability is limited to the fees paid for the specific project. We are not liable for indirect, consequential, or incidental losses including lost profits, revenue, or business opportunities.

12. Force Majeure

Neither party is liable for failure or delay caused by events beyond reasonable control, including natural disasters, pandemics, government action, war, power failure, or third-party platform failure.

13. Confidentiality

Both parties agree to keep confidential any proprietary or commercially sensitive information received in connection with the services, except where already public, independently developed, or required by law.

14. Data Protection

We process personal data in accordance with our Privacy Policy and UK data protection legislation.

15. Indemnity

You agree to indemnify Sonar Studio Ltd against claims, losses, and costs arising from your breach of these terms, failure to obtain necessary permissions, third-party claims from your use of Deliverables, or inaccurate information you provide.

16. Termination

Either party may terminate if the other commits a material breach and fails to remedy it within 14 days of written notice. We may terminate immediately if you become insolvent. All fees for completed work become due on termination. Clauses on IP, liability, confidentiality, and indemnity survive termination.

17. General

These terms, together with any proposal, constitute the entire agreement. No variation is effective unless in writing. If any provision is found unenforceable, the remainder continues in full force. Failure to exercise a right does not constitute a waiver. No third-party rights are conferred under the Contracts (Rights of Third Parties) Act 1999.

18. Governing Law

These terms are governed by the laws of England and Wales. Disputes are subject to the exclusive jurisdiction of the courts of England and Wales.