Terms and Conditions 2025

General Definitions of Terms and Conditions

SP – SpacePhoto Ltd (Reg No: 10550349).

Client – Any individual or entity that places a booking with SP.

Account – A credit account with SP, allowing monthly invoicing. Remains open if at least one booking is made per calendar year.

Service – Any product or service provided by SP at the Client’s request.

Working Hours – SP office hours as displayed on Google or in the email signature.

Booking – Work instructed by the Client, confirmed via email (not by phone or verbal agreement).

Photographer’s Choice – Image selection based on the photographer’s professional judgment, taste, and opinion.

Preamble

SP is not required to undertake appointments under any circumstances in which SP representatives feel threatened, unsafe or in danger in any way whatsoever.
Accepting and agreeing to SP terms and conditions, does not impose any obligation to place a specific amount of bookings.
By using SP services, Client agrees to be legally bound by the following terms.
1. Clients can place the booking on the SP website with prepayment.
2. Credit account can only be opened to UK registered companies that meet the below minimum requirements:
  1. Provide company registration number.
  2. Have an up and running company website.
  3. Company credit score must be above 40 points.
If Client decides to terminate the business relationship with SP, Client can simply stop booking with SP as there is no commitment, but Client will remain responsible for work carried out and all invoice payments.
By opening an account with SP, the individual is authorized to represent the company, but the SP credit account remains the responsibility of the registered company and its director.
SP has the right to amend any part of the service and/or pricing at their discretion in line with future market changes or updated legislation, or deemed to be relevant by SP.
1. In the event of any such changes, all existing Clients will be notified either in writing or verbally of said changes before any additional services are booked.

Prices

All prices quoted are excluding VAT.
Price agreements are non-contractual and are subject to change.

Bookings

A £50+VAT booking fee is included in all bookings, to secure the time slot for Client, this will guarantee that if any other Client places a booking at the same date and time it will be rejected (This is not a separate charge but forms a part of the payment unless the job is cancelled).
If the booking is cancelled less than 8 SP working hours prior to the appointment, the Client shall be charged the booking fee even if the job is re-booked or cancelled completely.
A Booking Fee of 20% of the total work amount (including any travel charges) applies to bookings over £250.
1. For bookings below this amount, a standard booking fee applies.
2. If SP has already travelled or is on its way to the appointment, the full amount of travel charge is non-refundable.
Bookings are based on a “first come, first served” basis – SP can advise clients on the availability over the phone, but cannot hold any slots without a booking form.
Bookings can be placed only via booking form or www.spacephoto.co.uk website.
1. All Booking Forms have to be completed not less than 4 hours prior to the booking start time and confirmed by SP in writing.
All bookings that are required to be booked outside of SP working hours will be charged an extra 50% of the total job cost.
If any changes are required to be made before or during any confirmed booking, all change requests must be sent via email to SP bookings@spacephoto.co.uk and confirmed by the booking team in writing before the changes are carried out.
When a Client makes a booking for SP to meet a tenant/landlord at the property, it is Client’s responsibility to inform the tenant/landlord.
The Client must ensure property access, readiness, and clear instructions before booking. Any revisits due to incomplete or inaccurate instructions will be at the Client’s expense.
Key collection/delivery within 2 miles (or 4 miles one way) is free; extra miles are charged per SP price list.
If SP is delayed for over 30 minutes due to lack of access or other factors beyond its control (e.g., construction, cleaning, wrong address), the booking will be cancelled, and a booking fee will apply.
It is the Client’s responsibility to choose the right services for their needs. SP shall not be responsible if Client is unsatisfied with the results, if the wrong service has been chosen, whether Client can use it or not.
1. If the Client submits incorrect or incomplete information on the Booking Form, they will be responsible for any delays, cancellations, errors, or missing material, as the form’s questions are designed to prevent these issues.
Clients that have not paid the invoice on time will lose the opportunity to book on a credit account and all new bookings must be placed with prepayment on SP website.
If the Client’s credit account is overdue and any invoice runs over the payment period of 28 days from receipt, SP will be lenient and will not cancel the jobs and complete all confirmed bookings, only the material will be held and sent to Client when Client has settled the overdue invoices.

Downloadable materials and turnover

Client is responsible for downloading and storing all downloadable material provided by SP, to keep all material in a safe place and back up where necessary.
SP shall archive all material provided for download, for 60 days from the time of the visit at the property. After this period, the retrieval of any downloadable material will be at a charge, where retrievable.
The delivery timeline mentioned in these terms and conditions are not statements of guarantee and are subject to force majeure factors or any circumstances out of SP control.

Video Walkthrough

Walkthrough videos are filmed by using smartphones and gimbals.
Videos are uploaded to YouTube for free hosting and provided to clients via an unlisted link (Only people with the direct link can view it).
Length of videos differentiates from the size of the property.
Videos come with background music.

Photography

Digital photographs and Floor Plans for illustrative purposes shall be made available within two working days of SP visiting the property. Images will be in a JPG file format, plans – in JPG and PDF.
SP takes no responsibility if the Client is dissatisfied with the end result due to weather conditions or any other factors outside of SP’s direct control, such as scaffolding, trees, or parked cars in front of the house.
If a digital item removal or photo manipulation is necessary or if the photoshoot is a half-day or full-day long, it might take more time to process.
Standard editing shall include: exposure, window details, colour balance, lens correction, sky replacement for external images, sharpening, shadow and highlight adjustments.
Edited images cannot be exchanged after the work is done, but extra images can be purchased at an additional cost for editing if available.
Digital removal of items is performed only by a special request, additional charges will apply.
Specifications of photo sessions and standard photos are listed below, it is the Client’s responsibility to request any additional changes if necessary.

3 Photography Options (Budget, Standard, Premium)

Items	Budget	Standard (Incl)	Premium
Time on-site	≤ 45min	≤ 1.5h	≤ 2.5h
Wide-angle shots	10	15	25
Landscape mode	Yes	Yes	Yes
Priority shots*	Yes	Yes	Yes
Secondary shots*		Yes	Yes
Communal areas*	On request	On request	On request
Exterior shots	On request	Yes	Yes
Image selection		Yes	Yes
Purchase extra images		Yes	Yes
Creative Shots			Yes
Decluttering			Yes
Portrait mode			Yes

*Priority shots – Images towards windows of Bedrooms, Living room, Kitchen, Bathrooms/Shower rooms and outward facing shots for Balconies or Terraces.
*Secondary shots – View from the apartment, Utility rooms, Storage spaces, Hallways, Toilets on its own. Exterior – Garden images, Garage, Back of the house.
*Communal areas – Gym, Spa, Cinema, Concierge and others are done only where access is arranged by client and requested when placing the booking.
*Decluttering removes visual distractions like personal items and clutter to make spaces look clean and spacious in photos. It’s not staging or cleaning just photo prep, with up to 30min allocated.

Clients are responsible for requesting the correct service for their needs. (If unsure, SP always recommends booking Standard Photos, which include an image selection to avoid missing angles.)
If the requested number of images in the Budget Option does not cover the entire property, it is left to Photographer’s Choice what to photograph and what not.
Where specific images or angles are required, clients must provide specific notes with the booking.
The client is responsible for making sure the property is ready for photography.
SP does not provide Cleaning or Staging services. Decluttering can be booked additionally but is not included in the standard service price only Premium photography package.

Floor Plans for Illustrative purposes

SP floor plan measurements are approximate. Our plans are for illustrative purposes only and should be viewed with this in mind.
Garden measurements shall be shown in length and width only.
All measurements and areas quoted are approximations whether a suitable disclaimer appears on the plan or not and SP cannot be held responsible for any error, omission or misstatement on the floor plan.
It is the Client’s responsibility to ensure that the supplied plan correctly represents the property.
Valuations should not be based on these plans as these are intended for illustrative and marketing purposes only.
All floor plans supplied by SP are for layout guidance only (windows and door openings are approximations), they are not drawn to scale.
Dimensions, shapes and compass bearings should be checked by Client / Agent / Vendor / Landlord / Prospective Buyer before making any decisions reliant upon them.
Plans are provided as per SP design and any changes to the design will be charged extra.

Measured House Surveys – Point Cloud

The Point Cloud (3D mapping) data accuracy is determined by the hardware and weather conditions.
Floor Plans redrawn from Point Cloud are drawn to scale and all windows, doors, stairs and heights are stated accurately with a tolerance of final work +/-30mm.
Drawings are for coordination only, not for manufacturing unless specifically requested, the supplier/installer should visit the site and conduct their survey for the intended purposes.
Walls will appear as straight lines with angles adjusted to 90 degrees unless a request is made to show the true, uneven shapes.
Turnovers are quoted individually based on the location, complexity and size of the project.
SP strives to ensure the accuracy of all plans, however, SP shall not be held liable for any loss incurred due to these plans.
It is the Client’s responsibility to ensure that the supplied plan correctly represents the property.

EPC- Energy performance certificates

EPC will be made available within two working days from the visit to the property.
In cases when the EPC Registry does not have an entry of the address in their database, the turnover can be delayed until the EPC Registry updates their database.
If there are any certificates or paperwork that can be used as evidence that can change the energy performance certificate results, they need to be provided to SP before placing the booking. Otherwise, EPC shall be created based on the data collected at the property and assumptions made by the software provided by an accredited certification body.
Any update to the lodged EPC to reflect the provided certificates will be at an extra charge.

3D Matterport Virtual Tours

Done by Matterport 3D cameras using their online software and hosting services.
Clients will receive a 3D virtual tour in a link.
The 3D tour is not downloadable and requires hosting on the Matterport platform that provides this service with a monthly hosting fee.
SP will host the 3D virtual tour for 4 months free of charge, further hosting will be charged as per current price list.
Standard 3D virtual tour booking includes up to 85 scans (That is approximately up to a three-bedroom terraced house). Larger properties will require additional scans, invoiced after the property visit as per SP price list.
If the 3D virtual tour is available, it can be transferred to the client’s Matterport account, a transfer fee per tour will apply.
SP will email the hosting period’s end date to the booking email when the tour hosting period nears its end and before it is archived.
After the 3D tour has been archived, it may be reactivated at a later date when needed where retrievable. Reactivation fee will apply.
All 3D virtual tours will be represented by SP, if Client would like to replace this entry with their own information it will be at extra charge.

3D Matterport Virtual Tour package (Including floor plan, high-resolution images from the tour.)

Turnover time up to 2 working days.
1. However it is subject to Matterport’s processing speed, system limitations, and any potential delays on their platform.
All floor plans and high-resolution images from the tour are generated by Matterport. All deliverables provided are “as taken”.
Maximum images for the cost, no fixed limit. Image count depends on property size, ensuring at least a few images per habitable room.
Floor plans include only internal measurements, room labels, and approximate dimensions for illustration, regardless of disclaimers visibility and delivered in .jpg and .pdf file format.
This service is designed to provide the best value for money. For greater control over the final deliverables, SP recommends booking our professional photography services.

General – Responsibilities/Liabilities

Whilst every care will be taken at the time of the appointment, SP does not accept responsibility for any accidental damage to the property, its contents, fixtures and fittings whosoever caused the damage.
The SP team will not lift or move any heavy or large items.
SP will return the keys to the keyholder or as instructed by them, regardless of any alternative request from the Client/Landlord, unless explicit permission from the keyholder is provided.
Where it is not possible to return keys to the keyholder, if no instructions are provided regarding key return, SP will retain them until further instructions. Further charges may incur to cover SP time or postage costs.
SP shall not incur any liability or penalty for any loss of actual or anticipated profits or savings, loss of business, loss of opportunity or for any special, indirect or consequential loss whether arising from a breach of these Conditions or negligence in performing the Services even if SP were advised of or knew of the likelihood of such loss occurring.
In the event that Client gives SP instructions which are followed in good faith and which turn out to be unlawful or result in an unlawful act or otherwise give rise to any other claim, Client will provide SP with full indemnity for all penalties, damages, costs and legal expenses whatsoever which may occur as the result of following the instructions.

Invoice

Client is responsible for all invoice payments no matter whether the individual who opened the credit account is still employed by Client or not.
Clients who have an open account with SP shall be invoiced at the beginning of each calendar month for all the previous calendar month’s jobs.
The payment must be made within 28 days from the invoice issue date or on an agreed Direct Debit date.
If the payments are not made on time:
1. All discounts will be removed from the Client’s invoices that are outstanding and Client will pay the full price per services provided;
2. The Client’s account will be suspended until the payment is done for all overdue invoices;
3. The Client has no rights to use or store online or locally the delivered material in any form.
If the payments have not been settled, SP will pursue legal action in order to recover the debt in Small Claim Court or pass the case to Debt Collectors.
1. A charge of £1000 (excluding VAT) will be charged for any breach of copyright as well as the original invoice fee;
2. SP reserves the right to claim interest under the Late Payment of Commercial Debts (Interest) Act 1998;
3. SP reserves the right to add Court/Debt Collector charges on top of the debt.
This is an agreement between SP and Client, it is the Client’s duty to pay for any work done on behalf of any Client’s request, regardless of whether the Client’s customers have settled their invoices or not or they have used the material or not.
If Client has booked the job on behalf of any third party, it is still the Client’s responsibility to make payment for the invoice.
1. SP cannot assign invoice to any third party.

Copyrights

SP retains the copyright of all material.
The use of SP material without the permission of SP or without payment, will result in a breach of copyright.
Client will be given all the rights to use the material for all marketing purposes in connection with the Client’s real estate business only once all payments are cleared, except for communal areas, external images, view or development images or any other public spaces for an indefinite period.

Complaints

A formal complaint regarding SP services should be sent by completing this form.
SP shall initiate the following procedure to resolve the complaint:
1. Investigation: SP will contact all relevant parties to gather necessary information.
2. Stage 1: SP will fully investigate and attempt to resolve the complaint. If unresolved, it will be escalated to Senior Management.
3. Stage 2: Senior Management will review the issue. If still unresolved, will assess the feasibility and inform the applicant of the decision.
4. Final Decision: If no resolution is reached, SP will notify the applicant and advise on further options, such as contacting Trading Standards.