VECTARA PRIVACY POLICY

Effective Date: 20.08.2025
Last Updated: 20.08.2025

Vectara (“Vectara”, “we”, “us”, “our”) respects the privacy of individuals and is committed to protecting personal information and confidential project information entrusted to us.

This Privacy Policy explains how Vectara collects, uses, stores, protects and discloses personal information when you visit our website, contact us, request a quotation, engage our services, provide project information, work with us as a client, consultant, contractor or supplier, or otherwise interact with us.

This Privacy Policy applies to Vectara's activities carried out in Scotland and elsewhere in the United Kingdom and, where applicable, to projects, clients, personnel and service providers located outside the UK.

Where applicable, Vectara processes personal information in accordance with the UK General Data Protection Regulation (“UK GDPR”), the Data Protection Act 2018, the Privacy and Electronic Communications Regulations (“PECR”), applicable Scottish law and other applicable UK legislation.

Where EU law applies to Vectara's processing, Vectara will also comply with applicable requirements of the EU General Data Protection Regulation (“EU GDPR”) and other mandatory EU data protection legislation to the extent applicable.

1. WHO WE ARE

For the purposes of applicable data protection legislation, Vectara will generally act as the data controller for personal information collected through this website and for information relating to our own business administration, enquiries, quotations, contracts and client relationships.

Legal entity: VECTARA LTD
Trading name: Vectara
Registered office: 16 Preston Terrace, EH49 6HU Linlithgow
Country: Scotland, United Kingdom
Email: enquiry@vectara.co.uk
Website: www.vectara.co.uk

If a particular project requires Vectara to process personal information strictly on behalf of another organisation, Vectara may act as a data processor rather than a controller. In those circumstances, the relevant contract, data processing agreement, NDA or other project documentation may determine the applicable responsibilities.

2. INFORMATION WE MAY COLLECT

Depending on the nature of your interaction with Vectara, we may collect and process different categories of information.

This may include:

Contact information

• Full name

• Business name

• Job title

• Business email address

• Telephone number

• Postal address

• Business address

• Website address

• Professional contact information

Enquiry and quotation information

• Project description

• Site location

• Postcode

• Approximate project size

• Project type

• Required survey services

• Required CAD or BIM deliverables

• Required LOD and LOI

• Project timescales

• Budget information where voluntarily provided

• Access requirements

• Site restrictions

• Health and safety information necessary to undertake the work

• Other information included in an enquiry or quotation request

Project and technical information

Where you provide information to Vectara for a project, this may include:

• Architectural drawings

• Structural drawings

• Engineering drawings

• CAD files

• DWG and DXF files

• Revit files

• BIM models

• Navisworks files

• Plant 3D files

• Tekla or other engineering models

• Point clouds

• Laser scanning data

• Survey data

• Photographs

• Drone imagery

• Photogrammetry data

• Geographic information

• Site plans

• Asset registers

• Equipment information

• Technical specifications

• As-built information

• Project correspondence

• Construction information

• Design information

• Maintenance information

• Other digital engineering or survey information.

Some project information may not constitute personal data. However, Vectara may still treat project information as confidential business information where appropriate.

3. SITE, LOCATION AND SURVEY INFORMATION

Where Vectara provides surveying, scanning, drone, CAD, BIM, digital twin or engineering services, project information may relate to specific physical locations.

Depending on the project, we may process:

• Site addresses

• Building locations

• Geographic coordinates

• Survey control information

• Site photographs

• Aerial imagery

• Drone imagery

• Laser scanning information

• Point cloud information

• Building geometry

• Infrastructure information

• Equipment locations

• Asset information.

This information may be processed because it is necessary to provide the requested services.

Where location information relates to a private individual or private property, Vectara will process it in accordance with applicable data protection and privacy laws.

4. HOW WE COLLECT INFORMATION

We may collect information:

• Directly from you

• Through website forms

• By email

• By telephone

• During meetings

• Through online meetings

• Through project portals

• Through document-sharing platforms

• From your organisation

• From your appointed representatives

• From consultants, contractors or project partners

• From publicly available professional sources

• From information you provide as part of a quotation or tender

• Through cookies and similar technologies

• Through project files and technical documentation

• During site visits and surveys.

We may also receive information from third parties where this is necessary to provide services or administer a project.

5. WHY WE USE YOUR INFORMATION

Vectara may process information for the following purposes:

Enquiries and quotations

To:

• Respond to enquiries

• Understand project requirements

• Assess survey requirements

• Determine appropriate equipment and methodology

• Prepare quotations

• Prepare itemised proposals

• Communicate with prospective clients

• Assess project feasibility

• Schedule surveys

• Arrange site access.

Contract and project delivery

To:

• Enter into contracts

• Deliver agreed services

• Carry out surveys

• Produce drawings

• Produce CAD models

• Produce BIM models

• Produce point clouds

• Produce digital twins

• Coordinate projects

• Communicate with project teams

• Manage revisions

• Issue deliverables

• Manage project administration

• Invoice clients

• Resolve technical or commercial issues.

Business administration

To:

• Maintain accounting records

• Manage payments

• Maintain business records

• Manage suppliers

• Manage subcontractors

• Maintain professional records

• Manage insurance matters

• Protect Vectara's legal and commercial interests

• Respond to complaints

• Investigate disputes

• Establish, exercise or defend legal claims.

Website and security

To:

• Operate our website

• Improve website performance

• Maintain security

• Detect malicious activity

• Prevent fraud

• Monitor technical performance

• Diagnose errors

• Maintain backups.

Marketing

Where legally permitted, Vectara may use contact information to provide information about:

• Services

• New capabilities

• Company developments

• Industry updates

• Relevant project information

• Events or other professional communications.

Direct marketing will be conducted in accordance with applicable UK and EU legislation, including PECR where applicable.

6. OUR LAWFUL BASES FOR PROCESSING

Vectara will only process personal information where there is a lawful basis to do so.

Depending on the circumstances, this may include:

Contract

Processing may be necessary to:

• Prepare or perform a contract

• Provide requested services

• Manage a project

• Issue deliverables

• Administer payment.

Legitimate interests

Vectara may process information where necessary for legitimate business interests, provided those interests are not overridden by the individual's rights and interests.

These interests may include:

• Operating our business

• Responding to enquiries

• Managing client relationships

• Maintaining business records

• Protecting confidential information

• Preventing fraud

• Protecting systems

• Improving services

• Managing professional relationships

• Establishing or defending legal claims.

Legal obligation

Vectara may process information where necessary to comply with a legal or regulatory obligation.

Consent

Where required, Vectara may rely on consent.

Where consent is relied upon, it may generally be withdrawn at any time, although withdrawal will not affect processing already carried out lawfully before withdrawal.

7. SPECIAL CATEGORY DATA

Vectara does not normally require special category personal information.

Where special category information is voluntarily provided or becomes necessary for a particular project, Vectara will only process it where a lawful condition under applicable data protection legislation applies.

You should not provide sensitive personal information through general website forms unless it is specifically requested or necessary.

8. PROJECT CONFIDENTIALITY

Vectara recognises that engineering, construction, surveying, CAD and BIM projects may involve highly confidential information.

Project information may include:

• Commercial information

• Engineering information

• Building information

• Plant information

• Security-sensitive information

• Industrial information

• Intellectual property

• Design information

• Unreleased project information

• Tender information

• Client information

• Asset information.

Vectara will take reasonable and proportionate measures to protect confidential information entrusted to us.

However, submission of information through a public website form does not automatically create a contractual Non-Disclosure Agreement (“NDA”) or establish unlimited confidentiality obligations.

Where a client requires formal confidentiality protections, the parties may enter into a separate:

• NDA

• Confidentiality Agreement

• Data Processing Agreement

• Information Security Agreement

• Project Agreement

• Framework Agreement

• Master Services Agreement

• Other contractual arrangement.

Where a signed NDA or confidentiality agreement exists, Vectara will comply with its applicable contractual obligations, subject to any mandatory legal or regulatory requirements.

9. WEBSITE ENQUIRIES AND PRE-CONTRACT INFORMATION

Information submitted through this website may be used to assess whether Vectara can undertake a project and to prepare a quotation.

Submitting project information does not automatically:

• Create a contract

• Guarantee availability

• Guarantee acceptance of the project

• Guarantee a quotation

• Guarantee a particular price

• Guarantee a particular survey methodology

• Guarantee a particular accuracy

• Guarantee a particular deliverable

• Create an NDA.

A binding scope of services, specification, price, programme and deliverables will only arise where confirmed through the applicable contractual documentation or written acceptance.

10. TECHNICAL AND CONFIDENTIAL FILES

Clients should use appropriate secure transfer mechanisms when sending large or highly confidential files.

Vectara may use secure file-transfer systems, cloud storage, project portals or third-party platforms to receive, store or exchange project information.

Depending on the project, information may be encrypted in transit and/or at rest where supported by the relevant service provider.

Vectara may restrict access to project files to employees, consultants, subcontractors and service providers who reasonably require access to perform their duties.

11. INTERNATIONAL AND OVERSEAS PROJECTS

Vectara may undertake projects in:

• Scotland

• England

• Wales

• Northern Ireland

• European countries

• EEA countries

• North America

• Middle East

• Asia

• Other international locations.

International project delivery may require information to be accessed, processed or transferred outside the UK.

Where personal information is transferred outside the UK, Vectara will use an appropriate transfer mechanism where required, which may include:

• UK adequacy regulations

• Appropriate safeguards

• The ICO International Data Transfer Agreement

• The UK Addendum to EU Standard Contractual Clauses

• Other legally recognised safeguards

• Applicable statutory exceptions.

UK data protection rules require restricted international transfers to be covered by an applicable transfer mechanism.

Where EU GDPR applies, Vectara will consider the applicable EU international-transfer requirements.

For international projects, additional contractual, security, confidentiality or data protection requirements may be agreed with the client.

12. EU GDPR

Where Vectara is subject to the EU GDPR, including in connection with certain services provided to individuals or organisations in the European Economic Area, Vectara will comply with applicable EU GDPR requirements.

The UK currently benefits from EU adequacy recognition for transfers from the EEA to the UK, subject to the scope and continued validity of the applicable decision.

Where necessary, Vectara may use additional contractual or technical safeguards.

Nothing in this Privacy Policy prevents Vectara from complying with mandatory data protection requirements applicable in the jurisdiction in which a project or client is located.

13. WHO WE MAY SHARE INFORMATION WITH

Vectara may share information where reasonably necessary with:

• Employees

• Directors

• Professional advisers

• Accountants

• Solicitors

• Insurers

• Surveyors

• Engineers

• CAD technicians

• BIM specialists

• Drone operators

• Subcontractors

• IT providers

• Cloud service providers

• File-transfer providers

• Hosting providers

• Software providers

• Project-management platforms

• Payment providers

• Professional consultants

• Clients and authorised project representatives

• Contractors

• Architects

• Engineers

• Main contractors

• Specialist consultants

• Other project stakeholders.

Information will only be shared where there is a legitimate business, contractual, legal or operational reason to do so.

We do not sell personal information as a commercial data product.

14. PROFESSIONAL ADVISERS AND LEGAL DISCLOSURE

Vectara may disclose information where reasonably necessary to:

• Obtain legal advice

• Obtain accounting advice

• Obtain insurance advice

• Establish, exercise or defend legal rights

• Investigate suspected fraud

• Resolve disputes

• Comply with court orders

• Comply with regulatory requirements

• Respond to lawful requests from public authorities.

Vectara may also disclose information where required by law.

15. BUSINESS TRANSFERS AND CORPORATE CHANGES

If Vectara undergoes:

• A merger

• Acquisition

• Restructuring

• Sale of assets

• Sale of business

• Investment

• Corporate reorganisation

• Transfer of a business division

• Insolvency or similar process,

personal and business information may be transferred to the relevant purchaser, adviser, investor, administrator or successor organisation where legally permitted and reasonably necessary.

Any transfer will remain subject to applicable confidentiality and data protection requirements.

16. COOKIES

Our website may use cookies and similar technologies.

Cookies may be used for:

• Essential website functionality

• Security

• Website performance

• Analytics

• Understanding website usage

• Remembering preferences

• Marketing where applicable.

Where required, Vectara will obtain consent before placing non-essential cookies or similar technologies.

You may be able to control cookies through your browser settings or our cookie-consent mechanism.

17. WEBSITE ANALYTICS AND THIRD-PARTY SERVICES

Vectara may use third-party services for:

• Website analytics

• Website hosting

• Forms

• Email

• Security

• Spam protection

• Maps

• Video

• Document handling

• Cloud storage

• Customer relationship management

• Marketing.

These providers may process technical or personal information on Vectara's behalf.

Where a provider acts as a processor, Vectara will seek appropriate contractual protections and require processing to be carried out in accordance with applicable data protection requirements.

18. DATA RETENTION

Vectara will retain personal information only for as long as reasonably necessary for the purpose for which it was collected, unless a longer period is required or permitted by law.

Retention periods may depend upon:

• The type of information

• The nature of the project

• Contractual requirements

• Legal obligations

• Accounting requirements

• Insurance requirements

• Professional requirements

• Dispute or claim periods

• The need to establish, exercise or defend legal claims

• Client instructions.

Project records may be retained for longer than ordinary website enquiry information where necessary for contractual, professional, legal, insurance, technical or evidential purposes.

Where information is no longer required, it may be securely deleted, anonymised or otherwise disposed of.

19. LEGAL CLAIMS AND DISPUTES

Vectara may retain and process information where reasonably necessary to:

• Establish a legal position

• Investigate a complaint

• Respond to a claim

• Establish contractual performance

• Defend Vectara

• Protect Vectara's property

• Protect Vectara's intellectual property

• Establish liability

• Obtain professional or legal advice

• Comply with court or regulatory proceedings.

This may include retaining relevant correspondence, project files, quotations, drawings, survey information, photographs, technical records and other evidence where legally permitted.

20. INFORMATION SECURITY

Vectara takes reasonable and proportionate technical and organisational measures to protect information against:

• Unauthorised access

• Accidental loss

• Destruction

• Damage

• Unauthorised disclosure

• Unauthorised alteration

• Cybersecurity threats.

Measures may include:

• Access controls

• Password protection

• User permissions

• Secure file transfer

• Cloud security

• Backups

• Device security

• Software updates

• Malware protection

• Restricted project access

• Staff awareness

• Contractual confidentiality obligations.

No electronic transmission or storage system can be guaranteed to be completely secure.

Accordingly, while Vectara will take appropriate measures to protect information, Vectara cannot guarantee absolute security of information transmitted over the internet or stored using third-party infrastructure.

21. DATA BREACHES

Where Vectara becomes aware of a personal data breach, we will assess the incident and take appropriate action in accordance with applicable data protection legislation.

Where notification to the Information Commissioner's Office (“ICO”), another regulator, affected individuals or another authority is legally required, Vectara will make the appropriate notification within the applicable legal timeframe.

22. YOUR DATA PROTECTION RIGHTS

Subject to applicable law, individuals may have rights including:

• The right to be informed

• The right of access

• The right to rectification

• The right to erasure

• The right to restrict processing

• The right to data portability

• The right to object

• Rights relating to automated decision-making and profiling

• The right to withdraw consent where processing is based on consent.

These rights are not absolute and may be subject to statutory exemptions and other legal limitations.

For example, Vectara may be permitted or required to retain information for legal, accounting, regulatory, contractual, insurance or evidential purposes.

23. REQUESTING ACCESS TO YOUR INFORMATION

You may request a copy of personal information held by Vectara.

Requests should be sent to:

Email: enquiry@vectara.co.uk

Vectara may need to verify the identity of the person making the request before releasing information.

We may also require additional information where reasonably necessary to identify the relevant records or scope of the request.

24. CORRECTING INFORMATION

If information held by Vectara is inaccurate or incomplete, you may request that it is corrected.

Where appropriate, Vectara will update the relevant information.

25. DELETION REQUESTS

You may request deletion of personal information in circumstances where the right to erasure applies.

However, deletion is not an absolute right.

Vectara may lawfully retain information where necessary to:

• Comply with a legal obligation

• Establish or defend legal claims

• Comply with contractual obligations

• Maintain required records

• Protect legitimate business interests

• Exercise legal rights

• Comply with regulatory or professional requirements.

26. OBJECTIONS TO PROCESSING

Where Vectara relies on legitimate interests, you may have the right to object to processing.

You may also object to direct marketing at any time.

Marketing objections will normally be actioned without undue delay.

27. AUTOMATED DECISION-MAKING

Vectara does not normally use personal information to make decisions based solely on automated processing that produce legal or similarly significant effects.

If this changes, Vectara will provide information and safeguards required by applicable legislation.

28. CHILDREN

Vectara's services are directed primarily toward businesses, professional organisations and project stakeholders.

We do not knowingly seek to collect personal information from children through the website.

If you believe a child has provided personal information to Vectara, please contact us so that we can assess and, where appropriate, remove the information.

29. PUBLICLY AVAILABLE INFORMATION

Vectara may process professional information that is publicly available where there is a lawful basis to do so.

Examples may include information obtained from:

• Company websites

• Professional directories

• Public tender information

• Business registers

• Professional networking platforms

• Public project information.

Vectara will use such information only where reasonably necessary for legitimate business, professional or legal purposes.

30. CLIENT-PROVIDED PERSONAL INFORMATION

Where a client provides Vectara with personal information relating to employees, contractors, site personnel, tenants, residents, visitors or other individuals, the client is responsible for ensuring that it has an appropriate lawful basis and authority to provide that information to Vectara.

Where Vectara acts as a processor, the relevant client instructions and data processing agreement may govern processing responsibilities.

Vectara will not knowingly require a client to provide personal information where it is unnecessary for the agreed service.

31. SITE ACCESS AND PHOTOGRAPHY

During surveys and site visits, Vectara may capture photographs, laser scan data, video, drone imagery or other visual information necessary to perform the agreed services.

Such information may incidentally capture individuals, vehicles, signage or other identifying features.

Where such information constitutes personal data, Vectara will process it in accordance with applicable law.

Where appropriate and reasonably practicable, Vectara may take steps to minimise unnecessary capture of identifiable individuals.

32. DRONE SURVEYS AND AERIAL DATA

Where Vectara or an appointed specialist carries out drone or aerial surveying, data may include:

• Aerial photographs

• Video

• Orthomosaic imagery

• Photogrammetry

• Geographic coordinates

• 3D models

• Point clouds

• Site imagery.

Drone operations will be carried out subject to applicable aviation, privacy, safety and regulatory requirements.

Where third-party drone operators are used, appropriate contractual arrangements may apply.

33. INTELLECTUAL PROPERTY

This Privacy Policy does not transfer ownership of intellectual property.

Unless otherwise agreed in writing, intellectual property rights relating to Vectara's:

• Methodologies

• Templates

• Software

• Workflows

• Know-how

• Standards

• Calculation methods

• Processes

• Technical systems

• Generic libraries

• Pre-existing materials

remain with Vectara or the relevant rights holder.

Client-specific deliverables and intellectual property rights will be governed by the applicable quotation, contract, NDA, appointment or other project agreement.

34. CLIENT DATA AND PROJECT OWNERSHIP

Providing project information to Vectara does not automatically transfer ownership of that information to Vectara.

Clients remain responsible for ensuring that they have the necessary rights, permissions and authority to provide project materials to Vectara.

This includes, where applicable:

• Drawings

• BIM models

• CAD files

• Photographs

• Point clouds

• Survey information

• Technical documents

• Third-party intellectual property.

Vectara may rely on information supplied by the client unless the applicable project agreement expressly requires independent verification.

35. ACCURACY OF CLIENT INFORMATION

Vectara may rely on information supplied by clients, consultants and other project stakeholders.

Unless expressly included within the agreed scope, Vectara does not warrant that third-party information supplied to us is complete, accurate or current.

Where Vectara identifies apparent inconsistencies or deficiencies, we may notify the relevant party where appropriate.

36. CHANGES TO THIS PRIVACY POLICY

Vectara may update this Privacy Policy from time to time to reflect:

• Changes in law

• Regulatory guidance

• Changes to our services

• New technology

• Changes to website functionality

• Changes to suppliers

• Changes to international operations

• Changes to business structure.

The latest version will be published on this website.

37. GOVERNING LAW

This Privacy Policy is intended to operate in accordance with applicable data protection law in the United Kingdom.

To the extent legally permissible, matters relating to Vectara's business operations and this Privacy Policy shall be interpreted in accordance with the laws of Scotland.

Nothing in this section limits any mandatory rights or protections available to individuals under applicable data protection legislation, including the UK GDPR, EU GDPR or other applicable law.

Where an international project is governed by a separate contract, the governing-law and jurisdiction provisions of that contract may apply to the contractual relationship.

38. INTERNATIONAL CLIENTS

International clients may be subject to additional privacy, data protection, cybersecurity, confidentiality, export-control or information-security requirements.

Vectara may agree project-specific provisions where necessary, including:

• NDAs

• Data Processing Agreements

• Security schedules

• International Data Transfer Agreements

• UK GDPR provisions

• EU GDPR provisions

• Client-specific information-security requirements

• Confidentiality protocols

• Data retention requirements

• Access-control requirements.

Where such requirements conflict with mandatory law, the mandatory legal requirement will prevail.

39. THIRD-PARTY WEBSITES

Our website may contain links to third-party websites.

Vectara is not responsible for the privacy practices, security or content of third-party websites.

You should review the privacy policies of those websites before submitting personal information.

40. NO GUARANTEE OF INTERNET SECURITY

Although Vectara takes reasonable security measures, no website, email system, cloud service or electronic communication system can be guaranteed to be completely secure.

Accordingly, users should consider the sensitivity of information before submitting it through general internet channels.

For highly confidential engineering, commercial or security-sensitive information, Vectara may provide or require an alternative secure transfer mechanism.

41. INFORMATION SECURITY REQUIREMENTS FOR CLIENT PROJECTS

For projects involving commercially sensitive, critical infrastructure, industrial, defence, security-sensitive or otherwise restricted information, Vectara may require additional controls before receiving or processing information.

These may include:

• NDA execution

• Secure file transfer

• Restricted access

• Named personnel

• Project-specific permissions

• Additional encryption

• Client security requirements

• Data-location requirements

• Access logging

• Additional contractual controls.

Vectara reserves the right to decline receipt of information where the required security arrangements cannot reasonably be implemented.

42. MARKETING COMMUNICATIONS

Where legally permitted, Vectara may contact business contacts regarding services that may reasonably be relevant to their professional activities.

You may unsubscribe or object to marketing communications at any time.

Each electronic marketing communication will provide an appropriate method of opting out where required by law.

43. YOUR RESPONSIBILITY WHEN USING THIS WEBSITE

You are responsible for ensuring that information submitted to Vectara is:

• Accurate

• Relevant

• Lawfully provided

• Necessary for the requested purpose

• Provided with appropriate authority.

You should not submit personal information belonging to another person unless you have appropriate authority or a lawful basis to do so.

44. CONTACT US

If you have questions about this Privacy Policy, your personal information or how Vectara processes information, contact:

Vectara

Legal entity: VECTARA LTD
Trading name: Vectara
Registered office: 16 Preston Terrace, EH49 6HU Linlithgow
Country: Scotland, United Kingdom
Email: enquiry@vectara.co.uk
Website: www.vectara.co.uk

45. COMPLAINTS

If you believe Vectara has not handled your personal information appropriately, please contact us first so that we can investigate and attempt to resolve the matter.

You also have the right to complain to the relevant data protection supervisory authority.

For organisations operating in the UK, this is generally the:

Information Commissioner's Office (ICO)

Website: https://ico.org.uk/

If EU GDPR applies to your circumstances, you may also have the right to complain to the relevant EU/EEA supervisory authority.

46. FINAL PROVISION

This Privacy Policy is intended to provide transparent information about how Vectara processes personal information.

It does not replace any applicable:

• Contract

• Appointment

• NDA

• Confidentiality Agreement

• Data Processing Agreement

• Information Security Agreement

• Terms and Conditions

• Project specification

• Statement of Work.

Where a separate written agreement contains specific provisions concerning confidentiality, data protection, information security, project data, intellectual property or data retention, those provisions will apply to the extent permitted by applicable law.

Nothing in this Privacy Policy excludes or restricts any statutory right or obligation that cannot lawfully be excluded or restricted.

© Vectara. All rights reserved.

VECTARA COOKIE POLICY

Effective Date: 20.08.26
Last Updated: 20.08.26

This Cookie Policy explains how Vectara (“Vectara”, “we”, “us”, “our”) uses cookies and similar technologies when you visit or interact with our website.

This policy should be read together with our Privacy Policy and, where applicable, our Website Terms and Conditions.

Vectara operates primarily from Scotland, United Kingdom, but may provide services to clients and visitors internationally. We therefore take account of applicable UK and, where relevant, EU privacy and electronic communications requirements.

1. WHAT ARE COOKIES?

Cookies are small text files placed on your device when you visit a website.

They allow websites to recognise a device, remember preferences, maintain functionality, understand how visitors use the website and, where permitted, support analytics or marketing activities.

Cookies may be:

• Session cookies — deleted when you close your browser.

• Persistent cookies — remain on your device for a defined period.

• First-party cookies — placed directly by Vectara.

• Third-party cookies — placed by a third-party service operating through the website.

Similar technologies may include:

• Tracking pixels

• Web beacons

• Local storage

• Device identifiers

• Embedded scripts

• Analytics technologies.

For simplicity, this policy refers to these technologies collectively as “cookies” where appropriate.

2. WHY VECTARA USES COOKIES

Depending on your consent and the functionality of the website, Vectara may use cookies to:

• Operate the website

• Maintain security

• Remember preferences

• Improve website functionality

• Understand website usage

• Analyse website performance

• Identify technical problems

• Improve navigation

• Measure marketing performance

• Understand how visitors interact with our services

• Support online forms

• Prevent spam and malicious activity

• Provide embedded content

• Support communications and marketing where legally permitted.

We aim to use cookies only where they provide a legitimate operational, analytical or commercial purpose.

3. TYPES OF COOKIES WE MAY USE

3.1 Strictly Necessary Cookies

These cookies are required for the website to function correctly.

They may be used for:

• Website security

• Form functionality

• Session management

• Consent management

• Load balancing

• Basic website functionality.

Because these cookies are necessary for the operation of the website, they may not require consent where permitted by applicable law.

Disabling these cookies may cause parts of the website to stop functioning correctly.

3.2 Preference Cookies

Preference cookies allow the website to remember choices you have made.

These may include:

• Cookie preferences

• Language preferences

• Display preferences

• Form settings

• Other user-selected options.

Where required by law, these cookies will only be activated following appropriate consent.

3.3 Analytics Cookies

Vectara may use analytics technologies to understand how visitors use the website.

Analytics information may include:

• Pages visited

• Time spent on pages

• Navigation paths

• Approximate geographic information

• Browser type

• Device type

• Operating system

• Referring website

• Interaction with website elements

• General traffic patterns.

Analytics information may help Vectara:

• Improve website structure

• Improve content

• Identify technical problems

• Understand visitor behaviour

• Measure website performance.

Where consent is required, analytics cookies will not be activated until appropriate consent has been provided.

3.4 Marketing Cookies

Where used, marketing technologies may help Vectara understand the effectiveness of advertising or promotional activity.

They may be used to:

• Measure advertising performance

• Understand campaign activity

• Attribute enquiries

• Understand interactions with marketing content

• Improve future marketing.

Marketing cookies will only be used where permitted by applicable law and, where required, with appropriate consent.

3.5 Functional and Embedded Content

The Vectara website may contain content or functionality supplied by third parties.

Examples may include:

• Maps

• Videos

• Scheduling tools

• Forms

• Document viewers

• Social media content

• Analytics services

• Security services

• Other embedded applications.

These services may place their own cookies or similar technologies.

Where applicable, such third-party technologies may be subject to the relevant provider's privacy and cookie policies.

4. COOKIE CONSENT

Where applicable law requires consent before non-essential cookies are placed or accessed, Vectara will request consent through an appropriate cookie-management mechanism.

You may be presented with options to:

• Accept all cookies

• Reject non-essential cookies

• Manage individual cookie categories

• Change your preferences.

You are not required to consent to non-essential cookies merely to browse the website where the law requires that consent be optional.

5. WITHDRAWING OR CHANGING CONSENT

Where consent is required, you may withdraw or change your cookie preferences.

Changing your preferences will not normally affect processing that took place before withdrawal.

Depending on the website technology, you may be able to manage your preferences through:

• The website cookie settings

• Your browser settings

• Your device settings.

You can also delete existing cookies through your browser.

6. BROWSER CONTROLS

Most modern browsers allow users to:

• View cookies

• Delete cookies

• Block cookies

• Block third-party cookies

• Allow cookies only from selected websites

• Receive warnings when cookies are used.

However, disabling all cookies may affect website functionality.

7. THIRD-PARTY SERVICES

Vectara may use third-party providers to operate or improve parts of the website.

Depending on the website configuration, these may include providers for:

• Website hosting

• Analytics

• Security

• Spam prevention

• Forms

• Maps

• Video

• Marketing

• Customer relationship management

• Communication

• Performance monitoring.

Third-party providers may process technical information or other information generated through their services.

Where appropriate, Vectara will seek contractual and technical measures designed to ensure that such providers process information in accordance with applicable requirements.

Third parties may operate under their own privacy and cookie policies.

8. INTERNATIONAL PROCESSING

Some third-party technology providers may operate infrastructure outside the United Kingdom.

Where the use of cookies or associated technologies results in personal information being transferred outside the UK, Vectara will take account of applicable international-transfer requirements.

Where required, Vectara will use an appropriate transfer mechanism, which may include:

• Adequacy regulations

• Appropriate safeguards

• Standard contractual arrangements

• The UK International Data Transfer Agreement

• The UK Addendum

• Another legally recognised mechanism.

Where EU GDPR applies, Vectara will also consider the relevant EU international-transfer requirements.

9. PERSONAL INFORMATION AND COOKIES

Some cookies may generate information that can constitute personal data.

Where this occurs, Vectara will process that information in accordance with applicable data protection legislation, including where applicable:

• UK GDPR

• Data Protection Act 2018

• Privacy and Electronic Communications Regulations

• EU GDPR

• Other applicable privacy legislation.

Our Privacy Policy provides further information about how Vectara processes personal information.

10. WEBSITE SECURITY

Certain technologies may be used to protect the website against:

• Automated attacks

• Spam

• Fraud

• Malicious traffic

• Unauthorised access

• Abuse of website forms.

These technologies may process technical information such as:

• IP address

• Browser information

• Device information

• Request information

• Security events.

Such processing may be necessary to protect Vectara, its website, users and information systems.

11. COOKIE DURATION

Cookies may remain on your device for different periods depending on their purpose.

Some cookies are deleted when the browser session ends.

Others may remain for:

• Several hours

• Several days

• Several months

• Longer periods where appropriate.

Vectara will seek to avoid retaining cookie-related information for longer than reasonably necessary for the relevant purpose.

12. COOKIE TABLE

The exact cookies used by the website may change as website functionality and third-party services change.

Where technically applicable, the website's cookie-management system may provide a current list of active cookies.

Typical categories may include:

CategoryPurposeConsentNecessaryWebsite operation and securityGenerally not required where strictly necessaryPreferencesRemember user choicesWhere requiredAnalyticsWebsite performance and usage analysisWhere requiredMarketingCampaign measurement and advertisingWhere requiredThird-partyEmbedded services and functionalityDepending on purpose and applicable law

The actual providers, cookie names and retention periods may vary depending on the technologies active on the website.

13. CHANGES TO THE WEBSITE

Vectara may introduce new website functionality or third-party services from time to time.

This may result in changes to:

• Cookies

• Tracking technologies

• Analytics services

• Embedded services

• Marketing technologies.

Where changes materially affect cookie consent requirements, Vectara will update the relevant consent mechanism and this policy where appropriate.

14. WEBSITE ANALYTICS

Where analytics are used, Vectara may use aggregated or statistical information to understand:

• Which pages are most useful

• How visitors navigate the website

• Which services generate interest

• How visitors reach the website

• Whether website content is effective

• Where technical improvements are required.

Analytics data may help us improve the presentation of services including:

• 3D laser scanning

• Point cloud surveys

• Drone surveys

• CAD

• BIM

• Scan-to-BIM

• Digital twins

• Digital engineering.

15. BUSINESS AND PROFESSIONAL WEBSITE USERS

Vectara primarily provides professional services to businesses, engineering organisations, contractors, consultants, architects, developers, asset owners and other professional clients.

Cookie-derived information may therefore be used alongside enquiry and website interaction information to understand general commercial demand and improve our professional services.

This does not mean that Vectara automatically identifies an individual visitor or assumes that a visitor represents a particular organisation.

16. COOKIE INFORMATION DOES NOT CREATE A CONTRACT

Use of the website or acceptance of cookies does not:

• Create a client relationship

• Create a contract

• Establish an NDA

• Create confidentiality obligations

• Create a quotation

• Create an obligation to provide services.

Any contractual relationship with Vectara will be governed by the applicable written agreement, quotation, appointment, terms and conditions or statement of work.

17. PRIVACY RIGHTS

Depending on applicable law, you may have rights regarding personal information processed through cookies or similar technologies.

These may include:

• Access

• Rectification

• Erasure

• Restriction

• Objection

• Data portability

• Withdrawal of consent.

These rights are subject to applicable legal conditions and exemptions.

Further information is available in our Privacy Policy.

18. CHILDREN

The Vectara website is intended primarily for professional and business users.

We do not knowingly use the website to target children with advertising or marketing.

If you believe that information relating to a child has been collected through our website inappropriately, please contact us.

19. INTERNATIONAL PROJECTS

Vectara may operate websites and provide services to clients involved in projects across:

• Scotland

• England

• Wales

• Northern Ireland

• Europe

• North America

• Middle East

• Asia

• Other international locations.

Website technologies may therefore be accessed by visitors internationally.

Where local legislation imposes additional requirements, Vectara will take reasonable steps to comply with mandatory applicable requirements.

20. GOVERNING LAW

This Cookie Policy is intended to operate in accordance with applicable UK law.

To the extent legally permissible, matters relating to Vectara's website and this Cookie Policy shall be interpreted in accordance with the laws of Scotland.

This does not remove or restrict mandatory rights available to individuals under applicable UK, EU or other privacy legislation.

21. CONTACT

For questions concerning cookies or website privacy, contact:

Vectara

Legal entity: VECTARA LTD
Trading name: Vectara
Registered office: 16 Preston Terrace, EH49 6HU Linlithgow
Country: Scotland, United Kingdom
Email: enquiry@vectara.co.uk
Website: www.vectara.co.uk

22. COMPLAINTS

If you have concerns about how Vectara uses cookies or associated personal information, please contact us first so that we can investigate and attempt to resolve your concern.

You may also have the right to complain to the relevant supervisory authority.

For UK matters, this will generally be the:

Information Commissioner's Office (ICO)

Website: https://ico.org.uk/

Where EU GDPR applies, you may also have rights to complain to the relevant EU/EEA data protection supervisory authority.

23. UPDATES TO THIS POLICY

Vectara may update this Cookie Policy periodically to reflect:

• Changes in legislation

• Regulatory guidance

• Changes to website functionality

• Changes to technology

• Changes to analytics providers

• Changes to marketing systems

• Changes to international operations.

The latest version will be published on this website.

© Vectara. All rights reserved.

VECTARA TERMS & CONDITIONS OF BUSINESS

Effective Date: 24.08.2026
Last Updated: 24.08.26

1. DEFINITIONS

In these Terms and Conditions:

“Vectara”, “we”, “us” or “our” means [INSERT FULL LEGAL COMPANY NAME], trading as Vectara.

“Client”, “you” or “your” means the person, company, organisation or other entity purchasing or requesting Services from Vectara.

“Services” means the services described in a Quotation, Proposal, Scope of Works, Statement of Work, Appointment or other written agreement issued by Vectara.

“Deliverables” means the drawings, models, point clouds, survey data, reports, photographs, imagery, BIM models, CAD files, digital-twin information or other outputs expressly identified in the agreed Scope.

“Project” means the project, site, building, facility, asset or other work to which the Services relate.

“Quotation” means Vectara's written quotation or proposal.

“Scope” means the agreed scope of Services and Deliverables expressly identified in the relevant Quotation or contract.

“Site” means the physical location at which Services are to be performed.

“Project Information” means information, drawings, models, files, specifications, photographs, survey data and other information supplied by or on behalf of the Client.

“Business Day” means a day other than a Saturday, Sunday or public holiday in Scotland.

2. APPLICATION OF THESE TERMS

2.1 These Terms apply to all Services supplied by Vectara unless expressly replaced or amended by a written agreement signed by an authorised representative of Vectara.

2.2 Any quotation, proposal, appointment, purchase order or other document issued by the Client shall not override these Terms unless Vectara expressly agrees to the relevant amendment in writing.

2.3 The Client's submission of a purchase order, written acceptance, payment of a deposit, instruction to commence work, provision of access to the Site, or request for Vectara to proceed shall constitute acceptance of these Terms where no separate signed contract applies.

2.4 No employee, consultant, subcontractor or representative of Vectara has authority to vary these Terms unless authorised in writing.

2.5 Where there is a conflict between documents, the following order of precedence shall apply unless expressly stated otherwise:

1. A separately signed contract;

2. A signed Statement of Work or Appointment;

3. The Vectara Quotation;

4. These Terms;

5. The Client's purchase order or other terms.

2.6 Any Client purchase order terms shall not apply unless expressly accepted by Vectara in writing.

3. BUSINESS-TO-BUSINESS SERVICES

3.1 Vectara's Services are primarily intended for commercial, professional and business clients.

3.2 Where the Client is acting in the course of a business, these Terms shall apply as a business-to-business agreement.

3.3 Where applicable law grants the Client mandatory rights which cannot legally be excluded or restricted, nothing in these Terms shall remove those rights.

3.4 If the Client is a consumer, consumer protection legislation may apply and any provision of these Terms that cannot lawfully apply to a consumer shall be interpreted or amended to the minimum extent necessary to comply with mandatory law.

4. QUOTATIONS AND PROPOSALS

4.1 Unless otherwise stated, Quotations are valid for 30 days from the date of issue.

4.2 A Quotation is based on the information available to Vectara at the time of preparation.

4.3 A Quotation does not constitute a guarantee that Vectara will accept the Project or that the stated methodology will remain appropriate if further information becomes available.

4.4 Vectara may revise a Quotation where:

• The Client changes the Scope;

• The Site differs materially from information provided;

• Access arrangements change;

• Additional survey work becomes necessary;

• Existing drawings or information are incomplete;

• The Client supplies inaccurate information;

• Additional coordination is required;

• Additional modelling is requested;

• The Project is delayed;

• The Project is suspended;

• Third-party costs change;

• Travel or accommodation requirements change;

• Regulatory requirements change;

• The Client requests additional Deliverables.

4.5 No additional work is included unless expressly identified in the Quotation.

5. FORMATION OF CONTRACT

5.1 A contract shall arise when Vectara accepts the Client's instruction or otherwise confirms commencement of the Services.

5.2 Vectara is not obliged to commence work until any required deposit, advance payment, purchase order, signed agreement or other precondition has been received.

5.3 Vectara may decline a Project without providing a detailed explanation where it reasonably considers the Project unsuitable due to commercial, technical, safety, legal, confidentiality or resource considerations.

6. SCOPE OF SERVICES

6.1 Vectara shall provide only the Services expressly included in the agreed Scope.

6.2 Anything not expressly included is excluded.

6.3 Unless expressly stated, Services do not include:

• Structural calculations;

• Building warrant applications;

• Planning applications;

• Building control submissions;

• Construction supervision;

• Certification;

• Independent engineering verification;

• Design responsibility;

• Fabrication;

• Installation;

• Setting out;

• Destructive investigation;

• Opening-up works;

• Underground utility investigation;

• Hazardous-material investigation;

• Asbestos investigation;

• Intrusive investigation;

• Specialist testing;

• Specialist laboratory analysis;

• Specialist structural inspection;

• Legal or planning advice.

6.4 Vectara may recommend additional services where information obtained during the Project indicates that they are necessary or beneficial.

7. CLIENT RESPONSIBILITIES

The Client shall:

7.1 Provide accurate and complete Project Information.

7.2 Provide Vectara with all information reasonably necessary to perform the Services.

7.3 Provide timely instructions and decisions.

7.4 Provide safe and lawful access to the Site.

7.5 Obtain necessary permissions, licences, consents and authorisations unless expressly included within the Scope.

7.6 Identify known hazards and restrictions.

7.7 Provide access to relevant areas of the Site.

7.8 Ensure that Vectara's personnel can work safely.

7.9 Provide suitable parking, access, welfare and working arrangements where reasonably required.

7.10 Ensure that other contractors do not obstruct or interfere with Vectara's work.

7.11 Obtain permission for Vectara to capture, process and use Site information necessary for the Services.

7.12 Ensure that Client-supplied information may lawfully be provided to Vectara.

8. CLIENT INFORMATION

8.1 Vectara may reasonably rely upon information supplied by the Client or third parties appointed by the Client.

8.2 Vectara is not responsible for errors, omissions or inaccuracies contained in Client-supplied information unless independent verification is expressly included within the Scope.

8.3 Where Client Information is incomplete or inconsistent, Vectara may:

• Request clarification;

• Proceed using reasonable assumptions;

• Identify exclusions;

• Revise the Scope;

• Suspend affected Services;

• Issue a Variation.

8.4 Any additional work resulting from inaccurate, incomplete or late Client Information shall be chargeable.

9. SITE ACCESS

9.1 The Client shall provide safe, timely and unrestricted access to all areas required for the agreed Services.

9.2 Where access is unavailable, restricted or delayed, Vectara may charge for:

• Waiting time;

• Additional travel;

• Remobilisation;

• Additional personnel;

• Additional equipment;

• Accommodation;

• Cancellation costs;

• Reprogramming.

9.3 If Vectara is unable to safely perform the Services, Vectara may leave the Site without liability for resulting delay.

9.4 Any return visit required because access was unavailable shall be treated as additional work unless the failure was caused by Vectara.

10. SITE CONDITIONS

10.1 Vectara's pricing assumes reasonable access and conditions consistent with the information supplied.

10.2 Vectara shall not be responsible for conditions that could not reasonably have been identified before mobilisation.

These may include:

• Hidden areas;

• Restricted areas;

• Obstructions;

• Plant shutdown restrictions;

• Security restrictions;

• Unsafe conditions;

• Excessive dust;

• Water;

• Steam;

• Heat;

• Vibration;

• Poor visibility;

• Restricted line of sight;

• Reflective or transparent surfaces;

• Moving equipment;

• Unavailable plant;

• Occupied areas;

• Weather conditions.

10.3 Where such conditions materially affect the Services, Vectara may revise the methodology, Scope, programme or price.

11. SURVEY ACCURACY

11.1 Survey accuracy shall be determined by the agreed specification and methodology.

11.2 Accuracy is affected by:

• Equipment;

• Scanning range;

• Site conditions;

• Line of sight;

• Registration methodology;

• Control;

• Coordinate systems;

• Surface characteristics;

• Environmental conditions;

• Movement;

• Obstructions;

• Existing information;

• Required deliverable.

11.3 Vectara shall only be responsible for achieving an expressly agreed accuracy specification.

11.4 No accuracy level shall be implied merely because a particular survey technology or equipment type is used.

11.5 Unless expressly included, survey information shall not be treated as a substitute for specialist structural, geotechnical, underground utility or other specialist investigation.

12. POINT CLOUDS

12.1 Point clouds represent captured spatial information and are subject to the limitations of the capture methodology.

12.2 Point clouds may contain:

• Occlusions;

• Noise;

• Shadow areas;

• Missing information;

• Registration errors within the agreed tolerance;

• Reflective-surface artefacts;

• Data gaps.

12.3 Vectara shall not be required to capture areas that were inaccessible or not reasonably visible unless expressly included.

12.4 Point-cloud density, format, registration tolerance and coordinate system shall be as stated in the agreed Scope.

13. CAD SERVICES

13.1 CAD drawings shall be produced in accordance with the agreed Scope and drawing standards.

13.2 Unless expressly stated, CAD drawings are representations derived from available survey and Project Information and do not constitute independent engineering certification.

13.3 Drawing revisions arising from:

• Client design changes;

• Additional information;

• Changed requirements;

• Errors in Client Information;

• Additional coordination;

• Changes after approval;

shall be chargeable where they exceed the included revision allowance.

13.4 Unless expressly included, Vectara does not warrant that CAD drawings are suitable for fabrication, manufacture or construction.

14. BIM SERVICES

14.1 BIM Services shall be performed to the agreed modelling specification.

14.2 The agreed Scope shall define, where applicable:

• Software;

• Coordinate system;

• LOD;

• LOI;

• Model elements;

• Model exclusions;

• Naming conventions;

• Classification;

• File format;

• Required views;

• Required schedules;

• Required data;

• Required deliverables.

14.3 BIM models are not automatically design models.

14.4 Unless expressly included, Vectara does not assume responsibility for:

• Design intent;

• Engineering calculations;

• Structural adequacy;

• MEP performance;

• Construction methodology;

• Fabrication;

• Installation;

• Regulatory approval.

15. LOD AND LOI

15.1 Level of Detail (“LOD”) relates primarily to the geometric development and graphical representation of model elements.

15.2 Level of Information (“LOI”) relates to the non-geometric information associated with model elements.

15.3 The applicable LOD and LOI shall be those expressly identified in the Scope.

15.4 Vectara is not responsible for information or geometry that was not included in the agreed LOD or LOI.

15.5 Requests to increase LOD or LOI after commencement may constitute a Variation.

15.6 A model shall not be interpreted as containing information beyond the agreed specification.

16. DIGITAL TWINS

16.1 Where Digital Twin Services are included, the Scope shall define the information, geometry, systems and functionality to be provided.

16.2 Unless expressly agreed, Vectara does not warrant that a Digital Twin will provide real-time monitoring or automatic updates.

16.3 Digital Twin information may depend on:

• Client systems;

• Third-party software;

• Sensors;

• Asset databases;

• BIM models;

• External APIs;

• Operational data.

16.4 Vectara is not responsible for inaccuracies originating from third-party systems or Client-supplied information.

17. DRONE SERVICES

17.1 Drone Services are subject to:

• Weather;

• Airspace restrictions;

• Site conditions;

• Regulatory requirements;

• Permissions;

• Safety restrictions;

• Equipment limitations.

17.2 Vectara may postpone or cancel a drone operation where conditions are unsafe or unlawful.

17.3 Additional mobilisation caused by weather, access restrictions or Client delays may be chargeable.

17.4 Drone imagery shall only be captured to the extent reasonably necessary for the agreed Scope.

18. PROGRAMME AND TIMESCALES

18.1 Any programme or completion date provided by Vectara is an estimate unless expressly identified as contractually fixed.

18.2 Vectara shall not be liable for delay caused by:

• Client delay;

• Late information;

• Late approval;

• Site access;

• Weather;

• Third-party delay;

• Equipment failure beyond reasonable control;

• Supplier delay;

• Regulatory restrictions;

• Force majeure;

• Changes in Scope;

• Safety concerns.

18.3 Client-caused delays may result in additional costs.

18.4 Where the Project is delayed for more than 30 days, Vectara may reprogramme the work and revise the quotation where reasonably necessary.

19. VARIATIONS AND ADDITIONAL WORK

19.1 Any work outside the agreed Scope constitutes a Variation.

19.2 Variations may arise from:

• Client requests;

• Additional survey areas;

• Additional drawings;

• Additional model elements;

• Additional revisions;

• Increased LOD;

• Increased LOI;

• Additional formats;

• Additional site visits;

• Additional coordination;

• Additional meetings;

• Additional reports;

• Changes in Client requirements;

• Previously unknown site conditions.

19.3 Vectara may provide a Variation quotation before proceeding.

19.4 Where urgent work is requested and the Client instructs Vectara to proceed, Vectara may charge at its applicable hourly, daily or project rate.

19.5 Vectara is not required to undertake additional work without agreement to the applicable commercial basis.

20. REVISION LIMITS

20.1 Unless otherwise stated, the Quotation includes only the number of revisions expressly identified.

20.2 A revision is additional where it results from a change to:

• Client requirements;

• Design;

• Scope;

• Information;

• LOD;

• LOI;

• Coordinate system;

• Deliverable format.

20.3 Corrections to genuine Vectara errors within the agreed Scope will be addressed by Vectara without additional charge.

20.4 Changes requested after Client approval shall be chargeable.

21. MEETINGS AND COORDINATION

21.1 Meetings, workshops and coordination sessions are included only where expressly stated.

21.2 Additional meetings may be chargeable.

21.3 Vectara shall not be responsible for delays resulting from failure by the Client or other project participants to attend meetings or provide decisions.

22. FEES

22.1 Fees shall be those stated in the accepted Quotation.

22.2 Unless expressly stated, fees exclude:

• VAT or applicable taxes;

• Travel;

• Accommodation;

• Parking;

• Specialist equipment;

• Specialist subcontractors;

• Permit fees;

• Third-party data;

• Additional site visits;

• Additional revisions;

• Additional modelling;

• Additional coordination.

22.3 Any applicable VAT or other tax shall be payable in addition to the quoted fee.

23. DEPOSITS AND ADVANCE PAYMENTS

23.1 Vectara may require a deposit or advance payment before commencing Services.

23.2 The deposit may be applied against the Project fees.

23.3 Vectara may refuse to mobilise until the required deposit has cleared.

23.4 Unless otherwise agreed in writing, deposits are non-refundable to the extent they represent costs already incurred, committed resources, mobilisation, preparation or other work performed.

23.5 Any refund shall be subject to the applicable contract and mandatory law.

24. PAYMENT

24.1 Unless otherwise agreed, invoices are payable within 14 days of the invoice date.

24.2 The Client shall make payment without deduction, set-off or counterclaim except where such right cannot lawfully be excluded.

24.3 A payment dispute must be raised in writing within 7 days of the invoice date and must identify the specific amount and basis of the dispute.

24.4 Undisputed amounts remain payable by the due date.

24.5 Failure to dispute an invoice within the above period does not automatically prevent a valid statutory claim, but Vectara may treat the absence of a timely dispute as evidence that no contemporaneous objection was raised.

25. LATE PAYMENT

25.1 Vectara may charge interest on overdue commercial invoices at:

8% above the Bank of England base rate, or the maximum contractual or statutory rate legally applicable.

25.2 Vectara may also recover reasonable costs associated with recovering overdue amounts where legally permitted.

25.3 Where applicable, Vectara reserves its rights under legislation governing late commercial payments.

25.4 Late payment does not extend the agreed Project programme.

26. SUSPENSION FOR NON-PAYMENT

26.1 If an invoice remains unpaid after its due date, Vectara may suspend Services following reasonable notice.

26.2 Where suspension is necessary to protect Vectara's commercial position, Vectara may suspend Services without liability for resulting delay.

26.3 The Client shall remain responsible for reasonable costs arising from suspension and subsequent remobilisation.

26.4 Vectara may require all outstanding sums and reasonable remobilisation costs to be paid before recommencing.

27. CANCELLATION BY CLIENT

27.1 The Client may request cancellation.

27.2 Cancellation does not automatically extinguish amounts already due.

27.3 Where the Client cancels after Vectara has commenced preparation, mobilisation, travel, survey, modelling or other work, Vectara may invoice for:

• Work completed;

• Time incurred;

• Third-party costs;

• Non-refundable commitments;

• Travel;

• Accommodation;

• Mobilisation;

• Demobilisation;

• Cancellation charges;

• Reserved resources.

27.4 Where a cancellation prevents Vectara from reasonably redeploying reserved resources, Vectara may charge a reasonable cancellation fee reflecting the resulting loss and costs, subject to applicable law.

28. CANCELLATION BY VECTARA

Vectara may suspend or terminate the Services where:

• The Client fails to pay;

• The Client materially breaches the agreement;

• The Site is unsafe;

• Required access is unavailable;

• Required information is not provided;

• The Project becomes unlawful;

• Continuing would expose Vectara to unreasonable risk;

• The Client becomes insolvent;

• The Client repeatedly changes the Scope without agreeing commercial terms;

• A conflict of interest arises;

• Security or confidentiality requirements cannot reasonably be met.

29. INTELLECTUAL PROPERTY

29.1 Vectara retains ownership of its pre-existing intellectual property.

This includes:

• Templates;

• Standards;

• Libraries;

• Scripts;

• Software;

• Workflows;

• Methodologies;

• Know-how;

• Generic modelling systems;

• Generic CAD blocks;

• Generic BIM families;

• Internal tools;

• Technical processes.

29.2 Subject to full payment of all amounts due, the Client receives the licence or rights expressly stated in the Quotation or contract.

29.3 Unless otherwise agreed, Vectara retains ownership of its underlying methodologies and reusable systems.

29.4 The Client shall not resell, reproduce or commercially exploit Vectara's generic intellectual property without written permission.

30. CLIENT-SUPPLIED INTELLECTUAL PROPERTY

30.1 The Client warrants that it has the necessary rights and permissions to provide Project Information to Vectara.

30.2 The Client shall indemnify Vectara against third-party claims arising from the Client's failure to have appropriate rights or permissions, except to the extent caused by Vectara's own breach or unlawful conduct.

31. USE OF DELIVERABLES

31.1 Deliverables may only be used for the Project and purpose for which they were prepared unless otherwise agreed.

31.2 The Client shall not rely upon Deliverables for another project, site, asset or purpose without Vectara's written approval where such reliance could materially affect their suitability.

31.3 Deliverables shall not be altered in a manner that removes Vectara's identification or materially changes their meaning without appropriate professional responsibility being assumed by the party making the alteration.

31.4 Third parties may not rely upon Deliverables unless Vectara expressly agrees in writing.

32. DESIGN RESPONSIBILITY

32.1 Unless expressly included, Vectara's Services are information capture, documentation, modelling and digital engineering services rather than full design responsibility.

32.2 Vectara shall not be responsible for design decisions made by the Client or third parties using Vectara's Deliverables.

32.3 Where Vectara is specifically appointed as designer or engineer, the applicable professional scope shall be stated separately.

33. NO IMPLIED CERTIFICATION

33.1 A CAD drawing, BIM model, point cloud, photograph, survey or digital twin does not automatically constitute:

• Certification;

• Structural approval;

• Building warrant approval;

• Planning approval;

• Building control approval;

• Engineering certification;

• Construction approval;

• Fabrication approval.

33.2 Such services must be expressly included in the Scope.

34. QUALITY CONTROL

34.1 Vectara shall apply reasonable quality-control procedures appropriate to the agreed Services.

34.2 Where Deliverables contain an identifiable Vectara error within the agreed Scope, Vectara may, at its option, correct or reissue the affected Deliverable.

34.3 The correction of an error shall normally be Vectara's primary remedy where reasonably practicable.

35. CLIENT REVIEW AND APPROVAL

35.1 The Client shall review Deliverables promptly.

35.2 The Client shall notify Vectara of material errors or omissions within a reasonable period.

35.3 Client approval may be given by:

• Email;

• Written confirmation;

• Project-management system;

• Approval of drawings;

• Instruction to proceed;

• Use of Deliverables for the next project stage.

35.4 Changes requested after approval may be treated as Variations.

36. THIRD-PARTY RELIANCE

36.1 No third party may rely upon Vectara's Deliverables without Vectara's written consent.

36.2 Where Vectara agrees to third-party reliance, Vectara may require:

• A reliance letter;

• Additional fee;

• Appropriate limitation of liability;

• Written acceptance of these Terms;

• Confirmation of the intended use.

37. LIABILITY

37.1 Nothing in these Terms excludes or restricts liability which cannot lawfully be excluded or restricted.

37.2 Subject to the foregoing, Vectara's total aggregate liability arising from a Project shall be limited to the greater of:

(a) the fees actually paid to Vectara for the relevant Services; or
(b) the amount recoverable under Vectara's applicable professional indemnity insurance for the relevant claim,

unless a different limit is expressly agreed in writing.

37.3 The parties intend the limitation in this clause to represent a commercially reasonable allocation of risk having regard to the nature and value of the Services and the fees charged.

37.4 Vectara shall not be liable for loss of:

• Profit;

• Revenue;

• Business;

• Production;

• Contracts;

• Opportunity;

• Anticipated savings;

• Goodwill;

• Reputation;

or any indirect or consequential loss, except to the extent such exclusion is prohibited by law.

37.5 Vectara shall not be liable for loss arising from:

• Client-supplied information;

• Third-party information;

• Third-party software;

• Client design decisions;

• Client modifications;

• Unauthorised use;

• Use outside the agreed Scope;

• Use outside the agreed LOD/LOI;

• Reliance by an unauthorised third party;

• Site conditions outside Vectara's reasonable control;

• Inaccurate existing documentation.

38. INSURANCE

38.1 Vectara shall maintain insurance appropriate to the nature of its business and agreed Services.

38.2 The Client shall not require Vectara to maintain insurance exceeding the level reasonably appropriate to the Services unless separately agreed and priced.

38.3 Any increased insurance requirement imposed by the Client may result in additional charges.

39. INDEMNITY BY CLIENT

To the extent legally permitted, the Client shall indemnify Vectara against reasonable losses, costs and claims arising from:

• Unauthorised Project Information;

• Breach of intellectual property rights;

• Unlawful instructions;

• Unsafe Site conditions not disclosed to Vectara;

• Unauthorised use of Deliverables;

• Third-party reliance not approved by Vectara;

• Client modifications to Deliverables;

• Use of Deliverables outside the agreed Scope.

This indemnity shall not apply to the extent that the relevant loss was caused by Vectara's own negligence, wilful misconduct or breach of contract.

40. CONFIDENTIALITY

40.1 Each party shall treat genuinely confidential commercial and technical information received from the other party as confidential.

40.2 Confidential information shall not include information that:

• Is already publicly available;

• Becomes publicly available without breach;

• Was already lawfully known;

• Is independently developed;

• Is lawfully obtained from another source;

• Must be disclosed by law.

40.3 Where the Project requires enhanced confidentiality, the parties may enter into a separate NDA.

40.4 In the event of conflict, a signed NDA shall govern confidentiality matters to the extent expressly stated.

41. SECURITY-SENSITIVE PROJECTS

For industrial, defence, infrastructure, energy, utilities or security-sensitive projects, Vectara may require:

• NDA;

• Additional security procedures;

• Restricted access;

• Named personnel;

• Secure file transfer;

• Additional data controls;

• Client-specific security requirements.

Vectara may refuse to accept information where adequate security arrangements cannot reasonably be implemented.

42. DATA PROTECTION

42.1 Vectara shall process personal information in accordance with applicable data protection legislation.

42.2 Details are set out in Vectara's Privacy Policy.

42.3 Where Vectara processes personal information on behalf of a Client as a processor, the parties may enter into a Data Processing Agreement.

42.4 The Client shall ensure that it has an appropriate lawful basis and authority to provide personal information to Vectara.

43. INTERNATIONAL PROJECTS

43.1 Vectara may provide Services outside the United Kingdom.

43.2 International Projects may be subject to additional:

• Local laws;

• Site regulations;

• Safety requirements;

• Data protection requirements;

• Security requirements;

• Import/export requirements;

• Drone regulations;

• Travel restrictions.

43.3 Unless expressly included, the Client shall be responsible for obtaining local permissions and approvals required for the Project.

43.4 Additional travel, accommodation, visas, permits and insurance requirements may be charged separately.

43.5 Unless a separate contract states otherwise, these Terms shall continue to govern Vectara's contractual relationship with the Client.

44. FORCE MAJEURE

Vectara shall not be liable for failure or delay caused by circumstances beyond its reasonable control.

Such circumstances may include:

• Severe weather;

• Flood;

• Fire;

• Natural disaster;

• War;

• Terrorism;

• Civil unrest;

• Epidemic;

• Pandemic;

• Government action;

• Regulatory restrictions;

• Industrial action;

• Cyberattack;

• Major infrastructure failure;

• Power failure;

• Telecommunications failure;

• Transport disruption;

• Supplier failure;

• Equipment availability issues beyond reasonable control.

Vectara shall use reasonable efforts to minimise the effect of such circumstances.

45. SUBCONTRACTORS

45.1 Vectara may appoint suitably qualified subcontractors or consultants to perform parts of the Services.

45.2 Vectara remains responsible for managing subcontracted Services within the agreed Scope, subject to these Terms.

45.3 The Client shall not unreasonably object to the use of competent subcontractors.

46. EQUIPMENT AND TECHNOLOGY

Vectara may select equipment and technology appropriate to the agreed Scope.

This may include:

• Laser scanners;

• Total stations;

• GNSS equipment;

• Drones;

• Photogrammetry systems;

• Cameras;

• CAD software;

• BIM software;

• Point-cloud software;

• Cloud processing;

• Other specialist technology.

The Client is purchasing the agreed result and Deliverables rather than a particular item of equipment unless the Quotation expressly specifies otherwise.

47. SOFTWARE AND THIRD-PARTY PLATFORMS

47.1 Deliverables may require third-party software to view or use.

47.2 Vectara does not guarantee continued availability of third-party software.

47.3 Changes to third-party platforms may affect compatibility.

47.4 Unless expressly included, Vectara is not responsible for licensing the Client's software.

48. FILE FORMATS

48.1 Deliverables shall be supplied in the formats stated in the Scope.

48.2 Requests for additional formats may be chargeable.

48.3 Vectara does not guarantee that a third-party software platform will interpret a file exactly as displayed in the originating software.

48.4 Where editable native files are supplied, they may remain subject to the limitations and functionality of the originating software.

49. ARCHIVING

49.1 Vectara may retain Project records for reasonable business, contractual, professional, insurance, legal or evidential purposes.

49.2 Unless expressly agreed, Vectara does not guarantee permanent storage of Project files.

49.3 The Client is responsible for maintaining its own copies of Deliverables.

49.4 Vectara may delete or archive Project data after the applicable retention period.

50. COMPLAINTS

50.1 Complaints should be submitted in writing as soon as reasonably practicable.

50.2 The Client shall provide sufficient information to allow Vectara to investigate.

50.3 Vectara shall have a reasonable opportunity to inspect and, where appropriate, correct any alleged defect.

50.4 The Client shall not appoint another party to alter or rectify Vectara's Deliverables and then seek recovery from Vectara without first giving Vectara a reasonable opportunity to investigate, except where urgent action is reasonably necessary to prevent serious loss or harm.

51. TERMINATION FOR MATERIAL BREACH

Either party may terminate the relevant contract where the other party commits a material breach and, where the breach is capable of remedy, fails to remedy it within a reasonable period following written notice.

Vectara may terminate immediately where:

• The Client becomes insolvent;

• Continued performance would be unlawful;

• The Site presents an unacceptable safety risk;

• The Client persistently fails to pay;

• The Client materially compromises Vectara's confidentiality or security obligations.

52. CONSEQUENCES OF TERMINATION

On termination:

52.1 The Client shall pay all sums properly due up to the termination date.

52.2 The Client shall pay reasonable committed costs and work performed.

52.3 Vectara may suspend release of unpaid Deliverables to the extent legally permitted.

52.4 Any licence to use unpaid Deliverables shall not arise until the relevant fees have been paid in full, subject to mandatory law.

52.5 Confidentiality, intellectual property, payment, liability and dispute provisions shall survive termination where their nature requires.

53. NO SET-OFF

Unless required by law or expressly agreed in writing, the Client shall not withhold, deduct or set off payments because of:

• A separate dispute;

• A potential claim;

• A delay;

• A requested variation;

• A third-party issue.

Any genuine dispute should be raised separately and promptly.

54. ENTIRE AGREEMENT

The applicable contract documents constitute the entire agreement between Vectara and the Client concerning the relevant Services.

The Client acknowledges that it has not relied upon any statement not expressly included in the contract documents, except where such reliance cannot lawfully be excluded.

55. NO WAIVER

Failure by Vectara to enforce any provision immediately shall not constitute a waiver of that provision.

A waiver must be expressly given in writing.

56. SEVERABILITY

If any provision is found to be invalid, unlawful or unenforceable, that provision shall be modified or removed only to the minimum extent necessary.

The remaining provisions shall continue in force.

57. ASSIGNMENT

The Client may not assign or transfer the contract without Vectara's written consent where such transfer would materially affect Vectara's rights or obligations.

Vectara may assign or transfer its rights and obligations to a group company, successor business or purchaser of substantially all of the relevant business, subject to applicable law.

58. NOTICES

Formal notices under these Terms shall be given in writing by:

• Email;

• Recorded delivery;

• Courier;

• Another agreed written method.

Notices sent by email shall be deemed received when no delivery failure notification is received, subject to evidence to the contrary.

59. GOVERNING LAW

These Terms and any contract between Vectara and the Client shall, unless otherwise expressly agreed in writing, be governed by the law of Scotland.

The parties submit to the jurisdiction of the Scottish courts, subject to any mandatory jurisdictional rights applicable to the Client.

For international Projects, a separate written agreement may specify an alternative governing law or dispute forum where commercially appropriate.

60. DISPUTE RESOLUTION

The parties shall attempt in good faith to resolve disputes commercially before commencing formal proceedings.

This may include:

• Direct negotiation;

• Senior management review;

• Independent mediation;

• Expert determination where agreed;

• Adjudication where applicable;

• Court proceedings.

Nothing prevents either party from taking urgent legal action where necessary to protect its rights.

Where statutory adjudication applies to a contract, nothing in these Terms shall prevent either party from exercising its statutory rights.

61. CONSTRUCTION AND STATUTORY PAYMENT RIGHTS

Where the Services form part of a contract to which applicable construction legislation applies, including legislation concerning payment, adjudication or suspension rights, the relevant statutory provisions shall apply to the extent required by law.

Nothing in these Terms is intended to unlawfully contract out of mandatory statutory rights.

62. PROFESSIONAL STANDARDS

Vectara shall perform the Services with reasonable care and skill appropriate to the agreed Scope and nature of the Services.

Where a specific professional standard, specification, code or methodology is required, it must be expressly identified in the Scope.

63. LIMITATION OF RELIANCE

Vectara's Deliverables are prepared for the Client and Project identified in the relevant Scope.

No person may rely upon them for another purpose without written approval.

Where a third party relies upon Deliverables without Vectara's written consent, Vectara accepts no additional responsibility to that third party except where liability cannot lawfully be excluded.

64. CLIENT APPROVAL OF SCOPE

The Client is responsible for reviewing the proposed:

• Survey area;

• Required accuracy;

• Coordinate system;

• Deliverables;

• CAD requirements;

• BIM requirements;

• LOD;

• LOI;

• File formats;

• Project assumptions;

• Exclusions.

By accepting the Quotation, the Client confirms that the Scope reasonably reflects its requirements.

65. CHANGES IN CLIENT REQUIREMENTS

If the Client changes requirements after acceptance, Vectara may revise:

• Fee;

• Programme;

• Resources;

• Deliverables;

• LOD;

• LOI;

• Accuracy;

• Methodology.

Vectara is not required to absorb costs arising from Client-requested changes.

66. PROJECT RECORDS

Vectara may maintain records of:

• Quotations;

• Instructions;

• Emails;

• Survey records;

• Site photographs;

• Point clouds;

• Models;

• Drawing revisions;

• Approvals;

• Meeting records;

• Quality-control records;

• Invoices.

Such records may be used to demonstrate the Scope, instructions, approvals and performance of the Services.

67. ELECTRONIC COMMUNICATION

The Client accepts that Vectara may communicate using electronic means including email, project portals and digital document-transfer systems.

Electronic records may be used as evidence of instructions and approvals, subject to applicable law.

68. ELECTRONIC SIGNATURES

Electronic signatures, approvals and acceptance methods may be used where legally valid.

An electronic acceptance may be treated as acceptance of the relevant Quotation and these Terms.

69. CONFIDENTIAL PROJECT DATA

Where a Project involves commercially sensitive information, the Client should notify Vectara before transferring the information.

Vectara may require an NDA or additional security agreement before accepting such information.

Vectara reserves the right to decline information where the requested security or confidentiality requirements are incompatible with the available systems or commercial arrangements.

70. CLIENT INSTRUCTIONS

Vectara may rely on instructions from the Client's nominated representative.

The Client shall identify authorised representatives where appropriate.

Vectara shall not be responsible for acting upon a reasonable instruction received from an apparently authorised representative unless Vectara has been expressly notified otherwise.

71. THIRD-PARTY INFORMATION AND SERVICES

Vectara may use third-party information or services where necessary.

Vectara shall not be responsible for errors caused by third-party information or systems that Vectara could not reasonably identify or control.

Where third-party information is critical to the Project, Vectara may recommend independent verification.

72. SAFETY

Vectara has the right to stop work immediately where its personnel reasonably believe that the Site or working conditions present a serious health or safety risk.

The Client shall remain responsible for Site safety except to the extent that Vectara has expressly accepted specific health and safety responsibilities.

73. HIDDEN HAZARDS

Vectara shall not be required to enter areas presenting undisclosed hazards.

This includes, without limitation:

• Asbestos;

• Unstable structures;

• Live electrical systems;

• Hazardous chemicals;

• Confined spaces;

• Unprotected heights;

• Radiation;

• Explosive atmospheres;

• Dangerous machinery;

• Other hazardous environments.

Additional specialist arrangements may be required before work can continue.

74. EXPORT, SANCTIONS AND RESTRICTED PROJECTS

Vectara may refuse or suspend Services where performance could breach:

• UK sanctions;

• Applicable international sanctions;

• Export-control requirements;

• Security requirements;

• Applicable law.

Vectara may request information reasonably necessary to assess these matters.

75. ANTI-BRIBERY AND CORRUPTION

Vectara does not permit bribery, corruption or improper payments.

The Client shall not request or encourage Vectara personnel to make or accept improper payments or benefits.

Vectara may terminate or suspend a Project where it reasonably believes that continuing would expose it to bribery, corruption or other unlawful conduct.

76. MODERN SLAVERY AND ETHICAL CONDUCT

Vectara expects employees, suppliers, consultants and subcontractors to comply with applicable laws concerning:

• Modern slavery;

• Forced labour;

• Human trafficking;

• Bribery;

• Corruption;

• Discrimination;

• Health and safety.

Vectara may investigate concerns and take appropriate action where necessary.

77. DATA AND DIGITAL SECURITY

For Projects involving sensitive digital engineering information, Vectara may establish project-specific:

• Access controls;

• Data permissions;

• File-transfer procedures;

• Password requirements;

• Encryption requirements;

• Retention periods;

• User restrictions.

Where the Client requires security measures beyond Vectara's standard arrangements, the additional requirements and associated costs shall be agreed in writing.

78. WEBSITE TERMS

Use of the Vectara website is also subject to the Vectara Privacy Policy and Cookie Policy.

Website content is provided for general information and does not constitute a professional appointment or project-specific advice unless expressly stated.

79. CHANGES TO THESE TERMS

Vectara may update these Terms from time to time.

The version applicable to a Project shall generally be the version incorporated into the relevant contract at the time the contract is formed.

Changes after contract formation shall not affect existing contractual rights unless agreed or permitted by law.

80. FINAL PROVISION

These Terms are intended to provide a clear and commercially robust framework for Vectara's professional services.

Nothing in these Terms:

• Excludes liability that cannot legally be excluded;

• Removes mandatory statutory rights;

• Prevents a Client from exercising rights granted by applicable law;

• Overrides a separately negotiated written agreement where that agreement expressly takes precedence.

Where there is uncertainty between these Terms and a specific project agreement, the express terms of the signed project agreement shall prevail to the extent of the inconsistency.

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