Terms and Conditions

1. Definitions

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

• "HEX360" or "we" or "us" means HEX360 Ltd, a company registered in England and Wales, trading as HEX360 Virtual PM. Director: Craig Lewis. Contact: info@hex360.co.uk, 07903 696 395.
• "Client" or "you" means the individual or business entity that has engaged HEX360 under one of the Engagement Types below.
• "Builder" means the contractor or tradesperson appointed to carry out the physical construction work on your project, whether appointed by you directly or, where agreed, by HEX360 on your behalf.
• "Engagement" means the specific Site Visit, Coordination Service, or Retainer arrangement agreed between you and HEX360, as set out in your application, quote, or order confirmation.
• "Hex360 Dashboard" means the online platform through which project reports, programmes, cost information, and communications relating to your Engagement are made available to you.

2. Engagement Types

HEX360 offers the following Engagement Types. The specific terms, price, and scope of your Engagement are as confirmed in writing at the time you sign up.

Hex360 Project Management Limited is not VAT registered. Prices shown are flat, with no VAT applied. Each Retainer includes a defined number of hours per month; time spent beyond that allowance is billed at the agreed hourly rate.

3. Payment

Payment is taken via Stripe, a third-party payment processor. By engaging HEX360, you agree to Stripe's terms of service. Your card details are held securely by Stripe and are not stored by HEX360.

Retainers are billed monthly in advance and renew automatically unless cancelled in accordance with clause 8. The Coordination Service is billed in four stages (30% on engagement, 30% on scope sign-off, 20% at tender, 20% on contract award). The Site Visit + Appraisal is paid in full at booking.

If a payment fails, HEX360 and/or Stripe will attempt to reprocess it. If payment remains unsuccessful, work on your Engagement may be paused until the outstanding amount is settled.

4. Client Cooperation and Timely Information

HEX360 can only run your project professionally, and keep it on programme, if we have the information, decisions, access, and approvals we need, when we need them. By engaging HEX360, you agree to:

• Respond to our requests for decisions, approvals, or information within 5 working days, unless we agree a longer period with you in writing;
• Give us, or arrange for us to have, reasonable access to the site, your Builder, your consultants, and any documents, accounts, or accreditations relevant to the project when we ask for them;
• Where you have appointed your own Builder, ensure they provide progress updates, programme information, and cost information to HEX360 in a timely manner;
• Tell us promptly about anything that could affect the project's cost, programme, or scope, including any direct instructions you give your Builder outside of HEX360.

5. Site Visits, Travel and Accommodation

Site visits within Plymouth are included in your Engagement where applicable. Site visits to a project outside Plymouth are charged separately: travel at £250 flat plus accommodation at £100–£150 per night where an overnight stay is required. We will agree these costs with you before they are incurred.

This applies to the Site Visit + Appraisal as well. The £500 fee covers the visit and the written appraisal only. Travel and accommodation are never included in it.

6. The Site Visit + Appraisal Credit

Where you proceed to a further Engagement within 30 days of your Site Visit + Appraisal, the £500 fee is credited as follows:

• In full (£500) against the Coordination Service.
• In full (£500) against a Pro or Elite Retainer, taken for its initial three-month term.
• £250 against a Lite Retainer, taken for its initial three-month term.

The three-month term referred to above is the standard initial term that applies to every Retainer under clause 8, not an additional commitment. The Coordination Service is a fixed 12-week engagement with no monthly term, so no minimum-term condition applies to it.

The credit applies once per Site Visit + Appraisal, is not transferable, is not exchangeable for cash, and does not apply to travel, accommodation, or any other cost charged separately under clause 5. If you cancel a Retainer before the end of its initial three-month term, we reserve the right to recover the credited amount.

7. Variations and Additional Work

Snagging (walking the property, logging every item, and managing it with your Builder through to sign-off) is included as part of every Retainer, on the same basis as any other site visit under clause 5. Work that falls genuinely outside the agreed scope of your Engagement, such as extra hours on a Retainer beyond the included monthly allowance, is priced and agreed with you before it begins, then billed at the agreed hourly rate or as a separate fixed price.

8. Cancellation

Retainers may be cancelled at any time. During the first three months of a Retainer, one full calendar month's written notice is required. After the first three months, cancellation is on a rolling 30-day notice. You remain liable for fees due during the notice period.

The Coordination Service is a fixed 12-week engagement. Stage payments already invoiced are non-refundable once the corresponding stage of work has begun. If you cancel before a stage begins, that stage's payment is not due.

The Site Visit + Appraisal is non-refundable once the visit has taken place. If you need to reschedule, give us at least 48 hours' notice.

To cancel, contact us at info@hex360.co.uk or 07903 696 395.

9. Intellectual Property

Reports, programmes, risk registers, and other documents HEX360 prepares specifically for your project belong to you once paid for in full, for use on that project. The Hex360 Dashboard itself, our internal templates, processes, and methodology remain the intellectual property of HEX360 Ltd, and nothing in these Terms transfers ownership of them to you.

10. Limitation of Liability

Nature of the Service: HEX360 provides project management, coordination, and appraisal services. We do not provide structural engineering, architectural, legal, financial, or planning advice, and nothing we say or write should be treated as such. Where specialist advice is needed, you are responsible for appointing the relevant professional; we can help you find one.

To the maximum extent permitted by applicable law, HEX360's total aggregate liability to you in relation to an Engagement shall not exceed the total fees paid by you to HEX360 for that Engagement.

Nothing in these Terms limits HEX360's liability for death or personal injury caused by our negligence, for fraud or fraudulent misrepresentation, or for any other liability that cannot be excluded or limited under English law. Nothing in these Terms affects your statutory rights as a consumer.

11. Data Protection

HEX360 Ltd is committed to protecting your personal data and complying with the UK GDPR and the Data Protection Act 2018. We collect and process personal data including your name, email address, billing information, and project data to deliver and manage your Engagement.

Your personal data is processed in accordance with our Privacy Policy (available on the Website). We do not sell or share your personal data with third parties for marketing purposes. Data is shared only where necessary to deliver the Engagement, including with Stripe (payment processing) and other service providers under appropriate data processing agreements.

Your data is stored securely on servers located within the United Kingdom or the European Economic Area. You have rights of access, correction, and deletion. Contact info@hex360.co.uk to exercise these rights.

12. Suspension and Termination

HEX360 may pause or end your Engagement, on reasonable notice, if: (a) you breach these Terms, particularly clause 4 (Client Cooperation) in a way that makes the Engagement impossible to deliver professionally; (b) you fail to make payment when due; or (c) we have reasonable grounds to believe the Engagement is being used unlawfully or fraudulently. Where we end an Engagement under this clause, fees already paid for work completed are non-refundable.

13. Governing Law

These Terms and Conditions, and any dispute or claim arising out of or in connection with them (including non-contractual disputes or claims), shall be governed by and construed in accordance with the laws of England and Wales. The parties irrevocably agree that the courts of England and Wales shall have exclusive jurisdiction to settle any such dispute or claim.

14. Changes to These Terms

HEX360 may update or amend these Terms from time to time. Where changes are material and you have an ongoing Retainer, we will notify you by email at least 30 days before the changes take effect.

15. Contact