Terms of Service

01Scope of Services

Hos-Scans provides reality capture services, including LiDAR-based 3D laser scanning, point cloud processing, as-built 2D drawings, dimensioned plans and elevations, 3D models, renderings, and virtual site access. The specific deliverables, formats, level of detail, and areas to be scanned for your project are those listed on your quote.

Work not listed on your quote, including additional areas, added deliverables, or changes after work begins, is a change in scope and will be quoted separately before we proceed.

02Written Agreements Come First

If you and Hos-Scans agree on something in writing, such as a signed agreement or contract, a non-disclosure agreement, or a quote you accept (including by replying to our email), what we agreed in writing supersedes these Terms for the work it covers. Where it is silent on something, these Terms fill the gap.

Terms printed on your own purchase orders or forms do not add to or change these Terms unless we agree to them in writing.

03What Our Services Are Not

Unless your quote or a signed agreement expressly says otherwise:

• Not a land survey. Our deliverables are not a legal land survey and must not be used to establish property boundaries, easements, or legal descriptions.
• Not engineering or architectural services. We document existing conditions. We do not provide structural or MEP engineering analysis, code compliance reviews, design services, or sealed or stamped drawings.
• Not an inspection. We do not assess the condition, safety, or code compliance of a building, and our deliverables are not a property inspection or environmental report.

04Quotes & Estimates

Quotes are valid for 30 days from the date issued unless the quote states otherwise.

Quotes are based on the information you provide, such as square footage, building type, access, and site conditions. If actual conditions differ materially, for example the area is larger than described, the site is cluttered or partly inaccessible, or additional visits are needed, we will let you know and may adjust the price to reflect the additional time and labor.

Payment, deposit, cancellation, and rescheduling terms are described on our Payment Terms page and on your quote or invoice.

05Client Responsibilities

To help us deliver accurate results on schedule, you agree to:

• Provide safe, clear, and timely access to all areas to be scanned at the scheduled time, including keys, codes, escorts, and on-site contacts.
• Secure all permissions needed for us to scan the property, including owner and tenant consent, tenant notifications, and any security, safety, or infection-control clearances.
• Tell us in advance about hazards, restricted or sensitive areas, and any people, items, or areas that should not be captured.
• Prepare the site by clearing unnecessary obstructions. Clutter can cause blind spots (shadows) in scan data or require a return visit at additional cost.
• Provide accurate information about the property and project, and review deliverables promptly once received.

06Scheduling & Site Visits

We schedule site visits with you in advance. Our crew will follow reasonable site rules and safety requirements you share with us. Weather, site access, or safety conditions outside our control may require a visit to be rescheduled.

If our crew arrives at the scheduled time and cannot access the site, for example because of locked gates, security issues, or tenant refusal, a trip charge may apply. Cancellation and rescheduling terms are on our Payment Terms page.

07Accuracy & Deliverables

We use professional-grade LiDAR equipment and verification procedures. Accuracy figures we publish, such as ±¼″ (±5 mm), describe typical verified results under normal conditions. All measurements and drawings are subject to standard field tolerances, and achievable accuracy depends on site conditions, surfaces, and access.

Deliverables document visible conditions at the time of scanning. We are not responsible for conditions concealed behind walls, ceilings, floors, or finishes, for areas we could not access, or for changes made to the property after the scan.

All critical dimensions and conditions must be field-verified by the responsible contractor, architect, or engineer before construction, fabrication, or ordering materials.

You are responsible for confirming that your software (for example AutoCAD, Revit, Rhino, or SketchUp) can open the file formats listed on your quote.

Standard delivery is typically 5 to 10 business days after the site visit, and expedited delivery may be available. Delivery dates are estimates unless your quote commits to a specific date.

08Review & Corrections

Please review your deliverables when you receive them and tell us promptly about any errors or omissions. We will correct errors in our work that fall within the original scope at no charge. Requests to add detail, change scope, or document new conditions are quoted separately.

09Ownership & Use of Deliverables

Once your project is paid in full, you may use the deliverables prepared for you for any lawful business purpose, including design, construction, facility management, leasing, and marketing, without further fees. Until payment is received in full, deliverables remain the property of Hos-Scans.

Information about your property that you provide to us remains yours. Hos-Scans keeps ownership of its own methods, workflows, templates, software, and know-how, and may keep archival copies of project data to support your project and meet record-keeping obligations.

Portfolio use is described in our Privacy Policy. Unless you have signed a non-disclosure agreement with us or ask us not to, we may use non-sensitive images and general project descriptions in our portfolio and case studies.

10Confidentiality

We treat your building data, plans, access information, and non-public project details as confidential and use them only to perform your project. We do not disclose them to third parties except to service providers who help us deliver your work, people you designate, or as required by law. We are happy to sign a non-disclosure agreement for sensitive projects.

11Using This Website

When using hos-scans.com, you agree not to:

• Use the site for any unlawful purpose or in violation of these Terms.
• Attempt to gain unauthorized access to our website, systems, or data.
• Submit false or misleading information, spam, or automated requests through our forms.
• Copy, reproduce, or redistribute site content, images, or project materials without our written permission.

12Website Content & Intellectual Property

The content on this website, including text, images, renderings, point cloud visuals, logos, and design, is owned by Hos-Scans or used with permission, and is protected by intellectual property laws. Logos of associations and partners belong to their respective owners. Website content is provided for general information; see our Disclaimer.

13Limitation of Liability

To the fullest extent permitted by law:

• Hos-Scans' total liability for any claim arising out of or related to a project or these Terms will not exceed the total fees paid by the Client for the specific project giving rise to the claim.
• Hos-Scans will not be liable for any indirect, incidental, special, or consequential damages, including lost profits, construction delays, rework, or business interruption, arising out of the use of or inability to use our deliverables or website.

14Indemnification

You agree to indemnify and hold harmless Hos-Scans, its owners, employees, and agents from claims, damages, and expenses (including reasonable attorneys' fees) arising out of your breach of these Terms, your lack of authority to grant site access or permission to scan, or your misuse of the deliverables.

15Third-Party Links & Platforms

Our website and deliverables may link to third-party websites or platforms, including virtual site access viewers. We do not control and are not responsible for their content, availability, or practices, and your use of them may be subject to their own terms.

16Governing Law & Venue

These Terms are governed by the laws of the State of Texas, without regard to its conflict-of-law rules. Any legal action or proceeding arising under these Terms will be brought exclusively in the state or federal courts located in Dallas County or Collin County, Texas, and you consent to the jurisdiction of those courts.

17General

If any part of these Terms is found unenforceable, the rest remains in effect. Our failure to enforce a provision is not a waiver of it. You may not assign your rights under these Terms without our written consent.

We may update these Terms from time to time. The updated version will be posted on this page with a new "Last updated" date and applies to projects quoted after that date.

18Contact Us

Questions about these Terms? Email info@hos-scans.com, call or text 945-276-9626, or write to Hos-Scans, 18383 Preston Road #202, Dallas, TX 75252. Our office hours are Monday through Friday, 9am to 5pm Central.