Xero Vector Systems – Terms & Conditions (Payment & Service)

1. Services Provided

Xero Vector Systems provides visual asset documentation services only.
Services consist of neutral, time-anchored photographic and/or video records of physical assets as they exist on the date of capture.

Xero Vector Systems does not provide:

• inspections

• evaluations

• certifications

• measurements

• testing

• opinions or recommendations

• All documentation is observational and non-interpretive.

2. Project Scheduling & Commencement

Projects are scheduled upon written approval and receipt of the required initial payment.
Scheduling is subject to site access, weather conditions, and client coordination.

3. Payment Terms

• 30% of the total project fee is due upfront to reserve scheduling and initiate work.

• The remaining balance is invoiced prior to release of final deliverables.

• Deliverables are released only after full payment is received.
  

  Payments are processed securely through approved payment methods.

4. Retainer / Upfront Payment

The upfront payment covers:

• project setup and planning

• scheduling and mobilization

• on-site capture time

• initial processing and organization of records
  
  This payment is non-refundable once on-site documentation has begun.

5. Cancellations & Rescheduling

• Cancellations prior to on-site capture may be eligible for partial refund of the upfront payment, less any incurred costs.

• Cancellations after on-site capture has begun are not eligible for refund.

• Rescheduling due to weather or site access issues will be accommodated when reasonably possible.
  

6. Deliverables

Deliverables consist of organized visual records (images and/or video) captured during the documentation session.

Deliverables:

• reflect conditions as observed at the time of capture

• do not represent future condition or performance

• are intended for reference, recordkeeping, and comparison purposes
  
  No guarantees are made regarding future usability outside the documented date.

7. Review & Acceptance

Clients are responsible for reviewing deliverables upon receipt.
Requests for correction are limited to:

• missing files

• technical defects (corruption, unreadable media)
  
  Subjective preferences or changes in scope are not included unless agreed in writing.

8. Limitation of Liability

Xero Vector Systems’ liability is limited to the amount paid for the specific project.
Xero Vector Systems is not responsible for:

• decisions made using the documentation

• actions taken by third parties

• changes occurring after the documentation date

9. Ownership & Use

Upon full payment, the client is granted the right to use the documentation for internal records, planning, and reference.

Xero Vector Systems retains the right to maintain archival copies for recordkeeping and internal reference unless otherwise agreed in writing

10. Governing Law

These Terms & Conditions are governed by the laws of the State of Delaware.

Refund Policy

All services provided by Xero Vector Systems, LLC are professional documentation services involving scheduling, preparation, and on-site work.

A 30% deposit is required to schedule services. This deposit is non-refundable once services are scheduled or work has begun.

If a project is canceled prior to the start of services, a refund of the deposit may be issued at the Company’s discretion, less any administrative or preparatory costs incurred.

Once on-site documentation, data capture, or related services have been performed, no refunds will be issued.

Final deliverables are released only after full payment has been received.