Terms of Service

Last Updated: January 24, 2026

1. Acceptance of Terms

By accessing the website of HosScans ("Company," "we," "us," or "our") or engaging our services for 3D laser scanning, as-built documentation, or consulting, you ("Client," "User," or "you") agree to be bound by these Terms of Service ("Terms"). If you do not agree to these Terms, please do not use our services.

2. Scope of Services

HosScans provides reality capture services, including LiDAR-based 3D laser scanning, point cloud generation, and the creation of as-built 2D drawings and 3D models.

Not a Licensed Land Survey: Unless explicitly stated otherwise in writing, our services do not constitute a legal land survey. Our deliverables are for architectural, construction, and facility management purposes only and should not be used to establish property boundaries or legal property descriptions.
Not Engineering/Structural Advice: HosScans documents existing conditions. We do not provide structural engineering analysis, code compliance reviews, or professional stamping of drawings.

3. Quotes and Estimates

Validity: Quotes are valid for 30 days from the date of issuance.
Site Conditions: Quotes are based on the information provided by the Client. If the actual site conditions differ significantly (e.g., the square footage is larger than stated, or the site is cluttered/inaccessible), we reserve the right to adjust the final invoice to reflect the additional time and labor required.

4. Client Responsibilities

To ensure the accuracy and timeliness of our services, the Client agrees to:

Site Access: Provide clear and safe access to the property at the scheduled time.
Site Preparation: Ensure the site is clear of unnecessary obstruction. Excessive clutter may result in "shadows" in the scan data (blind spots) or require a return visit at an additional cost.
Permissions: Secure all necessary permissions, tenant notifications, and security clearances required for us to scan the premises.

5. Cancellations And Rescheduling

Notice: We require at least 24 hours' notice for cancellations or rescheduling.
Fees: Cancellations made less than 24 hours before the scheduled site visit may be subject to a cancellation fee (typically 15% of the project total or a minimum trip charge) to cover lost scheduling time.
Site Inaccessibility: If our technicians arrive at the site and cannot gain access due to locked gates, security issues, or tenant refusal, a Trip Charge will be assessed.

6. Accuracy And Deliverables

Standard of Care: We utilize professional-grade LiDAR technology to achieve high levels of accuracy. However, all measurements and drawings are subject to standard field tolerances.
Verification: All dimensions and conditions must be field-verified by the contractor or architect prior to construction or fabrication. HosScans provides "As-Built" documentation based on visible conditions at the time of scanning; we are not responsible for conditions concealed behind walls, ceilings, or floors.
File Compatibility: It is the Client’s responsibility to confirm that their software (AutoCAD, Revit, SketchUp, etc.) is compatible with the file formats delivered (e.g., .RCP, .DWG, .E57).

7. Payment Terms

Deposit: A deposit (typically 50%) may be required to schedule the field work.
Final Payment: The remaining balance is due upon delivery of the digital files.
Late Fees: Invoices not paid within the agreed terms (e.g., Net 15 or Net 30) may be subject to a late fee of 1.5% per month or the maximum permitted by Texas law.

8. Intellectual Property and Data Use

License: Upon full payment, HosScans grants the Client a non-exclusive, perpetual, royalty-free license to use the deliverables for their business purposes (construction, marketing, facility management).
Portfolio Rights: Unless a Non-Disclosure Agreement (NDA) is signed, HosScans reserves the right to use non-sensitive images, point cloud snippets, or general project descriptions for our marketing portfolio and case studies.

9. Limitation of Liability

To the fullest extent permitted by law:

Cap on Damages: In no event shall HosScans' total liability to the Client for any claims, losses, or damages exceed the total fees paid by the Client for the specific project in question.
No Consequential Damages: HosScans shall not be liable for any indirect, incidental, special, or consequential damages, including but not limited to loss of profits, construction delays, or business interruption, arising out of the use or inability to use our deliverables.

10. Indemnification

The Client agrees to indemnify and hold harmless HosScans, its employees, and agents from any claims, damages, or expenses arising out of the Client’s breach of these Terms, lack of authority to grant site access, or misuse of the deliverables.

11. Governing Law

These Terms shall be governed by and construed in accordance with the laws of the State of Texas. Any legal action or proceeding arising under these Terms shall be brought exclusively in the courts located in Dallas County or Collin County, Texas.