Location Report — Terms of Engagement

These Terms of Engagement ("Terms") set out the basis on which Pole Star Property Services Ltd ("we", "us", "our") will provide the Location Report service to you ("the Client"). By ticking the acceptance box and proceeding to payment you confirm that you have read, understood, and agree to be bound by these Terms.

Pole Star Property Services Ltd is a company registered in England and Wales (Companies House No. 10563083) and is regulated by the Royal Institution of Chartered Surveyors (RICS Regulation No. 1261128). Our principal surveyor is Cathy Mason, AssocRICS, MCIOB.

In the event of any conflict between these Terms and our general Terms of Business, these Terms shall prevail in respect of the Location Report service.

The service comprises the automated retrieval of data from third-party government, commercial, and open-data APIs, the structured presentation of that data in a professionally formatted PDF report, and a review of the completed report by a qualified professional (AssocRICS, MCIOB) to confirm that it has been generated appropriately and that the data presented is plausible and complete.

The data sources used include, but are not limited to: the Environment Agency, the Coal Authority, the British Geological Survey, HM Land Registry, Ordnance Survey, the Office for National Statistics, NHS Digital, DEFRA, and other government and commercial data providers. A full list of sources is included within the report itself.

The report is prepared for the named Client only, in connection with the specific property address provided at the time of order. It must not be relied upon by any other party.

You acknowledge and accept all of the following limitations before proceeding to payment:

• The report is generated entirely from data retrieved via third-party APIs. No site visit, physical measurement, visual inspection, or local enquiry is carried out.
• The reviewing surveyor confirms that the report has been generated appropriately and that the data presented is plausible and internally consistent. The surveyor does not independently verify the accuracy of individual API data sources, re-run the underlying data queries, or audit the third-party data providers.
• Each data source has its own update frequency and data currency. Data reflects the position at the date and time of report generation. Time-sensitive data (for example, flood risk designations, planning permissions, Ofsted ratings, Land Registry price records) may not reflect the most recent position. The Client should verify time-sensitive data independently before exchange of contracts.
• The report does not constitute planning advice. Any planning decisions should be referred to a qualified planning consultant or the relevant Local Planning Authority.
• The report is not a substitute for conveyancing searches. The Client's solicitor should commission all appropriate searches as part of the conveyancing process.
• The report does not assess the structural condition, fabric, or services of the property. A separate building survey should be commissioned for that purpose.
• We are not responsible for the accuracy, completeness, or currency of data held by third-party API providers. Where an API returns incomplete, unavailable, or clearly erroneous data, this will be noted in the report.
• The report is prepared for the named Client only and for the specific property address stated. It must not be relied upon by any third party, including but not limited to mortgage lenders, solicitors, or subsequent purchasers.
• The report is delivered as a PDF by email. No hard copy is provided. The Client is responsible for retaining their copy.

You agree to indemnify us against all costs, claims, charges, and expenses arising from:

• Use of the report for any purpose other than general guidance in connection with the stated property.
• Misrepresentation to any third party of the nature, scope, or findings of the report.
• Reliance on the report by any party other than the named Client.

You agree to:

• Provide an accurate and complete property address and postcode at the time of order. We accept no liability for reports generated against an incorrect address.
• Use the report only as general guidance in connection with the stated property and not as the sole basis for any property purchase, sale, legal, or financial decision.
• Not share, reproduce, or distribute the report to any third party without our prior written consent.
• Notify us promptly if you believe the report contains a material error or omission.

The fee for the Location Report is £45.00 (inclusive of VAT where applicable). Payment is required in full before the report is generated. Payment is processed securely via Stripe, a regulated payment service provider.

Payment details are never stored by Pole Star Property Services Ltd. They are handled securely and directly by Stripe in accordance with PCI DSS requirements.

The fee is non-refundable once the report has been generated and dispatched to the Client by email.

You have the right to cancel your order and receive a full refund provided that the report has not yet been generated and dispatched. To cancel, contact us at [email protected] as soon as possible after payment, quoting your name and property address.

Once the report has been generated and dispatched by email, the fee is non-refundable. In practice, reports are typically generated within two working days of payment being received.

We reserve the right to decline an instruction and issue a full refund where API data is unavailable or insufficient to produce a meaningful report for the stated postcode, or where we identify a conflict of interest or other reason that prevents us from acting.

The AI processing is carried out using OpenAI's API under a data processing agreement that prohibits the use of submitted data for model training. The property address and postcode are transmitted to OpenAI's servers (located in the United States) solely for the purpose of generating the report. This transfer is made under appropriate safeguards in accordance with UK GDPR Article 46.

All AI-generated output is reviewed by a qualified professional (AssocRICS, MCIOB) before the report is dispatched to the Client.

Pole Star Property Services Ltd is the data controller for personal data processed in connection with this service. We process your data in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

Data we collect and hold:

• Your full name and email address (for delivery of the report and correspondence).
• Your phone number (if provided, for contact purposes only).
• The property address and postcode for which the report is ordered.
• The completed Location Report PDF (retained for professional indemnity purposes — see below).
• Payment transaction reference (Stripe payment intent ID — no card data).

Data we do not hold:

• No structural survey data, photographs, or documents relating to the property are collected or retained as part of this service.
• No information about the property is retained on file beyond the report PDF and the order record described above.
• No personal data or property data is used for the training of any AI model.

Retention: The order record and report PDF are retained for 6 years from the date of delivery for professional indemnity and regulatory compliance purposes. After this period, all records will be securely deleted unless there is a legal reason to retain them.

Your rights: You have the right to request access to, correction of, or deletion of your personal data at any time, subject to our legal retention obligations. To exercise your rights, contact us at [email protected].

Third-party processors:

• Stripe — payment processing (PCI DSS compliant; data processed in the EU/US under standard contractual clauses).
• OpenAI — AI-assisted data processing (US; data processing agreement in place; no training use).
• Government and commercial API providers (Environment Agency, Coal Authority, BGS, OS, NHS, DEFRA, Land Registry, and others) — data is retrieved from these sources but no personal data is transmitted to them.

Full details are set out in our Privacy Policy.

Where you require a physical inspection, structural survey, boundary assessment, or any other on-site service, this will be subject to separate Terms of Engagement and will incur additional fees. The Location Report does not form part of, and is not a substitute for, any such service.

The Client shall not transfer, assign, or otherwise make available the report or any part of it to any third party without our prior written consent. Where you do so, whether by act or omission, you shall indemnify us against any liability, loss, cost, or expense arising from any third-party claim.

The following limitations apply specifically to the Location Report service and reflect the API-based nature of the service:

• Total liability cap: Our total aggregate liability to you in connection with this service, whether in contract, tort (including negligence), or otherwise, is limited to the fee paid for the report — £45.00.
• Third-party data: We accept no liability for errors, omissions, or inaccuracies in data held by third-party API providers. Our obligation is to retrieve and present that data accurately; we are not responsible for the underlying data.
• Data currency: We accept no liability for decisions made on the basis of data that has changed since the date of report generation. The report reflects the data available at the time it was generated.
• No physical inspection: We accept no liability for any matter that would only have been apparent from a physical inspection of the property or its surroundings.
• Third-party reliance: We accept no liability to any party other than the named Client. The report is not addressed to, and must not be relied upon by, any third party.
• Consequential loss: We exclude all liability for indirect or consequential loss, including but not limited to loss of profit, loss of opportunity, or any financial loss arising from a property transaction.

Nothing in these Terms limits or excludes our liability for death or personal injury caused by our negligence, fraud or fraudulent misrepresentation, or any other liability that cannot be excluded or limited by law.

All information you provide will be treated as strictly confidential and will not be disclosed to any third party without your consent, except where required by law, by our RICS regulatory obligations, or by the terms of our data processing agreements with third-party processors as described in Section 8.

Pole Star Property Services Ltd holds professional indemnity insurance as required by RICS regulations. Our liability to you is limited to the fee paid for the service as set out in Section 11.

This Agreement commences on receipt of payment and terminates on delivery of the completed report to the Client by email, or on refund of the fee where we exercise our right to withdraw under Section 6.

Pole Star Property Services Ltd reserves the right to decline or withdraw from any instruction at our sole discretion, in which case a full refund will be issued. Nothing in this Agreement obliges us to accept instructions for any further or related services.

We operate a formal complaints procedure. In the first instance, please contact our Managing Director, Cathy Mason BSc Hons AssocRICS, MCIOB, at Pole Star Property Services Ltd, Sibling Workspace, York House, Station Road, Tadcaster, LS24 9JF. Tel: 07551 050402. Email: [email protected].

If the complaint cannot be resolved between the parties, the following approved dispute resolution services are available:

If a conflict of interest arises that requires us to cease providing the service, this Agreement shall terminate with immediate effect and a full refund will be issued. We shall be free to act for other clients unless we have a conflict of interest that prevents us from doing so.

Pole Star Property Services Ltd is regulated by RICS for the provision of surveying services. We agree to uphold the RICS Rules of Conduct and all applicable mandatory professional practice requirements, which can be found at www.rics.org.

Responsible Principal: Cathy Mason, Director. Tel: 07551 050402. Email: [email protected].