Terms & Conditions of Engagement

 

Fluent Architectural Design Services Ltd

These Terms & Conditions must be read in conjunction with our Refund & Cancellation Policy. Together, they form the entire agreement between Fluent Architectural Design Services Ltd (“Fluent ADS”, “we”, “us”, “our”) and you (“the Client”).

Nothing in these Terms affects your statutory rights.

 

1. Contract Formation

1.1 Agreement

A binding contract is formed once you:

• Accept our quotation

• Make payment (in full or in part).

The accepted quotation, these Terms & Conditions, and the Refund & Cancellation Policy together constitute the entire agreement and supersede all prior discussions or representations.

1.2 Quotation Validity

All quotations are valid for 30 days from the date of issue unless stated otherwise in writing.

 

2. Scope of Services

We shall provide professional architectural and design services strictly as described in the accepted quotation.

Services may include (but are not limited to):

• Architectural design and drawings

• Planning drawings and planning application management

• Building Regulation drawings

• Structural calculations

• Associated consultancy and coordination services

Any service not expressly included in the accepted quotation is excluded unless subsequently agreed in writing and may incur additional fees.

 

3. All-Inclusive Package

3.1 Service Description

Where instructed, our All-Inclusive Service may include:

• Architectural design

• Planning drawings and planning application management

• Building Regulation drawings

• Structural calculations

• One complimentary build cost estimate (for guidance only)

• Pre-construction support, including introduction to up to three trusted builders

3.2 Discount

The All-Inclusive Package is offered at a 10% discount compared to purchasing equivalent services individually.

3.3 Builder Introductions

Builder introductions are provided as a courtesy only.
We act solely as an introducer and accept no responsibility or liability for:

• Pricing or quotations

• Workmanship or materials

• Programme, delays, or completion

• Contractual terms or performance

Any agreement entered into is strictly between you and the builder.

 

4. Modular (Pay-As-You-Go) Services

We also offer modular services, allowing clients to instruct and pay for individual stages, such as:

• Design only

• Planning only

• Building Regulations only

• Structural calculations

• Pre-construction support

Each stage constitutes a separate instruction and is governed by these Terms & Conditions and the Refund & Cancellation Policy.

 

5. Surveys & Site Information

You must provide safe and unrestricted access to all relevant parts of the property, including lofts, outbuildings, and visible drainage, to allow an accurate survey.

Certain construction elements may not be visible at survey stage. Any assumptions made must be verified by the contractor prior to construction.
We accept no liability for concealed, unknown, or subsequently discovered conditions.

6. Programme & Deliverables

6.1 Target Timescales

Subject to receipt of payment and all necessary information, our target timescales are:

• Initial planning designs: within 15 working days of survey completion

• Building Regulation drawings: within 15 working days of instruction

These are indicative targets only and do not constitute guaranteed deadlines.

6.2 Document Issue

All documents are issued electronically in PDF format.
Documents will not be released or submitted to any authority until cleared funds have been received.

 

7. Design Reviews & Revisions

7.1 Included Revisions

Unless stated otherwise, three design revisions are included.
A revision is defined as one consolidated change request, not multiple separate amendments.

7.2 Additional Charges

Where included allowances are exceeded, the following rates apply:

• Design work or revisions: £60 + VAT per hour

• Design review (screen share or call): £60 + VAT per hour

• Design review on site: £125 + VAT per visit

 

8. Fees & Payment Terms

8.1 Payment

Unless agreed otherwise in writing, full payment is required upfront, particularly for All-Inclusive Services.

Work will not commence, and documents will not be issued or submitted, until payment has cleared.

8.2 Late Payment

Overdue sums may accrue interest at 8% per annum above the Bank of England base rate, in accordance with the Late Payment of Commercial Debts (Interest) Act 1998.
We reserve the right to suspend services where payment is outstanding.

 

9. Refunds & Cancellations

All cancellations, terminations, and refunds are governed exclusively by our Refund & Cancellation Policy, which forms part of this contract.

By instructing us and making payment, you confirm your acceptance of that policy in full.

 

10. Planning Services

10.1 Client Approval

You are responsible for reviewing and approving drawings prior to submission.
Written approval confirms acceptance of:

• Layout

• Dimensions

• Design intent

Once approved and submitted, responsibility for subsequent changes or resubmissions may incur additional fees.

10.2 Planning Fees & Decisions

Local Authority and Planning Portal fees are payable by you and are non-refundable.

Planning approval is not guaranteed. We accept no liability for refusal, conditions imposed, or delays by third parties.

10.3 Permitted Development

We do not guarantee that proposals fall within Permitted Development.
Certificates of Lawfulness, where required, are subject to Local Authority determination and fees.

 

11. Building Regulations & Technical Matters

We shall exercise reasonable skill and care to satisfy Building Control requirements in relation to drawings we have produced.

Where additional information or amendments are required outside the agreed scope, additional fees may apply.

 

12. Structural Calculations – Outsourced Services

Structural calculations are prepared by an independent third-party engineering company.

While Fluent ADS coordinates instruction and payment, the third-party provider remains solely responsible for the accuracy, compliance, and suitability of their work.

Fluent ADS accepts no liability for errors, omissions, delays, enforcement action, or costs arising from structural calculations.
You agree to indemnify Fluent ADS against any claim arising from the outsourced work.

 

13. Additional & Optional Services

Optional services may include:

• Virtual Reality (VR) walkthroughs

• Interior Design services

• Additional surveys

• Enhanced pre-construction or contractor coordination

• Foundation Cost Certainty Service

These services are quoted separately and become non-refundable once commenced.

14. Foundation Cost Certainty Service

Where instructed, Fluent Architectural Design Services shall arrange for the collection of a soil sample from the proposed development area and coordinate independent laboratory testing for the purposes of assisting with foundation design.

The Client acknowledges and agrees that:

a) The Foundation Cost Certainty Service is intended to provide additional information regarding soil conditions to assist the project’s structural engineer in assessing likely foundation requirements.

b) The service is a risk-reduction and information-gathering exercise only and does not constitute a geotechnical site investigation, ground investigation report or warranty of ground conditions.

c) Soil conditions may vary across the site and conditions encountered during construction may differ from those identified within the collected sample.

d) The service does not identify, investigate or guarantee the absence of underground obstructions, buried structures, drainage runs, services, made ground, contamination, groundwater, tree roots or other site-specific conditions that may affect foundation design or construction costs.

e) Final foundation depths, foundation specifications and structural requirements remain subject to the professional judgement of the appointed structural engineer, Building Control requirements and actual site conditions encountered during construction.

f) Fluent Architectural Design Services makes no representation, warranty or guarantee regarding final excavation depths, foundation specifications, construction costs, contractor quotations or the avoidance of variations during construction.

g) The Client shall provide reasonable access to the property and proposed development area to enable soil sample collection to be undertaken.

h) Liability arising from the Foundation Cost Certainty Service shall be limited to the fee paid for the service except where such limitation is prohibited by law.

Where ground conditions, access restrictions, hardstanding, buried obstructions or other site circumstances prevent a suitable sample from being obtained, Fluent Architectural Design Services reserves the right to cancel the service and refund any fee paid less any reasonable costs incurred.

 

15. Intellectual Property & Copyright

All drawings, designs, and documents remain the intellectual property of Fluent Architectural Design Services Ltd.

You are granted a non-exclusive, royalty-free licence to use the documents solely for the project and site identified in the quotation.
No reuse, reproduction, or transfer is permitted without written consent.

 

16. Liability & Insurance

We do not warrant:

• Construction costs

• Buildability

• Contractor performance

Our total liability is limited to the fees paid for the relevant service, except where liability cannot be lawfully excluded.

We hold Professional Indemnity Insurance to a value of £2,500,000.

 

17. Third Parties

We accept no liability for work carried out by third parties, including consultants, builders, or specialists, whether introduced by us or otherwise.

All contracts remain strictly between you and the third party.

Where Fluent Architectural Design Services introduces clients to third-party contractors, consultants or suppliers, such introductions are made in good faith based on our experience and knowledge of their work.

Clients are under no obligation to engage any contractor or supplier introduced by Fluent and remain free to appoint others of their choosing.

Fluent may receive a referral fee from contractors or suppliers where introductions are made. This does not affect the price payable by the client and does not influence our recommendations.

 

18. Data Protection & Privacy

Personal data is processed in accordance with UK GDPR and will only be shared where necessary to deliver services or where legally required.

 

19. Feedback & Complaints

Any feedback or complaints should be submitted in writing to:
info@fluent-ads.co.uk

We aim to respond promptly and constructively.

 

20. Governing Law

These Terms & Conditions are governed by English Law and subject to the exclusive jurisdiction of the Courts of England and Wales.