GENERAL TERMS AND CONDITIONS – “SEBAS”
Version 1.0 – Last updated on July 20, 2025
1. Applicability
1.1 These general terms and conditions apply to all quotations, assignments, agreements, and service deliveries by “SEBAS”, including those established verbally or implicitly.
1.2 By confirming an assignment, the client acknowledges and agrees to these terms.
1.3 Deviations from these terms are only valid if explicitly agreed upon in writing.
1.4 Assignments will only be executed after explicit written confirmation via email, WhatsApp, or other digital channels. Verbal or telephone instructions are only binding after written confirmation.
2. Quotations and Agreements
2.1 All quotations are non-binding and valid for 30 days unless otherwise stated.
2.2 All pricing is exclusive of VAT unless specified otherwise.
2.3 An assignment becomes binding only after written confirmation from the client.
2.4 “SEBAS” reserves the right to refuse assignments without justification.
3. Execution of the Assignment
3.1 “SEBAS” undertakes to carry out the assignment with care, professionalism, and in accordance with the agreements made.
3.2 The client is responsible for timely delivery of accurate and complete data, materials, and access to the location.
3.3 If the client fails to provide necessary information or cooperation, resulting delays or costs will be charged to the client.
3.4 The client shall provide “SEBAS” with free and safe access to the site, sufficient space, and (if needed) power supply.
3.5 Delivery times are indicative. While “SEBAS” will make every effort to meet them, delays do not entitle the client to compensation.
3.6 If on-site conditions prove unsafe, “SEBAS” reserves the right to postpone or suspend the assignment.
3.7 The client must assign a point of contact during the execution. If absent or unreachable at the agreed time, waiting time may be charged, and “SEBAS” has the right to cancel or reschedule the assignment at a cost.
3.8 The client must provide “SEBAS” with all area access to ensure smooth operations. A parking accreditation or practical parking spot near the work area must also be available. In exceptional cases, backstage vehicle access may be required. If transport of materials to specific zones is necessary, the client must arrange a suitable transport vehicle with sufficient loading capacity.
3.9 If internet access (such as Wi-Fi or mobile connectivity) is required for the job and not sufficiently available, “SEBAS” may charge the client for temporary internet provisions.
4. Fees and Payment
4.1 Payment is due within 14 days from the invoice date.
4.2 For larger projects, “SEBAS” may request a 30% advance payment. Execution starts upon receipt.
4.3 If payment is late, statutory interest applies: 11.15% for B2B transactions and 6% for consumers (B2C), calculated from the due date.
4.4 Collection costs are at the client’s expense.
4.5 Travel expenses are always charged at €0.45/km (excl. VAT), regardless of distance from the registered address. This applies to both outbound and return trips.
4.6 If overnight stays are required, hotel and meal costs will be billed.
4.7 Catering expenses incurred by “SEBAS” may be charged in full to the client.
4.8 Materials and files will only be delivered after full payment.
4.9 “SEBAS” reserves the right to issue interim invoices for long-term projects.
4.10 Work outside office hours, weekends, or public holidays may be billed at a higher rate.
4.11 Any additional services not included in the original quotation will be billed based on the applicable hourly rate or post-calculation. The standard hourly rate is available upon request. “SEBAS” will inform the client in advance wherever possible.
5. Liability
5.1 “SEBAS” is only liable for direct damages caused by demonstrable negligence.
5.2 Indirect damages, loss of profit, loss of data, and consequential damages are excluded. Liability is limited to the invoice amount.
5.3 “SEBAS” is not liable for errors resulting from incorrect or incomplete client information.
5.4 The client remains responsible for obtaining permits, access authorization, and site readiness.
5.5 Damage to equipment caused by third parties or unsafe situations may be charged to the client.
5.6 In case of damage to equipment, rental or replacement costs may also be billed to ensure continuity of service.
5.7 “SEBAS” is not liable for damage to structures or objects unless caused by gross negligence.
5.8 When equipment is left on-site outside working hours, the client is responsible for its security.
5.9 Unforeseen conditions such as mud, poor terrain, weather issues, or blocked access may lead to delays or additional charges.
6. Intellectual Property & Delivery
6.1 All intellectual property rights remain with “SEBAS”, unless otherwise agreed in writing.
6.2 The client receives a non-exclusive, non-transferable license for the agreed usage only.
6.3 Any other use, transfer, or publication requires written permission.
6.4 “SEBAS” is not obligated to deliver raw data unless explicitly agreed.
6.5 Files are available for download for 14 days after delivery. “SEBAS” is not liable for data loss after this period.
6.6 The client has 5 working days to request corrections. One revision round is included; further changes will be billed at the hourly rate.
6.7 In case of an error by “SEBAS”, only the file will be corrected. Print costs are not reimbursed.
6.8 The client is responsible for providing correct format specifications for printing. “SEBAS” is not liable for misprints due to incorrect information.
6.9 Final print approval must be confirmed in writing. After approval, “SEBAS” is no longer responsible for errors.
6.10 Raw data (images, point clouds, project files) will be stored for at least 6 months after delivery. Longer storage is possible depending on project type. If space becomes limited, files may be deleted without prior notice. “SEBAS” is not liable for data loss beyond that period unless otherwise agreed in writing.
6.11 “SEBAS” reserves the right to use delivered work (visuals or graphics) for promotional purposes including portfolios, websites, social media, or commercial campaigns, unless the client explicitly objects in writing beforehand.
7. Cancellation and Postponement
7.1 Cancellations up to 5 working days in advance are free of charge.
7.2 Cancellations within 5 working days may incur up to 50% of the agreed fee.
7.3 Partial cancellations or postponements within 72 hours may be subject to charges.
7.4 Any preparatory work or reservations already made will always be invoiced.
8. Force Majeure
8.1 “SEBAS” is not liable for force majeure situations, including illness, equipment failure, extreme weather, pandemics, or strikes. In such cases, the client will be informed as soon as possible.
8.2 In case of force majeure, rescheduling will be offered, but refunds will not be issued.
8.3 If force majeure occurs during execution, work may be paused without compensation.
9. Privacy and Data Handling
9.1 “SEBAS” processes client data solely for administrative and communication purposes.
9.2 Personal data will not be sold or shared with third parties unless required for execution or by law.
9.3 All visual and technical data are treated confidentially.
9.4 When acting on behalf of a third-party client, “SEBAS” acts as data processor under GDPR.
9.5 During event build-up phases, “SEBAS” will not share or publish images of non-public elements (such as stages, backstage, or technical setups) without permission. Portfolio usage will only occur after project completion. If a client requests specific items to be blurred or excluded, “SEBAS” will comply accordingly.
10. Site Access and Parking
10.1 The client is responsible for maintaining access roads, unloading areas, and workspaces so that materials can be safely and efficiently used, in compliance with traffic and local regulations. If access is blocked or unsafe, delays or extra costs may be charged. “SEBAS” may pause or cancel the assignment in such cases without liability.
11. Drone-Specific Conditions
11.1 “SEBAS” holds the required licenses for the OPEN category (A1/A2/A3).
11.2 The client is responsible for obtaining local permission to fly on-site.
11.3 VLL, TGB, or no-fly zone requests must be made timely and in consultation.
11.4 “SEBAS” will not violate drone regulations unless expressly instructed in writing or accompanied by a public authority. If operated under such supervision, “SEBAS” cannot be held liable unless in case of gross negligence.
11.5 Flights are solely under the control of “SEBAS”. The pilot has final authority to fly or cancel based on safety.
11.6 Flights may be cancelled on location if deemed unsafe, without compensation.
11.7 “SEBAS” is not liable for damage to structures unless due to gross negligence.
11.8 The client must provide accurate terrain info, obstacle mapping, fencing, and coordination.
11.9 Unavailable access to the site may incur additional charges.
11.10 Any unreported terrain changes invalidate prior measurements or maps.
11.11 “SEBAS” is not liable for loss, damage, or theft at event locations.
11.12 Unsafe behaviour or obstruction gives “SEBAS” the right to cancel operations without refund.
11.13 The client must provide flat ground and safe take-off zones; power may be required.
11.14 Third parties present are the client’s responsibility.
11.15 “SEBAS” is not obligated to share flight logs or raw metadata unless agreed.
11.16 For international jobs, the client must supply relevant regulatory contacts and valid NTRIP/RTK access if required. Related costs and any delays due to missing info are the client’s responsibility. “SEBAS” will verify and comply with local drone laws independently.
12. Final Clause
12.1 If any clause is deemed invalid, the remaining clauses remain in full effect.
12.2 The latest version of these terms always applies.
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