I-IMMERSIVE TERMS & CONDITIONS OF BUSINESS
Last updated: 2 September 2026

These Terms and Conditions of Business apply to the supply of goods and services by I-Immersive Ltd (“I-Immersive”, “we”, “us”) to business, education and public-sector customers (“Customer”, “you”).
They apply to all quotations, proposals and orders unless alternative terms have been expressly agreed in writing by an authorised representative of I-Immersive.

1. Definitions
In these Conditions:
Contract means the agreement between I-Immersive and the Customer for the supply of Goods and/or Services, incorporating the Order, applicable proposal or quotation and these Conditions.
Customer means the organisation purchasing Goods and/or Services from I-Immersive.
Goods means hardware, equipment, furniture, technology, components and other physical products supplied by I-Immersive.
Order means a Customer purchase order, written acceptance of an I-Immersive quotation or proposal, or other written instruction accepted by I-Immersive.
Services means design, consultancy, project management, installation, integration, configuration, commissioning, training, support and other services supplied by I-Immersive.
Software means software, cloud services, applications, subscriptions or licences supplied or facilitated by I-Immersive, including products provided by third parties.
Specification means the agreed technical or functional specification described in the applicable quotation, proposal, scope of works or Order.
Business Day means a day other than Saturday, Sunday or a public holiday in Scotland.

2. Basis of Contract
2.1 These Conditions apply to Contracts between I-Immersive and the Customer unless otherwise agreed in writing.
2.2 A quotation or proposal issued by I-Immersive does not constitute a binding offer unless expressly stated otherwise.
2.3 An Order placed by the Customer constitutes an offer to purchase the relevant Goods and/or Services.
2.4 A Contract comes into effect when I-Immersive accepts the Order, confirms the project in writing, commences work, orders equipment specifically for the Customer or otherwise begins performance of the Contract.
2.5 The Customer is responsible for ensuring that its requirements, Order information and any information supplied to I-Immersive are accurate.
2.6 Where there is a conflict between documents, any specifically agreed written proposal, quotation or Contract shall take precedence over these general Conditions to the extent of that conflict.

3. Quotations and Pricing
3.1 Prices are exclusive of VAT unless expressly stated otherwise.
3.2 Quotations are valid for the period stated in the quotation. Where no period is stated, quotations are valid for 30 days.
3.3 Prices may be based upon supplier pricing, exchange rates, freight costs and other third-party costs applicable when the quotation is prepared.
3.4 If these costs materially change before an Order is accepted, I-Immersive reserves the right to revise the quotation.
3.5 Changes requested by the Customer after an Order has been accepted may result in additional charges and/or changes to the delivery programme.

4. Payment
4.1 Payment terms shall be those stated in the applicable quotation, proposal or Order.
4.2 Unless otherwise agreed, invoices are payable within 30 days of the invoice date.
4.3 Projects may require deposits, staged payments, milestone payments or payment prior to ordering specialist equipment. These requirements will be identified in the quotation or proposal.
4.4 The Customer must pay invoices without deduction or set-off except where required by law.
4.5 Where an invoice remains overdue, I-Immersive may suspend further supply, installation, support or project activity until outstanding sums are paid.
4.6 I-Immersive reserves all statutory rights relating to interest and recovery costs for late commercial payments.

5. Design and Specification
5.1 I-Immersive designs learning and technology environments according to the requirements, information and constraints available at the time of design.
5.2 Drawings, renders, diagrams and visualisations may be illustrative and are not necessarily exact representations of the completed environment.
5.3 I-Immersive may substitute components where a specified product becomes unavailable, discontinued or subject to unreasonable delay, provided the replacement offers substantially equivalent functionality and quality.
5.4 Material changes to an agreed Specification will be discussed with the Customer.

6. Customer Responsibilities
The Customer shall:

• Provide accurate information regarding the site and project requirements;

• Provide reasonable access to relevant premises;

• Ensure the site is safe and ready for installation;

• Ensure necessary power, data, network connectivity, structural works and other agreed infrastructure are available;

• Obtain any permissions, approvals or consents for which the Customer is responsible;

• Provide appropriate personnel to assist with access, testing and sign-off; and

• Inform I-Immersive of relevant health and safety, security or site requirements before attendance.

Delays or additional work caused by a failure to meet these responsibilities may result in additional charges and changes to the project programme.

7. Delivery and Installation
7.1 Delivery and installation dates are estimates unless expressly agreed as fixed contractual dates.
7.2 I-Immersive will use reasonable endeavours to meet agreed project timescales.
7.3 I-Immersive is not responsible for delays outside its reasonable control, including manufacturer delays, shipping disruption, shortages, customs delays, site access restrictions or delays caused by the Customer or third parties.
7.4 The Customer shall inspect Goods and completed installation work within a reasonable period and notify I-Immersive promptly of any apparent damage, shortage or material defect.

8. Project Changes
Where the Customer requests a change to the agreed project, I-Immersive may issue a revised quotation or variation identifying any effect on:

• Price;

• Specification;

• Equipment;

• Resources; and

• Delivery timescales.

I-Immersive is not obliged to undertake material additional work until the variation has been agreed.

9. Third-Party Products and Software
9.1 I-Immersive integrates technology from a range of manufacturers and software providers.
9.2 Third-party products, cloud services, software and licences may be subject to the manufacturer's or provider's own terms, warranties and licensing conditions.
9.3 Where the Customer contracts directly with a third-party provider — for example Microsoft or another software provider — that relationship is between the Customer and that provider.
9.4 I-Immersive cannot guarantee the continued availability, functionality or pricing of third-party services outside I-Immersive's control.
This clause is particularly useful now that your rooms may depend on the college's own Microsoft Teams estate rather than I-Immersive providing the underlying conferencing service.

10. Acceptance and Commissioning
10.1 Where applicable, I-Immersive will test and commission the completed installation.
10.2 The Customer will be given a reasonable opportunity to identify material issues against the agreed Specification.
10.3 Minor defects that do not materially prevent use of the environment shall not prevent practical completion or acceptance, provided I-Immersive agrees to address them within a reasonable period.

11. Warranties
11.1 I-Immersive will provide its Services with reasonable skill and care.
11.2 Hardware supplied by I-Immersive is normally subject to the applicable manufacturer's warranty.
11.3 I-Immersive will provide reasonable assistance with valid warranty claims relating to equipment supplied by I-Immersive.
11.4 Warranty coverage does not extend to faults caused by misuse, accidental damage, unauthorised modification, unsuitable environmental conditions, third-party intervention or use contrary to manufacturer instructions.

12. Support and Maintenance
Where support or maintenance is purchased, the scope, term, response arrangements and exclusions will be defined in the relevant quotation, support agreement or Service Level Agreement.
Unless expressly included, ongoing support and maintenance are not automatically included in the original installation price.

13. Intellectual Property
13.1 Each party retains ownership of intellectual property owned by it before the Contract.
13.2 Unless otherwise agreed, I-Immersive retains ownership of its methodologies, designs, templates, software, technical documentation, diagrams, concepts and other intellectual property developed independently of the Customer.
13.3 Once the Customer has paid all sums due under the relevant Contract, the Customer may use project-specific documentation supplied to it for the operation and internal use of the relevant environment.
13.4 Third-party intellectual property remains the property of its respective owner.

14. Confidentiality
Each party shall keep confidential information received from the other party confidential and shall not disclose it except:

• To personnel, professional advisers or subcontractors who reasonably need the information;

• Where authorised by the other party; or

• Where disclosure is required by law.

These obligations do not apply to information already lawfully in the public domain.

15. Data Protection
Each party shall comply with applicable UK data protection legislation.
Where I-Immersive processes personal data on behalf of the Customer as a processor, appropriate data-processing terms will be incorporated into the Contract or agreed separately where required.
This is important: UK GDPR requires a written controller/processor arrangement where I-Immersive actually processes personal data on a customer's behalf, and the agreement needs specific Article 28 provisions.
So I would not try to cram a full Data Processing Agreement into the public Terms of Business page. We should eventually have a proper I-Immersive DPA template available for projects where it is required.

16. Limitation of Liability
16.1 Nothing in these Conditions limits or excludes liability where it would be unlawful to do so.
16.2 Subject to clause 16.1, I-Immersive shall not be liable for indirect or consequential loss, loss of profit, loss of revenue, loss of anticipated savings, loss of business or loss arising from circumstances outside its reasonable control.
16.3 Subject to clause 16.1, I-Immersive's total aggregate liability arising from a Contract shall not exceed the total amount paid or payable by the Customer under the Contract giving rise to the claim.
16.4 I-Immersive shall not be responsible for failures caused by third-party networks, customer IT infrastructure, third-party software or services that are outside I-Immersive's reasonable control.
I'd have a solicitor specifically review this section. The liability cap is commercially important and should match how you insure and contract with colleges.

17. Cancellation and Termination
17.1 Orders for bespoke, configured, manufactured or specially procured Goods cannot normally be cancelled once I-Immersive has committed to the relevant supplier.
17.2 Where cancellation is agreed, the Customer shall be responsible for costs reasonably incurred by I-Immersive up to the date of cancellation, including supplier cancellation charges, committed equipment costs and work already undertaken.
17.3 Either party may terminate a Contract where the other commits a material breach and, where the breach is capable of remedy, fails to remedy it within a reasonable period following written notice.
17.4 Termination does not affect rights or obligations accrued before termination.

18. Force Majeure
Neither party shall be liable for delay or failure caused by circumstances beyond its reasonable control.
This may include natural disasters, fire, flood, epidemic, industrial disputes, transport disruption, shortages, supplier failure, government action, war, civil disturbance or failure of telecommunications or utilities.

19. Subcontractors
I-Immersive may use suitably qualified subcontractors, specialist installers, manufacturers and technology partners in delivering the Contract.
I-Immersive remains responsible for managing the Services it has contracted to provide, subject to these Conditions.
20. Entire Agreement
The Contract constitutes the entire agreement between I-Immersive and the Customer concerning its subject matter and supersedes previous discussions or correspondence relating to that Order.
Nothing in this clause excludes liability for fraud or fraudulent misrepresentation.
21. Governing Law
These Conditions and any Contract incorporating them shall be governed by the laws of Scotland.
The courts of Scotland shall have jurisdiction over disputes arising in connection with the Contract, unless otherwise expressly agreed.
22. Contact
I-Immersive Ltd
Bonnington Bond
2 Anderson Place
Edinburgh
EH6 5NP
United Kingdom
Email: hello@i-immersive.co.uk
Telephone: 0330 053 1700