360 Vision Solutions Ltd
Travel Policy
Clear and fair travel charges for on-location services
This policy explains how travel is calculated for photography, virtual tours, drone work and digital imaging assignments delivered by 360 Vision Solutions Ltd. Its purpose is to make all applicable travel costs clear before a booking is confirmed.
1. Policy at a glance
| Travel element | Rate | How it applies |
|---|---|---|
| Local travel | Included | Travel within 15 road miles of our Chester base. |
| Additional mileage | £0.55 per mile | Applied to return mileage exceeding the included 30-mile return allowance. |
| Extended driving | £40 per hour | When total return driving time exceeds two hours, all driving time is charged in addition to mileage. |
| Time calculation | 15-minute increments | Chargeable driving time is calculated in quarter-hour increments. |
| Additional costs | Charged separately | Parking, tolls, congestion charges, ferries and accommodation where required. |
2. Scope
This policy applies to travel undertaken in connection with on-location services, surveys, pre-production visits, filming, photography, virtual tour capture, drone operations, digital imaging and other agreed project work.
It applies unless a written quotation, proposal or booking confirmation states a different travel arrangement.
3. Chester base and route calculation
Travel is measured from our Chester base to the assignment location and back to our Chester base, unless another starting or finishing point has been agreed in writing.
Road mileage and estimated driving time are calculated using the normal recommended driving route for the complete journey.
- Calculations are based on road distance rather than straight-line distance.
- The selected route will be practical and reasonable, considering normal access restrictions and the requirements of the assignment.
- Temporary traffic, roadworks, diversions or weather may affect the actual journey.
4. Local travel
Travel to locations within 15 road miles of our Chester base is included. For a standard return journey, this provides an included allowance of 30 road miles in total.
Local travel remains subject to separately chargeable parking, tolls, congestion charges, ferries or other necessary third-party costs.
5. Additional mileage
Where a location is more than 15 road miles from our Chester base, only the return mileage above the included 30-mile allowance is charged.
The applicable rate is £0.55 per mile, plus VAT.
(Total return road mileage − 30 included miles) × £0.55
6. Extended journeys and driving time
If the estimated total return driving time exceeds two hours, all driving time for the return journey is charged at £40 per hour, in addition to the applicable mileage charge.
The two-hour threshold acts as a trigger. Once exceeded, the calculation is not limited to the driving time above two hours.
Chargeable driving time is calculated in 15-minute increments. The travel estimate shown in the quotation or booking confirmation will be used unless the agreed itinerary changes or an exceptional event materially affects the journey.
7. Worked examples
| Example | Return mileage | Return driving time | Travel charge before VAT |
|---|---|---|---|
| Local assignment | 24 miles | 50 minutes | Included, excluding any separately chargeable third-party costs. |
| Mileage-only journey | 70 miles | 1 hour 30 minutes | 40 chargeable miles × £0.55 = £22.00 |
| Extended journey | 120 miles | 3 hours | 90 miles × £0.55 (£49.50) plus 3 hours × £40 (£120.00) = £169.50 |
These examples are illustrative. Confirmed charges will be based on the agreed itinerary and the normal recommended route at the time of quotation.
8. Multi-location assignments
For assignments covering more than one location, travel is calculated using the most practical route from the agreed starting point, between locations and to the agreed finishing point.
Consecutive locations may be grouped into a single journey plan where this reduces unnecessary mileage, driving time or overnight costs.
- Each journey leg is included in the overall calculation.
- Where one location is the practical starting point for the next assignment, travel will be calculated from that location rather than restarting from Chester.
- A return to our Chester base is included only where it forms part of the agreed itinerary.
- Material additions, removals or changes to the sequence of locations may require the travel calculation to be revised.
9. Parking, tolls and third-party costs
Parking, road tolls, congestion or clean-air-zone charges, ferries and other necessary third-party travel costs are charged separately where required.
We will use a reasonable and practical option suited to the assignment, equipment security, access arrangements and timing.
Known costs will be included in the quotation where possible. Costs that cannot reasonably be confirmed in advance may be added to the final invoice.
10. Accommodation and overnight assignments
Accommodation is charged separately when an overnight stay is required for the safe, practical or efficient delivery of an assignment.
Accommodation will be agreed before booking wherever reasonably possible. For multi-day or long-distance assignments, an overnight stay may be more economical than repeated return travel.
11. Fixed travel and logistics fees
Long-distance, overnight, complex or multi-location assignments may be quoted using a fixed travel and logistics fee instead of the standard mileage and driving-time calculation.
The quotation will state what the fixed fee includes, such as mileage, driving time, accommodation, ferries, parking or route planning.
A fixed fee agreed in writing takes precedence over the standard rates in this policy for that assignment.
12. Changes to the agreed itinerary
Travel charges are based on the information available when the assignment is quoted.
If the client changes the location, dates, access times, sequence of visits, starting point or finishing point, or adds further locations, we may recalculate the travel and logistics charge.
No material increase will be applied without explanation and confirmation wherever reasonably practicable.
13. Quotations, approval and invoicing
- Applicable travel charges will be confirmed before booking, normally within the written quotation, proposal or booking confirmation.
- All stated rates and charges are exclusive of VAT. VAT will be added at the prevailing rate.
- Travel charges form part of the assignment price and are payable under the terms shown on the quotation or invoice.
- Where this policy conflicts with a project-specific written quotation, the project-specific written terms will apply.
14. Exceptional circumstances
We aim to apply this policy consistently and fairly. Where unusual access restrictions, severe weather, transport disruption, safety requirements or other exceptional circumstances make the standard calculation impractical, we may propose a reasonable alternative.
Any alternative arrangement will be explained and agreed in writing before the assignment wherever possible.
15. Policy review
360 Vision Solutions Ltd may review this policy and its rates from time to time.
The policy version supplied with, linked from or referred to in the accepted quotation will apply to that booking unless a later version is expressly agreed in writing.