Introduction
Updated 26-01-2026
Welcome! These General Terms and Conditions apply to all services provided by Measuremen. They are intended to clearly define our agreements and to protect both your rights and obligations and ours, so that we can work together with confidence. By using our services, you agree to these terms and conditions.
Measuremen reserves the right to review and amend these terms annually, including the possible implementation of price changes.
We recommend that you carefully review these terms so you know exactly what you can expect from us and what we expect from you.
In addition to these formal agreements, we are happy to create a personalized plan together with you to ensure our services align with your organizational objectives.
We look forward to a successful collaboration!
Agreements and Conditions
Fees & Pricing Level
All rates are exclusive of 21% VAT and are based on the 2026 pricing level.
Validity & Confirmation
Each quotation is valid for thirty (30) days from the date of issue, unless pricing changes apply.
Measuremen will only commence service delivery upon receipt of official confirmation in the form of a signed contract and/or a purchase order number. If such confirmation is not provided, Measuremen is not obliged to start the services.
Payment Terms & Invoicing
For projects with a total investment below €15,000, the full amount will be invoiced upon completion of the services. For occupancy measurements, this will be after the final measurement day; for iBASX Smart Office Solutions, after installation.
For projects of €15,000 or more, the investment will be invoiced in two installments: fifty percent (50%) upon approval and fifty percent (50%) after completion of the services.
Measuremen applies a payment term of thirty (30) days.
Structural or recurring services (such as Measuremen Portal licenses or annual service and maintenance costs for iBASX Smart Office Solutions) will be invoiced separately.
Cancellation or Modification
Unfortunately, plans may change. If a project is cancelled after confirmation, Measuremen is entitled to charge a percentage of the agreed investment. The cancellation terms are as follows:
- Cancellation after signing, more than 1 month before the start date: twenty percent (20%) of the quoted amount.
- Cancellation one month before the start date: forty percent (40%).
- Cancellation within ten (10) days before the start date: eighty percent (80%).
- Cancellation after the start date or during the project: one hundred percent (100%).
If the agreed start date no longer fits and needs to be rescheduled, a new date must be agreed upon no later than one (1) month before the original start date. Otherwise, the purchase will be considered cancelled and the above terms will apply. The new start date may be no more than two (2) months later than the original start date and must take place within the same calendar year; otherwise, the purchase will still be considered cancelled.
If adjustments to the project are required after commencement (such as changes in departments, types, or floor plans), our hourly rate of €145 will apply. These additional costs will be agreed upon in advance and invoiced based on actual hours worked.
Please note that changes made after signing the quotation may affect the start date. Any additional costs resulting from this will be charged to the client.
After the inventory, the inventoried quantities will be compared with the quotation. If quantities identified during the inventory exceed those quoted, Measuremen reserves the right to charge the difference via an amended or additional quotation. It is therefore important that the quantities in the initial quotation are as accurate as possible. The client is ultimately responsible for providing correct quantities.
If more objects were quoted than actually identified during the inventory, the difference may be credited upon request, provided there is a minimum deviation of ten percent (10%).
If discrepancies arise between the stated quantities and those identified during the inventory, Measuremen reserves the right to adjust pricing accordingly. If final quantities exceed those in the quotation, this may be invoiced through an amended or additional quotation, requiring an updated order confirmation number from the client.
Additional Work
For additional services that increase value (such as custom dashboards, deep-dive analyses, or reservation analyses), we apply standardized rates. These options can be aligned in advance or during the collaboration with your Measuremen contact person.
Annual Indexation
Measuremen is entitled to annually index its rates and determine the level of indexation. This adjustment is based on market developments and increasing operational costs, including data storage and security, cloud infrastructure, data processing, and structural labor costs. This annual adjustment enables us to safeguard the quality, continuity, and scalability of our services.
Security and Data Protection
Measuremen is ISO 27001 certified and applies strict technical and organizational measures to safeguard the confidentiality, integrity, and availability of data.
We process data exclusively in accordance with our data processing agreement and applicable privacy legislation.
Certificate of Conduct (VOG)
If a Certificate of Conduct (VOG) or similar certification is required for our project managers and observers, this must be indicated prior to signing the quotation. It is the client’s responsibility to notify Measuremen no later than four (4) weeks before the measurement start date.
A surcharge applies for requesting and processing VOGs. Costs depend on the size of the project and the number of observers required:
- Quotation €0–€10,000: €175 preparation costs
- Quotation €10,000–€20,000: €345 preparation costs
- Quotation €20,000–€35,000: €475 preparation costs
- Quotation €35,000–€60,000: €695 preparation costs
- Quotation above €60,000: €895 preparation costs
Preparation costs include:
- VOG application fees
- Preparation hours by Measuremen staff
- Coordination and administration
Customer Journey: The Path to Results
When we start a new project, the first step is always the same: we require a signed contract or a purchase order as formal confirmation. This confirmation marks the official starting point for everything that follows; without it, we are unable to commence the project.
Once we have received this confirmation, we initiate the preparation phase. We are happy to create a joint project planning with you. We do this based on our Customer Journey, ensuring that all agreements are scheduled in a timely manner and that we can work together in a smooth, structured, and pleasant way.
Introduction Call
We begin each new project with an introduction call to get acquainted (if we are not already), exchange contact details, and schedule the kick-off meeting.
Kick-off Meeting
The kick-off meeting consists of a strategic and a practical component. We aim to understand your challenges and determine how we can best support you. Together, we define goals and discuss practical matters such as access, measurement requirements, execution times, and planning of follow-up steps.
Preparatory Phase: Scope Meeting & Inventory
This phase starts after the kick-off meeting and requires a minimum of ten (10) days. The project scope is defined during the inventory, based on floor plans and a physical site visit. During the scope meeting—held prior to the start of measurements—the scope is validated by the client. This validation is important, as it may result in changes to the quotation.
Measuremen Portal Coaching
During the introduction call or kick-off meeting, you will be invited to Measuremen Portal coaching sessions. These weekly sessions require attendance at least once to ensure a smooth continuation of the process.
During the one-hour coaching session, dashboard usage and interpretation will be explained, and questions can be addressed.
Attending a coaching session before the Key Insights Meeting is essential so that the Key Insights Meeting can focus on data analysis rather than portal explanations.
Data Collection
Once preparations are complete, data collection begins. During the agreed period, your project lead will remain in close contact with our project manager, and access to the measurement area must be ensured.
Key Insights Meeting
Within ten (10) days after project completion, the Key Insights Meeting will take place. We will review, discuss, and analyze the collected data and insights. Please let us know in advance which areas you would like to focus on.
If additional in-depth analysis with our data experts is required, a follow-up session can be scheduled at an additional cost.
Collaboration Review Meeting
After project completion, we schedule a Collaboration Review Meeting to evaluate the process and results together. We value your honest feedback and will also discuss how we can continue to deliver long-term value through our services. Our goal is to support you in creating an efficient and healthy work environment.
Essential Documents
The following documents are required before we can commence services:
- Floor plans: High-quality, accurate PDF floor plans, preferably including furniture and room numbers
- Space overview: XLSX overview of all spaces, space types, capacities, and departments/faculties
- Square meters: Overview of square meters per floor
- FTEs: Overview of the number of FTEs within the organization
- Access: Full access to the building during both preparation and execution phases
All documents listed must be provided prior to the kick-off meeting. If documents are not received in time, the agreed start date cannot be guaranteed.
Data Collection Quality Assurance
We strive for the most complete and representative dataset possible. To ensure reliability and quality, we apply the following measures:
- Live monitoring by data checkers
- Benchmark and historical comparisons
- Visible Measuremen badges worn by observers
- IP and GPS verification
- Occasional unannounced “ghost visits”
Measurement Deviations
- Measurements outside time slots: Measurements occur within agreed time windows with a 2.5% margin. If not exceeded, no remeasurement occurs unless otherwise agreed.
- Missing measurements due to Measuremen: A 2.5% margin applies. No remeasurement if below this margin, unless agreed otherwise.
- Minimum measured elements: At least 85% per building must be correctly measured. If margins exceed 2.5% per component or 3.5% overall, we offer either a discount on a future project or a free remeasurement within one month.
- Missing measurements due to client: Reported the same day. Remeasurement may occur at an additional cost. Holidays and vacation periods are the client’s responsibility.
- Force majeure: Decisions on remeasurement are made jointly, with shared costs if applicable.
Measuremen Portal
Collected data is shared via the Measuremen Portal. Access is provided once the signed quotation and purchase order are received. Please provide names and email addresses of authorized users in advance.
The Measuremen Portal license is valid until the end of the calendar year and is automatically renewed annually. Cancellation must be submitted by email at least one (1) month in advance.
Additional licenses added during the term will be invoiced separately and share the same end date. Licenses are intended for individual use; misuse may result in restricted access.
Measuremen reserves the right to use anonymized data for benchmarking and research purposes.
Portal bugs or errors are communicated via our status page: https://status.wemeasure.com
Additional Terms for iBASX Smart Office Solutions
These terms apply specifically to iBASX Smart Office Solutions and supplement the general terms.
- Initial contract term: two (2) years, automatically renewed annually
- Cancellation: at least three (3) months before year-end
- Target sensor availability: minimum 95% per building
- Client responsibility for careful use and timely reporting of defects
Warranty
- Sensors: two (2) years
- Batteries: three (3) years
Replacements within warranty are included. Damage outside warranty will be charged to the client.
Measuremen is not responsible for issues caused by unauthorized removal, relocation, or damage.
Software updates, maintenance, and security audits are performed in line with ISO 27001.
User account management is the client’s responsibility after delivery.
Only Measuremen may relocate or reinstall equipment unless written approval is granted.
Damaged or lost equipment will be charged at commercial purchase rates.
Additional operational agreements are detailed in the Service Level Agreement (SLA).
Final Remarks
We hope these General Terms and Conditions are clear and helpful. If you have any questions, please do not hesitate to contact us. We are always happy to help and look forward to building a successful collaboration together. Thank you for your trust in Measuremen!