Terms and Conditions

Terms and Conditions

Vixen Investigations UK Ltd

Company Registration: 16333116

Last updated: 1st June 2026

1. Application and Entire Agreement

1.1 These Terms and Conditions apply to all investigative, safeguarding, consultancy, training, signposting, OSINT, surveillance, background checking, digital investigation, process serving, and related services (“Services”) provided by Vixen Investigations UK Ltd, a company registered in England & Wales.

1.2 By instructing us, paying for our Services, or otherwise engaging with us, you agree to be bound by these Terms and Conditions. These Terms, together with any written quotation or service agreement we issue, form the entire agreement between us.

1.3 You acknowledge that you have not relied on any statement, representation, or promise that is not expressly set out in these Terms.

2. Instructions and Communication

2.1 Instructions may be provided by email, telephone, video call, or in writing. We may request written confirmation to ensure clarity and accuracy.

2.2 You will be informed of the primary point of contact responsible for your case

2.3 We may request identification and additional information to verify your lawful basis for instructing us. We reserve the right to decline instructions where lawful purpose cannot be established.

2.4 We will communicate with you using the contact details you provide. You are responsible for ensuring these remain accurate.

3. Lawful Purpose and Ethical Conduct

3.1 Vixen Investigations UK Ltd will only undertake work that is lawful, ethical, and compliant with professional standards.

3.2 We will not accept instructions that involve, encourage, or require unlawful activity, harassment, discrimination, or breaches of privacy or data protection law.

3.3 We reserve the right to terminate instructions immediately if we believe the purpose of the investigation is unlawful or unethical. No refund will be issued where work has already commenced.

3.4 The client warrants that they have a lawful and legitimate reason for instructing us and that the instruction does not infringe the rights, privacy, or safety of any third party.

4. Confidentiality and Safeguarding Exceptions

4.1 We treat all client information with strict confidentiality.

4.2 Confidentiality may be overridden where:

• there is a safeguarding concern involving a child or vulnerable adult

• we are legally required to disclose information

• disclosure is necessary to prevent serious harm or crime

4.3 We will always act proportionately and in accordance with safeguarding legislation and professional obligations.

4.4 Vixen Investigations (UK) Ltd may disclose information without client consent where necessary to safeguard a child or vulnerable individual or to prevent serious harm.

5. Client Responsibilities

You agree to:

5.1 Provide accurate, complete, and lawful information.

5.2 Use any reports, findings, or materials we provide responsibly and lawfully.

5.3 Not request or encourage unlawful activity.

5.4 Inform us promptly of any changes relevant to the instruction.

5.5 Ensure that any information you provide does not infringe the rights of third parties.

6. Accuracy of Information and Use of Reports

6.1 We will take reasonable steps to ensure the accuracy of information provided, based on the data available at the time.

6.2 Reports and findings are for your sole use and must not be shared, copied, or disclosed without our written permission.

6.3 We accept no liability for consequences arising from the misuse or unauthorised disclosure of our reports.

7. Subcontractors

7.1 We may engage trusted subcontractors or specialist professionals where necessary.

7.2 We remain responsible for ensuring subcontractors operate to appropriate legal, ethical, and professional standards.

8. Fees and Quotations

8.1 You will receive a written quotation before work begins. Some services are fixed‑fee; others are priced case‑by‑case depending on complexity and risk.

8.2 Quotations are valid for 14 days.

8.3 Fees may include mileage, travel, specialist tools, or other disbursements. These will be outlined where applicable.

8.4 Fees are payable whether or not the investigation produces the outcome you hoped for. No investigative outcome can be guaranteed.

9. Payment

9.1 Payment is required upfront before work commences.

9.2 Payment methods accepted:

• Bank transfer

• Card payment

9.3 Solicitors and legal professionals:

• First‑time clients: payment upfront

• Established clients: 30‑day invoice terms

9.4 Disbursements must be paid promptly to avoid delays.

10. Cancellation

10.1 Cancellations must be made in writing as soon as practicable.

10.2 If cancellation occurs within 48 hours of instruction commencing, or after work has begun, the full fee is payable.

10.3 If cancellation occurs before work begins, we may deduct reasonable administrative and due‑diligence costs.

11. Liability

11.1 We do not guarantee any specific outcome or result.

11.2 To the fullest extent permitted by law, our liability is limited to the total fees paid for the relevant Services.

11.3 We are not liable for:

• indirect, consequential, or financial losses

• decisions made by you based on our reports

• actions of third parties outside our control

• delays caused by external factors

11.4 Nothing in these Terms limits liability for death or personal injury caused by negligence, fraud, or any matter that cannot be excluded by law.

12. Data Protection

12.1 We process personal data in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

12.2 A full explanation of how personal data is collected, used, stored, and protected is set out in our Privacy Policy, which forms part of these Terms.

12.3 Where our services involve the processing of special category data (including safeguarding or child protection information), this is carried out in accordance with Article 9 UK GDPR and Schedule 1 of the Data Protection Act 2018.

12.4 Processing may include personal data relating to individuals who are not the client (such as professionals or associated parties), where this is necessary and proportionate for the purposes of the investigation.

12.5 Certain rights and obligations under data protection law may be restricted where necessary to protect safeguarding processes, prevent harm, or avoid prejudice to an investigation, in accordance with the Data Protection Act 2018.

12.6 Processing of special category data is supported by an Appropriate Policy Document maintained in accordance with the Data Protection Act 2018.

13. Complaints

13.1 If you wish to raise a concern or complaint, please contact us in writing. We will follow our internal complaints procedure.

13.2 We aim to resolve complaints promptly, fairly, and professionally.

14. Governing Law

14.1 These Terms are governed by the laws of England and Wales.

14.2 Any disputes shall be resolved exclusively in the courts of England and Wales.

15. Updates to These Terms

15.1 We may update these Terms from time to time to reflect changes in law, best practice, or our services.

15.2 The latest version will always be available on our website.

16. Contact Us

Vixen Investigations UK Ltd
Email: enquiries@vixeninvestigations.com
Registered Address: 9 Byford Court, Crockatt Rd, Hadleigh, Ipswich, IP7 6RD