Terms of Service

Comprehensive legal framework governing our professional web development services. These terms establish clear expectations, protect both parties, and ensure successful project delivery for Welsh businesses.

⚖️

Legally Binding

Enforceable under English & Welsh law

🛡️

Mutual Protection

Balanced terms protecting all parties

📋

Clear Standards

Professional service expectations

Last updated: 1st January 2025

Service Agreement & Project Scope Definition

These terms govern all web development services provided by WebDev Wales, establishing clear boundaries, deliverables, and mutual obligations for successful project completion.

Services Covered

Web Development Services

  • Custom website design and development
  • Responsive mobile-first design implementation
  • Content Management System (CMS) integration
  • E-commerce platform development and setup
  • Search Engine Optimization (SEO) implementation
  • Website hosting and domain management services
  • Website maintenance and security updates
  • Performance optimization and speed enhancement
  • Database design and integration
  • Third-party API integrations and custom functionality
  • Website analytics and tracking implementation
  • Brand identity design and logo creation

Project Process & Timeline

Discovery & Planning3-5 business days

Requirements gathering, technical specification, project timeline creation

Design & Wireframing5-10 business days

Visual design creation, user experience optimization, client feedback incorporation

Development & Build10-20 business days

Code development, CMS integration, functionality implementation

Testing & Optimization3-5 business days

Cross-browser testing, performance optimization, security implementation

Launch & Handover2-3 business days

Live deployment, training provision, documentation delivery

Client Responsibilities & Required Cooperation

Successful project delivery requires active client participation and timely provision of necessary materials, feedback, and approvals as outlined below.

Content & Materials Provision

  • Written Content

    All text content, including page copy, product descriptions, company information, and blog posts must be provided in final, proofread format within 7 business days of project commencement.

  • Visual Assets

    High-resolution images, logos, videos, and graphics must be provided in appropriate formats (JPG, PNG, SVG, MP4) with proper licensing for commercial use.

  • Brand Guidelines

    Complete brand guidelines including color codes, typography preferences, logo variations, and brand voice documentation.

  • Third-Party Access

    Administrative access to existing hosting accounts, domain registrars, social media accounts, and any integrated services (Google Analytics, etc.).

Feedback & Approval Timeline

Response Requirements

  • Design concepts: 5 business days for initial feedback
  • Development milestones: 3 business days for approval
  • Content reviews: 2 business days for corrections
  • Final pre-launch review: 2 business days for sign-off
  • Training sessions: Must be scheduled within 5 days of completion

Important: Delays in client feedback may result in project timeline extensions. After 10 business days without response, projects may be placed on hold until feedback is received.

Scope Changes & Project Modifications

All project modifications must follow our formal change request process to ensure transparency, proper documentation, and fair pricing.

Minor Changes

Examples:

  • Copy adjustments
  • Color modifications
  • Image replacements

Process:

Included in original scope if under 2 hours total

Cost:

No additional charge

Medium Changes

Examples:

  • Additional pages
  • Feature additions
  • Layout modifications

Process:

Written approval required with time estimate

Cost:

£75/hour development rate

Major Changes

Examples:

  • Design overhauls
  • Platform changes
  • New integrations

Process:

New project proposal with separate contract

Cost:

Project-based pricing

Change Request Process

  1. Client submits written change request via email with detailed description
  2. WebDev Wales provides time and cost estimate within 2 business days
  3. Client approves estimate in writing before work commences
  4. Additional work is invoiced separately upon completion
  5. Project timeline is adjusted to accommodate approved changes

Payment Terms & Financial Obligations

All pricing is in British Pounds (GBP) and includes VAT where applicable. Our payment structure is designed to protect both parties while ensuring steady project progress and cash flow management.

Project Payment Schedule

Project Deposit50%
Required before work commences

Secures your project slot in our development queue and covers initial setup, planning, and design phases. This deposit demonstrates mutual commitment and allows us to begin dedicated work on your project.

Payment Due: Due immediately upon contract signing
Design Approval Milestone25%
Upon approval of final design mockups

Released when you approve the visual design, layout, and user experience. This milestone ensures you're completely satisfied with the design direction before we proceed to development.

Payment Due: Due within 3 business days of design approval
Pre-Launch Payment25%
Before website goes live to the public

Final payment due before we deploy your completed website to the live server. This includes all functionality testing, content population, and final optimizations.

Payment Due: Due before live deployment and training

Payment Methods & Terms

Accepted Payment Methods

  • Bank Transfer (BACS)Preferred
    No fee
  • Credit/Debit Card
    3% processing fee
  • PayPal Business
    3.5% processing fee
  • Corporate Cheque
    No fee

Payment Terms

  • Invoices are due within 30 days of issue date
  • Late payments incur 1.5% monthly interest charge
  • Work may be suspended for accounts over 30 days overdue
  • All payments must be in British Pounds (GBP)
  • VAT included where applicable (20% for UK businesses)

Additional Charges & Third-Party Expenses

Beyond the core development fee, certain project requirements may incur additional charges. All additional costs are discussed and approved before proceeding.

Additional Development Services

Rush Delivery (< 2 weeks)

50% surcharge

Expedited timeline with dedicated resources

Out-of-Hours Support

£100/hour

Emergency support outside business hours

Additional Revisions

£75/hour

Beyond 3 rounds of revisions per phase

Content Writing

£50/page

Professional copywriting services

Photography/Videography

Quote basis

Professional visual content creation

Advanced SEO Setup

£200-500

Comprehensive SEO configuration

Third-Party Services & Licenses

Domain Registration

£10-15/year

Annual domain name registration

SSL Certificate

£20-50/year

Security certificate for HTTPS

Premium Hosting

£10-50/month

High-performance web hosting

Premium WordPress Themes

£50-150

Professional theme licenses

Premium Plugins

£20-200/year

Advanced functionality plugins

Stock Photography

£10-50/image

Professional stock images

Email Marketing Platform

£20-100/month

MailChimp, Klaviyo, etc.

E-commerce Gateway Fees

2.4-3.4%

Payment processing fees

Third-Party Cost Policy

  • All third-party costs are discussed and approved before purchase
  • Client owns all third-party accounts and licenses
  • We can set up accounts on client's behalf with their payment details
  • Ongoing costs are client's responsibility after project completion

Late Payment Policy & Collections

We understand that payment delays can occasionally occur. Our policy is designed to be fair while protecting our business interests and encouraging timely payment.

Late Payment Timeline

1-7 Days Overdue

Action: Friendly email reminder sent

Consequence: No penalty charges

8-15 Days Overdue

Action: Formal invoice reminder with phone call

Consequence: No penalty charges

16-30 Days Overdue

Action: Written notice of overdue account

Consequence: 1.5% monthly interest applied

30+ Days Overdue

Action: Work suspension and collections process

Consequence: Legal action may be pursued

Payment Difficulties & Solutions

If You're Having Payment Difficulties

  • Contact us immediately to discuss payment arrangements
  • We may agree to extended payment terms in exceptional circumstances
  • Payment plans may be available for larger projects
  • Clear communication helps avoid unnecessary complications

Remember: Open communication is key. We're always willing to work with clients facing genuine financial difficulties to find mutually acceptable solutions.

Collections Process

  • • Accounts over 30 days may be referred to debt collection
  • • Legal costs and collection fees will be added to outstanding balance
  • • Credit agencies may be notified of unpaid debts
  • • Domain and hosting access may be suspended
  • • Website may be taken offline until payment is received

Intellectual Property Rights & Ownership

Clear ownership structure ensuring clients retain full rights to their content and assets while WebDev Wales retains ownership of the website codebase, methodologies, and development work. Clients receive ongoing access to their website through our hosting and maintenance services.

👤

Client Owns

  • Company logo and brand assets provided by client
  • All text content, copy, and written materials
  • Photos, images, and videos provided by client
  • Menu content, pricing, and service descriptions
  • Customer data and contact information
  • Domain name registration (if purchased separately)
  • Email addresses and associated communications
  • Analytics data and tracking reports
  • Social media account ownership
  • Any third-party accounts in client's name
🏢

WebDev Wales Retains

  • Complete website source code and codebase
  • Database structure and technical implementation
  • Custom designs and visual layouts created
  • Development frameworks and templates
  • General coding techniques and methodologies
  • Right to display website in professional portfolio
  • Use of project in marketing materials and case studies
  • Pre-existing intellectual property and tools
  • Proprietary software tools and utilities
  • All development work if client leaves service
🔗

Third-Party Licenses

  • WordPress or CMS platform licenses
  • Premium themes and plugin licenses
  • Stock photography and graphic licenses
  • Font licenses and typography rights
  • External API integrations and services
  • Payment gateway and e-commerce licenses
  • Social media integration licenses
  • Analytics and tracking service licenses
  • Security and SSL certificate licenses
  • Backup and maintenance service licenses

Service Access & Content Ownership

While WebDev Wales retains ownership of the website codebase, clients maintain full ownership of their content and receive ongoing access to their website through our hosting services.

Service Timeline

Project Commencement

Development

All development work is property of WebDev Wales throughout the project

Design Approval

Review Phase

Client reviews and approves designs; all designs remain WebDev Wales property

Website Launch

Active Service

Website goes live; client accesses site through our hosting and maintenance service

Ongoing Service

Full Access

Client has full access to website and admin panel while subscribed to service

What's Included With Service

Your Service Includes

  • Full website admin panel access
  • Ability to edit text, images, and content
  • Training on how to use your website
  • Ongoing hosting and maintenance
  • Regular security updates and backups
  • Technical support during business hours
  • Performance monitoring and optimisation
  • SSL certificate and security features

If You Leave Our Service

  • You retain all your content (text, images, logos, etc.)
  • You keep your domain name (if registered in your name)
  • We provide export of your content and data
  • Website codebase remains property of WebDev Wales

Portfolio Display & Marketing Rights

As part of our professional development showcase, we retain specific rights to display completed projects while respecting client confidentiality and commercial sensitivity.

Portfolio Usage Rights

Permitted Uses

  • Display website screenshots in our portfolio
  • Include project in case studies and marketing materials
  • Reference client name and industry (unless confidential)
  • Describe technical challenges and solutions implemented
  • Share general project metrics (timeline, scope, etc.)
  • Use project for award submissions and industry recognition

Restrictions & Limitations

Prohibited Uses

  • Cannot use client's branding for our own business purposes
  • Cannot share confidential business information or data
  • Cannot display sensitive or proprietary content
  • Cannot claim ownership of client's brand or identity
  • Cannot use website content for competing businesses
  • Cannot share client contact details or customer lists

Confidentiality Options

We understand that some clients require complete confidentiality. If you need to restrict portfolio usage, please discuss this during the initial consultation. Options include:

Anonymous Display

Show website without client name or industry details

Limited Timeframe

Portfolio display restricted to specific time period

Complete Confidentiality

No portfolio display or public reference permitted

Copyright Protection & Legal Compliance

WebDev Wales retains full ownership of all website code, designs, and development work. Clients own their content (text, logos, photos, etc.) and domain names. Website access is provided through our hosting and maintenance service.

Code & Development Ownership

WebDev Wales Retains All Rights To:

  • All website source code and programming
  • Database structure and technical implementation
  • Custom designs, layouts, and visual elements
  • Development frameworks and methodologies
  • All work created during the project

Client Owns Their Content:

  • Company logos and brand assets they provide
  • Text content, copy, and written materials
  • Photos, images, and videos they supply
  • Domain name (if registered in their name)
  • Customer data and business information

Service & Access Terms

While Subscribed to Our Service:

  • Full access to your website and admin panel
  • Ability to edit content, text, and images
  • Ongoing hosting and maintenance included
  • Technical support and updates
  • Regular security and performance monitoring

If You Cancel Your Service

Upon cancellation of your hosting and maintenance subscription:

  • • Website code remains property of WebDev Wales
  • • You receive export of your content (text, images, etc.)
  • • You keep your domain name and any accounts in your name
  • • Website will be taken offline after service ends

Cancellation Policy & Refund Framework

Fair and transparent policies for project changes, cancellations, and refunds that protect both parties throughout the development process.

Cancellation Rights & Process

  • 14-day cooling-off period after initial deposit (before work commences)
  • Written notice required for all project cancellations via email
  • Work completed to cancellation date will be invoiced at hourly rates
  • Domain registration and hosting fees are non-refundable once purchased
  • Third-party services (themes, plugins, licenses) are non-refundable
  • Client retains rights to completed work upon payment of outstanding invoices
  • Partial website delivery available for development work completed
  • 30-day notice period required for maintenance contract cancellations

Refund Schedule & Eligibility

Before Work Starts (0-14 days)
Full refund minus payment processing fees (3-5%)
During Design Phase
Refund minus design work completed (£75/hour rate)
During Development Phase
Refund minus all work completed to date
After Website Goes Live
No refunds available - warranty support applies

Liability Limitations & Service Warranties

Professional standards and reasonable limitations that define our responsibilities while protecting both parties from unforeseen circumstances and technical issues.

Our Warranties

  • Professional workmanship to industry standards
  • 30 days free bug fixes after website launch
  • Code ownership transfer upon full payment completion
  • Compliance with modern web accessibility standards (WCAG 2.1)
  • Cross-browser compatibility testing (Chrome, Firefox, Safari, Edge)
  • Mobile responsiveness across devices and screen sizes
  • Basic SEO setup and optimization included
  • Secure coding practices and data protection measures

Liability Limitations

  • Total liability capped at total project contract value
  • No liability for third-party service failures or downtime
  • Force majeure events excluded from liability
  • Indirect, consequential, or punitive damages excluded
  • No responsibility for content accuracy or legal compliance
  • Client responsible for backup and data security post-launch
  • No warranty for custom integrations beyond our control
  • Search engine ranking results not guaranteed

Client Responsibilities

  • Provide accurate and complete project requirements
  • Timely feedback and approvals within specified timeframes
  • Content accuracy, legal compliance, and copyright ownership
  • Regular website backups and security monitoring
  • Maintaining third-party service accounts and licenses
  • Updating passwords and security credentials regularly
  • Testing website functionality before public launch
  • Ongoing maintenance and updates post-launch

Governing Law & Dispute Resolution Framework

These terms are governed by the laws of England and Wales. Our dispute resolution process prioritizes communication and mediation before formal legal proceedings.

Jurisdiction

England & Wales Courts

Liability Cap

Limited to project value

Fair Terms

Balanced protection

Term Updates

30 days advance notice

Dispute Resolution Process

1

Direct Communication

Initial discussion to resolve issues

2

Formal Mediation

Neutral third-party mediation

3

Arbitration

Binding arbitration if required

4

Legal Proceedings

Court action as last resort

Contract Updates & Modifications

When We May Update Terms

  • • Changes in UK legislation or regulations
  • • Industry best practice updates
  • • Service offering modifications
  • • Technology or security improvements

Notification Process

  • • 30 days advance notice via email
  • • Summary of changes provided
  • • Option to discuss concerns
  • • Right to cancel if changes are substantial
Legal enquiries & contract discussions:info@webdevwales.com