Term and Conditions

Working with Post Creative


Hosting
& Support


Pricing & Payments

Once you have authorised Post Creative to take care of your hosting and technical support we will issue an invoice covering a 12 month period. We will ask you to fill out a direct debit for to set up monthly direct debit payments.


Cancellation

You can cancel your contract at any time. You are under no obligation to continue the ongoing service. We just ask you give us 30 days notice so we can carry out our last thorough update of the website, supply you with a full backup and remove our administrator credentials.


Unused support hours

We make sure we have the resource in-house to cover the support time our clients subscribe too. We want to be flexible so we will allow unused hours to roll over within each quarter but not beyond. At the end of each quarter you return to your subscribed hours.

We do this to ensure we have the resource available to respond quickly to your requests. If too much time is banked by anyone client that reduces our ability to respond to other clients changes as quickly.

If you cancel your plan and have not used all your support hours we can not provide you with a refund.


Additional support hours per month

If you have any requests that will take you over your hours for the month and you don’t have any or enough hours banked, you’ll be charged at our normal rate for the additional time – £65 per hour.

For each piece of work outside your support hours we will produce a formal quote just so that everyone is clear about the potential investment required.

Work that falls outside of your support contract must be paid for up front – we will send you an invoice allowing you to pay for the additional time securely online so there is no hold up in getting the work completed in the timeframe you require.

(Larger pieces of work such as site redesigns or the addition of significant changes to site functionality can be paid for in staged payments.)

 


Third party or client modifications

Anyone other than Post Creative or its subcontractors who attempt to update the website and damages the design or impairs the ability for the web pages to display or function properly, may result in time to repair the web pages in order to restore the website.

In this event, damages will be assessed at an hourly rate of £65 per hour with a 30 minute minimum. Work to repair the website from third-party modifications may exceed the time provision of your website support plan and a quote will be provided for the additional hours needed.

 

 


Limitation of Liability

Although there are limitations to the guarantees we can provide, your satisfaction is very important to us. Please read and understand our limits of liability before engaging in our services.

Although we strive for your website’s optimal performance and security, we did not build the WordPress software or plugins used on the website, nor are supplying the servers it runs on (we rent these from an established hosting company).

For this reason, Post Creative does not represent, guarantee or warrant that the functions contained in your webpages or internet website will be will be uninterrupted, error-free, free from loss, corruption, attack, viruses, interference, hacking, or other security intrusions, and Post Creative disclaims any liability relating thereto.

To the extent not prohibited by law, in no event will Post Creative be liable to the client or any third party for any damages, including, but not limited to, any lost profits, lost savings, loss of data, business interruption, or incidental, consequential or special damages arising out of the operation of or inability to operate these webpages or website, however caused.

 

 


Support for those not on a Support Plan

If you do not currently have a support contract with Post Creative we may still be able to help you with website change requests. The following conditions apply

  • Clients on our support contract get priority place in the development queue
  • A quote will be provided detailing the cost and delivery time of your request.
  • Work totalling less than £1000 must be paid for in advance (this can be done securely online)
  • Work over £1000 will be considered a new project and will be handled by our development team rather than the support team. Projects require a 50% deposit with the remaining due in installments.

Clients on our support plans receive many free features – get in touch to discuss a plan that will suit your needs.



Change
Requests
(for those not on a support plan)


Requesting a change

You can request a change or update to your site at any time. Please email support@postcreative.co.uk detailing what you need done and any delivery deadline you have.


Timescales for changes

If you have a particular timescale in mind please tell us in your email to support. Time is allocated in the following way:

  • Requests are mainly handled on a first come first served basis
  • On receipt of your request we will send you a quote, payment request and delivery date for the piece of work
  •  If any clients site is completely down, or incapacitated to the extend where they can not conduct their business this issue will always have priority
  • If there is any reason at all we anticipate delivery of the piece of work being late we will inform you as soon as possible
  • If we fail to delivery the work on time we will refund 20% of the cost of the work to you. (Note this does not apply if the work was delayed due to waiting on resources or feedback from yourself or a third party)

Payment terms
  • Work totalling less than £1000 must be paid for in advance (this can be done securely online)
  • Work over £1000 will be considered a new project and will be handled by our development team rather than the support team. Projects require a 50% deposit with the remaining due in installments.

Clients on our support plans receive many free features – get in touch to discuss a plan that will suit your needs.



The Design
Process


Discovery meeting

At the beginning of the project we will have a discover meeting with you. This can be done in person, over the phone or on skype. The meeting will not take long, the object is to finalise your objectives for the site and get a clear vision of how you will measure the website’s success.

We’ll outline all the content and resources such as images etc that you need to provide for the project and we’ll sign off on the project schedule.


Interactive prototype

We’ll create a prototype of your website that will work like your site but won’t have your finished content or the design. This will allow us to establish the best page layouts and website structure to meet your objectives.

You will be able to review the prototype online and provide a round of feedback from which we will make any changes required.


Website Design

Once we have the website prototype in place we will design the look and feel of your website. This includes things like colour scheme, fonts, graphics and pictures used.

If you would like us to use pictures you already have these must be provided before this phase of the project.

We will produce one design but you will have the opportunity to make up to two rounds of revisions.


Text, image and video content

We want you to feel empowered to update your own website. We will provide you with the support to add content to your website as we’re developing the site. As soon as the prototype is signed off you can start to add your text and images and videos to the website – we’ll provide instructions on how to do that.

If you would like us to add content to your site for you we’d be happy to help. This cost will be detailed in your Optional Extras in your proposal.


Changes and revisions

Feedback at key part of the project

You will be asked for feedback at key points in the production process. Feedback should be given in the following manner:

  • All stakeholders in the project should discuss the feedback amongst themselves and collate the comments into a single document
  • A consensus should be reached on any given point before submitting the feedback – eg. Board member A likes the colours but Board member B would like something brighter, doesn’t provide us with the information we need to make a change.
  • Once you are satisfied that we have implemented the feedback you have given us that part of the project is considered signed off.
  • Any changes to a part of the project after that part of the project has been signed off is considered a scope change – see below on how scope changes are dealt with. An example of this kind of change might be: The design for the site has been finalised and signed off and we move onto the functionality. After adding your content you decide you’d like revisit the design and make some extra changes. This is fine and we can accommodate these changes but they will result in extra cost and a change in timescales.

It’s essential to the flow of the project that feedback points are given due focus and attention. Before signing off on the project schedule please make sure that all key stakeholders are available at these review points.

Changes to project scope

We know from plenty of experience that fixed-price contracts are rarely beneficial to you, as they often limit you to your first idea about what you might need. We don’t want to limit either your options or your opportunities to change your mind.

The estimate/quotation prices in your proposal is based on the amount of work we estimate we’ll need to accomplish everything that you have told us you want to achieve. If you do want to change your mind, add extra pages or templates or even add new functionality, that won’t be a problem. However, you will be charged accordingly and these additional costs will need to be agreed to before the extra work commences. This additional work will affect deadlines and they will be moved accordingly. We’ll be up front about all of this if and when it happens to make sure we’re all on the same page before proceeding. We may also ask you to put requests in writing so we can keep track of changes.

If the nature or functions of the project change significantly throughout the process, we reserve the right to deem the current project cancelled. At this point you will pay us in full for all the work we have done and may commission us to complete the new project based on the new requirements. This will require a new quote.


Hosting the development website

The development of your new site will always be done on our development servers. The development version of the site is completely separate from your live website, if you have one, nothing we do in building the new site will affect the live version.

Once we have completed the design and functionality and taken your site through the testing process we will have concluded production and the final instillment of our fee will be due.

By this point you should have concluded adding your content and the site will be ready to go live. If you have not completed you content by this point we will continue to host the development site on our servers for a further 2 weeks.

If you have not completed your content within these 2 weeks we will charge you a hosting fee of £30 per month for the additional period of time your site is on our development server.


Putting your website live

Once the production process is complete and your content has all been added to the site. Your new website will be ready to go live.

The final invoice scheduled for the completion of the production process must be paid before the site goes live.

Replacing your current site with your new website

If you are replacing your current website we will perform this function out of business hours to ensure the least disruption possible. In the majority of cases this can be done with no downtime at all. We will transfer all files and databases over to your host and archive your old website.

Launching a brand new website

If this is a new website on a new domain you will first have to set up a hosting and support contract with ourselves or another company. Once you have this in place you will need to provide us with the login information.

If you have set up a hosting contract with another company or are using an existing hosting account we will transfer all website files and databases to your host and point your domain to the server.

If you choose to host with us all we need is your domain details in order to make your site live at the right time.



Testing
and Quality


Website infrastructure

Your website will be built using WordPress. WordPress is an open source Content Management Solution (CMS). In plain English it means it’s a piece of software that allows you to update your website without having to use any technical code.

WordPress is our software for several reasons:

  • It’s the most used CMS on the web which means that you’ll always be able to find a web company who can help support your website if you choose to move on from our service.
  • It’s the most popular largely down to the fact that it’s so easy to use. You won’t need much support to be able to start adding text and images to your site, or to edit existing pages.
  • It’s got a solid technical foundation and it’s optimised for search engines
  • It has a lot of plugin software which lets you extend the functionality of your website in a very cost effective way.

 


Mobile compatibility

Your website will be responsive to the devise it is viewed on. This means that your site will be accessible form mobile and tablet devices allowing people to enjoy your site on the move, or away from their desks.

The process of displaying websites on different devices means that the layout of the page often changes to accommodate the smaller screen. Because people tend to have different objectives when they visit a website from a mobile devise vs a desktop computer we may decide to include or exclude some content from the different device views.

An example of this might be that we may choose to include more prominent address information on mobile as people often look up organisations on their phones when they are attending a meeting or event at their address.


Technical testing

Before the site goes live we will perform tests on all functionality to check for any unintended behaviour.

We will also look at how the site displays on different web browsers such as Google Chrome or Internet Explorer. There can be differences in the way that browsers display websites so we need to make sure that everyone gets a good experience when they visit you, no matter what browser they use.

You will be asked to do a final check of the site before it goes live and are urged to do this in detail so that we can double check that we have fixed any issues before the public see your new site.

If either of us have missed anything before the site goes live don’t worry, we’ll continue to fix any issues for 30 days after the site launch at no extra cost.


Proof reading

As you are responsible for writing your own content you are also responsible for proof reading your text and making any corrections needed before the site goes live.


Post launch support

We’ll provide post launch support free of charge for 30 days after the site is launched. This support includes:

  • How to help – if you forget how to perform any of the administrative tasks on your site just give us a shout and we’ll send you over some instructions or talk you through it on the phone
  • Bug fixing – if you notice some thing that isn’t displaying quite right we’ll take a look and fix it for you.

Unfortunately we can’t provide free support beyond this 30 day period. However we do have tailored support packages available for those who would like our continued help to manage their site and grow their audience. We’d be happy to provide a quote to suit your needs.



Legal stuff


Copyright

You guarantee to us that any elements of text, graphics, photos, designs, trademarks, or other artwork that you provide us for inclusion in the website are either owned by your good selves, or that you have permission to use them.

When we receive your final payment, copyright is automatically assigned as follows:

  • You own the graphics and other visual elements that we create for you for this project.
  • We’ll give you a copy of all files and you should store them really safely as we are not required to keep them or provide any native source files we used to make them.
  • You also own text content, photographs and other data you provided, unless someone else owns them.
  • We own the markup, CSS and other code and we license it to you for use on only this project. You are not licensed to sell the website design or propriety code without the signed permission of Post Creative.

We love to show off our work and share what we have learned with other people, so we reserve the right to display and link to your completed project as part of our portfolio and to write about the project on websites, in magazine articles and in books about web design.


Confidentiality
Each party will protect the confidentiality of the confidential information of the other party using at least reasonable security measures.

Website security

We can’t guarantee that the functions contained in any web page templates or in a completed website will continue to be error-free once your site is up and running. For this reason we can’t be liable to you or any third party for damages, including lost profits, lost savings or other incidental, consequential or special damages arising out of the operation of or inability to operate this website.

The web is constantly evolving and the software that makes up your website code will need to continue to evolve with it or your site will not continue to be secure. WordPress and the plugin software that goes will it needs to be updated as new releases are made. If you do not have someone in house with the training to do this please speak to us about our support packages.



Payment


Payment schedule
  • A 50% deposit must be paid and cleared in Post Creative’s nominated back account before work on the project can begin.
  • A 25% payment must be paid within 5 days of the design sign off.
  • The remaining 25% must be paid within 5 days of the website being signed off following technical testing. (Please note this payment is due even if you have not completed your content)

Post Creative reserve the right to delay moving of the website to the live server until this payment has been received.


Late payments

If payment is not made of any amount properly due to Post Creative, Post Creative may:

(a) postpone all Services until the payment has been received;

(b) claim interest and statutory compensation pursuant to the Late Payment of Commercial Debts (Interest) Act 1998.


Project termination
Either party may terminate this agreement at any time by giving at least 30 days written notice to the other party.
On termination of the project all payments must be brought up to date and all files will be returned to their owners.