Terms of Service

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

By engaging our services, you agree to be bound by these Terms of Service, which are governed by the laws of England and Wales. These terms establish clear expectations, protect both parties, and ensure successful project delivery for Welsh businesses.

These terms cover all web development services provided by WebDev Wales, including: custom website design and development; responsive mobile-first design implementation; Content Management System (CMS) integration; e-commerce platform development and setup; Search Engine Optimisation (SEO) implementation; website hosting and domain management services; website maintenance and security updates; performance optimisation 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.

Our project process follows these phases: Discovery and Planning (3-5 business days) - requirements gathering, technical specification, project timeline creation; Design and Wireframing (5-10 business days) - visual design creation, user experience optimisation, client feedback incorporation; Development and Build (10-20 business days) - code development, CMS integration, functionality implementation; Testing and Optimisation (3-5 business days) - cross-browser testing, performance optimisation, security implementation; Launch and Handover (2-3 business days) - live deployment, training provision, documentation delivery.

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

Content and 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 colour 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 and Approval Timeline: Design concepts require 5 business days for initial feedback; development milestones require 3 business days for approval; content reviews require 2 business days for corrections; final pre-launch review requires 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.

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

Minor Changes (examples: copy adjustments, colour modifications, image replacements): included in original scope if under 2 hours total, no additional charge.

Medium Changes (examples: additional pages, feature additions, layout modifications): written approval required with time estimate, charged at the standard development rate.

Major Changes (examples: design overhauls, platform changes, new integrations): new project proposal with separate contract, 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.

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 Deposit (50%) - required before work commences. Secures your project slot in our development queue and covers initial setup, planning, and design phases. Due immediately upon contract signing. Design Approval Milestone (25%) - upon approval of final design mockups. Released when you approve the visual design, layout, and user experience. Due within 3 business days of design approval. Pre-Launch Payment (25%) - 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 optimisations. Due before live deployment and training.

Accepted payment methods: Bank Transfer (BACS) - no fee, preferred method; Credit and 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).

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 (under 2 weeks) - 50% surcharge for expedited timeline with dedicated resources; Out-of-Hours Support - emergency support outside business hours; Additional Revisions - beyond 3 rounds of revisions per phase; Content Writing - professional copywriting services; Photography and Videography - professional visual content creation; Advanced SEO Setup - comprehensive SEO configuration.

Third-party services and licences that may apply: Domain Registration; SSL Certificate; Premium Hosting; Premium WordPress Themes; Premium Plugins; Stock Photography; Email Marketing Platform; E-commerce Gateway Fees.

Third-Party Cost Policy: all third-party costs are discussed and approved before purchase; client owns all third-party accounts and licences; we can set up accounts on the client's behalf with their payment details; ongoing costs are the client's responsibility after project completion.

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 - friendly email reminder sent, no penalty charges; 8-15 Days Overdue - formal invoice reminder with phone call, no penalty charges; 16-30 Days Overdue - written notice of overdue account, 1.5% monthly interest applied; 30+ Days Overdue - work suspension and collections process, legal action may be pursued.

If you are 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.

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

Clear ownership structure ensures 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 the 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 Licences cover: WordPress or CMS platform licences; premium themes and plugin licences; stock photography and graphic licences; font licences and typography rights; external API integrations and services; payment gateway and e-commerce licences; social media integration licences; analytics and tracking service licences; security and SSL certificate licences; backup and maintenance service licences.

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.

While subscribed to our service, you have: 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; the website codebase remains property of WebDev Wales.

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

Permitted portfolio 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.

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 are available. If you require complete confidentiality, please discuss this during the initial consultation. Options include anonymous display (showing the website without client name or industry details), limited timeframe display, or complete confidentiality with no portfolio display or public reference permitted.

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.

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.

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; the website will be taken offline after service ends.

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

Cancellation Rights and 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, licences) 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 and Eligibility: Before Work Starts (0-14 days) - full refund minus payment processing fees (3-5%); During Design Phase - refund minus design work completed; During Development Phase - refund minus all work completed to date; After Website Goes Live - no refunds available, warranty support applies.

Professional standards and reasonable limitations 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; 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 optimisation 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 licences; updating passwords and security credentials regularly; testing website functionality before public launch; ongoing maintenance and updates post-launch.

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

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.

We may update these terms when required by changes in UK legislation or regulations, industry best practice updates, service offering modifications, or technology or security improvements. We will provide 30 days advance notice via email, including a summary of changes and the option to discuss concerns. You have the right to cancel if changes are substantial.

Legal enquiries and contract discussions: info@webdevwales.com.