Rugby Web Design Limited Terms & Conditions

These Terms and Conditions (“Terms”) govern the agreement between Rugby Web Design Limited (“we”, “us”, “our”) and the client (“you”, “your”) for the provision of our services.

By accepting a quotation, purchasing, or using our services, you agree to be bound by these Terms.

‍1. Governing Law & Jurisdiction

1. These Terms and Conditions shall be governed by and construed in accordance with the laws of England and Wales.
2. The courts of England and Wales shall have exclusive jurisdiction to settle any dispute or claim arising out of or in connection with these Terms or the services provided.

2. General

1. These Terms supersede all prior agreements, representations, or understandings, whether written or oral.
2. By accepting these Terms or using our services, you confirm that you have read, understood, and agreed to them in full.

3. Pricing & Quotations

1. Quotations are valid for 60 days from the date of issue, provided the first staged invoice is issued within this period.
2. While Rugby Web Design Limited will always aim to invoice in line with the agreed quotation, the final invoice price may differ if:
   a. the original brief is changed; or
   b. additional features, functionality, or services are requested during the build process.
3. All requests for additional work or changes to the quoted specification must be provided in writing (for example, by email).
4. Quotations include an allowance for a reasonable number of in-person meetings, video calls, or telephone calls. Additional sessions may incur extra charges.
5. Where a fixed price is required, all website content and specifications must be provided in full before work begins.
6. Where we liaise with third parties on your behalf (including hosting providers, domain registrars, or previous web developers), any associated costs incurred will be added to your invoice.
7. Any post-project work, additional work, or work outside the agreed scope will be charged at £41.60 per hour, in minimum 30-minute increments.
   Hourly rates are subject to periodic review.‍
8. All prices are exclusive of UK VAT, which is currently charged at 20% where applicable. Some international clients may be exempt from UK VAT under applicable VAT regulations (including reverse-charge rules).

4. Payment Terms & Stages

1. Before work commences, Rugby Web Design Limited will require written acceptance of both the quotation and these Terms.
2. A staged payment of 33% of the estimated quotation is required before any new website project begins.
3. For overseas clients, a staged payment of 50% of the estimated quotation is required before the commencement of any work.
4. The final balance is normally invoiced upon completion of the project. However, Rugby Web Design Limited reserves the right to issue interim invoices if the project becomes slow or protracted. Where required, interim invoices will typically be issued every two months.
5. All invoices must be paid within seven (7) days of the invoice issue date unless otherwise agreed in writing.

5. Late Payments & Suspension

1. If payment is not received within the seven-day payment period, you will receive up to three automated late-payment reminders, extending the total payment period to 28 days.
2. If payment remains outstanding after 28 days, your services will be suspended.
3. Suspension may result in:
   • your website becoming unavailable, and/or
   • any linked email or related services ceasing to function
4. Reinstatement of suspended services will incur a £20 + VAT administration fee, payable in advance, in addition to settlement of all outstanding balances.
5. Non-payment of invoices will be pursued. Interest may be added, and any legal fees, recovery costs, or court costs incurred will become payable by the client.

6. Refunds

1. All payments made are non-refundable once work has commenced, unless otherwise agreed in writing.

7. Website Build Process

1. An initial web page will be built to demonstrate the planned website design, layout, fonts, colours, and styling.
2. At this stage, you will be invited to provide feedback, which will be used to guide the remainder of the project build.
3. Upon completion of the website, you will be provided with the opportunity to request one round of revisions.
4. Upon completion of any revisions, the project will be deemed completed.
5. Any additional work requested after this point will be chargeable at the current hourly rate (see Clause 3.7).

8. Acceptance of Work

1. Where the client does not request revisions or raise issues within seven (7) days of delivery or notification of completion, the work shall be deemed accepted.
2. Acceptance of work constitutes completion of the project for billing and contractual purposes.

9. Client Responsibilities

1. You are responsible for ensuring that your contact details are accurate and kept up to date.
2. Failure to maintain accurate contact details may result in invoices being missed. Any unpaid invoices may lead to suspension of services (see Clause 5).
3. You are responsible for providing all required content, feedback, approvals, and instructions in a timely manner.

10. Domain Names

1. Domain names purchased on the client’s behalf will require periodic renewal.
2. Renewal costs, plus a £10 + VAT administration fee, will be charged for ongoing domain management.
3. Domains may be unlocked for transfer upon request, provided the client’s account is fully paid and up to date.

11. Web Hosting

1. Website hosting is payable annually in advance.
2. Hosting renewals will be invoiced four (4) weeks in advance. A minimum of 30 days’ written notice is required prior to the anniversary date to cancel a hosting plan.
3. Refunds cannot be made if a hosting plan is cancelled mid-term.
4. Hosting prices are subject to ongoing review and may change to reflect provider pricing and international exchange rate fluctuations.

1. All content supplied by you must be original or appropriately licensed. Rugby Web Design Limited reserves the right to reject any content with unclear or questionable licensing or provenance.
2. Images supplied must fall into one of the following categories:
   • images created by the client
   • images used with express permission from the rights holder
   • licensed stock images from paid services (for example Shutterstock)
   • royalty-free images sourced from reputable platforms (for example Pexels or Unsplash)
3. Rugby Web Design Limited retains authorship of all work created and reserves the right to display completed work in its portfolio, website, and marketing materials.

12. Webflow Projects, Hosting & Platform Risk

1. A Webflow website may be transferred to another Webflow account or workspace upon request.
2. Transfers will only take place once all outstanding payments have been settled.
3. Following transfer, Rugby Web Design Limited cannot manage the website unless invited as a Guest Agency within the new workspace.
4. Certain features associated with Rugby Web Design Limited’s Agency Workspace, including editor seat quantities, or premium functionality, may be lost or downgraded following transfer to a lower-tier Webflow workspace.
5. Certain elements, including but not limited to form data, custom code, and integrations, may be automatically removed during the Webflow transfer process. This process is controlled entirely by Webflow. Rugby Web Design Limited accepts no liability for any resulting data loss, degradation, or functional change. It is the client’s responsibility to ensure appropriate backups or technical support are in place prior to transfer.
6. It is not possible to transfer a Webflow project to another platform, for example Wix or Squarespace.
7. Rugby Web Design Limited shall not be liable for any downtime, data loss, security issues, feature limitations, or service interruptions caused by Webflow or any third-party services, platforms, software, plugins, or integrations.

13. Browser Compatibility

1. Websites are tested on modern browsers, including Chrome, Edge, and Safari.
2. Compatibility with outdated browsers, or browsers with known CSS limitations, cannot be guaranteed. In particular, certain versions of iOS and the Safari browser are known to exhibit CSS rendering issues. Clients are advised to keep their operating systems and browsers up to date, or to use alternative browsers where issues occur.
3. Any work required due to future browser or platform updates will be chargeable at the current hourly rate.

14. SEO & Performance Disclaimer

1. No guarantees are made regarding search engine rankings, website traffic, conversions, or business outcomes. Any references to SEO or performance improvements are indicative only.

15. Intellectual Property & Content

16. Confidentiality

1. Both parties agree to keep confidential any non-public business, technical, or commercial information disclosed during the course of the project, unless disclosure is required by law.

17. Indemnity

1. You agree to indemnify and hold Rugby Web Design Limited harmless against all claims, damages, losses, liabilities, or legal disputes arising from:
   • your use of our services, or
   • any content supplied by you.

18. Limitation of Liability

1. To the fullest extent permitted by law, Rugby Web Design Limited excludes all liability for:
   • loss or damage caused by inaccuracies
   • loss or damage caused by omissions
   • loss or damage caused by delays or errors
2. Rugby Web Design Limited’s total liability, whether in contract, tort, or otherwise, shall be limited to the total fees paid by the client in the twelve (12) months preceding the claim.

19. Impersonation, Phishing & Fraudulent Communications

1. Rugby Web Design Limited shall not be liable for any loss, damage, downtime, business interruption, cost, or claim arising from fraudulent activity by third parties, including but not limited to impersonation, phishing, spoofed email addresses, or misrepresentation of our company identity.
2. Clients are responsible for verifying the legitimacy of any communication that requests payment, urgent action, account access, domain updates, renewals, or security-related changes.
3. Rugby Web Design Limited will not accept liability for actions taken by a client or third party in response to a fraudulent message, including the transfer of funds or disclosure of credentials.
4. Any investigative, recovery, or remedial work required as a result of fraudulent communications will be billed at the current hourly rate.

20. Termination & Project Abandonment

1. If the client fails to provide required content, feedback, approvals, or communication for a continuous period of 30 days, the project may be deemed abandoned.
2. Rugby Web Design Limited reserves the right to terminate the agreement in such circumstances. All work completed up to the termination date shall remain payable.
3. Either party may terminate this agreement with written notice. Upon termination, all completed work to date shall be invoiced and payable immediately.

21. Right to Refuse or Withdraw Services

1. Rugby Web Design Limited reserves the right to refuse or withdraw services where client conduct is abusive, unlawful, or unreasonable.

22. Force Majeure

1. Rugby Web Design Limited shall not be liable for failure or delay in performance resulting from events beyond its reasonable control, including but not limited to acts of God, internet outages, third-party platform failures, or government restrictions.