Villages Web Design
Website Design, Hosting & Support Terms & Conditions
Version 3.0 – Effective from 1 August 2026 These Terms & Conditions apply to all website design, hosting, maintenance, SEO and digital services supplied by Villages Web Design (“VWD”, “we”, “our” or “us”). By accepting a quotation, paying a deposit, instructing us to commence work or continuing to use any of our services, you (“the Client”) agree to be bound by these Terms & Conditions.1. Quotations & Acceptance
1.1 Quotations
All quotations remain valid for 30 days unless otherwise stated. Quotations are based on the information provided by the Client at the time of issue. Any work requested outside the agreed specification may incur additional charges.1.2 Acceptance
A quotation is deemed accepted when the Client:- confirms acceptance in writing or by email;
- pays any requested deposit;
- instructs Villages Web Design to commence work; or
- requests work to proceed.
1.3 Scope of Work
Each quotation details the agreed scope of work. Additional pages, functionality, revisions or services requested outside the original quotation may be quoted separately or charged at the prevailing hourly rate.1.4 Amendments
Minor amendments during development are welcomed and expected. Where requested changes substantially alter the agreed specification, timetable or workload, Villages Web Design reserves the right to issue a revised quotation.2. Payment
2.1 Website Projects
Unless otherwise agreed in writing:- 50% deposit is payable before work commences.
- The remaining balance is payable before the website goes live.
2.2 Other Services
Hosting, maintenance, domains, email services, retainers and other recurring services are payable annually (or monthly where agreed) in advance.2.3 Payment Terms
Invoices are payable within 14 days of the invoice date unless alternative terms have been agreed.2.4 Late Payment
Villages Web Design reserves the right to suspend work, hosting, email services, maintenance, support or website access where invoices remain unpaid. Interest may be charged on overdue accounts in accordance with the Late Payment of Commercial Debts (Interest) Act 1998.2.5 Ownership
All work produced by Villages Web Design remains our property until all outstanding invoices relating to that work have been paid in full.2.6 Website Launch
Unless otherwise agreed in writing, completed websites will not be published, transferred to the Client’s hosting, or made publicly accessible until all outstanding invoices relating to the project have been paid in full and cleared.
Villages Web Design reserves the right to withhold publication, transfer of files and administrative access until payment has been received.
3. Website Design & Development
3.1 Design
Villages Web Design will design and build the website in accordance with the agreed specification using recognised industry standards and current web technologies. Minor differences between browsers, operating systems and devices are normal and shall not constitute a defect.3.2 Client Content
Unless otherwise agreed, the Client is responsible for supplying all text, photographs, logos, branding, documentation and other content required to complete the project. The Client warrants that they have the necessary rights or licences to use all supplied material.3.3 Delays
Project timescales depend upon the timely provision of information, approvals and feedback. Delays caused by outstanding client information may result in revised completion dates.3.4 Dormant Projects
Projects that remain inactive for more than 60 days due to a lack of client communication, approvals or content may be closed or rescheduled. Deposits already paid remain non-refundable.3.5 Website Approval
It is the Client’s responsibility to review the completed website before launch. Publication of the website or written approval shall constitute acceptance of the completed project.4. Hosting
4.1 Hosting Services
Where hosting is supplied by Villages Web Design, we will use reasonable endeavours to provide a secure, reliable and high-performance hosting environment. Our hosting platform includes SSL certification, proactive monitoring, regular backups and environmentally responsible (“green”) hosting.4.2 Availability
Although we strive to maximise uptime, uninterrupted availability cannot be guaranteed. Scheduled maintenance, emergency maintenance or circumstances beyond our reasonable control may occasionally require temporary interruption of services.4.3 Security
Reasonable measures are taken to protect hosted websites and email accounts. However, no internet-connected system can ever be completely secure and Villages Web Design cannot accept responsibility for security incidents beyond our reasonable control.4.4 Backups
Regular backups are maintained for disaster recovery purposes. Backups are provided on a best endeavours basis and should not replace the Client’s own backup procedures for business-critical information. Following termination of hosting services, backups may be deleted without notice after a reasonable retention period.4.5 Fair Usage
Hosting is provided on a fair usage basis. Where excessive storage, bandwidth or server resources are being consumed, Villages Web Design reserves the right to recommend a more suitable hosting package or apply additional charges where appropriate.5. Email Services
5.1 Email Hosting
Email hosting is provided as part of the hosting service where applicable. Whilst every effort is made to provide reliable email services, delivery cannot be guaranteed due to factors outside our control, including spam filtering, third-party mail servers and internet infrastructure.5.2 Storage Allocation
Each hosting account includes 5GB of combined email storage, shared across all mailboxes within that hosting account. The allocation applies to the hosting account as a whole and not to individual mailboxes.5.3 Additional Storage
Additional storage is available at the following annual rates:- Additional 5GB – £30.00
- Additional 10GB – £60.00
- Further 5GB increments – £30.00
5.4 Storage Limits
Where the included allowance is exceeded, Villages Web Design will normally provide reasonable notice requesting that storage is reduced or additional capacity is purchased. Where storage continues to exceed the agreed allocation, email services may be temporarily suspended until sufficient storage becomes available.5.5 Email Usage
Email services are intended for communication and should not be used as long-term document storage or archiving. Clients are encouraged to archive historical emails locally and remove unnecessary attachments where practical.5.6 Acceptable Use
Email services must not be used for spam, phishing, unlawful activity or any activity likely to damage the reputation or operation of our hosting platform. Villages Web Design reserves the right to suspend services immediately where such activity is identified.6. Website Maintenance & Support
6.1 Maintenance Services
Where the Client subscribes to a maintenance package, Villages Web Design will provide the services included within that package. Maintenance plans are designed to keep websites secure, stable and up to date and may include software updates, security monitoring, backups and general maintenance, depending on the level of service purchased.6.2 Support
Reasonable technical support relating to services supplied by Villages Web Design is provided during normal business hours. Support covers the services we provide and does not include website redesign, additional functionality, content updates or development work unless specifically included within the Client’s maintenance package or retainer.6.3 Website Updates
Unless covered by a maintenance agreement or retainer, content updates, page amendments, image changes and other website modifications will be quoted separately or charged at the current hourly rate.6.4 WordPress, Themes & Plugins
Villages Web Design uses industry-standard software, including WordPress, themes and third-party plugins. Whilst every reasonable effort is made to test updates before deployment, we cannot guarantee compatibility between third-party software products following updates or changes made by their respective developers.6.5 Hacked Websites
Where a website has not been maintained by Villages Web Design, or security updates have been declined or delayed by the Client, any work required to investigate, repair or recover a compromised website will be chargeable.7. Domain Names & DNS
7.1 Domain Registration
Where Villages Web Design registers or renews a domain name on behalf of the Client, the registration remains subject to the terms and conditions of the relevant registrar and domain registry. Domain registration and renewal fees are payable in advance and are non-refundable once processed.7.2 Renewals
It is the Client’s responsibility to ensure that renewal invoices are paid before the renewal date. Failure to renew a domain name may result in the loss of the domain, website and associated email services. Villages Web Design cannot accept responsibility for domains that expire due to unpaid renewal invoices.7.3 DNS Management
Reasonable DNS changes relating to hosted services are included within our hosting service. More complex DNS configurations or work relating to third-party platforms may incur additional charges.8. Client Responsibilities
8.1 Accuracy of Information
The Client is responsible for ensuring that all information supplied for inclusion on the website is accurate, lawful and up to date. Villages Web Design cannot be held responsible for errors arising from inaccurate, incomplete or outdated information supplied by the Client.8.2 Copyright
The Client warrants that they own, or have obtained the necessary permissions to use, all text, images, logos, videos, trademarks and other materials supplied for the project. The Client agrees to indemnify Villages Web Design against any claims arising from the unauthorised use of such material.8.3 Account Credentials
The Client remains responsible for retaining access to usernames, passwords, authentication methods and ownership of any third-party services connected to the website, including domain registrars, email platforms, payment gateways, Google services and social media accounts. Villages Web Design cannot be held responsible for delays or additional work resulting from lost account access or unavailable login credentials.8.4 Website Content
Unless covered by an ongoing maintenance agreement, the Client remains responsible for ensuring that website content remains accurate and up to date following publication.9. Third-Party Services
9.1 External Providers
Many websites rely upon third-party services including payment gateways, booking systems, analytics platforms, mapping services, APIs, social media platforms and cloud-based software. Villages Web Design cannot accept responsibility for changes, outages, discontinued features or pricing changes introduced by these providers.9.2 Software Licences
Where software licences are supplied as part of a hosting or maintenance package, they remain valid only whilst the associated service remains active. Licences purchased directly by the Client remain the Client’s responsibility.9.3 External Changes
Villages Web Design shall not be responsible for additional work made necessary by changes introduced by search engines, browser manufacturers, operating systems, hosting providers or third-party software developers.10. Search Engine Optimisation (SEO), Schema & AI
10.1 SEO Services
Where SEO services are provided, Villages Web Design will apply recognised industry best practice to improve the visibility and performance of the Client’s website. No individual or organisation can guarantee specific search engine rankings, traffic levels or business enquiries.10.2 Search Engine Algorithms
Search engines regularly change the way websites are indexed and ranked. Villages Web Design cannot be held responsible for fluctuations in rankings or traffic resulting from changes made by Google, Bing or other search providers.10.3 Structured Data (Schema)
Where Schema Markup is implemented, it will be created in accordance with recognised industry standards and current best practice. Whilst Schema can significantly improve the way search engines and AI platforms understand website content, Villages Web Design cannot guarantee enhanced rankings, rich results or inclusion within AI-generated search responses.10.4 Artificial Intelligence
Villages Web Design may use artificial intelligence tools to assist with research, drafting, coding, optimisation and content generation. All AI-assisted work is reviewed and refined before publication. The Client remains responsible for reviewing and approving all content before it is made live.10.5 Google Services
Where requested, Villages Web Design may assist with the setup or management of services including Google Business Profile, Google Analytics, Google Search Console and similar platforms. Whilst we will make every reasonable effort to configure these services correctly, we cannot guarantee indexing, verification, data availability or the ongoing operation of third-party platforms beyond our control.10.6 Accessibility
Unless specifically agreed within the project specification, Villages Web Design does not warrant that a website will comply fully with WCAG or other accessibility standards. Accessibility improvements can be quoted for separately where required.11. Intellectual Property
11.1 Ownership
Ownership of the completed website design and original content created specifically by Villages Web Design transfers to the Client once all outstanding invoices relating to the project have been paid in full. Until payment has been received in full, all work remains the property of Villages Web Design.11.2 Third-Party Assets
Third-party software, plugins, themes, fonts, stock photography, icons, APIs and licensed products remain the property of their respective owners and are supplied subject to their own licence agreements. Nothing within these Terms transfers ownership of any third-party intellectual property.11.3 Villages Web Design Intellectual Property
Villages Web Design retains ownership of its development methods, coding techniques, templates, reusable components, design processes, internal systems and working practices. These remain the intellectual property of Villages Web Design and may not be copied, resold or redistributed without our written permission.11.4 Portfolio Rights
Unless otherwise agreed in writing, Villages Web Design reserves the right to display completed projects within our portfolio, website, social media channels and marketing material.12. Suspension & Termination
12.1 Suspension of Services
Villages Web Design reserves the right to suspend any service where:- invoices remain unpaid beyond the agreed payment terms;
- the Client is in breach of these Terms & Conditions;
- continued provision of services presents a legal, security or operational risk; or
- the Client exceeds agreed service limits without purchasing the appropriate upgrade.
12.2 Cancellation by the Client
Hosting, maintenance, retainers and other recurring services may be cancelled by providing at least 30 days’ written notice before the next renewal date. Charges already paid for the current billing period are non-refundable unless otherwise agreed in writing.12.3 Cancellation of Projects
Where a website or development project is cancelled after work has commenced, Villages Web Design reserves the right to invoice for all work completed up to the date of cancellation. Any deposit paid remains non-refundable.12.4 Transfer to Another Provider
Should the Client choose to transfer hosting, domains or website management to another provider, Villages Web Design will provide reasonable assistance in facilitating the transfer. Where additional work is required, including website migrations, database exports, DNS changes or extended technical support, this may be chargeable at our current hourly rate.13. Data Protection & Privacy
13.1 Personal Data
Villages Web Design processes personal information only where necessary to provide our services, administer client accounts and fulfil contractual obligations. We will always seek to handle personal data responsibly and in accordance with applicable UK data protection legislation.13.2 Website Data
Where websites collect personal information through contact forms, booking systems or other online services, the Client remains responsible for ensuring that appropriate Privacy Policies, Cookie Policies and any legally required notices are published.13.3 Client Data
Any information supplied to Villages Web Design will be treated as confidential unless disclosure is required by law or is necessary to provide the agreed services.13.4 Passwords & Security
Whilst Villages Web Design will take reasonable care when handling client credentials, the Client remains responsible for maintaining secure passwords and restricting access to authorised users only.14. Limitation of Liability
14.1 General
To the fullest extent permitted by law, Villages Web Design shall not be liable for any indirect, incidental or consequential loss arising from the provision of our services.14.2 Business Losses
We shall not be liable for any loss of profits, revenue, contracts, goodwill, business interruption, anticipated savings or loss of data resulting from the use of any website, hosting service, email service or other service provided by Villages Web Design.14.3 Third-Party Services
Villages Web Design accepts no liability for failures, outages, security incidents or service interruptions caused by third-party suppliers, including but not limited to hosting infrastructure providers, domain registrars, payment gateways, internet service providers, search engines, cloud services or software developers.14.4 Maximum Liability
To the fullest extent permitted by law, Villages Web Design’s total liability in respect of any claim shall not exceed the total amount paid by the Client for the specific service giving rise to that claim during the preceding twelve months. Nothing within these Terms & Conditions excludes or limits liability where such exclusion is prohibited by law.15. General Provisions
15.1 Force Majeure
Villages Web Design shall not be considered in breach of these Terms & Conditions where failure to perform our obligations results from circumstances beyond our reasonable control, including but not limited to natural disasters, fire, flood, war, industrial disputes, cyber attacks, utility failures, internet outages or failures of third-party suppliers.15.2 Changes to these Terms
Villages Web Design may amend these Terms & Conditions from time to time. The latest version published on our website shall apply to all new quotations, renewals and ongoing services from the date of publication.15.3 Severability
Should any provision of these Terms & Conditions be found to be unlawful or unenforceable, the remaining provisions shall continue in full force and effect.15.4 Governing Law
These Terms & Conditions shall be governed by and interpreted in accordance with the laws of England and Wales. Any dispute arising from these Terms shall be subject to the exclusive jurisdiction of the courts of England and Wales.15.5 Contact
If you have any questions regarding these Terms & Conditions or any services provided by Villages Web Design, please contact us using the details published on our website.Last Updated: July 2026
