The following list describes the typical procurement process with Treefrog design associates Ltd (hereafter Treefrog). The responsibilities of both the client and Treefrog during this process are outlined. The client should ensure that these are fully understood.
Terms & Conditions
Initial Client Enquiry
The client contacts Treefrog with their project requirements.
Treefrog provide an estimate of the costs for the work to be completed. All estimates are valid for 30 days. All estimates are exclusive of VAT and delivery (unless otherwise stated).
Approval for Work to Commence
The client accepts the estimate, gives the go-ahead for the work (normally by returning the signed estimate, but on occasion this can be done by return e-mail). and is invoiced for agreed deposit of the estimated costs.*
Client Provides Material & Content
The client must provide all agreed written material, information and images before work commences.
Upon receipt of payment of the initial invoice Treefrog will commence work on the project and provide visuals. This will allow the client to view and approve the work or to provide feedback.
Changes & Amendments
All client amends, not previously agreed in the quote will be charged extra at the hourly rate.**
Upon final approval the files will be released/website uploaded. All copyright remains with Treefrog until full settlement of the final invoice.
Standard Terms & Conditions
Treefrog are registered with the ICO (The Information Comissioner’s Office) The UK’s independent authority set up to uphold information rights in the public interest, promoting openness by public bodies and data privacy for individuals.
All prices quoted do not include VAT. Prices are based on copy and images supplied electronically. Diagrams, illustration, photography, royalty free images and image manipulation will be charged extra. All estimates are valid for a period of 30 days after which time prices for any external services may need to be reviewed. All prices are based on the information at hand and may be revised should the specification of the work be changed. Estimates are inclusive of an initial briefing meeting, additional meetings and client corrections will be charged at £65 per hour. All quotes are exclusive of couriers, travel, subsistence and delivery unless otherwise stated.
The client’s approval for work to commence shall be deemed a contractual agreement between the client and Treefrog. Important: Approval for the work to commence and payment of the advance fee indicates that the client accepts these terms and conditions.
Treefrog will hold intellectual copyright of any material, created for the client until payment of the final invoice. At this time it will become the property of the client. Any software or web systems provided as part of the project may be subject to a separate software license agreement. Copyright of all photographic images remains with the photographer or photo library unless otherwise arranged in advance.
Should the client wish to cancel at any point during the process they shall remain liable for the work that has taken place and shall be invoiced accordingly.
Treefrog reserve the right to invoice for any work undertaken that may have a production time in excess of 30 days.
Travel Time & Expenses
All work estimates include an initial briefing (although this may not always be possible or necessary). Beyond this travelling time to and from customer premises is not generally included in our estimate. Treefrog reserve the right to make a charge for travelling time at our normal consultancy rates. Likewise Treefrog reserve the right to charge for travelling expenses based on 45p per mile. (NOTE: There will be no charges for travelling time or expenses incurred before you give your approval for work to commence).
Payment is currently accepted by cheque or bankers draft in UK Pounds Sterling, unless otherwise agreed. If your cheque is returned by the bank as unpaid for any reason, you will be liable for a “returned cheque” charge of £25.
Payment of any balance will be due within 7 days of receipt of invoice. Any material previously published may be removed if payment is not received. When this occurs a minimum charge of £50 will be required to have any websites restored.
Accounts that have not been settled within 7 days of our final reminder will incur a late payment charge of 10% of the amount outstanding. You will also be charged statutory interest of 8% above the reference rate (fixed for the six month period within which date the invoices became overdue) pursuant to the late payment legislation.
Disclaimer of Liability for Content
Although every effort is made to ensure all artwork is correct at the time of going to print, Treefrog Design Associates do not accept responsibility for any content errors once the proof (Pdf, Cromalin® or Wet proof) has been approved by the client. Treefrog undertakes no liability whatsoever for the content of client’s print or websites. Treefrog hereby excludes all liability of any kind for the publication of information of whatever nature on client’s websites.
Search Engine Optimisation & On-going Website Promotion
Treefrog are not responsible for the client’s on-going web site promotion. Should the client require the site to be promoted on an ongoing basis a separate contract must be agreed. Search engine optimisation and digital marketing are ongoing processes. These processes vary depending on what you are looking to achieve and all our solutions are tailored to your exact needs and budget. The order in which websites are ranked in the natural search results is controlled by the search engines. Whilst we can optimise your site for this we are unable to make any guarantees about the success of any search engine promotion activity.
Please enquire for more information on our digital marketing services, SEO, Online advertising (PPC) & Social media management.
Support & Maintenance of Websites
The website is provided to and accepted by the client as a fully functioning, completed work. Treefrog is not responsible for future support or maintenance. This can be provided upon request and for an agreed fee.
Treefrog offer website maintenance contracts to cover your site against 3rd party issues that may affect your site over its lifespan. The maintenance contract is there to help you spread the costs of possible website updates through monthly payments instead of being charged pro-rata accordingly if any maintenance is required throughout the sites lifespan. If there is no maintenance contract in place then all work will be chargeable at the hourly rate of £82.50 per hour.
What our maintenance contract covers:
Fixing of any errors messages that appear on the site
Fixing of any data feeds that are not connecting correctly
Amendments to software or server settings if the server has been updated
Re-installation of plugins or alternative plugins should they be required
Revised PHP, HTML and CSS code if effected by any changes
What is does not include:
If your website is hacked or subject to malicious code
Website updates/changes (This includes items such as text changes, image changes or additional pages)
Movement of your website to another server or host
WordPress software updates on a scheduled basis (If using WordPress platform)
Addition of new technologies (such as responsive states for items such as watches in the future)
WordPress Websites & Software Updates
WordPress is open source software. The use of third-party software allows for cost-effective development to achieve various functionality such as blogs. When we build your website we will use the most up to date or suitable code for your requirements but over time technologies change and software is updated.
WordPress, plugins and scripts all require on-going maintenance to install and update security in order to keep the software secure and further protect against hacking which the client is responsible for and Treefrog will not update unless instructed to. We recommended this is undertaken every 6 months.
Treefrog cannot be held responsible for problems that develop on sites after we have handed them over to the client. The nature of plugins and scripts rely on various server settings, software versions and browser editions. Sometimes, as the web grows, settings that the plugins rely on can be changed or altered beyond our control. In rare cases this can alter or effect the way in which the plugin or script interacts with your website meaning tweaks or a new plugins may need to be installed to meet the new guidelines. Treefrog is also not responsible if the software is made publicly unavailable.
Future Site Problems & Security
Unfortunately malicious software, spyware, viruses and website hacking are facts of life on today’s Internet. Whilst it is highly unlikely that these will affect your website, Treefrog cannot be held responsible for problems that develop on sites after we have handed them over to the client. All websites with Content Management Systems (CMS) incorporate inbuilt security functionality (username and password logins). Clients are responsible for changing login information on a regular basis to help keep the Content Management System secure.
If a website is breached all work to reinstate the site to its previous stature will be charged accordingly.
Treefrog recommend the install of a backup plugin to backup files and data, please enquire for more information or should you wish us to install this for you. In the event your website is hacked and you have not included an automatic backup plugin, your website may still be retrievable but you will be charged from £125.00 for retrieval and instalment.
Disclaimer of Hosting Liability
For web hosting service hereafter the service.
a) You acknowledge that Treefrog has no control over the information transmitted via the service and that Treefrog does not examine the use to which you put the service or the nature of the information you are sending or receiving. Treefrog hereby excludes all liability of any kind for the transmission or reception of information of whatever nature.
b)Treefrog utilises third party servers and undertakes no liability whatsoever for the acts or omissions of other providers of telecommunication service or for faults in or failures of their apparatus.
c) Treefrog is not in any way liable in contract or otherwise for loss whether direct or indirect of business, revenue or profits, anticipated savings or wasted expenditure, corruption or destruction of data or for any indirect or consequential loss whatsoever.
d) Treefrog makes no warranty as regards to its services or equipment and will not be responsible for any damage allegedly suffered or claimed by you for any reason including but not limited to loss of data, wrong or non deliveries and Service interruptions.
e) All conditions, terms, representations and warranties relating to the services supplied under this Agreement, whether imposed by statute or operation of law or otherwise, that are not expressly stated in these terms and conditions including, without limitation, the implied warranty of satisfactory quality and fitness for a particular purpose are hereby excluded, subject always to subclause f.
f) Nothing in these terms and conditions shall exclude our liability for death or personal injury resulting from our negligence.
g) Our total aggregate liability to you for any claim in contract, tort, negligence or otherwise arising out of or in connection with the provision of the services shall be limited to the charges paid by you in respect of the services which are the subject of any such claim.
h) In any event no claim shall be brought unless you have notified us of the claim within one year of it arising.
Should Treefrog waive any of these terms on an individual basis, this shall not affect the validity of remaining clauses or commit Treefrog to waive the same clause on any other occasion. By agreeing to these terms and conditions your statutory rights are not affected. Treefrog reserves the right to change or modify any of these terms or conditions at any time.
*A deposit of 50% is required on all design work before work can commence, unless otherwise agreed in advance.
All print orders must be paid in advance unless otherwise agreed in advance.
All websites require a 25% payment in advance, 25% payment upon design sign off, with the remainder payable upon completion of programing.
**Current hourly rate charges for client amends @£82.50 per hour exc VAT.