Terms & Conditions

An agreement between the Church Website Design Project (hereafter referred to as CWDP) and the client will be drafted formally in the Proposal document. The client agrees to all the conditions outlined below by affirming a signature to the final page of the Proposal document. The client will be informed of these Terms & Conditions before the document is signed and is therefore within their rights to withdraw from any verbal agreement entered into prior to signing the Proposal.

1. Website Development

1.1 All content to be created by the client, with support from the CWDP

1.2 Content remains the property of the client

1.3a Deadline for content completion is to be agreed with the CWDP in advance; any dates offered will be at the discretion of the CWDP and based on available dates

1.3b It is the responsibility of the client to inform us when content submitted is suitable and sufficient for the design stage to begin. Without this confirmation, the CWDP will assume that additional material is pending. It is the policy of the CWDP to begin websites once all content has been submitted, however there are times when this is not practicle - we therefore rely on the client to confirm the content is complete, or at a point where the design phase can begin

1.4 When a launch date is agreed, failure to complete content by the deadline, agreed in 1.3, will result in the rescheduling of both the deadline and launch date and is strictly at the discretion of the CWDP. Delays can be expected of up to 3 months due to commitments with other churches

1.5 Once content has been submitted and a design has been agreed upon by the client and CWDP, work on the website’s development will commence immediately. Any adjustments to the core structure of the design and layout once it has been agreed may result in further costs to the client. You will be notified in writing of the costs involved in redesigning the site

1.6 Updates to the site once it has been launched will be the responsibility of the client. If the Webmaster Update service is requested then the CWDP will make regular updates to the site based on information submitted to us

1.7 The client is responsible for submitting material to the CWDP, including updating items that will regularly expire, such as diaries, forthcoming events, special services, etc

1.8 All images submitted to the CWDP by the client must have permission to be replicated via online media. See 2.3 for additional information regarding use of images

1.9 If a church fails to respond to emails from the CWDP and does not engage us once the project has begun, the CWDP retains the right to cancel the agreement after a period of 3 months of non-communication from the client has been observed. Any deposits or amounts paid towards the development of the website will be considered payment for work undertaken thus far. A formal letter of dissolution will be submitted to the client notifying them of the CWDP’s decision to annul the website development agreement

1.10 Views and opinions expressed on the client’s website are not necessarily the views and opinions of the CWDP and must not in any way prejudice a relationship with another client based solely on the material published on our clients’ websites

1.11 Any graphics developed by the CWDP, including the final website presentation, remains the property of the client however the CWDP retains perpetual rights to its reproduction for promotional and marketing purposes and can reuse websites that are removed from public view by the client

2. Photography

2.1a Photography services are offered FREE to website projects over £600. This amount is based on the design and development cost only and does not include support service modules (for example, if the design fee for your site is £400 and your support services £300 - totalling £700 - this does not qualify for free photography as the design fee must be above £600). For websites under this value, we offer a one-time visit to your church for £300, not including travel expenses which are charged in addition to this service fee (see 3.1 below). Additional visits are optional and can be arranged with the CWDP; a full portfolio can be created - a quote can be provided upon request

2.1b If photography services have been offered free of charge as part of a project that meets the criteria (over £600 for design and development) and a project is cancelled by the client and/or the final design balance is unpaid, then the CWDP will invoice the client for the full £300 for all photography services delivered. This is in order to cover maintenance costs, insurance and depretiation of the camera equipment and the professional services of the photographer(s) on the day

2.2 The CWDP will retain copyright of any images taken at any services or events attended by our photographers

2.3 The CWDP affirms the right to retain copyright of any images taken at church services or events, as commissioned by the client for us on the website, and will have the right to use the images in its own marketing and promotional material (including online and printed media)

2.4 Where the client submits images to the CWDP for use on the website, the responsibility of assuring copyright permission lies with the client. The CWDP indemnifies itself from any legal proceedings and asserts the responsibility rests with the client

2.5 It is requested that permission to photograph children is sought from the parents/guardians of any children present at any youth church services or events that the photographer attends. Any issues relating to ‘Vulnerable Individuals’ must be covered by the client – the CWDP does not hold itself responsible for checking permissions with parents, this is the responsibility of the client

2.6 The CWDP asserts that any images taken of individuals or groups at church services or events will be held on mass media devices in accordance with the Data Protection Law 1998 and will not be submitted to a third party under any circumstances

3. Finance

3.1 Travel expenses will be invoiced directly to the client @ 0.40 per mile

3.2 Any accommodation costs incurred as part of a visit to the client will be invoiced after delivery of any 1-1 support, meetings or photography services. The CWDP prefers accommodation arranged with someone within the church community; however where this is not possible paid accommodation will be arranged. The client will be informed of the costs involved prior to booking

3.3 Invoices submitted to the client must be paid within 28 days. If client holds back payment of invoices beyond this time period then a 10% fee, based on the value of the invoice submitted, will be charged on a separate invoice. If the client holds payment after 2 calendar months, a 20% non-payment fee will be invoiced. For time periods beyond 3 months, 30% of invoice value will be submitted to the client

3.4 Where Standing Orders are requested (for payment of the regular Webmaster Maintenance service) it is the responsibility of the client to set this up within 14 days of the website launch. Failure to comply will result in invoices for any months, or part thereof, being submitted for direct payment

3.5 When a client’s domain is due for renewal, the CWDP will submit an invoice 28 days prior to the cancellation date. If the client has not paid the invoice by the renewal date, the CWDP will allow the registration of the domain to lapse and become available for sale to the general public. If the client has any reasons for a delay beyond the 28 days, they must inform the CWDP immediately to avoid the potential loss of the domain

3.6 The CWDP has never sought to focus on any financial goals: all support offered is done so with the client in mind. The CWDP is a Christian foundation organisation rooted in Christian mission and outreach within the wider community

4. Hosting / Domains

4.1 Free hosting is offered to churches and Christian organisations only. Abuse of this system, once identified, will result in the immediate suspension of hosting and website services

4.2 The CWDP does not use any promotional advertisements on their websites, including hosting services, nor does it insist upon the client using space on their website for third party promotion

4.3 It is a requested from all hosting clients to include a link on the bottom of each page: Hosted Free by the Church Website Design Project. The underlined phrasing must include a link to the homepage of the CWDP. This is requested in order to promote the free services available to other churches and Christian organisations

4.4 Server down-time is to be expected, although the CWDP’s servers operate on a 99.8% up-time; nevertheless there are periods where a website may not be displayed due to either a technical fault with the server or scheduled maintenance. Where your website is not being displayed, we ask that you inform the CWDP immediately so an investigation into the cause can take place. We do not offer monetary compensation for any disruption of hosting services

4.5 Clients retain the ownership of their domains and have the right to transfer it to another internet service provider. There is a £20 administrative fee for a domain transfer; this will be invoiced within 7 days of the successful transfer to the new hosting provider

4.6 The client is the legal owner of any domains registered by the CWDP

4.7 If inappropriate material is found on the client’s website, the CWDP will immediately suspend the hosting account, thereby removing the site from the internet

E-mail: info@churchwebsitedesign.org.uk