Custom Design Service - Terms of Business
This page sets out the terms under which IFA Systems Ltd will create and maintain a web site for you under our Custom Design Service. It also clarifies what we need from you in order to set up your site.
Please read the following text carefully. If you wish choose to proceed and order either level of our Custom Design Service then you will be deemed to have read and accepted these Terms.
Terms and Conditions of Business for Custom Design Service
We will set design and code up a website for your firm based on our Custom Design Service, to include the following features:
Level 1: TERMS
Design stage
The designs will be created by PracticeWEB, our parent company based in Bristol, based on a brief we will take from you. This stage allows for the following work:
Based on the package of your choice will clarify any amendments you might want to the main navigation, and obtain from you your logo, and any particular images you want to use in the site. If required we can research 3 images for use within your site at no extra cost. We will also clarify your required timescale, and confirm realistic dates for each stage of the work involved.
We will confirm at this stage what the costs for your particular website will come to, for you to agree before we get involved in doing any work for you.
We will then pass the signed-off details to PracticeWEB who will contact you to discuss the design brief direct with them, which we will ask you to sign off.
Two alternative designs will be prepared for the Home page, and sent to you for comments. Work within this Level allows for up to 2 rounds of amendments on the preferred design without further charge.
Once agreed a design will be prepared for a typical inner page for approval, allowing for 1 round of amendments without further charge.
At this stage we are confident that you will find the design to your liking, but if further designs and/or design amendments are required then these will be charged for on a time basis.
Once the design has been signed off, the chosen package will be coded up accordingly.
Level 1: Costs
The cost of this level of our Custom Design Service will be
£1,100 + VAT on top of the basic setup and monthly costs of your chosen package (and any extra Addons you might choose). We will invoice you for the packaged setup cost along with 50% of the setup cost on receipt of your order, for payment in the usual manner (see relevant Terms for that package).
Level 1: Remaining Terms
All other Terms will be as for the package you have chosen to base your website on.
Level 2: TERMS
Hosting of your site
We will need you to register a domain name of your choice (if you don't already have one) with your own ISP, so that you website can be found under that address ( eg a domain of advisername.co.uk will give a web address or URL of www.advisername.co.uk).
When the time comes to launch your site we will ask you to amend the "A" records for that domain to point to the website files that we will host for you. We cannot upload our website files to a third party account for security reasons.
Site content
The website will contain your onw text and fetaures, and any of our Addons which you may have selected.
Design stage
The designs will be created by PracticeWEB, our sister company based in Bristol, based on a brief we will take from you. This stage allows for the following work:
We will discuss with you what you want your website to contain in terms of content, section, pages and features (not design at this stage), and draw up a navigation layout for your site for you to approve/ amend as required.
We will obtain from you your logo, and any particular images you want to use in the site. If required we can research 3 images for use within your site at no extra cost. We will also clarify your required timescale, and confirm realistic dates for each stage of the work involved.
We will confirm at this stage what the costs for your particular website will come to, for you to agree before we get involved in doing any work for you.
We will then pass the signed-off details to PracticeWEB who will contact you to discuss the design brief direct with them, which we will ask you to sign off.
Once the Home page design is ready we will involve you in a conference call between ourselves and the designers to discuss the two alternative proposals prepared for you, and explain how they have been arrived at. We then allow for up to 2 rounds of amendments on the preferred design without further charge.
Once agreed a design will be prepared for a typical inner page for approval, allowing for 1 round of amendments without further charge.
At this stage we are confident that you will find the design to your liking, but if further designs and/or design amendments are required then these will be charged for on a time basis.
Once the design has been signed off, the chosen package will be coded up accordingly.
Content
The Key Features of any chosen Addon(s) will apply to the website.
Compliance
We are used to working closely with the major Networks to obtain approval of our sites, and endeavour to use the relevant Regulatory Statements and warnings, although different Networks require differing warnings. Your site will be set up under an address known only to you and us, so you and your compliance officer can see it but the general public cannot.
Once you have confirmed you are happy with the site as set up, it needs to be passed by your compliance officer, whether in-house or through your Network. If a pdf version of your site is required we can supply this for a flat fee of £40 + VAT. Once approved we will make your site live under your chosen web address. We recommend that for your own compliance purposes you also keep a copy of your site as published as a record, and of each page as it is amended in the future.
We will contact you to ensure that your site is reviewed each year, liaising with your Network if applicable, as part of our monthly fee. If more frequent reviews are required then we reserve the right to charge a fee for any additional work involved - we will always give you a quote before doing any work.
Browser compatibility
Our custom designs will be tested with all current major browser software, to ensure they can be reliably viewed by as many people as possible. We cannot guarantee compatibility with any new browser
software released since the designs were created, or retrospective compatibility with upgrades to existing
browsers. They will also be set up for confirm to Disability Discrimination Act requirement to the best of our knowledge.
Managing your site
We will give you telephone training on how to manage
your site on-line using our Website
Manager programme,
using a unique username and password, eg to
add your own text. We will also send you
Client Support e-newsletters from time to time on managing your site.
Updating of your site
If you have selected one of our packages as a basis for your site, or use certain of our Addons within your site, then we will update the contents as and when applicable.
Otherwise we leave it to you to keep your own content of the site up-to-date. If you want to change the text on your own pages we advise you obtain approval from your compliance officer before adding it to the live site.
At any time we can change your regulator/ trading name/ logo for a small additional fee, which we will confirm once the details are known.
Search engines, metatags and social media
We will add some basic metatags to your main pages including your firm's name, and submit your site on launch to the major free search engines as standard. We do not undertake e-marketing on your behalf.
Please click on the links for support in setting up appropriate social media links, and/or with managing your listings in the search engines.
Free listings
Once launched we will add your site to our Adviserweb free on-line directory.
Paid directory listings can be arranged at extra cost. See our Help pages on making the most of your website.
Backing up and security
We take regular backups of all the sites we
manage, and these are stored off-site. We give you secure access to the Website Manager for your website, through which you can view details of clients who have enquired through your site.
The Website Manager access for site maintenance is protected by 128-bit encryption, as confirmed by the security certificate emblem showing on those pages.
We may need to access your clients' data for maintenance purposes, or as we train you on accessing that data online, and our staff work under our security guidelines in this respect. If you discontinue use of this module then we will remove all your clients' data from our servers.
Costs
We will give you a quote for the design and coding of your site once you have agreed to our solution for the navigation and content, amd confirm the ongoing monthly costs. We reserve the right to review and vary the monthly cost and/or content to apply from 1 October each year, and will give you a minimum of 1 month's notice by e-mail of any change by emailing you via the latest mailbox we have for you. Please note that it is our policy to provide a comprehensive service at an affordable price, and we make every effort to keep changes to content or price to a minimum.
Payment
On receipt of your agreement to the cost we will invoice you for 50% of the setup cost, with the remainder (plus any additional setup work) being invoiced on completion of the site. We will send you a Direct Debit Form for completion and return by 2 months from date of order or by the launch date, whichever is the sooner, but can also take details over the phone if there is only one signatory to the account. Payment of the initial setup fee will be requested by Direct Debit by the launch date or within 2 months of the order date, whichever is the sooner. All standard prices are as stated on our website: we will confirm the cost of any additional work requested by you, whether involving one-off or monthly charges, before we begin that work.
Monthly payments will be taken by Direct Debit, to commence when your finished site is published, or within 2 months of the order date, whichever is the sooner. We will give you 14 days' notice of each payment, requested by Direct Debit from your Bank. If for some reason your monthly payment should fail, we will inform you in writing within 1 week, asking for a new Direct Debit Mandate to be completed and payment of the missed amount by cheque/ online payment. If payment for your site is not received within 14 days of the due date, your site will be replaced with a holding page, (or work will be suspended on unfinished sites) until the new Direct Debit Mandate arrangements are in place. We will then apply a reconnection fee of £50 + VAT.
If for any reason outside our control your site should be suspended or taken off-line eg while amendments are made, the monthly payments will continue as normal, as the pages will still be available for you to work on.
We will provide you with electronic invoices for ongoing monthly payments quarterly in advance, unless you request otherwise.
We will do our best to keep prices as stated, but reserve the right to pass on any unavoidable increases to you by giving 1 month's notice in writing.
Cancellation
Should you wish to cease your custom design subscription we request that you give us 1 month's written notice in advance. Your subscription will then continue until the end of that period,
and any outstanding monies will be requested by Direct Debit during that time. Your site under your web address will then be disabled, and any specific files, eg logos, which we have created for you will be returned to you by e-mail, along with details of any clients registered through your site. This data will then be deleted from our server.
In the unlikely event that you are unable to proceed with completing the site once ordered, we will apply a time-charge to cover the cost of work done to the date on which we received your notice. If that notice is given more than 2 months from date of order then the current monthly subscription will also be due.
IPR and copyright
The Intellectual Property Rights on the design and coding of any site based on an
custom design resides with IFA Systems Ltd and its partner firms as applicable, although you or your suppliers retain the right over any text, logos or images you supplied to us for incorporation within your site.
The contents and images for your site which are provided by IFA Systems Ltd and not purchased by yourselves remain the property of IFA Systems Ltd, and may not be reproduced in any form whatsoever without the express written permission of IFA Systems Ltd.
Please note that the licence for any images provided by IFA Systems Ltd as part of your website remain the property of IFA Systems Ltd, and cannot be used in any format for any other purpose whatsoever. However we can arrange for you to obtain such licences yourself if you so wish, to enable you to use them freely for your own literature.
IPR works the other way too - IFA Systems Ltd cannot be liable for any legal action which might arise from the illegal use of any text or images which are supplied by you for the site we are setting up for your firm but which have been copied from another site, or used without permission, copyright or licence to so use them.
Limit of liability
Although we aim to give our clients an excellent service, IFA Systems Ltd cannot be held liable for any direct or indirect loss due to delays in or interruption to our service. We shall not be held liable for any loss or damage caused by the use, misuse, unavailability or removal of any the services provided by our partner firms.
Variation
We reserve the right to vary these Terms at any time by giving you a minimum of 1 month's notice by e-mail to the latest mailbox we hold for you.
Privacy policy
Please read the terms of our Privacy Policy here.
Review
We will contact you after 3 months to discuss with you how your site has been received, what amendments could be made, and what features could be added to enhance the services you offer to your clients.
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