For Services Provided by Vivintel Ltd (trading as “VV Design”)
Last updated: 27/06/2025
1. Welcome & Our Commitment to You
Thank you for considering or choosing VV Design, the digital services division of Vivintel Ltd (company number 16534437, registered at 71–75 Shelton Street, Covent Garden, London, WC2H 9JQ). These Terms & Conditions (“Terms”) set out what you can expect from us and what we will expect from you, so our partnership can run as smoothly as possible.
We value transparency, fairness, and your trust. By using our services or engaging with us, you accept these Terms, which together form the foundation of our professional relationship.
2. Our Services: How We Help Your Business
We offer a wide range of digital services, which may include (but are not limited to):
- Web design and development (custom and template-based solutions)
- Branding and graphic design
- Search engine optimisation (SEO) and digital marketing
- E-commerce sites and solutions
- Business software and CRM integration
- Website hosting, maintenance, and (soon) domain registration
- Ongoing support, training, and advice
The details of your project—including goals, deliverables, timeline, and costs—will be agreed upon in writing at the start (typically in a proposal or Statement of Work).
3. Working Together: Collaboration & Communication
3.1 Project Partnership
We see every project as a partnership. We will provide you with a clear project roadmap, regular updates, and honest advice throughout. In return, we ask that you provide us with timely feedback and any information or materials we request.
3.2 Primary Contacts
Both sides will nominate a main point of contact for the duration of the project. This helps us avoid crossed wires and unnecessary delays.
3.3 Project Timeline
We do our best to stick to agreed timelines, but these rely on prompt feedback and information from you. Delays in providing content, approvals, or other key items may affect delivery dates.
3.4 Regular Check-ins
We provide milestone check-ins for your feedback. If something isn’t right, please let us know promptly—open communication helps us deliver your vision.
4. Content & Materials: Who Does What
4.1 Supplying Content
Unless otherwise agreed, you are responsible for providing the content for your project (including text, images, videos, logos, etc.), in the requested formats. We’re happy to provide guidance, and can assist with content creation, copywriting, or sourcing stock images for an additional fee.
4.2 Delays in Content
If there are significant delays in supplying content, we may need to pause the project or reschedule. After 30 days of inactivity (without communication), we reserve the right to invoice for work completed and/or archive the project.
4.3 Content Ownership & Permissions
You must own, or have clear permission to use, all content and materials you supply. We accept no responsibility for any legal issues arising from unauthorised or infringing content you provide.
5. Design, Development & User Experience
5.1 Our Approach
We use a mix of custom code, trusted frameworks, and reputable third-party plugins/components. This enables us to deliver secure, scalable, and cost-effective solutions tailored to your needs.
5.2 Quality Assurance
We thoroughly test our websites on the latest versions of major browsers and standard mobile devices. If you have specific technical or accessibility requirements (such as WCAG/ADA compliance), please inform us at the outset.
5.3 Third-Party Integrations
If your project involves integration with third-party tools (e.g., payment processors, CRM platforms, booking systems), we will discuss their capabilities and limitations with you. Changes by third-party vendors (such as pricing, availability, or features) are outside our control.
6. Intellectual Property & Portfolio Rights
6.1 Ownership
Once you have paid all invoices in full, you own the final designs, website code, and custom graphics we create specifically for you, except for:
- Pre-existing software, open-source frameworks, licensed stock media, or third-party plugins (which remain subject to their original licenses and terms).
- Our general design processes, development tools, and methods.
6.2 Showcasing Your Project
We may showcase your completed project in our portfolio, on our website, or in promotional materials unless you specifically ask us not to in writing.
7. Security, Passwords, & Data Protection
7.1 Data Privacy
We comply with UK GDPR and the Data Protection Act 2018. We treat your data and your clients’ data with the utmost care and only use it to deliver your services. For details, please see our Privacy Policy.
7.2 Passwords & Sensitive Access
We advise against sending sensitive credentials via unencrypted email. We will only store or use login information as needed to deliver your project and will never share your details without consent.
7.3 Data Loss & Backups
We take reasonable steps to back up and protect project files during development. After handover, maintaining regular site backups is your responsibility unless you have an active maintenance plan with us.
8. Project Acceptance, Revisions, and Going Live
8.1 Revisions
We include a reasonable number of minor revisions within the agreed scope. Significant changes or new features may incur additional costs; we will always quote for these transparently before proceeding.
8.2 Sign-Off & Launch
After our final handover or demo, we’ll invite you to sign off on the work. If we don’t hear from you within 10 business days, we’ll consider the project approved and proceed to close the project and/or launch the site.
8.3 Post-Launch Support
Basic support is included for 30 days after launch to address any teething issues. Ongoing support, maintenance, or new feature work can be provided as a separate service.
9. Hosting, Domains, and Service Levels
9.1 Hosting
If you purchase hosting through us, your website will be hosted on reputable, secure cloud infrastructure. We target 99.9% uptime, not including scheduled maintenance.
9.2 Domain Registration
Domain management is available as an optional service. Unless we explicitly agree to manage your domain, it is your responsibility to ensure renewals and correct registration details.
9.3 Outages & Third-Party Services
We work with trusted providers but cannot guarantee their absolute reliability. We are not liable for downtime, outages, or losses caused by third-party vendors.
10. Maintenance, Security Updates, and Aftercare
10.1 Ongoing Care
Websites, like cars, need regular maintenance to stay secure and functional. Unless you have a support or maintenance plan with us, you are responsible for updates, security, and backups after launch.
10.2 Bug Fixes & Emergencies
We fix any bugs reported within 30 days of launch at no additional charge. For urgent or out-of-hours requests, we may charge an emergency fee—this will always be explained in advance.
11. Payment Terms & Cancellations
11.1 Project Payments
A deposit (usually 50%) is required to secure your booking. The balance is payable upon completion, before handover or launch.
11.2 Ongoing Services
Subscription services (hosting, maintenance, etc.) are billed monthly or annually in advance.
11.3 Late Payments
We politely request prompt payment. Invoices overdue by more than 14 days may result in suspension of services. Persistent non-payment may attract interest charges as allowed by law (5% per month or statutory rate, whichever is less).
11.4 Refund Policy
We do not offer refunds for completed work, digital products, or domain registrations. If you cancel a project before completion, you are responsible for paying for all work completed up to that point.
12. Limitations & Liability
12.1 Service Limitations
We do not guarantee particular search engine rankings, sales, or business outcomes, though we always aim to deliver our best.
12.2 Liability Cap
Our total liability for any claims under these Terms is limited to the fees you have paid for the relevant services in the preceding 12 months. We cannot accept liability for indirect or consequential losses (e.g., lost profits, lost data, reputational damage).
12.3 Legal & Regulatory Compliance
You are responsible for ensuring that your website and business activities comply with any applicable laws and regulations in your sector and target markets (e.g., consumer protection, accessibility, privacy, or online sales rules). If you need specialist compliance support, we can recommend legal experts.
13. Disputes & Feedback
13.1 Addressing Concerns
If you have concerns or are dissatisfied with our work, please raise them as soon as possible. We are committed to resolving any issues in a fair and timely manner.
13.2 Dispute Resolution
If we cannot resolve a dispute amicably, both parties agree to attempt mediation before resorting to formal legal proceedings. Nothing in this clause limits either party’s right to seek urgent legal remedies.
14. Non-Solicitation & Team Respect
You agree not to directly approach or hire our team members for freelance or permanent work during your project or for 12 months after, unless we agree in writing. We believe in protecting our people and building great, long-term client relationships.
15. Force Majeure
Neither party is liable for delays or failure to perform caused by circumstances beyond our reasonable control (e.g., natural disasters, major technical outages, strikes, pandemics, etc.). We’ll communicate openly if such an event affects our ability to deliver.
16. General Matters
- Entire Agreement: These Terms (together with your Proposal or Statement of Work) constitute the entire agreement between us.
- Changes: We may update these Terms occasionally. The most recent version will always be published on our website.
- Severability: If any part of these Terms is found invalid, the remainder remains in effect.
- Waiver: Our failure to enforce a right does not mean we give up that right.
- Assignment: Neither party can transfer this agreement without the other’s written consent, except in a business sale or restructuring.
- Governing Law: These Terms are governed by the laws of England and Wales. Any disputes are subject to the exclusive jurisdiction of its courts.
17. Contact Us
If you have questions or need clarification on anything in these Terms, please contact us at:
Vivintel Ltd (trading as VV Design)
71–75 Shelton Street, Covent Garden, London, WC2H 9JQ
Email: hello@vvdesign.co.uk/VVD2.0
Company No. 16534437
By engaging our services, you confirm you have read, understood, and accept these Terms & Conditions. We look forward to working with you and helping you succeed online.
[END OF TERMS]