Web/Design Procurement Process

The following list describes the process of web site procurement. The responsibilities of both the Client and Conway Media Group during this process are outlined. The client should ensure that these are fully understood.

• Initial Client Enquiry: The client contacts CONWAY MEDIA GROUP (hereafter CONWAY MEDIA) regarding their web site/design requirement.
• Agree Requirements: A telephone or onsite meeting is held with the client to agree the site specification and requirements. Note that for low cost work onsite meetings will generally not be possible.
• Estimate Provided: CONWAY MEDIA provides an estimate of the costs for the design and/or creation of the web site and the time it will take to complete.
• Approval for Work to Commence: The client accepts the estimate. Initial designs are produced and approved by the client. The client will be invoiced for 40% of the estimated project costs.
• Client Provides Material and Content: The client will provide all agreed written material, information and images before work commences.
• Work Commences: Upon receipt of payment of the initial invoice CONWAY MEDIA will commence work on the project and upload the developing site to a temporary space on the Internet. This will allow the client to view and approve the on-going work and to provide feedback.
• Completion: When the client agrees that the site meets the requirements an invoice for the final amount will be issued. Upon settlement of this invoice the site will be released for upload to the client's server or permanent live web space.
• On-going Maintenance: Any regular maintenance or search engine promotion activity is then agreed.

Contract: The client's approval for work to commence shall be deemed a contractual agreement between the client and CONWAY MEDIA. Important: Approval for the work to commence and payment of the advance fee indicates that the client accepts these terms and conditions.

Material: All material supplied by the client shall remain the client's property. It will be assumed that this material belongs to the client and that it does not breach any copyright laws.

Domain Names: Domain names registered on the Customer's behalf are at no time the property of the Customer. Upon registration of a domain name the customer acquires the right to use the domain name for the period agreed but does not hold title to it. Where CONWAY MEDIA have registered the domain name on the customer's behalf this domain name will be registered to CONWAY MEDIA. CONWAY MEDIA agrees to transfer this domain to the customer or his/her agent when asked to do so providing that all accounts have been settled. (NOTE: There is normally no charge for a domain name transfer.)

Registration Charges: All third party costs arising from the registration of a domain name shall be met by the Client and are payable to CONWAY MEDIA. This is included in the standard invoice issued after approval for work to commence.

Privacy: CONWAY MEDIA use a third party hosting company whose privacy statement read as follows:

“All information, mail messages and other data stored on the Company's computer system will be treated as private and solely the property of the Customer at all times and will not be duplicated, copied, reproduced or viewed publicly in any way except with express or implied permission of the Customer and/or for the purpose of the Company's back up services and/or providing the Customer with the Services and/or for the Company's own internal purposes such as market research."

Intellectual Copyright: CONWAY MEDIA will retain the copyright of any material, including the source code, created for the client by CONWAY MEDIA until payment of the final invoice. At this time it will become the property of the client.

Search Engine Submission: CONWAY MEDIA are not responsible for the client's on-going web site promotion. Should the client require the site to be promoted a separate contract must be agreed. CONWAY MEDIA can make no guarantees about the success of any search engine promotion activity because this is controlled by the search engines.

Cancellation: 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.

Travel Time and Expenses: Travelling time to and from customer premises is not generally included in our estimate. CONWAY MEDIA reserve the right to make a charge for travelling time at our normal consultancy rates. Likewise CONWAY MEDIA reserve the right to charge for travelling expenses based on 40p per mile. (NOTE: There will be no charges for travelling time or expenses incurred before you give your approval for work to commence.)

Quotations: The price quoted to the client is for the work agreed on the quotation only. Should the client decide that changes are required, as the site is developed, then we will accept these changes subject to agreed changes to timescale and cost.

Advance Payment: An advance of 40% of the total cost of the project is required when the client agrees initial design before work can continue. After work commences this is non-refundable.

Payment terms: Payment is currently accepted by cheque in UK Pounds Sterling or BACS, 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: Payment will be due within 14 days of final invoice(s). Full publication of the Web Pages may take place only after full payment has been received. Any material previously published may be removed if payment is not received. When this occurs a minimum reconnection charge of £50 will be required to have the site restored.

If invoice(s) remain unpaid beyond 28 days from the date of the invoice we may (in addition to any other rights we may have) charge interest on a daily basis (compounded annually) on that part of the invoiced amount(s) remaining unpaid at the rate of 4% above the base rate of our bank until payment in full is received.

Future Support: The completed website is provided as a complete work. CONWAY MEDIA can normally provide future support upon request but there can be no guarantee of future support unless an ongoing support package is negotiated.

Notes:
Should CONWAY MEDIA waive any of these terms on an individual basis, this shall not affect the validity of remaining clauses or commit CONWAY MEDIA to waive the same clause on any other occasion.

By agreeing to these terms and conditions your statutory rights are not affected.

CONWAY MEDIA reserves the right to change or modify any of these terms or conditions at any time. Should clarification of any of the above be required please contact us:

Conway Media Group
T. 02895 810 070