Terms & Conditions

A. Introduction & General Terms

1. Overview

These Terms and Conditions outline the services provided by Fountain Digital Ltd (“we”, “us”, or “our”) and the responsibilities of our clients (“you” or “the client”). By entering into a contract with us or using our services, you agree to be bound by the terms outlined in this document.

Please read these Terms and Conditions carefully. They include important information about our services, your obligations, payment terms, support limitations, usage policies and data protection responsibilities. If you have any questions or require clarification, please contact us before proceeding.

These terms may be updated from time to time. Continued use of our services after changes are published will constitute your acceptance of those changes.

2. Changes to Our Terms and Conditions

We reserve the right to update or amend these Terms and Conditions at any time. Any changes will be posted on this page and will take effect immediately unless otherwise stated.

By continuing to use our services after changes have been made, you agree to be bound by the updated Terms and Conditions. We recommend reviewing this page periodically to stay informed of any updates.

3. Payment Terms

The one-off design fee, monthly cost and duration of your contract are stipulated in the signed agreement. Should you choose to terminate the agreement early, you will be liable for the remaining balance of the contract period.

Monthly fees are payable via Direct Debit, beginning one month after the date your contract is signed.

Failure to make a payment or a declined payment may result in the immediate suspension of all services. Once any outstanding invoices have been settled in full, services will be reinstated promptly.

We reserve the right to charge late payment fees or interest in line with UK commercial legislation if payments are repeatedly missed.

We reserve the right to adjust service fees in line with supplier costs, with any changes taking effect at the end of the current billing cycle. Advance notice will be provided.

Additional services available beyond website hosting include:

• Microsoft 365 & Products
• Soonr Workspace (Datto Workspace)
• Database Apps
• FDVOX (VoIP Systems)
• Graphic Design
• Print
• Social Media
• Videography
• Branding
• Email Marketing
• SEO (Search Engine Optimisation)
• Content Writing

These are charged separately and details are available on request. To cancel services, please email accounts@fountaindigital.co.uk or write to Fountain Digital Ltd, 10 West Terrace, Eastbourne, BN21 4QX.

4. No Contract, Freelance Pricing & Charges

Our standard operating hours are Monday to Friday, 9:00 am to 5:00 pm.

• Hourly rate: £75 + VAT
• Day rate: £525 + VAT
• Out-of-hours: £150 + VAT per hour

Additional Details:

• A 50% upfront payment may be required before commencing any work.
• Payment is due upon receipt of invoice.
• All work is tracked via our support ticket system.
• You are responsible for data backup.
• We only work on agreed website platforms.
• Non-contracted websites will not be hosted.

5. Conditions of Use

By subscribing to our services, you agree to all terms herein. Hosting multiple domains on a single account is not allowed. Subdomains may extend a main site but cannot host separate sites.

Domains forwarded to your hosted website must be owned by you. Any unauthorised forwarding or subdomain use must be approved in writing.

B. Website Services

6. Website Design Process

To ensure a smooth and efficient design phase, the following applies:

6.0.1 Timely Client Feedback

To ensure smooth delivery of your project, it is essential that you provide required content, approvals and feedback in a timely manner. Delays in communication or missing materials from your side may result in project timelines being extended. We are not responsible for delays caused by failure to respond or supply necessary content within agreed timeframes.

6.0.2 Scope Changes

If the scope of your website changes during the design or build process, this may impact timelines and costs. All changes outside the agreed scope must be confirmed in writing and may incur additional fees.

6.0.3 Browser & Device Testing

We design and test websites using modern, standards-compliant browsers (e.g. Chrome, Safari, Firefox, Edge). Compatibility with older or non-standard browsers is not guaranteed.

6.0.4 Use of Stock Images & Fonts

Any stock photography, licensed fonts, or premium media assets requested beyond what we include as standard will be charged separately. We will always seek approval before incurring third-party costs.

6.1.5 Proofing & Client Sign-Off

You are responsible for checking the accuracy of all content, spelling, links and layout prior to website launch or publication. Once you have approved the final version, any subsequent changes may incur additional charges. We cannot accept liability for errors that were present at sign-off.

6.1 Website and/or Application Lease Agreement

We aim to maintain the reliability and performance of our websites and applications but do not guarantee error-free operation. We are not liable for losses arising from software issues, unmet deadlines, or modifications made by you or a third party.

7. Website Hosting

Our hosting is available exclusively for websites developed by us. Hosting includes server maintenance, security updates and regular backups. Downtime may occasionally occur due to maintenance or third-party issues. We are not liable for losses or damages from such events. Domain ownership and renewal are your responsibility unless otherwise stated.

Hosting may be suspended for non-payment or breach of terms.

8. Ownership

Websites under contract remain our property. After the initial term, you may continue hosting with us for a monthly or annual fee. All sites are built in Webflow. eCommerce features are powered by Webflow or Ecwid, the latter incurring separate fees.

For websites that are paid upfront as opposed to monthly payments, updates are not included unless separately agreed. Hosting fees apply annually. Code for databases remains our property; only exported entries are available upon cancellation.

9. Browser Compatibility

We support major modern browsers. Our websites are built in Webflow and we do not support legacy browsers such as Internet Explorer 8–10. Compatibility with unsupported browsers is not guaranteed.

10. Website Policies & Web Accessibility

We do not draft legal website policies or accessibility statements. These are your responsibility. We can quote separately for implementation of accessibility changes provided by you or a third party. A Cookie Management Platform (CMP) is available for a separate monthly fee and is recommended for all websites hosted with us.

11. Website Amendments / Unlimited Updates

We offer unlimited website amendments as part of our website packages, subject to our Fair Use Policy (see Section 12). Typical amendments include:

• Text changes (e.g. content, colour, font style)
• Adding images to existing galleries
• Updating testimonials or homepage sliders
• Enhancements to contact forms with standard fields (name, email, phone, comments)

Exclusions:

The following are not included within our standard amendment service and would incur additional costs if requested:

• Layout changes or full redesigns
• Custom feature development
• Adding pages beyond your plan
• Graphic design or branding changes

Requests must be submitted by email to support@fountaindigital.co.uk. We aim to complete amendments within 48 hours, subject to complexity and workload.

12. Fair Use Policy

To maintain sustainable service delivery, the following usage limits apply:

• Website Monthly Package (with or without CMS): Max. 2 hours/week
• Telephone Support: Max. 1 hour/week
• Email Storage: 6GB per account
• Static Pages: Max. 100
• CMS Collections: Max. 2,000 items

Exceeding these limits may result in additional charges.

13. Your Responsibility to Backup Website Content

Although server-level backups are performed regularly, you are responsible for maintaining your own copies of website content. We are not obliged to archive your content and accept no liability for lost or corrupted data.

14. Bandwidth

Each website plan includes a set monthly bandwidth:

• Startup Plan: 10 GB Bandwidth
• Business/Pro Plans: 50 GB Bandwidth

These allocations are subject to change by our supplier, Webflow. If usage exceeds your plan, we will notify you. Continued overuse may result in temporary suspension until an upgrade is arranged. If your bandwidth usage continues to exceed 50GB, we will notify you by email that an upgrade to 100GB bandwidth is required. The additional cost for this upgrade will be provided and charged per calendar month.

15. Security

You must take all reasonable steps to secure your account. Sharing passwords or attempting to access unauthorised data is strictly prohibited. Use or distribution of security-compromising tools is not allowed. We reserve the right to suspend accounts involved in any security breaches.

16. Domain Name Registration

Domains are not included in standard website packages. You are responsible for purchasing and renewing your own domain(s). If purchased through us, costs will be invoiced separately. We can assist with DNS setup or management for an additional fee. Please see section 4 for pricing.

C. Content, Media & Acceptable Use

17. Materials Provided by You

You are responsible for ensuring that you have the right to use any materials you supply, including images, text and media. We do not accept liability for copyright infringement or legal issues arising from materials you provide.

We reserve the right to refuse use of any materials that:

• Violate copyright or intellectual property rights
• Contain adult themes, abusive language, or illegal content
• Promote violence, discrimination, impersonation, or terrorism

Final judgement on what constitutes unacceptable content lies with us.

18. Content, Images and Videos

Accounts hosted with us must only be used for lawful purposes. Prohibited activities include but are not limited to:

• Use of copyrighted materials without permission
• Distribution of pirated software, illegal MP3s, or unauthorised media
• Defamatory or misleading content

We reserve the right to suspend or terminate accounts found in breach of these conditions.

19. Prohibited Content

You may not use our services to publish, promote, or distribute content that includes:

• Pornography or sexually explicit material
• Hate speech or discriminatory language
• Warez, cracking, or hacking resources
• Impersonations or libellous claims
• Download archives that burden server performance
• Chat rooms or similar live interaction tools

We reserve the right to suspend or permanently terminate any account that hosts, links to, or facilitates prohibited content. If you become aware of misuse of our services, please report it to support@fountaindigital.co.uk.

D. SEO & Marketing

20. SEO (Search Engine Optimisation)

20.0 Onboarding

Every SEO campaign begins with a dedicated onboarding month before the main 6-month campaign starts. During this phase, we gather key insights into your business, target audience, goals and competitors, laying the foundation for a tailored, results-driven strategy.

20.1 Basic SEO Setup

All website builds include a foundational SEO setup:

• Page title and meta description tags
• Sitemap generation and Google Search Console submission

This does not include ongoing SEO strategy, optimisation, or reporting.

20.2 Ongoing SEO Packages

Ongoing SEO is available under a separate agreement and may include:

• On-page and technical SEO
• Keyword research and strategy
• Blog and landing page optimisation
• Monthly reporting
• SEO-focused CMS management
• Google Business Set-Up & Management

Hourly SEO is no longer offered. Please contact us for tailored packages.

20.3 SEO and CMS Dependencies

If you are on the Startup website plan and cancel your SEO package, you will be moved to the Business plan for an additional cost of £30 + VAT/month to retain CMS hosting. Removing CMS hosting will result in permanent loss of related, optimised content.

20.4 Third-Party SEO Providers

Due to platform security:

• Admin access cannot be provided to external SEO agencies
• Certain elements are only accessible by Fountain Digital
• Additional charges will apply for external SEO support

20.5 SEO & Marketing Contracts

SEO contracts have a 6 month minimum term, followed by rolling monthly renewal. Cancellation requires one month's written notice.

If payment lapses or communication ceases, we reserve the right to suspend services.

21. Social Media & Email Marketing

21.1 Scope of Service

We offer the following social media and email marketing services:

• Social media post creation and scheduling
• Paid ad campaign setup for Facebook, Instagram and LinkedIn
• Email newsletter design and automation setup

21.2 Pricing and Agreements

These services are not included in Website Packages and require a separate contract. Advertising costs are billed separately and may require approval in advance. Paid advertising fees (e.g. Facebook, LinkedIn) are invoiced separately.

21.3 Legal Responsibility

You are responsible for the legality of subscriber lists and ensuring GDPR compliance. All campaign content must be approved by you before publication.

21.4 Limitations

We cannot guarantee specific results such as follower growth, ad engagement, or sales conversions. Results may be affected by changes in algorithms or platform policies.

21.5 Termination

Social media and email marketing contracts require one month's written notice to cancel after any agreed initial term. Ad spend and fees remain payable.

22. Content Writing & Visual Content Creation

22.1 Services Offered

We offer the following content creation services:

• Website copywriting, SEO blog content and landing pages
• Promotional video production and editing
• Branded visuals and motion graphics

Please note: Written content creation is not included in standard website packages and must be quoted separately. You are responsible for providing your own copy unless content writing is specifically included in your agreement.

22.2 Availability and Payment

These services are quoted per project. A 50% deposit may be required. Final payment is due upon approval and delivery.

22.3 Client Responsibilities

You are responsible for:

• Providing accurate source information
• Reviewing and signing off on content before publication
• Confirming any visual assets meet GDPR and consent standards

22.4 Ownership and Usage

Final approved content becomes your property once paid in full. We retain ownership of working files and reserve the right to showcase finished work unless agreed otherwise.

22.5 Performance Disclaimer

We do not guarantee specific outcomes such as search rankings or video views from content services.

22.6 Copywriting Disclaimer

If we provide written content (e.g. blogs, website copy, or articles), you are responsible for reviewing and approving all drafts prior to publication. You must also verify the accuracy of any claims, statistics, or references provided.

E. Communication Tools

23. Emails & Contact Forms

We work with our hosting partners to help maximise deliverability of email notifications from your website’s contact forms. However, no system is infallible. Email receipt can be affected by spam filters, blacklists, or server issues.

Best Practice: We strongly advise testing your website’s contact form weekly to ensure emails are being received. If an issue occurs, please contact us via support@fountaindigital.co.uk.

Standard Contact Form: All websites include a contact form with fields for Name, Phone, Email and Comments. Bespoke forms can be created for an additional fee.

Email Accounts: We provide optional email hosting via Microsoft 365. This incurs an additional charge and is subject to Microsoft’s service terms. We can assist with initial setup and configuration for a separate fee, please refer to section 4 for charges. We do not guarantee ongoing email deliverability.

Email Marketing: If we assist with email campaigns using tools like Mailchimp, you are responsible for ensuring compliance with data protection laws and recipient consent. Email Marketing is charged at a separate fee.

24. FDVox – VoIP

Our FDVox VoIP services are provided in partnership with Vostel Ltd. We act as a reseller of their services.

For terms and service details, please visit: https://www.vostel.co.uk

We can support setup and ongoing service management for an additional fee, please see Section 4 for pricing. You remain responsible for device compatibility, call usage and managing your user access.

F. Data Protection & Privacy

25. Personal Information

We collect only the personal data necessary to deliver our services, including your name, business name, contact details and relevant website addresses.

Payment information provided for Direct Debits is handled by a secure third-party provider in compliance with UK GDPR. We do not store your full bank details.

We may use Google Analytics to collect anonymised website usage data for performance analysis. All personal data is treated confidentially and never shared without consent unless required by law.

For more information, refer to our Privacy Policy. You may also request a copy of our full Data Protection Policy at any time.

26. Data Protection

Both parties agree to comply with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018 and any other applicable data protection laws.

You are the Data Controller of any personal data submitted to us and we act as the Data Processor. We process data only on your instructions and for the purpose of providing our agreed services.

We implement technical and organisational safeguards to protect data from unauthorised access, loss, or misuse.

We may use vetted sub-processors (e.g. SEMRush, Microsoft) to deliver certain services. All third parties we use are contractually required to adhere to relevant security standards.

To request a list of current sub-processors, contact us in writing.

27. Data Backups

We carry out daily server backups and rely on Webflow’s infrastructure for site recovery. However, we cannot guarantee successful recovery in all cases.

You are responsible for independently backing up your website content, emails and any data stored in connected services. We do not back up Microsoft 365 mailboxes or data within third-party platforms.

We strongly recommend implementing a separate offsite backup solution.

28. GDPR & Third-Party Data Processors

We use third-party services that act as Data Processors in the delivery of our services. These include but are not limited to:

• Webflow - website hosting and infrastructure
• Cognito Forms - secure form data collection
• Ecwid - e-commerce platform
• Elfsight - embedded website widgets

These providers are responsible for limited processing activities under GDPR. You are responsible for ensuring GDPR compliance when collecting personal data from your users.

Each provider has its own privacy policy available on their respective websites. For a complete list of sub-processors, please contact us in writing.

G. Additional Services

29. Microsoft 365 Contract & Support

You may cancel your Microsoft 365 subscription at any time. Cancellation terms depend on the type of subscription:

• Monthly subscriptions: no penalty for early cancellation
• Annual contracts paid monthly: early cancellation may incur fees
• Annual contracts paid upfront: non-refundable

We offer initial setup support for £75 (covers up to 1 hour). Further time is billed at our standard hourly rate.

Included Setup Support:

• Account and mailbox creation
• Multi-factor authentication (MFA) setup
• Password resets
• Shared mailbox configuration

Further support may require a dedicated IT provider.

30. Business IT Support

We provide onsite, remote, or telephone IT support based on your service agreement.

Service timelines are approximate. We may modify services as needed to meet legal requirements or ensure operational efficiency. Temporary service suspensions may occur due to maintenance, payment issues, or security risks.

You may be required to install remote support software, provided by us.

31. E-Commerce

Our e-commerce services are delivered through Webflow and Ecwid (as resellers). These are billed separately as per your signed agreement.

What’s Included:

• Initial installation and setup
• Up to five test categories and two products per category
• Basic training and ongoing support

Client Responsibilities:

• Managing all products, payments, shipping and updates
• Ensuring GDPR compliance for customer data

32. Branding, Print & Logo Design

We offer tailored branding and design services:

• Logo design (6 concepts + 2 revisions)
• Brand identity development
• Print-ready artwork for cards, banners, signage, etc.
• Coordination with print providers

Services are quoted per project. A 50% deposit may be required before work begins.

You are responsible for checking all artwork proofs before giving final approval. Once artwork has been signed off and sent to print (or delivered digitally), any subsequent changes may incur additional costs.

Final approved designs are yours once paid in full. We may retain and archive working files (e.g. editable Illustrator or Photoshop documents) but are not obligated to supply these unless specifically agreed in your contract.

All brand assets are delivered in standard formats (e.g. PDF, PNG, SVG). Alternate file types may be provided on request.

33. Partnerships and Affiliates

We work with trusted third parties to deliver services, including:

• Microsoft 365 (via Giacom and Infinity Group)
• Autotask / Datto / Vostel
• Ecwid / Elfsight

We act as Data Processor for services delivered via partners. You remain the Data Controller and must ensure compliance with relevant data protection laws.

Security documentation for partner services is available on request.

End of Terms & Conditions.