1.  CONTRACT

Upon instruction to undertake an assignment, I will immediately submit an 'Assignment Form' for signature by the 'Client'. This form is deemed as a contract between myself, Victoria Mace, and the 'Client'. It details my promise to undertake the assignment by the date specified, and the 'Client's agreement to these Terms of Business and agreement to prompt payment of all invoiced costs arising from the assignment or contracted hours. A written quotation will be provided upon request.

2.  STANDARD PAYMENT TERMS

Payment is due upon completion of an assignment. For regular work within a month, a prior arrangement can be made for a monthly invoice to be produced and payment is then due within 7 days of the date of invoice. Installments are occasionally arranged for web design projects in order that the costs can be split down for the client. This will be confirmed in a 'letter of engagement' issued prior to commencement of such a project.

All accounts must be settled within 14 days from the date of invoice.

I do not currently charge VAT.

3. PAYMENT

I accept payment by cheque, cash, postal order, BACS or Paypal.

Cash should be used for local delivery/collection assignments as I cannot accept cash payments through the post.

Cheques should be made payable to Victoria Mace. Please quote your invoice number on the reverse of the cheque.

BACS:   Payment may be transferred by BACS using the following account details: Sortcode 12-24-82 Account No. 06301127 quoting your invoice number as the reference.

All invoices will be submitted in pounds sterling and will be subject to any bank charges related to bank transfers.  If an invoice remains unpaid after 14 days, I reserve the right to charge interest on the unpaid amount at a rate of 4% per calendar month. 

4. ADDITIONAL COSTS

Any additional costs for parts, materials or  postage costs as a direct result of a project will be added to the next invoice.

5. WEBSITE DESIGN CONTRACT

A proof of your finished website will be provided for your approval, prior to uploading to your domain.  Should there be any discrepancies with the site, please make this known to me prior to your site ‘going live’ in order that these can be rectified.  Should the invoice for the website become overdue for payment, I reserve the right to take the site off-line until the invoice is paid in full.  All other terms apply as set out in the letter of engagement.

6. RETAINER PACKAGES

Booking a monthly retainer package entitles the 'Client' to a specific number of hours work each month.  A letter of engagement relating to Retainer Packages and detailing the contract between you ‘The Client’ and myself, Victoria Mace, and discounted rates applicable to your retainer package will be issued at commencement of contract. 

All hours worked are recorded accurately and deducted from that month’s hours.   The agreed monthly fee is payable in advance at the beginning of each month. Hours may be used for any department within the company, unless otherwise specified.

Additional hours worked will be invoiced at the ‘retainer discounted hourly rate’ at the end of the month.

Any additional materials used in relation to an assignment will be charged accordingly and invoiced in full.

Unused Hours up to a maximum of 4 hours per month may be rolled over to the following month.  These hours can only be rolled over for one month and any such rolled-over hours will be used up first the following month. Hence, any hours left over from the new month may be again rolled over. Should rolled-over hours remain unused for a period in excess of one month, these hours will be forfeited and full payment will remain due.

7.  DEPOSITS

If a deposit is paid in advance by the client, this amount will be deducted from the final invoice.

8.  FINAL RESPONSIBILITY

Although I will endeavour to produce a high level of accuracy in work, final responsibility for proofreading of all work lies with the Client. In the event of an error, this will be rectified at no extra cost to the client provided I am notified within 14 days of client’s receipt of the completed work. I will be liable for the cost of work only, no further liability is acknowledged. 

I am not responsible for the end use of any document produced or edited on behalf of the client and it is the full responsibility of the client to observe any copyrighting laws.

9. PROOF OF POSTAGE

In the event that important original documentation is to be sent via the post, clients are advised to use the Post Office recorded delivery service. I cannot accept responsibility for loss or damage to documentation sent in the post or by any other method.

10.  BACK UP COPIES

Unless my prior written agreement is obtained, all Client work will be kept on file for a minimum period of 24 months, after which, the work will be deleted. Alternatively, the Client may request back up copies of data on disk, at least one month prior to the expiration date. All disks and time will be invoiced.

11.  CONFIDENTIALITY

All confidential records, documents, work or information of any type will be maintained within the strictest confidence and I agree that no matter will be divulged or disclosed to any third party in any manner at any time. I will however, be happy to sign a client’s own confidentiality agreement if required, or indeed draw up a suitable agreement between us.

12.  VIRUS PROTECTION

I operate and regularly update Anti-Virus software. However I cannot be held responsible for liability of any damage caused by computer viruses. Clients are advised to ensure they have adequate virus protection systems in place at all times.

June 2006