Our Terms & Conditions apply when you choose to do business with us.

1. Agreement Start

Your agreement with WP Aid Ltd starts on the date when you sign up for a package via our website, thus accepting these terms.

Should you need to sign up for a service not available via the website, payment of an invoice or setting up of a payment subscription via credit card, debit card or direct debit will also be deemed acceptance of these terms.

You have two weeks from the date when you sign up to change your mind, for whatever reason.

If you do this, we will refund any money you have paid, and it will be as if we have not had an agreement in place.  For this reason we recommend that you do not terminate any existing services until you are sure you will be using us, because should you terminate we are not responsible for anything other than our service to you.

2. Agreement Parties

You, and WP Aid Ltd, a company based at 8 Clandon Avenue, Egham, TW20 8LP (Us, We).  You may email us at [email protected].

3. Who our services are for

Our services are for businesses only.  We do not build or look after personal websites, and do not offer consumer products.  In using this website and signing up for any of our offerings or promotions you warrant that you are a business customer.

4. Service

We will provide you with the services that you have chosen to be invoiced for.

If you choose one of our website maintenance services, we will manage a website for you. We will host the site for you if you choose and we agree, and we will provide you with on-going support and updating services that you have purchased.

You may request that we update your site.  Maintenance plans include support requests.  Each request must be for a discrete task that takes up to 30 minutes to perform.  If the task takes longer to carry out, we will suggest that you break the task down into discrete pieces of work.

We will endeavour to  complete your outstanding tasks in the order you submit them, unless you tell us otherwise.

We will not be able to take on the hosting of all websites.  Some very large, high transaction or e-commerce solutions will not be covered by our standard hosting, and will be priced according to their scope.  We reserve the right to not offer a service to sites which we believe will be difficult or impossible for us to support, or which we believe require more specialist service.

You accept that we may not be able to judge the state of your website when we first take the site on.  At any point we may decide that the site in its current state is unmaintainable.  If this is the case, we will either suggest steps to fix the site (which we may offer a quotation for carrying out), or we may choose not to further maintain the site.   We also may choose to stop maintaining a site if the number of changes you are requesting is unreasonable given the amount you are paying for our support services.  We offer a fair-use policy which will be fine for 99.99% of sites, but reserve the right to suggest a different fee, or choose not to support the site.

When you sign up with us to manage your hosting we will host your website with whichever hosting partner company we partner with from time to time.  We reserve the right to move your site to another host if we feel that it would be better served by this provider.

If there are issues with the website that are due to the hosting, we will work during normal business hours to resolve the issue with the host.  We do not operate a 24-7 service and we are not an appropriate organisation to support high-transaction sites or ones where 365-24-7 availability is critical.  However, we will often attempt to resolve issues outside of normal business hours as we are able to, but this cannot be relied upon - if we are able to support outside these hours, it is done at our discretion as a complimentary service to our clients, over and above our standard service, and does not constitute an extension or redefinition of our standard service hours.

5. Charges

All prices are exclusive of VAT and other taxes, which will be charged as required.  We are not currently VAT registered, but expect to have to charge it in the future.  At this stage VAT will be added to your invoice.

You agree that we may increase our charges from time to time, in line with increases to the UK Retail Price Index, as published by the UK National Statistics Office.

6. Payment

The monthly fees for the service are payable each month in advance by direct debit or, when available, credit and debit card.

We will invoice electronically to a defined e-mail address as provided by you when you sign up.

If you don’t pay an invoice on time, we will send you a reminder after the invoice is 7 days late. We will send you a further final reminder after another 15 days.

We reserve the right to withhold our service (suspending your website and/or email) until you settle the overdue invoice.  We also will charge interest on the amount due at a rate of 8% above UK base interest rate, in accordance with the Late Payment of Commercial Debts (Interest) Act 1998, as amended and supplemented by the Late Payment of Commercial Debts Regulations 2002. Such withholding of services will not occur unless we provide you with five days’ notice, via an e-mail to the registered account e-mail address.

If you choose to stop using a service, you may continue to use the service until the end of the period you have paid for.  However, no refunds are payable.

7. Our Liability

We exclude liability for consequential loss, damage or corruption to other software or data, or for loss of profit, business, revenue, goodwill or anticipated savings.

We warrant that we will use all professional skill and care in carrying out our commitments, and as such we exclude all other statutory warranties that might otherwise have been implied, including express exclusion of any warrant that any deliverables or software provided will be satisfactory or fit for purpose.

Subject to these exclusions, we shall be liable to you for any loss, injury or damage arising directly or proximately out of the negligence or willful act of WP Aid Ltd, its employees, agents or authorised representatives in connection with this agreement.

Insofar as is allowable, our total liability under this agreement shall be limited to 125% of the total amount paid by you to us for this agreement in the last 12 month period.

We don’t exclude our liability for death, criminal acts or personal injury to the extent only that the same arises as a result of the negligence of WP Aid Ltd, its employees, agents or authorised representatives.

8. Copyrights, Patents, Trade Marks, and Other Intellectual Property Rights

You own all content that you provide to us for the implementation of your website. You warrant that you have all applicable rights to reproduce any content or code that you provide us for the site.

We own everything that we author for the delivery and running of the website until such time as you have completed payment for the initial term of the contract. You may not use it unless you have a fully paid-up agreement granting you this right, or unless you have purchased a licence to use it beyond the terms of this agreement.

We will use 3rd-party-provided tools and plugins to deliver your site. These are owned by the respective 3rd parties. We will endeavour to ensure that we are entitled to use these plugins but it is your responsibility to procure usage rights if you choose to terminate this agreement but still use the website. We will provide you with a list of such items on request.

9. Indemnity

You will indemnify and save harmless and defend at your expense us from and against any and all claims of infringement of copyrights, patents, trademarks, or other intellectual property rights as result of content provided by you being used on your website in accordance with this agreement.

In the event that we suspect or are notified that content might infringe in such a way, we reserve the right to remove such content from your website or suspend your website entirely without prior notification or approval by you.  We will notify you within a reasonable time period should this be required.

10. Term and Termination

When you sign up for our services, you are entitled to a 2-week cooling-off period.  During the initial 2 weeks from point of signing up, if you wish to cancel, just let us know, and we will release you from this Agreement.  You will be given access to your website and we will make any domain setting changes you request.  Hosting for your website will cease 1 week following your giving of notice that you wish to cancel during this cooling-off period.

In signing up to one of our hosting and website support packages you are paying in advance for the following month.  Should you wish to cancel, you need to provide notice via email to [email protected].  When notice is received, we will take for one further month's payment, which will cover us providing services to you to back up and provide you with an archive of your website, and to transfer away any domains we have.  We will also provide details of current DNS settings.

Should you not want this termination service, you should confirm this in your email.  In this case at the end of the paid hosting period the website will be switched off, and no work will be done to archive the site, or transfer over the domains.

Notice will be deemed to have been received when you receive confirmation that your email has been received by our helpdesk software at [email protected].

Our hosting and support services are provided on a fair-use basis.  They are designed for information websites with relatively low traffic.  If we feel your site is overly large or uses an abnormally large amount of traffic, we will discuss the matter with you.  If we come to a new agreement then we may still choose to work with you.

However, we reserve the right with all clients to give 30 days' notice without cause.

11. Termination Fees

The cost of migrating 1 domain and one website are included in the termination fee above.

Over and above these, we will charge as follows for additional termination work if you require it.  

Moving a domain name from our chosen registrar to another provider will incur a £50 fee.

Providing a backup of your website that can be provided to a web developer will incur a £75 fee.

We do not provide email migration services as standard, but can quote for this on a per-customer basis. We are not obliged to do so.

12. Promotion

You give us permission to identify you as a client of ours to other people, and to refer to the website we produce for you in our promotional material.

13. Assignment

You may not assign this agreement without our consent.

14. Notices

Any notice required will be delivered to the registered e-mails with confirmed receipt, or in recorded delivery written form. Notices will be in English.

15. Severability

In the event that any of the terms of this agreement are determined invalid, unlawful or unenforceable to any extent, such term shall be severed from the remaining terms, which will continue to be valid to the fullest extent permitted by law.

16. Law

This agreement will be construed in accordance with English Law and any legal action required will be conducted in the courts of England, save that:

• Both parties shall have the right to sue to recover fees in any jurisdiction in which the other is operating or has assets; and
• Both parties shall have the right to sue for infringement of our proprietary information and trade secrets (whether in connection with this Agreement or otherwise) in any country where they believe that infringement or a breach of this Agreement might be taking place.
• Both parties recognise that in the event of a breach or threatened breach of this Agreement, the other party will be caused irreparable damage and therefore will be entitled to injunctive or other equitable relief in order to prevent a breach or threatened breach.
• Both parties irrevocably submit to the exclusive jurisdiction of the courts of England and Wales for the purposes of hearing and determining any dispute arising out of this Agreement.

17. Confidentiality

The engagement of us and our services mean that we are entering into a confidential commercial relationship.  Save as where explicitly outlined elsewhere in these Terms & Conditions, both parties agree to accept the following conditions which protect both parties during this engagement and beyond termination.

For the purpose of this Agreement, Confidential Information means information in any form.

Both parties agree to keep secret and confidential all Confidential Information obtained from each other as a result of working together, and to take all reasonable security precautions in its safekeeping.

Neither party shall not disclose or make available, directly or indirectly, the Confidential Information to any person or entity, unless written consent has been obtained.

Any copy of any part of the Confidential Information made by either party shall be shall be destroyed, or returned to the information owner, on demand or on termination of this Agreement.

Both parties' obligations under this Agreement shall continue to apply after this Agreement has come to an end.

Both parties will only use the Confidential Information for the purpose of this Agreement, and for no other purpose unless otherwise specifically agreed.

Both parties undertake and warrant that they will not remove, obscure, amend or deface any confidentiality notice or notice of ownership on the Confidential Information.

Both parties agree not to disclose any passwords used in the course of this Agreement to any individual except where such individual is under an obligation of confidentiality towards them.

18. GDPR and Data Protection

WP Aid Ltd will provide our services in compliance with the General Data Protection Regulation ((EU)2016/679) and any national implementing laws, regulations and secondary legislation, as amended or updated from time to time, and then any successor to the GDPR or the Data Protection Act 1998 (the Data Protection Legislation).

You agree you are the Data Controller, and We are the Data Processor, and you have Personal Data that we may be given access to, where Data Controller, Data Processor and Personal Data have the meanings as defined in the Data Protection Legislation.

In undertaking the processing of your data, WP Aid Ltd take no responsibility for Your compliance with the Data Protection Legislation.  We do not offer professional advice.  You will ensure that you have all necessary appropriate consents and notices in place to enable lawful transfer of Personal Data to Us for the duration and purposes of this agreement.

We shall, in relation to any Personal Data processed in connection with the performance by the Us of our obligations under this agreement:

• ​ensure that We have in place appropriate technical and organisational measures to protect against unauthorised or unlawful processing of Personal Data and against accidental loss or destruction of, or damage to, Personal Data, appropriate to the harm that might result from the unauthorised or unlawful processing or accidental loss, destruction or damage and the nature of the data to be protected; 
• ensure that all personnel who have access to and/or process Personal Data are obliged to keep the Personal Data confidential;
• ​assist You, at Your cost, in responding to any request from a Data Subject and in ensuring compliance with its obligations under the Data Protection Legislation with respect to security, breach notifications, impact assessments and consultations with supervisory authorities or regulators;
• notify You without undue delay on becoming aware of a Personal Data breach;
• at the written direction of You, delete or return Personal Data and copies thereof to You on termination of the agreement unless required by Applicable Law to store the Personal Data; and
• maintain complete and accurate records and information to demonstrate its compliance with this clause.

We may appoint 3rd party processors as long as we believe them to be compliant themselves with the Data Processing Legislation.  

You understand that if you engage Us in managing the hosting and backup of your website or emails, any Personal Data that your website collects, or emails contain, is being processed by external suppliers.  As we only provide support services to you, we may not even be aware that your site is collecting Personal Data.  The obligation is on You to do your own due diligence to satisfy yourself that you are performing your obligations as Data Controller.  We, however, will assist you with information about your data systems if you request us to investigate things on your behalf, and can provide you with information on the 3rd Party providers we use.

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