Terms & Conditions

Definition of our terminology as used within this document:

1. A “Project” is website design, content, or logo work undertaken or service provided by Coffee Cup Media., for the client upon their request and as described in our confirmation order and associated initial invoice to that Client.
2. A “Service” is web care, digital marketing, or any other ongoing recurring work we undertake.
3. “Rank” is the position of the client’s website on the search engines.
4. “SEO” (search engine optimisation) is the process of working to attempt to increase the rank of a client’s website on the search engines.
5. “Off Page SEO” is the attempted optimisation of the client’s website using methods which do not require editing of a client’s website.
6. A “backlink” is a URL link purchased and owned by Coffee Cup Media. from a third-party website.
7. “PPC” (pay per click) is a method of advertising on the search engines whereby the client pays for each click of their advert by the user.
8. A “Confirmation order email” is an email we will send you detailing any project, service, or work we undertake. This will include details of the work as well as payment terms.
9. “You” or “Client” refers to a person, persons, business, or organisation using any of the services provided by Coffee Cup Media.
10. “We” or “us” means Coffee Cup Media.
11. “Live Mode” means the date the website is available on the client’s chosen domain.
12. “Domain” is the website address as specified by the client.
13. “Open-Source Software” is software made freely available to anyone under the GNU General Public License (GPL).
14. “CMS” stands for Content Management System, which is the online software used for you to update elements of the website yourself.
15. “WebCare” is a yearly cost to keep a client’s website hosting and support active.
16. “MB” stands for megabytes and is a measure of storage space.
17. “Content” refers to both text and images that the client requires on the website.
18. “Text Content” is the textual wording on the client’s website.
19. “Content Writer” is a copywriting service offered by Coffee Cup Media. for a fee.
20. “Copywriter” is the person working for Coffee Cup Media. who will create your content.
21. A “Page” of content shall be up to 500 words.
22. “Site” or “Website” is the website as seen on the internet and owned by the client.
23. “Search Engine” will include Google, Yahoo, and MSN search.

Coffee Cup Media., offers a number of different services, and each service offered is titled below for your convenience. Your confirmation order and associated invoice will state the name of the service you are purchasing, and it is these terms that bind the contract between yourself and Coffee Cup Media.

General

1. The contract between Coffee Cup Media. and the client will be on these conditions, to the exclusion of all other terms and conditions. Any variations to these conditions shall have no effect unless agreed in writing.
2. The works to be carried out shall be as set out in the Coffee Cup Media. invoice which can be found attached to the confirmation order email.
3. Coffee Cup Media. will not tolerate any form of harassment against its employees from customers or third parties, and we reserve the right to cancel a contract without refund in the event of unreasonable or inappropriate conduct. This includes threatening behaviour and abuse directed towards our employees. Thereafter, any further communication must be via postal mail only.

Legalities, Copyright and Intellectual Property

1. Coffee Cup Media. expects the client to conduct sufficient research before proceeding with a website or digital marketing campaign. This includes ensuring that the website/idea/business operates legally. It is crucial that the website is not in any way illegal. Please ensure that any images or content you supply or use on your website are legally available for use. We cannot be held responsible for the illegal use of images, content, or format of material provided by the client. Coffee Cup Media. reserves the right to remove any website from its servers if there is reason to believe it is operating illegally.

Image Usage and Licensing:

1. Where images used on the website have been purchased or downloaded by Coffee Cup Media., on behalf of the client, these images are restricted by a license for use on the website only. Coffee Cup Media. is not liable for the misuse of these images by the client or any other person’s copying, altering, or distributing the images to individuals or other organizations.

Ownership and Third-Party Software:

1. The client will own the website design and development in full. If third-party software is used, it may be subject to its own individual license, which shall be purchased by Coffee Cup Media., on behalf of the client. Updates or modifications to this software, as required by the client after the website’s launch, may incur additional licensing or coding charges to the client.

Jurisdiction and Limitations:

1. Coffee Cup Media., cannot be held responsible for any adverse effects on the client’s business operations, sales, or profitability that may be claimed as a result of a service offered by Coffee Cup Media.

Communication

1. Email is our primary method of contact for all communication regarding your project. Our team is based in various parts of the world, including India, Philippines, United States, Europe, as well as the UK. Email is the most efficient and cost-effective form of contact. If you encounter any problems with the project that our team cannot resolve via email, you can reach our Client Services Executives and Support Team through the telephone support service during UK office hours at 0800 69 06 009. Due to geographical constraints, direct telephone contact with the assigned person for your project may be impractical.
2. Change of Email Address: It is the client’s responsibility to notify us by email of any changes in their email address so that we always have valid contact details. We cannot be held liable for any problems related to communication if we are not provided with a valid email address. Some of our systems rely on email to deliver important information. We also recommend that clients regularly check their junk and spam folders.
3. Client Contact during the Project: Maintaining regular contact with Coffee Cup Media., is crucial for the client throughout the project. If a client fails to initiate contact for more than 2 weeks after receiving communication, we will make up to 5 email attempts using the client’s registered email address. If we do not receive a response to these contact attempts, the project will be considered complete.
4. Project Postponement: If the client intends to postpone the project for more than 2 weeks, please inform us. We reserve the right to charge a £150 plus VAT administration fee if the client resumes the project after an unapproved postponement, with less than 6 months since the last contact, and wishes to proceed with their project.
5. Unapproved Postponement and New Quotation: If a client resumes the project after an unapproved postponement, and there has been no contact for more than 6 months, we will need to provide a new quotation for the project. In such cases, the original payment made by the client will be non-refundable and non-transferable.

Payment & Cancellation

1. Payment Terms and Ownership: Payment terms for your project or service will be outlined in your confirmation order invoice. It is important for a client to understand the payment terms agreed upon when making their initial payment. Payment terms cannot be altered once agreed to. Coffee Cup Media., retains full ownership of any project, including images and text, until final payment is received in full. Upon receipt of final payment, full ownership of the project is transferred to the client.
2. Non-Refundable Payments and Cooling-Off Period: All payments to Coffee Cup Media., for any project or service are non-refundable. Once payment is received for a client’s project or service, work begins immediately and is bespoke in nature. The standard 14-day “cooling off” period does not apply to bespoke services.
3. Minimum Term and Cancellation: Unless stated otherwise in your confirmation order and associated invoice, there is no minimum term for our service. If a minimum term has been agreed upon for the service or project, the client is responsible for full payment of the remaining term upon cancellation. If a minimum term has been paid in advance for any service, cancellation will not result in a refund for the remainder of the term.
4. Notice of Cancellation: Coffee Cup Media., requires a minimum of 1-month notice of a client’s intention to cancel a service or project offered on a monthly recurring basis. Failure to provide one month’s notice will result in the next month’s invoice becoming due.