Title: Terms and Conditions
Version:
1.0
Supersedes:
N/A
Lead with responsibility :
Hello HQ Ltd Data Protection Lead
Ratified Date:
November 2025
Date for Review:
Twelve months from ratification
We reserve the right to modify these terms at any time. If changes are significant, we will provide notice before they take effect. Continued use of our services constitutes acceptance of these terms.
Occasionally, Hello HQ Ltd may provide vouchers for web design as prizes. Each voucher has its own terms, which will be published at the time of the competition.
Our website may contain links to third-party sites beyond our control. We do not accept responsibility for their content, privacy policies, or services.
From 31 October 2024, all managed services will continue at the existing rate unless the client provides written termination notice at least 30 days in advance.
Promotions and competitions may require a commitment to a Managed Service. We reserve the right to amend or withdraw any promotional offers at our discretion.
At the end of a managed service, continued hosting and related services will be chargeable.
If a client chooses to leave Hello HQ and does so on good terms, we are happy to provide reasonable assistance with their migration, including server access, website files, and domain transfer. This support will be subject to availability and may incur additional costs based on the time required.
However, if a client is removed from our services due to breach of contract, non-payment, or is otherwise terminated by Hello HQ, we will provide no further support, guidance, or inter-platform assistance. Access to files or services will only be granted once all outstanding balances are cleared, after which it is solely the client’s or their new developer’s responsibility to manage the migration.
Clients moving away must purchase and manage their own software licences. Hello HQ accepts no responsibility for issues arising once a website or system is no longer hosted or maintained by us.
It is the client’s sole responsibility to ensure any Hello HQ email addresses, logins, or contact details used for testing, administration, or operational monitoring are removed or replaced.
This includes, but is not limited to, contact forms, e-commerce notifications, system alerts, and third-party integrations.
If the client moves their website or services away from Hello HQ’s infrastructure, the responsibility for identifying and removing these details sits entirely with the new provider and the client.
In line with GDPR, Hello HQ accepts no liability for any communications, personal data, or system notifications received after handover. It is the client’s duty to ensure compliance and the removal of any Hello HQ references from their systems.
All intellectual property rights for website designs, code, content, and materials created by Hello HQ remain the property of Hello HQ until full payment is received.
Upon final payment, ownership of the website and its content transfers to the client, except for any third-party assets (including stock images, fonts, or plugins) which are licensed separately and remain subject to their own terms.
Reuse of our work for other projects is not permitted without written consent.
Hello HQ’s total liability for any claims relating to the services provided will not exceed the total amount paid by the client for those specific services.
We are not liable for loss of profits, revenue, data, or any indirect or consequential loss.
We deliver websites, systems, and services based on the agreed brief and specifications. No warranties are given that a website will perform beyond this or meet undeclared expectations.
The client is responsible for ensuring the project scope accurately reflects their needs.
Hello HQ will not be held responsible for any failure or delay in delivering services due to circumstances beyond our control, including but not limited to server failures, power outages, natural disasters, pandemics, or industrial action.
Any requests that fall outside the original project scope or brief will be quoted separately and are subject to additional charges. No additional work will be undertaken without prior written approval from the client.
Hello HQ operates in line with GDPR and treats all client and end-user data confidentially.
During delivery of services, Hello HQ may act as a data processor but ultimate responsibility for GDPR compliance remains with the client.
We do not accept liability for the client’s failure to comply with data protection regulations.
A non-refundable deposit is required on all projects. Staged payments reflect work completed and are non-refundable.
If a client cancels a project after work has begun, all completed stages and committed costs must be paid in full.
Outstanding balances must be cleared before services are fully transferred. If a client fails to communicate or provide instructions within one month of disconnection, all data will be permanently deleted, and any domains legally owned by us may be resold.
Contracted Clients
5 days overdue – Services will be temporarily suspended without notice.
10 days overdue – Services will be permanently suspended. Full outstanding balance becomes immediately payable.
28 days overdue – All associated data may be permanently deleted. Legal recovery proceedings may be initiated without further warning.
Non-Contracted Clients
14 days overdue – Services will be temporarily suspended without notice.
28 days overdue – Services will be permanently suspended. Full outstanding balance becomes immediately payable.
90 days overdue – All associated data may be permanently deleted. Legal recovery proceedings may be initiated without further warning.
Late Payment Fees
All overdue balances are subject to a late payment fee and statutory interest at a rate of 8% above the Bank of England base rate, calculated daily. Reinstatement of any service following suspension may incur an administrative fee.
Suspension or removal of services due to non-payment does not cancel any existing agreement or relieve the client of their financial obligations. Charges will continue to accrue during any period of suspension unless otherwise agreed in writing.
If a client fails to settle an overdue balance, we reserve the right to monetise their website through Pay Per Click (PPC) advertising until the debt is cleared.
Regular backups are taken weekly. Clients outside of a managed service may request a backup copy for an administrative fee. No support is provided once a backup has been handed over.
We do not guarantee specific search engine rankings. SEO results may take 8–12 months to develop and are influenced by search engine algorithms beyond our control.
Emergency technical issues are addressed 24/7. Non-urgent cosmetic changes are completed within five working days. Unused revision time does not roll over.
We can deploy basic privacy policies but do not guarantee compliance with specific business needs. Clients are responsible for ensuring full legal compliance.
Excessive daily demands on development time may incur additional charges at £54 + VAT per hour. Any changes to project scope or deadlines must be agreed upon in advance.
Clients are responsible for full payment of all contracted obligations. Unpaid balances may result in legal action or domain resale where legally applicable.
The client agrees not to publicly criticise or make defamatory statements about Hello HQ or its staff, including on social media or public forums, during or after the period of engagement.
Any disputes should be raised privately so they can be resolved professionally.
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