Terms of Business
Last updated: 12 June 2026
Who these terms apply to
If you’re a client of Web Wise Media Ltd (“Web Wise Media” or “WWM”), these terms apply to you if any of the following are true:
- You’ve agreed to a proposal or quote from us — in writing or electronically (and occasionally we’ll confirm a verbal agreement in writing).
- You’ve paid a deposit for us to do work.
- You’ve asked us, in any way, to do work for you or a company you work for.
If they apply to you, this page is a binding agreement between you and Web Wise Media. Proposals are valid for 30 days.
What we both agree to do
We’ll keep accurate, honest records of all the work we do for you. If you ask, we’ll give you a report of work done within 14 days.
You’ll tell us up front about anything specific your project needs to include, and you’ll reply to our messages — especially when we need something from you before we can carry on.
We aim to reply to you within 24 hours where we can, on working days (Monday to Friday).
If you go quiet on us
We can’t finish a project on our own — we often need things from you to keep moving. If you stop responding to us for more than 3 weeks in a row, we reserve the right to invoice you for the full remaining balance of the project, unless we’ve agreed otherwise.
Paying us
We ask for a 50% non-refundable deposit before we start any work. (Occasionally we’ll make an exception — we’ll tell you if so.)
We then invoice a further 25% when we send you a first draft, and the final balance before the work goes live or is handed over. We transfer ownership of the finished work to you once you’ve paid in full.
All invoices are due within 30 days. If an invoice isn’t paid in time, we may pause or stop your services, and we’ll add interest to the overdue amount — charged daily at 8% above the Bank of England base rate, in line with UK law on late commercial payments.
Changing or cancelling
You can cancel a project at any time by telling us in writing, giving 28 days’ notice. We’ll then bill you for all the work we’ve done up to that point, at our standard hourly rate, or the rate we agreed — whichever is higher.
We can also agree together to change or cancel a project before it’s finished, as long as both sides are happy with it.
If you’d like to add features or upgrade what we’re doing for you, just get in touch and we’ll talk it through.
Extra costs and what we’re not liable for
Once in a while a project needs new software or equipment specific to you. If we need to buy anything on your behalf, we’ll agree it with you in writing (email is fine) before spending anything.
We’re not liable for unexpected costs or charges that arise out of this contract.
We also can’t accept liability for any lost income or other losses, charges or fines caused by your website being down, or by any other work we do for you — for example email maintenance, site updates or fixing equipment. If there’s anything — a system, file, product or setting, online or otherwise — you don’t want us to change, delete or update, tell us in writing when we start, and we’ll leave it alone.
Who owns what
The work we create for your project belongs to you, once you’ve paid in full.
But the underlying tools and systems we use to deliver that work stay ours. That includes things like our helpdesk software, content-management setups, design and theme frameworks, reusable building blocks and job-tracking systems. These are the things that let us run Web Wise Media for all our clients — they’re not specific to your project, so they remain our property.
AI work
Some of our services involve artificial intelligence — for example custom AI tools, scripts, automations or AI-assisted content.
A few things to be clear about with AI work:
- It isn’t perfect. AI can produce results that are wrong, biased or out of date. We’ll test and review what we build, but you’re responsible for checking AI output before you rely on it or put it in front of your own customers — especially for anything legal, financial, medical or safety-related.
- It often relies on third parties. AI tools we use (such as model providers) are run by other companies under their own terms, pricing and availability. We’re not responsible if a third-party AI service changes, has downtime, or stops being available.
- Your data. If you give us data to build or train an AI tool, you confirm you’re allowed to share it, and we’ll only use it to do the work you’ve asked for.
Marketing and your reputation
When you ask us to handle marketing — social media, live chat, email marketing, or any kind of engagement with your audience — you’re trusting our expertise, and you accept responsibility for any negative publicity that might come out of it.
We’ll never knowingly do anything we think will harm your business. But the nature of the internet means any interaction with another person can occasionally lead to an unwanted result, and we can’t accept responsibility for that.
We may also need to change or end a contract if the time it takes becomes unmanageable — for example if your business grows faster than expected, or the original estimates (like website traffic or enquiry levels) turn out to be well off.
Hosting
These terms apply if you’ve chosen a hosting package with us.
We host clients’ sites on servers we buy from third-party providers. We can’t take responsibility for downtime or for the reliability or performance of that service — but we’ll do our best to sort out, within reason, any issues that come up between you and the provider. We’ll always try to get your site or email back online as fast as we can, and we’re not liable for any losses caused by downtime.
The provider’s own terms apply to both us (as the buyer) and you (as the end user). Those terms are on the provider’s website — ask us and we’ll point you to them. If anyone breaches them, knowingly or not, our liability is limited to no more than what you paid us for the service.
We don’t provide general IT support — for example setting up email on your own computers or devices — unless your hosting package specifically includes it. Check with us before signing up if you need that.
We choose our hosting providers carefully for quality and price. If a provider raises their prices, it’s up to us whether we pass that on — but never during your agreed contract period. Hosting prices are reviewed once a year.
To cancel, let us know in writing. Hosting fees already paid aren’t refundable, unless the fault is ours through negligence or breach of these terms.
Your data and privacy
We take looking after your data seriously and handle it in line with UK data protection law (UK GDPR).
When we run services like email marketing or live chat on your behalf, we’re processing personal information that belongs to your business and your customers. We’ll only use that information to do the work you’ve asked us to do, we’ll keep it secure, and we won’t share it with anyone else except the suppliers we need to deliver your service. You stay responsible for making sure you’re allowed to give us that data in the first place.
For full detail on how we handle personal data, see our privacy policy.
Email counts as agreement
We treat email as a valid record of what’s been agreed. If you confirm by email that you’d like us to go ahead with a proposal, that counts as your agreement, and you’ll be responsible for the charges once the work is done.
A note on email confidentiality: any proposal we send is meant only for the person it’s addressed to, and its contents are confidential. If a proposal reaches you by mistake, please let us know straight away and don’t copy it or pass it on.
Security and maintenance after we hand over
Once a project is finished, looking after the site’s security and maintenance becomes your responsibility — unless we’ve agreed an ongoing plan in writing. We’re not responsible for your website after handover. See our website security policy for more.
If you do have a maintenance plan with us, we’ll provide an agreed amount of support or coding each month. That allowance doesn’t roll over — it’s used or lost each month.
The legal bit
These terms are governed by the law of England and Wales, and any disputes will be handled by the courts of England and Wales.