All clients are required to read our terms in full and agree before commencing any work.
Please note the following terms and conditions are current as of 01/01/2025. All prices exclude GST. Our pricing and offerings are reviewed annually each year, and any changes in prices and offerings take effect from the following month.
Project Scope
Quotes are based on the details we discussed during our meetings about your website. Please let us know if you notice any mistakes or missing details so we can update it.
After you approve the quote, any changes or additions that go beyond what is included in the proposal may result in extra costs.
Project Timings
Quotes are valid for 30 days, and we assume the project will start after the agreement is signed. If the project does not start within 30 days, KC Web Design may need to create a new quote.
We will follow the timeline in the proposal, but if the project is delayed for reasons outside our control (like waiting for content or feedback), the timeline may change. In these cases, we may also need to give you a new quote.
Website Package Process
At KC Web Design, we follow a clear and organised process for creating Website Packages. Below is a quick overview of the steps involved in bringing your new website to life. If you’d like more detailed information, feel free to contact us.
Project Stages
- Discovery & Strategy
- We’ve gathered your details, ideas, and goals to understand your vision.
- Content & Copy Approval
- Review and approve the text for your website, ensuring it’s clear and aligned with your goals.
- Design & Development Review
- Take a first look at your website’s design and functionality. Share your feedback for any needed adjustments.
- Launch & Final Adjustments
- Your website goes live! We’ll make final tweaks as needed to ensure everything is perfect.
Website Design & Development
KC Web Design handles the design and development of your website based on the details outlined in this quote.
- Wireframes and Mockups: Wireframes or visual mockups are not included in our standard process unless mentioned in this proposal. If you need these, extra costs may apply.
- Staging Environment: Your website will be built in a live staging environment. You will receive a secure link to review the design, provide feedback, and approve the website before launch.
We work closely with you to ensure the website meets your expectations and stays within the agreed scope. If you have any questions, feel free to reach out at any time!
Ownership of Website and Content
Once the final payment is made, the website’s structure, design, and content (such as images and text) become the property of the client.
- Royalty-Free Images: Any royalty-free images purchased during the project may be used by the client. However, the ownership of these images remains with the original photographer or image library.
- Premium Plugins and Themes: Our hosting and management subscription includes any premium plugins or themes used on your website. If you choose not to use KC Web Design for hosting and management, you must purchase and maintain your own licenses for these plugins and themes to ensure the website continues to function as expected.
This approach ensures you have full ownership of your website while maintaining clarity around third-party tools and their ongoing requirements. If you have any questions about content ownership or plugin licenses, feel free to get in touch!
Website Content
KC Web Design requires all final, client-approved website content before starting the design and development process.
- Content Needed: This includes logos (branding), website copy (text), images (photos), videos, and any SEO metadata.
- What’s Not Included: Unless specifically mentioned in your website quotation, KC Web Design’s packages do not include copywriting, SEO research and optimisation, or video production.
- Need Help? If you need assistance with any of these items, we’re happy to help! Simply let us know, and we can provide a separate quote and advice to support your needs.
Having the content ready upfront ensures a smoother process and helps us deliver your website on time. Feel free to reach out if you have any questions!
Website Content Copyright
When providing website content, such as photos, videos, or music, it is the client’s responsibility to ensure they have the proper copyright approvals for all materials used.
- Copyright Compliance: Clients must confirm they are authorised to use any content submitted for the website.
- Recommendation: KC Web Design strongly recommends using royalty-free media to ensure you have the appropriate licenses and avoid potential legal issues.
By providing properly licensed content, you help ensure your website remains compliant and protected from copyright disputes. If you’re unsure about licensing, feel free to ask us for guidance!
Website Content Definitions
To ensure clarity, KC Web Design defines website content as follows:
- Standard Website Page: A single page containing up to 400 words and up to 5 images.
- Service Page: A dedicated landing page designed to highlight a specific service, showcasing details about the offering to engage potential clients.
- Blog/Projects Page: A page designed to display blog articles or project entries. This includes the blog or project page template and the population of one standard blog article or project.
- Gallery Page: A page showcasing images in a thumbnail or slideshow format, containing 10–15 images.
If the content or features of any page go beyond these definitions, KC Web Design reserves the right to provide an additional quotation and further advice.
Website Revisions
Your website package includes one round of changes to address feedback on the design and functionality, as well as a final round of minor text amendments. These revisions are designed to ensure the process runs smoothly and allow your website to go live as quickly as possible.
If additional revisions, meetings, or changes beyond the included rounds are needed, they may result in extra costs. This approach ensures the project stays efficient and on schedule.
Supplying of Website Copy
KC Web Design will write the first draft of the website copy during the second phase of the project. This draft will match the agreed plan and give the client a chance to review and edit it.
Once the client has made changes and approved the copy, we will finalise it for the website. If big changes are needed after this, extra costs may apply. This process helps keep the project running smoothly. If you have any questions, just let us know!
Supplying of Branding
KC Web Design needs your final approved branding to start the website design. This includes your colours, fonts, and any other visual styles you want us to use. Please send these in one of the following formats: AI, EPS, or PDF.
If the files you send are not final or are incorrect, and changes are needed later, extra costs may apply. Sending the right files from the start helps the design process run smoothly.
Supplying of Images or Photography
When providing images or photography for your website, please ensure they are high-resolution and in one of the following formats: JPEG, TIFF, or PSD. If you are purchasing stock images, make sure to download the highest resolution available.
If you need help finding stock images or arranging new photographs, KC Web Design can assist. Let us know, and we’ll provide you with a separate quotation and advice to meet your needs. Providing quality images upfront ensures your website looks professional and visually appealing.
Supplying of Videos
KC Web Design requires all videos to be filmed in high resolution (HD) and uploaded to a video platform of your choice, such as YouTube or Vimeo. Once uploaded, please share the video URLs with us so we can embed them directly into your website.
Please note that KC Web Design does not host videos on our servers. If you need assistance with filming or editing videos, we’re happy to help! Let us know, and we can provide a separate quotation and advice for videography services. Providing high-quality videos ensures your website looks polished and professional.
Browser Testing
KC Web Design ensures your website is optimised for the best user experience across modern browsers and devices. However, since browsers and devices have different capabilities, the website may appear slightly different depending on the browser or device used.
We test websites on the latest versions of major desktop browsers, including Safari (Apple), Chrome (Google), Edge (Microsoft), and Firefox (Mozilla). We do not test outdated or discontinued browsers.
If testing on older or non-standard browsers is required, let us know. KC Web Design can provide additional support and a separate quotation for these services. Ensuring compatibility with modern browsers helps your website perform smoothly for the majority of users.
Mobile Devices
KC Web Design tests websites on popular small-screen devices, including iOS (Safari) and Android (Google Chrome and Firefox), to ensure they work smoothly on modern mobile platforms.
We do not test websites on less common browsers, such as Blackberry or Opera Mobile. If you need testing on specific mobile browsers or devices not listed, let us know, and we can provide a separate quotation for additional testing. Testing on widely-used devices ensures your website delivers a great experience for most mobile users.
Liability After Handover
Once a website has been handed over to the client, KC Web Design is not responsible for any damage or loss caused to the website. We encourage clients to exercise caution when editing or deleting pages or content, as information can be easily lost.
Additionally, KC Web Design is not liable for any content that appears on your website after the handover. It is the client’s responsibility to manage and maintain the website’s content moving forward. If you need guidance or support, feel free to reach out for assistance.
WordPress
Every KC Web Design website is built on WordPress, a powerful and flexible open-source Content Management System (CMS) platform that meets the needs of our clients.
To enhance website functionality, KC Web Design uses a range of plugins developed by WordPress developers. Many of these plugins are provided at no extra cost as part of our hosting, support, and maintenance plans. However, if additional functionality is required, some plugins may incur setup fees or require annual licenses.
Please note that KC Web Design does not own or control WordPress or its plugins. As such, we are not responsible for any disruptions, data loss, limitations, or inconveniences caused by WordPress updates or issues. If you have any concerns about WordPress or its features, feel free to reach out to us for support.
WooCommerce
Every KC Web Design Ecommerce website is built using WooCommerce, a flexible and powerful plugin that provides an excellent foundation for online stores.
To enhance the functionality of your Ecommerce website, KC Web Design integrates a variety of extensions from licensed WooCommerce developers, including tools like YITH themes. Many of these extensions are included at no additional cost as part of our Ecommerce hosting, support, and maintenance plans. However, certain advanced functionalities may require setup fees or annual licenses.
It’s important to note that KC Web Design does not own or control WooCommerce or its extensions. We are not responsible for any disruptions, data loss, limitations, or inconveniences caused by updates or changes to WooCommerce. If you have specific requirements or concerns, our team is happy to provide guidance and support.
KC Web Design Footer Link
All KC Web Design websites include a small link at the bottom of the footer, showcasing our role in creating your site. This link is a way for us to share our work with the world and celebrate the partnership we’ve built with our clients. If you have any questions about this feature, feel free to reach out.
Third-Party Platforms and Plugins
KC Web Design uses third-party platforms and plugins, such as PayPal, WooCommerce, Stripe and Facebook, to enhance the functionality of your website.
Please note that KC Web Design does not own or control these third-party tools. As such, we are not responsible for any disruptions, data loss, or inconveniences that may occur due to updates, changes, or issues with these platforms or plugins. If you have concerns about specific tools, we are happy to provide guidance and support.
Custom Development
KC Web Design guarantees all Custom Development work at the time of the website’s launch.
However, we cannot guarantee or be held responsible for any Custom Development work that breaks or stops functioning due to updates to browsers, devices, WordPress, themes, or plugins after the launch.
KC Web Design is not liable for any disruptions, data loss, or inconvenience caused as a result of these updates. Additionally, any costs associated with fixing or updating the Custom Development work will be the responsibility of the client. If you need assistance with post-launch updates, feel free to contact us for support or additional services.
Website Development Payment Terms
Our payment process aligns with the four key steps of your website project, with 25% payment required at each stage:
- Discovery & Strategy
- Once we’ve gathered all your details, ideas, and goals, a 25% invoice will be issued to kick off the project. This ensures we can move forward with a clear plan for your website.
- Content & Copy Approval
- When we begin working on your website content, another 25% invoice will be sent. This stage includes drafting, reviewing, and approving the text to ensure it matches your vision.
- Design & Development Review
- After we present the initial design and functionality of your website for review, the third 25% payment will be required. This allows us to continue refining and adjusting based on your feedback.
- Launch & Final Adjustments
- Before your website goes live, we will send the final 25% invoice. This stage includes final tweaks and ensures everything is polished and ready for launch.
By breaking payments into these four stages, we keep the process straightforward and ensure each milestone is completed smoothly. If you have any questions about payments, feel free to reach out!
Additional Website Changes
Sometimes clients request extra changes during the planning, design, or development of their website, like adding new pages or extra features. This is completely fine, as we understand that projects can evolve when more people are involved.
If this happens, KC Web Design will let you know about any extra costs before moving forward, so everything is clear. Once the website is approved, we will include any agreed-upon changes in the final invoice. This keeps the process transparent and ensures everyone is on the same page.
Cancellation
If a client cancels their project, KC Web Design will end the project and hand over any work that has been completed.
- Payments Already Made: Payments for stages already completed will not be refunded.
- Remaining Payments: Any unpaid progress payments for future stages will not be required.
This ensures clients receive the work completed up to the point of cancellation without being charged for unfinished stages. If you have any questions about cancellations, please contact us.
Website Hosting, Support & Maintenance Terms
KC Web Design offers website hosting, support, and maintenance on a month-to-month basis. There are no long-term contracts, giving you flexibility and peace of mind. We highly recommend this service to ensure your website stays secure, up-to-date, and running smoothly.
Here’s what our hosting, support, and maintenance service includes:
- Website Hosting
- Phone and Email Support
- Software Updates for WordPress, themes, and plugins
- Premium Theme and Plugin Licenses
- Nightly Backups of your website
- SSL Certificate
- Security and Uptime Monitoring
- Firewall Protection
The following services are not included in KC Web Design’s hosting, support, and maintenance plans:
- Setting up email on mobile, laptops, or PCs
- Technical support for phones, computers, IT, or internet issues
- Work or support for third-party platforms/plugins, such as PayPal, Facebook, or Mailchimp
- Paying for the renewal of new or existing domain names
- Unlimited bug fixes
If you require any of these services, let us know, and we can discuss additional options or provide a quotation.
Intellectual Property
The themes and premium plugin licenses used for each website are owned by KC Web Design. These licenses are not the intellectual property of the client and cannot be transferred.
If clients prefer, they may purchase their own licenses. Clients will also need to purchase these licenses if they request to release their website from KC Web Design’s hosting and management services. If you have questions about licensing or ownership, feel free to contact us for more details.
Shared Server Website Hosting
KC Web Design partners with Linode, an Australian-based web hosting provider, to deliver reliable shared hosting services and SSL certificates for our clients. Linode is known for its excellent performance and 99.99% uptime, ensuring your website remains accessible and functional.
As part of our hosting service, KC Web Design will liaise directly with Linode on your behalf to address any technical issues. However, we are not responsible for website downtime or any related costs or damages caused by the website being offline. In the event of downtime, we will work closely with you and Linode to resolve the issue as quickly as possible.
If your website’s monthly traffic exceeds the limits of your current plan, KC Web Design reserves the right to upgrade your plan to the appropriate level or provide a custom solution with a tailored quotation. This ensures your website continues to perform optimally as your business grows.
Phone & Email Support
KC Web Design provides exclusive phone and email support to our clients as part of our hosting, support, and maintenance plans.
- Tracking Support Time: Support is tracked in 5-minute increments and is limited to the hours included in your plan. If your allocated support hours are exceeded, you will be notified. Any additional support will be charged in 15-minute increments at our current hourly rate and billed quarterly.
- Annual Reset: Your allocated support hours reset on 1st January each year.
- Availability: Support is available Monday to Friday, from 9 am to 5 pm. Support is not available on public holidays or during the annual Christmas closed period.
- Response Times: During busy periods, response times may be between 24 to 48 hours.
This system ensures you have access to reliable support while maintaining transparency about time usage and costs. If you have any questions about your support plan, feel free to reach out!
Website Backups
KC Web Design performs automatic backups of every website on a nightly basis and backups are stored for 30 days. These backups are saved and stored to an external source in line with our best security practices.
Website Bugs/Fixes
Occasionally, a website may appear broken due to software updates (WordPress, themes, or plugins) or other factors like user error, browser compatibility, or device issues.
For clients on our management plans, KC Web Design will address these bugs by performing updates, troubleshooting, and contacting relevant providers, such as hosting companies, WordPress, or theme and plugin developers. The time spent on bug fixes will be deducted from your yearly support allowance.
Please note that unlimited bug fixes are not included, as KC Web Design is not responsible for the development or maintenance of WordPress, Themes, or plugins. If additional support is required, it will be offered at our standard rates. If you’re not on a management plan and need help, feel free to contact us for a custom quote.
Website Access
KC Web Design provides clients with Editor-level access to their websites. This access allows you to easily add, edit, or delete pages and content as needed.
For security reasons, KC Web Design retains Administrator-level access to the website. Administrator or FTP/cPanel access is not granted to clients or third parties unless specifically requested in writing. This policy ensures we can maintain the integrity and security of the website.
If Administrator access is provided, KC Web Design cannot guarantee or take responsibility for any work performed by third parties. Additionally, we are not liable for any loss or damage to the website, backups, or database once Administrator access has been granted. If you have questions about access or permissions, feel free to reach out to us for clarification.
Domain Name Ownership
Whilst KC Web Design manages domain names for many of our clients, each domain name legally remains the property of the client, who is the rightful ABN/ACN holder of their business. Should a client wish to be released, KC Web Design will provide the necessary information and assist with the process.
If the client handles the domain transfer themselves, this service is free of charge. However, if the client requires KC Web Design to perform the transfer on their behalf, a $50 + GST fee will apply. This fee covers the administrative work involved in completing the transfer.
Review of Services
KC Web Design reserve the right to perform annual reviews of its services and prices. In case of any change, KC Web Design will notify clients prior to new services and prices being implemented the following month.
Website Cancellation and Release Policy
If a client wishes to cancel or release their website, KC Web Design requires 30 days’ notice.
Upon receiving the request, the client must confirm they understand and accept the transfer of responsibilities and the termination of KC Web Design’s hosting and support services. Once this is acknowledged, KC Web Design will:
- Provide Administrator access to the website, allowing the client to handle the transfer themselves using a migration plugin.
- Remove all premium plugin licenses and associated tools.
If the client prefers KC Web Design to perform the website migration, a $250 migration fee will apply. This fee covers the transfer of the website to the new hosting provider.
The client has 30 days to:
- Set up new website hosting.
- Transfer the website and domain.
- Configure email addresses and forwarding, if required.
After 30 days, KC Web Design will remove the website from its server and cancel all services. Please note, KC Web Design is not responsible for any data loss during the process. If you need assistance or have questions, we’re here to help!
Website Migration Policy
At any stage during the project or after launch, if a client requests KC Web Design to migrate their website to an external hosting provider, a migration fee of $250 + GST will apply.
Notice Period
KC Web Design requires 30 days’ notice to schedule and perform the migration.
Client Responsibilities
Unless specifically requested and quoted for, KC Web Design is not responsible for:
- Setting up the new website hosting.
- Configuring email addresses or forwarders on the new servers.
- Handling domain name transfers, DNS record updates, or zone/email records.
These tasks are the responsibility of the client or their chosen service provider.
Migration Process
Upon payment of the migration fee:
- KC Web Design will migrate the existing website to the new hosting provider.
- KC Web Design will ensure the functionality of the current website is maintained during the migration.
- The client will be provided with a list of WordPress server requirements and plugin license details to confirm the compatibility of their new hosting environment.
This policy ensures a smooth migration while clarifying the responsibilities of both parties. If you have questions or need further assistance, feel free to contact us.
Monthly Hosting Payment Terms
Clients can choose to pay for hosting on a monthly basis using one of the following methods:
- Bank EFT (Electronic Funds Transfer)
- Automatic Deductions via Stripe (Credit Card or Bank Account payments)
Setting Up Automatic Payments
For clients opting for monthly automatic deductions through Stripe:
- A Stripe online form must be completed before the website goes live.
- Direct debits will occur around the 8th business day of each month.
- The first payment will be processed in the month following the completion of the Stripe form.
Client Responsibilities
Clients are responsible for notifying KC Web Design of any changes to their bank or payment details. Failure to update this information may result in payment delays or interruptions.
Credit Card Surcharges
If paying via credit card surcharges may apply:
This ensures a seamless payment process while keeping clients informed of any associated fees. If you have questions, feel free to reach out for assistance.
Cancellation / Failure to Pay
To cancel an automatic debit, 30 days’ notice in writing is required. Cancellation of hosting services will result in the suspension and removal of the website as soon as payments stop.
Failure to Pay
- If payment is overdue by 30 days, the website and email accounts will be suspended until the outstanding amount is fully paid.
- If payment remains unpaid for 60 days, KC Web Design reserves the right to terminate the website and email accounts entirely, as the services will be considered no longer required or acknowledged.
To avoid service interruptions, please ensure payments are made on time. If you have any concerns about payments or cancellations, contact us for assistance.