Terms & Conditions
Date: 05/01/2025
The following Terms and Conditions of Service apply to all products and services provided by Paper Bridge and in the event of any dispute are governed by the laws of England. All work is carried out by Paper Bridge on the understanding that the client has agreed to our terms and conditions.
1. General Scope of Work & Copyright
All work is carried out by Paper Bridge on the understanding that the client has agreed to our terms and conditions. Copyright is retained by Paper Bridge on all design work including words, pictures, ideas, visuals and illustrations unless specifically released in writing and after all costs have been settled. If a choice of designs is presented and one is chosen for your project, only that solution is deemed to be given by us as fulfilling the contract. All other designs remain the property of Paper Bridge, unless specifically agreed in writing.
2. Project Acceptance
At the time of proposal, Paper Bridge will provide the customer with a written estimate or quotation by email. These Terms and Conditions can be read at any time on the Paper Bridge website. A copy of the written estimate or quotation is to be signed and dated by the customer to indicate acceptance and should be returned to Paper Bridge. Alternatively, the client may send an official purchase order in reply to the estimate or quotation which binds the client to accept our terms and conditions, or an email acknowledging acceptance of the quotation. For the avoidance of doubt, the Paper Bridge Terms & Conditions are what govern the job, not any conditions on the customer’s purchase order.
3. Design Charges & Payment Terms
3.1 Design Charges
Charges for design services to be provided by Paper Bridge will be set out in the written estimate or quotation that is provided to the customer. At the time of the customer’s signed acceptance of this estimate or quotation, indicating acceptance of the Terms & Conditions, a non-refundable payment of 50% of the quoted fee will become immediately due. Unless agreed otherwise with the Client, all design services require an advance payment of a minimum of fifty (50) percent of the project quotation total before the work commences or is supplied to the Client for review. The remaining fifty (50) percent of the project quotation total will be due upon completion of the work prior to upload to the server or release of materials.
3.2 Charges for Other Services
Charges for any additional services requested during the project that are over and above the estimated time or out of scope, will become fully payable (100% of the quoted amount) at the time of estimate or quotation acceptance.
3.3 Payment
The customer will be provided with an Approval Form or Proof Email, and an Invoice prior to final publication. At this time the remainder of the amount due will become payable and the customer will also be required to sign and return the Approval Form or signify approval by email to Paper Bridge. Any invoice queries must be submitted by email within 14 days of the invoice date. Accounts which remain outstanding for 30 days after the date of invoice, will incur late payment interest charge at the Bank of England Base Rate plus 8% on the outstanding amount from the date due until the date of payment. Payments may be made by online transfer, credit card (Visa, Mastercard) or Debit Card. Payments made by cheque must be previously agreed and may be subject to an administration charge. Cheques should not be sent in regular mail unless sent recorded delivery. Publication and/or release of work done by Paper Bridge on behalf of the client, may not take place before cleared funds have been received. Returned cheques will incur an additional fee of £50 per returned cheque. Paper Bridge reserves the right to consider an account to be in default in the event of a returned cheque.
4. Website Access and Management
4.1 Client Access Levels
For your website, we will generally provide you with Editor-level access to the WordPress administration panel. This access allows you to:
• Create, edit, and publish posts and pages.
• Manage media (upload images, documents).
• Moderate comments.
• Manage categories and tags.
This level of access is provided to empower you with full control over your site’s content, which is typically the safest and most effective way for clients to manage their website without risking its stability or security.
4.2 Administrator Access and Core Files
Full Administrator access to the website’s core files and settings will generally not be provided. This is due to several reasons:
• Proprietary Elements: Your website includes custom-developed features, code, and proprietary elements built by Paper Bridge. These elements are integral to the site’s functionality and may be used across multiple websites we manage.
• System Stability and Security: Direct access to core files, themes, and plugin code carries a high risk of accidental damage, introduction of security vulnerabilities, or unintended functional breakdowns. Such issues could lead to website downtime, data loss, or performance degradation.
• Maintenance and Updates: Our ability to provide seamless updates, security patches, and ongoing maintenance is dependent on maintaining a controlled environment for the website’s underlying structure.
If you require specific plugins or advanced configurations, please submit a request to us. We will assess the request and, upon approval, install and configure the necessary elements for you, ensuring compatibility and security. Any work performed due to issues arising from client-initiated changes made with unauthorised access methods (e.g., via FTP if granted separately for specific reasons) may be charged at our standard hourly rates.
5. Website Design, Development & Hosting
5.1 Project Commencement and Revisions
Upon agreement of the project proposal and receipt of the initial deposit, we will commence work on your website. Each project includes a specified number of design revisions as outlined in your individual project proposal. Additional revisions beyond this scope may incur extra charges.
5.2 Client Content and Responsibilities
You are responsible for providing all necessary text, images, logos, and other content (“Client Content”) in a timely manner. Delays in providing Client Content may impact project timelines. You warrant that you have the necessary rights or permissions to use all Client Content provided to us. We are not responsible for any copyright or trademark infringement issues arising from content supplied by you.
5.3 Browser Compatibility
We will strive to ensure that websites are compatible with current versions of major web browsers (e.g., Chrome, Firefox, Safari, Edge) at the time of launch. We cannot guarantee compatibility with older browser versions or specific operating systems.
5.4 Website Testing and Acceptance
Upon completion, the website will be presented for your review and testing. You are responsible for thoroughly testing the website and notifying us of any bugs or issues within a specified acceptance period (e.g., 14 days, aligning with your “Website design only” section). Once the website is approved or the acceptance period expires without notification of issues, the project will be deemed complete, and final payment will become due.
5.5 Website Design Only
Paper Bridge requires that a template is approved by the customer before coding of a site commences. Once the template(s) for the web site are approved by the customer, coding will commence; any changes to navigation items, colours, structure or content that require changes to the template will incur an additional charge. Once web design is complete, Paper Bridge will provide the customer with the opportunity to review the resulting work. Paper Bridge will make one set of minor changes at no extra cost within 14 days of the start of the review period. Minor changes include small textual changes and small adjustments to placement of items on the page. It does not include changes to images, colour schemes or any navigation features. Any minor changes can be notified to Paper Bridge by e-mail. Paper Bridge will consider that the client has accepted the original draft, if no notification of changes is received in writing from the customer, within 14 days of the start of the review period.
5.6 Hosting Websites
Paper Bridge offers limited hosting services through an outsourced virtual server. Paper Bridge does not guarantee continuous service and will accept no liability for loss of service, whatever the cause. Paper Bridge may request that clients change the type of hosting account used if that account is deemed by Paper Bridge to be unacceptable because of poor service, lack of bandwidth or in any other way insufficient to support the website. Fees for hosting on Paper Bridge’s virtual server are due at the commencement of any period of service and are non-refundable. Fees due to third party hosting organisations are the responsibility of the client and Paper Bridge are not liable for their payment, nor for the renewal of domain names, which are the sole responsibility of the customer / domain owner.
5.7 Domain Registration
Paper Bridge cannot guarantee the availability of any domain name. Where Paper Bridge is to register a domain name on behalf of a client it will endeavour to do so but the client should not assume a successful registration.
5.8 Search Engine Submission
Due to the infinite number of considerations that search engines use when determining a site’s ranking, Paper Bridge cannot guarantee any particular placement. Acceptance by any search engine cannot be guaranteed and when a site is accepted, the time it takes to appear in search results varies from one search engine to another. Rankings will also vary as new sites are added. Paper Bridge recommends that customers use a professional SEO company and are happy to provide details of such companies, but accept no responsibility for their services.
5.9 Website Maintenance
Ongoing website maintenance (including WordPress core, theme, and plugin updates, security monitoring, and backups) is crucial for a secure and functional website. We offer separate Website Maintenance Packages which are highly recommended. Without an active maintenance package, you are solely responsible for website updates and security, and we will not be liable for any issues arising from a lack of maintenance.
6. Graphic Design Services & Source Files
6.1 Design Process and Revisions
For graphic design projects, we will provide initial concepts based on the agreed brief. Each project includes a specified number of revision rounds. Additional revisions may incur extra charges.
6.2 Source Files
We will supply proofs and PDF files as appropriate for printing, or other graphic files as detailed in the job scope or request. Charges for design work do not cover the release of our copyright design source files, including but not restricted to indd, psd, AI, png, fla or other source files or raw code. Original editable source files (e.g., .ai, .psd, .indd) are generally not provided unless explicitly agreed upon in the project proposal and may incur an additional fee.
7. Default & Cancellation
7.1 Default
An account shall be considered default if it remains unpaid for 30 days from the date of invoice, or following a returned cheque. Paper Bridge shall be entitled to remove Paper Bridge’s and/or the customer’s material from any and all computer systems, until the amount due has been fully paid. This includes any and all unpaid monies due for services, including, but not limited to, hosting, domain registration, search engine submission, design and maintenance, sub-contractors, printers, photographers and libraries. Removal of such materials does not relieve the customer of its obligation to pay the due amount. Customers whose accounts become default agree to pay all Paper Bridge’s reasonable legal and accounting expenses and third party collection agency fees in the enforcement of the debt and these Terms and Conditions.
7.2 Cancellation
Cancellation of orders may be made initially by telephone contact, or e-mail, however, following this, Paper Bridge will need formal notification in writing to the company’s postal address. The client will then be invoiced for all work completed over and above the non-refundable deposit that will have been made at the time of first ordering. The balance of monies due must be paid within 30 days. Please note: any cancellation which is not formally confirmed in writing and received by Paper Bridge within 14 days of such instruction being issued, will be liable for the full quoted cost of the project.
8. Intellectual Property
8.1 Copyrights and Trademarks
By supplying text, images and other data to Paper Bridge for inclusion in the customer’s website or other medium, the customer declares that it holds the appropriate copyright and/or trademark permissions. The ownership of such materials will remain with the customer, or rightful copyright or trademark owner. Any artwork, images, or text supplied and/or designed by Paper Bridge on behalf of the customer, will remain the property of Paper Bridge and/or its suppliers unless otherwise agreed in writing. A licence for use of the copyright material is granted to the customer solely for the project defined in the scope or request and not for any other purpose. The customer may request in writing from Paper Bridge, the necessary permission to use materials (for which Paper Bridge holds the copyright) in forms other than for which it was originally supplied, and Paper Bridge may, at its discretion, grant this and may charge for the additional usage. Such permission must be obtained in writing before any of the aforesaid artwork, images, text, or other data is used. Any software, code, plugin or other third party material used in a web or digital project remains the property of the creator and any ongoing licence fees or fees for upgrades are the responsibility of the client, not Paper Bridge. By supplying images, text, or any other data to Paper Bridge, the customer grants Paper Bridge permission to use this material freely in the pursuit of the design. Should Paper Bridge, or the customer supply an image, text, audio clip or any other file for use in a website, multimedia presentation, print item, exhibition, advertisement or any other medium believing it to be copyright and royalty free, which subsequently emerges to have such copyright or royalty usage limitations, the customer will agree to allow Paper Bridge to remove and/or replace the file on the site. The customer agrees to fully indemnify and hold Paper Bridge free from harm in any and all claims resulting from the customer in not having obtained all the required copyright, and/or any other necessary permissions.
8.2 Portfolio Use
We reserve the right to display your completed project in our portfolio and marketing materials.
9. Data Protection (GDPR & DPA 2018)
9.1 Compliance and Responsibilities
Both parties acknowledge their obligations under the General Data Protection Regulation (GDPR) and the Data Protection Act 2018 (DPA 2018) in relation to any personal data processed during the course of providing the Services. Where Paper Bridge processes personal data on your behalf (e.g., website user data), we will act as a “Processor” and you as the “Controller.”
9.2 Privacy Policy and Cookie Consent
You are responsible for ensuring that your website includes a comprehensive and easily accessible Privacy Policy that clearly outlines how personal data is collected, used, stored, and protected, as well as users’ rights regarding their data. You are also responsible for implementing a clear Cookie Consent mechanism that obtains explicit consent for non-essential cookies. Paper Bridge can advise on and assist with the implementation of these, but ultimate legal compliance remains your responsibility.
9.3 Data Security
Paper Bridge will implement appropriate technical and organisational measures to protect personal data processed on your behalf from unauthorised or unlawful processing and against accidental loss, destruction, or damage. You are responsible for ensuring your own compliance with data protection laws in relation to any personal data you handle or store.
10. Other Project Details
10.1 Alterations
The customer agrees that changes required over and above the estimated work, or in addition to the agreed scope, or where the client makes changes to the supplied copy or changes required to be carried out after acceptance of the draft design, will be liable to a separate charge. The customer also agrees that Paper Bridge holds no responsibility for any amendments made by any third party, before or after a design is published.
10.2 Licensing
Any design, copywriting, drawing, idea or code created for the customer by Paper Bridge, or any of its contractors, is licensed for use by the client on a one-time only basis and may not be modified, re-used, or re-distributed in any way or form without the express written consent of Paper Bridge and any of its relevant sub-contractors. All design work – where there is a risk that another party make a claim, should be registered by the client with the appropriate authorities prior to publishing or first use or searches and legal advice sought as to its use. Paper Bridge will not be held responsible for any and all damages resulting from such claims. Paper Bridge is not responsible for any loss, or consequential loss, non-delivery of products or services, of whatever cause. The customer agrees not to hold Paper Bridge responsible for any such loss or damage. Any claim against Paper Bridge shall be limited to the relevant fee(s) paid by the customer.
10.3 Data Formats
The client agrees to Paper Bridge’s definition of acceptable means of supplying data to the company. Text is to be supplied to Paper Bridge in electronic format as standard text (.txt), MS Word (.docx) or via e-mail / FTP or shared folder. Images which are supplied in an electronic format are to be provided in a format as prescribed by Paper Bridge via e-mail / FTP. Images must be of a quality suitable for use without any subsequent image processing, and Paper Bridge will not be held responsible for any image quality which the client later deems to be unacceptable. Paper Bridge cannot be held responsible for the quality of any images which the client wishes to be scanned from printed materials. Additional expenses may be incurred for any necessary action, including, but not limited to, photography and art direction, photography searches, media conversion, digital image processing, or data entry services, colour correction and alteration of images.
10.4 Design Project Duration
Any indication given by Paper Bridge of a design project’s duration is to be considered by the customer to be an estimation. Paper Bridge cannot be held responsible for any project over-runs, whatever the cause. Estimated project duration should be deemed to be from the date that cleared funds are received by Paper Bridge for the initial payment or by date confirmed in writing by Paper Bridge.
10.5 Rights of Access for Website Construction
The client agrees to allow Paper Bridge all necessary access to computer systems and other locations, as required, in order to complete a website project and until all due funds are cleared, including the necessary read/write permissions, usernames and passwords. The customer also agrees to allow Paper Bridge access to any computer systems, usernames and passwords required to remove data and/or sites for failure to comply with these Terms and Conditions. The customer agrees to supply Paper Bridge with all necessary materials, electronic, or otherwise, required to create and complete the project, and to supply them in a timely manner.
10.6 Design Project Completion
Paper Bridge considers the design project complete upon receipt of the customer’s signed Approval form or signoff email. Other services such as printing, display panel production, filmwork, website uploading, publishing etc either contracted on the client’s behalf constitute a separate project and can be treated as a separate charge.
10.7 Design Credits
The customer agrees to allow Paper Bridge to place a small credit on printed material exhibition displays, advertisements and/or a link to Paper Bridge own website on the customer’s website. This will usually be in the form of a small logo or line of text placed towards the bottom of the page. The customer also agrees to allow Paper Bridge to place websites and other designs, along with a link to the client’s site on Paper Bridge’s own website for demonstration purposes and to use any designs in its own publicity and portfolios.
10.8 Rights of Refusal
Paper Bridge will not include in its designs, any text, images or other data which it deems to be immoral, offensive, obscene or illegal. All advertising material must conform to all standards laid down by all relevant advertising standards authorities. Paper Bridge also reserves the right to refuse to include submitted material without giving reason. In the situation where any images and/or data that Paper Bridge does include in all good faith, and subsequently discovers is in contravention to such Terms and Conditions, the customer is obliged to allow Paper Bridge to remove the contravention without hindrance, or penalty. Paper Bridge is to be held in no way responsible for any such data being included.
10.9 Accessibility
While not specifically related to client access, we strive to design websites that meet Web Content Accessibility Guidelines (WCAG) 2.1 AA standard to ensure they are usable by people with disabilities. You are responsible for ensuring that any content you add or modify adheres to these guidelines for ongoing accessibility compliance.
11. Limitation of Liability
11.1 Disclaimer
Paper Bridge makes no warranties of any kind, express or implied, for any and all products and/or services that it supplies. Paper Bridge will not be held responsible for any and all damages resulting from products and/or services it supplies. Paper Bridge is not responsible for any loss, or consequential loss of data, or non-delivery of products or services, of whatever cause. While we take reasonable steps to investigate the materials we recommend, we accept no responsibility for the performance or quality of materials or any consequential loss arising from their failure. The customer agrees not to hold Paper Bridge responsible for any such loss or damage. Any claim against Paper Bridge shall be limited to the relevant fee(s) paid by the customer. Paper Bridge reserves the right to use the services of sub-contractors, agents and suppliers and any work, content, services and usage is bound by their Terms and Conditions. Paper Bridge will not knowingly perform any actions to contravene these and the client also agrees to be so bound. Paper Bridge and its clients agree to comply with Printers Terms and Conditions which include disclaimers for non-completion on time and the flexibility to supply quantities within 10% of the total ordered. Paper Bridge recommends that if an exact quantity is required, then 10% extra is added to the quantity and extra time made available should the job be delayed.
11.2 General Limitation of Liability
Paper Bridge will not be liable for any indirect, incidental, special, or consequential damages, including but not limited to loss of profits, data, or business interruption, arising from the use or inability to use our Services. Our total liability to you for any claim arising out of or in connection with this Agreement shall not exceed the total fees paid by you for the Services directly related to the claim.
12. General Provisions
12.1 Governing Law and Jurisdiction
The following Terms and Conditions of Service apply to all products and services provided by Paper Bridge and in the event of any dispute are governed by the laws of England. This Agreement shall be governed by and construed in accordance with the laws of England and Wales. Any disputes arising under or in connection with this Agreement shall be subject to the exclusive jurisdiction of the courts of England and Wales.
12.2 General
These Terms and Conditions supersede any previous Terms and Conditions distributed in any form. Paper Bridge reserves the right to change any rates and any of the Terms and Conditions at any time and without prior notice.
12.3 Acceptance of Terms and Conditions and Quotation
The placement of an order for design and/or any other services offered by Paper Bridge, by email, verbally or in writing, is deemed to be acceptance of these terms and conditions, which are freely available at www.paperbridge.co.uk. An estimate validated by the customer’s signature on the estimate or quotation form, or by email, constitutes acceptance of the estimate or quotation and agreement to comply fully with all the Terms and Conditions and forms a Contract for Business between the signatory and Paper Bridge.
13. Digital Asset Custodianship
These Terms and Conditions (“T&Cs”) define the rules and responsibilities governing how Paper Bridge Agency (“The Agency”) administers and holds digital and intellectual property assets on behalf of its clients (“The Client”).
13.1. Our Role as Custodian and Administrator
13.1.1 Defining Our Service
Paper Bridge provides technical and administrative management services only. We are the custodian of your assets, not the owner. Our specific duties are fully detailed in your signed Service Agreement or Statement of Work (SOW).
13.1.2 Managed Assets
The assets we administer for you typically include (but are not limited to):
• Website Assets: Domain Name registration and Website Hosting accounts.
• Email Systems: Official Brand Email accounts and administrative access.
• IP Registries: Administrative filing and maintenance for Intellectual Property (e.g., UK IPO trademarks), only when explicitly included in your SOW.
13.1.3 Your Ownership
The Client retains full legal and beneficial ownership of all third-party registered assets (e.g., Domain Names) and the final, published content.
13.2. Client Authority and Instructions
13.2.1 The Controlling Authority
To prevent disputes and ensure rapid action, The Client must designate a single individual or legal entity—the Controlling Authority—in the SOW.
13.2.2 Our Exclusive Mandate
The Agency is strictly mandated to accept and execute instructions regarding the Managed Assets only from the designated Controlling Authority.
• We will not act on instructions from shared owners, beneficial partners, or any other party unless they have been formally appointed as the Controlling Authority’s legal representative.
• This policy ensures your Brand is protected by a clear chain of command.
13.2.3 Refusal of Instructions
We reserve the right to refuse to act upon any instruction that: a. Contradicts a legal instruction we have received from the Controlling Authority. b. Appears unlawful, ambiguous, or outside the scope of our agreed SOW.
13.3. Ownership of Creative Property and Development
13.3.1 Agency-Created Property Ownership
Unless otherwise stipulated in the SOW, The Agency retains full ownership of all proprietary assets, open files, source code, designs, and development work (collectively, “Agency Property”) created, developed, or used by Paper Bridge in performing the services.
13.3.2 Client License
Upon full and final payment for the services, The Agency grants The Client a non-exclusive, royalty-free license to use the final, compiled, and published versions of the website code and design for the sole purpose of operating the website.
13.3.3 Exclusion from Handover
The Agency is not obligated to provide The Client with any Agency Property, including open source files (e.g., Photoshop/Sketch files), uncompiled code, or proprietary development environment materials, upon termination or handover, unless a separate “Source File and IP Transfer” agreement is executed and paid for.
13.4. IP and Registry Protocol
13.4.1 IP as an Administrative Service
If IP administration (such as UK IPO trademark filing/renewal) is included in your SOW, The Agency acts only as an administrative agent. We will file documents using the Client’s name as the sole legal owner of record.
13.4.2 No Legal Advice
The Agency is not a law firm. We cannot provide legal advice on IP registrability, strategy, infringement, or enforcement. The Client must retain qualified legal counsel for all such matters.
13.4.3 Fees and Renewals
The Client is solely responsible for funding all official registry fees (e.g., UK IPO renewal fees). You must provide funds to The Agency with sufficient lead time to meet official deadlines. We are not liable for the lapse of any IP rights due to late or non-payment by The Client.
13.5. Payment and Service Interruption
13.5.1 Payment Obligations
The Client must pay all fees and charges outlined in the SOW by the specified due dates. All fees are non-refundable.
13.5.2 Right to Suspend Services
The Agency reserves the right to suspend or limit access to any or all Managed Assets (including taking down the website, suspending email services, or ceasing IP maintenance) if: a. Any invoice is outstanding beyond the agreed payment terms. b. The Client breaches any other material term of the SOW or these T&Cs.
13.5.3 Termination for Cause
The Agency may terminate the SOW immediately if the Client fails to cure a payment default or any other material breach within [Insert Number, e.g., 7] days of receiving written notice from The Agency. Upon termination for cause, The Agency is not obligated to transfer or handover assets until all outstanding sums are settled.
13.6. Liability and Indemnification
13.6.1 Limitation of Liability
Our liability to The Client for any claim arising out of or related to these T&Cs or the SOW is strictly limited to the total fees paid by The Client to The Agency in the twelve (12) months immediately preceding the event that gave rise to the claim.
13.6.2 Indemnification (Protecting the Agency)
The Client agrees to hold The Agency harmless and indemnify us against any and all claims, liabilities, damages, and expenses (including reasonable legal costs) arising from:
• The content of your website or communications.
• Ownership disputes among your internal partners or beneficial owners.
13.7. Termination and Asset Handover
Upon termination of the SOW, and following the full settlement of all outstanding invoices, including any fees due under Clause 5.3, The Agency will facilitate the secure transfer of all Managed Assets (excluding Agency Property as defined in Clause 3.1) to the Controlling Authority or a designated third-party agent.