Terms & Conditions & Privacy
Quotes and Pricing
All estimates/quotes are based on our understanding of your requirements and as per given time-frame.
Any changes to the functionality including micro-improvements may incur additional costs accordingly. Please ensure and clarify our understanding in an email, or a face-to-face or telephone meeting.
By accepting a quote, you agree to and accept the terms and conditions of VirtualWhat.biz - this can be verbal, by email, or by payment of a deposit. For additional sites requested with no formal quote, standard pricing will be utilised.
Excessive phone discussions and numbers of emails also take time to reply to. As a digital agency, we are able to keep prices down with reduced requirements for meetings, whether in person or by phone. If you request a face-to-face meeting, we will invoice for both the meeting time and travel to and from the meeting place.
Urgent requests can be accommodated; we charge a premium for completing work in a shorter than expected timeframe and for weekend/holiday work.
Our fees and charges for all work is based on your requirements. Regular customers may receive discounts from time-to-time based on phone or email discussions.
Clients must ensure that we have included all requirements in the quotes/proposals/estimates and that we fully understand their requirements. Clients must provide us with clear guidelines of requirements, or specific details they may require. When such details are not provided, we will proceed with our understanding of the requirements and invoice accordingly.
At a later stage, if a discrepancy arises, it may lead to additional costs to accommodate the changes. Thus, it is essential that you clarify every aspect of your job requirements and ensure that you have been quoted on the right requirements.
Any complexity related to specific tasks must be advised in advance and included in the proposal for costing purposes. We operate in good faith and rely on our clients to disclose the full picture at the time of quotation. Any discrepancy in time and costs arising due to unclear requirements will be invoiced over and above the original quote.
Timeframe
VirtualWhat.biz will make every effort to complete the project/changes in the given timeframe. Reasonable delays are accepted if functionalities are redefined or modified.
Any delays at client’s end may delay the project and proposed timeframes and may incur additional costs. This includes the provision of content including images and text. Website/application content and all related materials need to be provided to us within the first two weeks of starting the project. Any delays thereafter may delay the project and may incur additional charges if it goes beyond a reasonable timeframe, usually considered to be one month.
Any bugs (programming errors) reported during or within 3 months of development does not attract additional charges.
Any re-work on an already completed task will attract additional charges, as will any changes in the design after the design approval.
Any modifications requested during the development or after the site is live will incur additional charges.
All additional work, over and above the estimates is charged separately. Under no circumstances will VirtualWhat.biz be liable for any delays caused by changes in the project brief.
You must supply all materials and information required by us to complete the work in accordance with any agreed specification. Such materials may include but are not limited to, photographs, written copy, pricing, and logos. Where there is any delay in supplying these materials to us which leads to a delay in the completion of work, we have the right to extend any previously agreed deadlines by a reasonable amount.
Where you fail to supply materials, and that prevents the progress of the work, we have the right to invoice you for any part or parts of the work already completed.
If you require the project to be put on hold, please advise us in writing in advance. To put the project on hold without incurring additional charges, we will need the account to be up to date based on the work done. Further details can be discussed if such a situation arises.
Third-Party Costs and Timing
Depending upon the functionalities required, there may be 3rd party components such as Third-Party Payment Gateways or SSL certificates involved in building a website/application. Although VirtualWhat.biz does its best in recognising the suitability of any such component, any unforeseen limitations of 3rd party components are beyond our control. Any third-party component purchase costs (such as SSL, Payment gateway, Google Adwords, Plug-in licenses etc) are not included in our quotes.
VirtualWhat.biz takes no responsibility for any open source products such as Wix.com, WordPress, Open Source carts, Joomla etc. It is clients responsibility to update all components and third-party software. We suggest you take regular back-ups to avoid any disruptions.
Responsive/multi-device compatible web pages are tested on iPhones. If you require testing to be done on any other device, please discuss it in advance.
The client must recognize that at times there may be unforeseen circumstances that will delay the development process, particularly with reference to the integration of third-party software. We will try our best to complete the project as agreed in the proposal. As long as it is within a reasonable period, the client agrees not to penalize us for any genuine delay, when every effort to keep the project on the proposed schedule is taken.
Hosting & Domain Name Charges
VirtualWhat.biz generally builds their websites/applications using the Wix.com website builder which sits on the Wix.com hosting server. All of our quoted prices include the first year's Hosting and Domain Name charges, and the client will be liable for all future ongoing hosting and domain name costs.
If not using the Wix.com builder then the Hosting & Domain Name charges are not included in the quotations unless mentioned. VirtualWhat.biz will organise an appropriate hosting solution if required, a quote will be submitted. Where clients decide to organise their own hosting, we should be consulted before finalising the type of hosting and database, as it should meet the requirements of the technology used for the development.
Please note that we’ll require full access with hosting support for testing and deploying the application. VirtualWhat.biz will not be liable for any delays or errors caused by direct or indirect actions of the hosting company. If you purchase hosting without discussing this with us, we cannot be liable for any further hosting you may require related to the platform used.
Notwithstanding any other provision in the agreement, in consideration of the Customer entering into this agreement with VirtualWhat.biz, upon full payment of any outstanding invoices, VirtualWhat.biz will grant an unconditional license to the Customer to reproduce, publish, communicate, use, exploit, vary, or otherwise deal with 1) the graphics, 2) texts and 3) images used in the published website and associated of form and functionality. This will not include the intellectual property relating to the production of the website including the digital strategies, programming codes, database structures, scripts, forms or functionalities.
Domain registration/renewal etc charges are not included as a part of any project/proposal unless mentioned otherwise. If required, a quote for this will be submitted separately.
Cancellation
VirtualWHat.biz reserves the right to negotiate and refund an appropriate portion of the amount paid by customer towards the requested service. If you cancel your order after making the payment, but the work has not commenced, we will refund 75% of the payment (or deposit) that you have already made. If the order is cancelled within 7 days after the commencement of work, the maximum refund or charge will be 50% of the invoice.
There will be no refund or adjustments if cancellation is called when more than 50% of the work has been completed. All cancellations must be received in writing and can be sent via email. Telephone requests on cancellations will not be accepted.
For minor or once-off works, payments need to be made either in advance or as per the terms mentioned in the invoice/proposal. If you require any changes to the terms, you must inform us in writing (emails accepted) within two working days of the receipt of the same.
Late fees and charges: All outstanding invoices will incur a late payment fee of 10% of the pending amount and an administration fee of $5.50 per month, from the due date.
Payment Terms
VirtualWhat.biz is a small business with associated cash flow issues. Payment of invoices is due within 7 days of receipt. Action will be taken within 21 days of non-payment.
Recurring Payments
Payments for hosting and other costs are invoiced through email, Zoho or Waveapp. Credit card details will be held on file through those platforms - not in our systems - for ongoing monthly hosting and other charges.
Due date
Is the date on which the payment is due as per the terms on the invoice/proposal.
Outstanding Invoice
An invoice is deemed to be outstanding if the payment is still due after 14 days of the expiry of the due date.
Debt Collection
The client is provided a further 7 days to pay after this the late payment fee is applied to pay the invoice. Failure to pay will result in the outstanding amount referred to a debt collector. Any charges associated with the recovery of the outstanding amount (debt collectors, administration charges, legal fees) will be referred to the client for processing. VirtualWhat.biz will not be liable for any costs or charges associated with the recovery of the outstanding amount.
Disputes
In an event of a dispute, VirtualWhat.biz reserves the right to charge the client in full for the work done as well as for the resources spent in managing the dispute. In such an event, VirtualWhat.biz reserves the right to charge the client without honouring any discounts that were previously honoured in good faith. Under no circumstances will VirtualWhat.biz be liable for any damages arising from misrepresentation or misinformation.
Communication
All communications/correspondences are generally done via email. It is the client’s responsibility to keep us updated with their relevant email addresses.
Privacy Policy
Just like you can rely on us for the web services, you can rely on us for privacy services too!
At VirtualWhat.biz, we take your privacy as our priority. Following details are outlined while you associate with us:
Your Private Information:
The mandatory information of yours that is required by us to process your web design should be accurate, true and latest as on that time of ordering.
We also see to the matter if you use the information provided by us in any case. We record this information to keep a track on traffic patterns and for your interests.
Security of the information:
All the information you provide to us is stored in the system that is designed to be safe from the loss, misuse, disclosure, destruction and unauthorised access of the data. The information provided during the payment gateways such as debit and credit card pins and details are encrypted, to maintain the maximum security.
100% Satisfaction Guarantee
We rework the ordered design and keep on revising it until you are 100% satisfied (depending upon your package).