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Terms of Service

Troubador Websites Service
A service offered by Troubador Publishing Ltd
Company Registration Number: 03233109

Last Updated: November 2024

1. About These Terms

These Terms of Service ("Terms") govern your use of the Troubador Websites service ("Service"), a service offered by Troubador Publishing Ltd ("we", "us", "our", "Troubador"), company registration number 03233109.

By signing up for our Service and making payment, you ("you", "your", "Customer", "Author") agree to be bound by these Terms.

All prices listed are exclusive of VAT unless otherwise stated.

2. The Service

2.1 What We Provide

We design, develop, and host websites for authors. Our Service includes:

  • Design and development of a custom website
  • Hosting on our selected platform (currently Netlify)
  • Access to our content management system (Netlio CMS)
  • Domain management (where applicable)
  • First year of hosting, management, and support
  • Ongoing technical support

2.2 Basic Website Package

The basic website package (£349+VAT, VAT applicable to UK residents only) includes:

  • Basic book information (cover, synopsis, retailer links, title, subtitle)
  • Multiple books can be featured
  • Author biography with photos
  • Social media profile links
  • Additional written content as agreed
  • SEO optimization (keyword targeting, meta descriptions, robots.txt, sitemap)
  • Mobile responsive design
  • Global content delivery via CDN
  • Cloudflare Turnstile protection on forms

2.3 Optional Features

Additional features are available at extra cost as detailed in our service overview documentation and current pricing schedule. These include but are not limited to:

  • Contact form (£50+VAT)
  • Blog (£125+VAT)
  • Your Writing section (£125+VAT)
  • Reviews page (£100+VAT)
  • Quiz (£80+VAT)
  • Q&A section (£80+VAT)
  • Interactive excerpt (£80+VAT)
  • Gallery (£100+VAT)
  • Activities page (£100+VAT)
  • Website email address (£50+VAT)
  • Website analytics setup (£50+VAT)
  • Newsletter setup (£50+VAT)
  • Proofreading (£80+VAT)

Prices are subject to change. The price agreed at the time of signing up will be honoured for that specific project.

3. The Development Process

3.1 Signing Up

To sign up for the Service, you must complete our online questionnaire at https://websites.troubador.co.uk/get-started, providing:

  • Your name and email address
  • Preferred website address (domain)
  • Website brief
  • Desired optional features

3.2 Payment

Payment for the initial website build (including any optional features) must be made in full before development begins. Payment will be arranged by our appointed representative.

3.3 Timeline

Development typically takes 2-4 weeks from receipt of all required content, depending on project scope and workload. This timeline is an estimate and not a guarantee. We will keep you informed of progress throughout.

Timelines depend on the timely provision of content and feedback from you. Delays in supplying content or approving changes will extend the project timeline accordingly.

3.4 Your Responsibilities

You agree to:

  • Provide content that does not infringe on any third-party rights
  • Ensure all content is accurate and appropriate
  • Review and approve designs and content before launch

3.5 Design Revisions

You may request multiple revisions to the initial design until you are satisfied, provided they remain within a reasonable scope. What constitutes reasonable will be determined at our discretion. If a design has been approved and you later request a significantly different direction or substantial changes beyond the agreed scope, additional charges may apply.

Requests that substantially exceed the original agreed scope, or repeated rounds of revisions beyond what is reasonable, may be treated as additional work.

3.6 Website Launch

Your website will go live once:

  • The design has been approved by you
  • You are comfortable using the CMS
  • All third-party services have been configured (if applicable)
  • The domain has been secured and configured

4. Domains

4.1 Domain Inclusion

A standard .co.uk or .com domain (or domains of equivalent or lower cost) is included in the Service.

4.2 Domain Surcharges

A surcharge may apply if:

  • You choose an expensive domain (such as .ai TLD)
  • You request multiple domains to point to the same website (which we actively discourage for SEO reasons)

4.3 Existing Domains

If you already own a domain you wish to use:

  • No discount applies to the Service fee, as configuration time typically matches the cost of securing a new domain
  • You must provide access to your domain registrar or follow our instructions to configure the domain yourself

4.4 Domain Management

We strongly recommend allowing us to manage your domain through our Cloudflare account. This provides:

  • Enhanced security features
  • Simplified DNS management
  • Automatic renewal as part of the Service

4.5 Domain Renewal

If we manage your domain, renewal costs are included in the annual website renewal fee. If you retain ownership of your domain, you are responsible for ensuring it remains renewed.

4.6 Domain Transfer

If you wish to transfer your domain away from us at any time:

  • This can be done free of charge if you provide necessary information (such as IPS tag) without requiring our assistance
  • If you require assistance with the transfer, additional charges may apply
  • If you have an email address using the domain, you are responsible for migrating emails to your new provider

5. Content Management System (CMS)

5.1 CMS Access

You will be provided with access to our CMS, which allows you to update and manage existing content on your website.

5.2 CMS Limitations

The CMS allows you to update existing content only. You cannot:

  • Add new pages or sections
  • Change the design or layout of the website
  • Add functionality not already present

For such changes, please contact us for a quote.

5.3 Supported Media

The CMS accepts PNG, JPG, JPEG, WEBP, and GIF images. Images should have sufficient resolution (typically 800x800px or larger). We will automatically optimize images for web performance.

Videos cannot be uploaded directly to the CMS. Videos should be hosted on platforms like YouTube or Vimeo and then embedded.

5.4 Storage Limits

There is no hard limit on the amount of content and data stored in the CMS, provided usage remains reasonable.

5.5 Multiple Accounts

Multiple CMS accounts can be provided where appropriate (for example, for co-authors or delegated website managers).

6. Intellectual Property and Copyright

6.1 Your Content

You retain all rights to the content you provide (text, images, etc.). You grant us a license to use this content solely for the purpose of creating and displaying your website.

6.2 Your Responsibilities

You warrant that:

  • All content you provide is either owned by you or you have permission to use it
  • Your content does not infringe on any third-party intellectual property rights
  • Your content does not violate any laws or regulations

You are solely responsible for any copyright breaches or legal issues arising from content displayed on your website. Troubador Publishing Ltd and Troubador Websites accept no liability for content you provide or display.

6.3 Our Work

We retain intellectual property rights in:

  • The website design and code
  • The CMS software
  • Any custom functionality developed

However, upon full payment, you receive a perpetual license to use the website for its intended purpose.

6.4 Files Upon Cancellation

If you cancel the Service, we will provide you with:

  • The website project files (Nuxtjs project)
  • A JSON file containing all CMS data

However, without our hosting and CMS, you will need to arrange your own hosting and technical setup elsewhere.

7. Post-Launch Support and Additional Work

7.1 Ongoing Support

Ongoing support is included as part of the annual renewal. This covers:

  • Technical assistance
  • Bug fixes
  • Security patches
  • Software updates and upgrades
  • General website support queries

7.2 Additional Development Work

Post-launch development work is charged at £40+VAT per hour, rounded to the nearest half hour.

This includes:

  • Email correspondence (where excessive or time-intensive)
  • Accessing and editing website files
  • Development work
  • Testing
  • Setting up preview links
  • Providing feedback opportunities

7.3 Estimates

We will provide estimates for additional work, but actual time required may vary. Simple text changes or single image additions typically take under 30 minutes, but multiple iterations or unclear instructions may extend this.

7.4 Optional Features Post-Launch

You may add any optional features after launch at the same prices offered during initial development.

7.5 Response Times

We typically respond to queries within 24 hours, occasionally up to 48 hours. We are generally available Monday to Friday, 9am to 5pm.

8. Website Email Address Service

8.1 Email Hosting

If you opt for a website email address (£50+VAT setup), it will be hosted with Namecheap's Private Email service, including:

  • One mailbox with 5GB storage
  • DKIM, SPF, and DMARC configuration
  • Access via privateemail.com or your preferred email client
  • Setup assistance if required

8.2 Email Renewal

The email address requires annual renewal at £50+VAT per year (or £100+VAT for two years), included in your overall website renewal fee.

8.3 Email Migration

If you cancel the Service or let your website lapse, you are responsible for migrating any emails from the mailbox to a new provider.

9. Third-Party Services

9.1 Third-Party Integrations

We may assist with setting up third-party services such as:

  • Google Analytics
  • Mailchimp newsletter service
  • Video hosting (YouTube, Vimeo)

9.2 Your Responsibility

You are responsible for:

  • Creating and managing accounts with these third-party services
  • Complying with their terms of service
  • Any costs associated with these services
  • The security of your accounts

We are not liable for any issues arising from third-party services.

10. Renewals

10.1 First Year

The first year of hosting, management, and support is included in the initial fee.

10.2 Annual Renewal

After the first year, the website requires annual renewal. Renewal costs are:

  • Base website: £160+VAT per year, or £250+VAT for two years
  • Website email address: £50+VAT per year, or £100+VAT for two years
  • Domain surcharge (if applicable): as quoted, no two-year discount available

10.3 What's Included in Renewal

Annual renewal includes:

  • Website hosting
  • Website management
  • Bug fixes and security patches
  • Software updates and upgrades
  • Domain renewal (if managed by us)
  • Email hosting renewal (if applicable)
  • Ongoing developer support

10.4 Renewal Process

We will send a renewal reminder 60 days before your renewal date. Once you confirm you wish to renew, we will send an invoice. The website will be renewed once payment is received.

10.5 Non-Renewal

If you choose not to renew:

  • Your website will be taken offline
  • You will lose access to the CMS
  • You may request website files and CMS data
  • You may request domain transfer (see Section 4.6)

10.6 Late Renewal and Data Deletion

If you wish to renew your website after the renewal expiry date has passed, the website can still be recovered and restored; however, an additional fee of £50+VAT will apply. A recovery and restoration fee of £50+VAT applies to cover the time required to reinstate the website.

If the website is not renewed within 90 days of the expiry date, the website and all associated files and data will be permanently deleted. After this point, the website cannot be restored.

11. Refunds and Cancellations

11.1 Full Refund

A full refund is available until we begin work on the initial design of your website.

11.2 Partial Refund

Once we have started work on the initial design, only a partial refund may be available. This will be assessed on a case-by-case basis to ensure fair compensation for work completed.

11.3 Assets Provided

If you request a refund, you will still receive any files and assets created by us up to that point.

11.4 No Refund for Renewals

Renewal fees are non-refundable once paid, as they cover a full year (or two years) of service.

12. Limitations and Disclaimers

12.1 Service Availability

While we strive for 100% uptime, we cannot guarantee uninterrupted website availability. We are not liable for:

  • Downtime due to hosting provider issues
  • Internet connectivity issues
  • Third-party service failures
  • Force majeure events

12.2 Search Engine Rankings

We provide SEO optimization, but we cannot guarantee:

  • Specific search engine rankings
  • Traffic levels to your website
  • Indexing timeframes

Search engine algorithms are outside our control. New websites typically take several days to several weeks to be indexed, and authority builds over time.

12.3 Website Effectiveness

A website is a marketing tool that requires active promotion. We are not responsible for:

  • Lack of traffic to your website
  • Sales or marketing results
  • The effectiveness of your marketing efforts

Your website will require active promotion through social media, events, networking, and other marketing channels to drive traffic.

12.4 Content Responsibility

You are solely responsible for:

  • All content displayed on your website
  • Ensuring content is legal and does not infringe rights
  • The accuracy of information provided
  • Compliance with all applicable laws and regulations

12.5 Technology Limitations

Our websites are built using specific technologies (Nuxtjs, Vue.js, Netlify, Netlio CMS). We cannot:

  • Migrate websites built on other platforms (WordPress, etc.)
  • Guarantee compatibility with all possible third-party services
  • Support technologies outside our technology stack

13. Warranties and Liability

13.1 Our Warranties

We warrant that:

  • We will provide the Service with reasonable care and skill
  • The website will be functionally similar to the agreed design
  • We have the right to provide the Service

13.2 Your Warranties

You warrant that:

  • All information you provide is accurate
  • You have the right to use all content you provide
  • You will not use the Service for any unlawful purpose

13.3 Limitation of Liability

To the maximum extent permitted by law:

  • Our total liability to you shall not exceed the amount you have paid us for the Service
  • We are not liable for any indirect, consequential, or special damages
  • We are not liable for loss of profits, data, or business opportunities
  • We are not liable for content you provide or display on your website

13.4 Exceptions

Nothing in these Terms excludes or limits our liability for:

  • Death or personal injury caused by our negligence
  • Fraud or fraudulent misrepresentation
  • Any other liability that cannot be excluded by law

14. Data Protection

14.1 Privacy

We process your personal data in accordance with UK data protection laws (GDPR and Data Protection Act 2018).

14.2 Data We Collect

We collect and process:

  • Contact information (name, email, phone)
  • Payment information
  • Website content you provide
  • Technical data (website analytics, CMS usage)
  • Communication records

14.3 How We Use Your Data

We use your data to:

  • Provide the Service
  • Communicate with you
  • Process payments
  • Improve our services
  • Comply with legal obligations

14.4 Data Retention

We retain your data for as long as you use the Service and for a reasonable period afterward for legal and business purposes.

14.5 Your Rights

You have the right to:

  • Access your personal data
  • Correct inaccurate data
  • Request deletion of your data (subject to legal obligations)
  • Object to processing
  • Data portability

14.6 Contact for Data Matters

For data protection queries, contact: websites@troubador.co.uk

15. General Terms

15.1 Changes to Terms

We may update these Terms from time to time. We will notify you of material changes by email. Continued use of the Service after changes constitutes acceptance.

15.2 Assignment

You may not transfer or assign your rights under these Terms without our written consent. We may assign our rights and obligations to another entity.

15.3 Entire Agreement

These Terms, together with our service overview documentation and any written agreements, constitute the entire agreement between us.

15.4 Severability

If any provision of these Terms is found to be unenforceable, the remaining provisions will continue in full effect.

15.5 Waiver

Our failure to enforce any right or provision does not constitute a waiver of that right or provision.

15.6 No Partnership

Nothing in these Terms creates a partnership, agency, or employment relationship between us.

15.7 Force Majeure

We are not liable for failure to perform our obligations due to circumstances beyond our reasonable control.

16. Dispute Resolution

16.1 Governing Law

These Terms are governed by the laws of England and Wales.

16.2 Jurisdiction

Any disputes will be subject to the exclusive jurisdiction of the courts of England and Wales.

16.3 Informal Resolution

Before initiating any formal proceedings, we encourage you to contact us to resolve any issues informally.

17. Contact Information

Service Provider:
Troubador Publishing Ltd
Company Registration Number: 03233109
Registered in England and Wales

Contact:
Stephanie Carr
Email: stephanie_carr@troubador.co.uk

Service Website:
https://websites.troubador.co.uk

18. Acceptance

By signing up for the Troubador Websites service and making payment, you confirm that:

  • You have read and understood these Terms
  • You agree to be bound by these Terms
  • You have the authority to enter into this agreement

End of Terms of Service