Terms and conditions

The following Terms and Conditions of Service apply to all products and services provided by Paul Hailes Design (hereinafter referred to as PHD) and in the event of any dispute are governed by the laws of England. All work is carried out by PHD on the understanding that the client has agreed to our terms and conditions.

Project Acceptance

At the time of proposal, PHD will provide the customer with a written estimate or quotation by email. These Terms and Conditions can be read at any time on the PHD 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 PHD.

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. PHD Terms & Conditions govern the project.

Design Charges

Charges for design services to be provided by PHD will be set out in the written estimate or quotation that is provided to the customer. Unless otherwise agreed, 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.

Source Files

PHD will supply proofs and PDF files as appropriate for printing, or other graphic files as detailed in the project scope.

Unless otherwise agreed, charges for design work do not cover the release of our design source files, including but not restricted to Adobe files or other source files or raw code; if the Client requires these files for transfer to an in-house or other external designer these must be requested in advance, a additional fee may be payable.

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.


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 are to be made by online transfer.

Unless otherwise agreed, publication and/or release of work undertaken by PHD on behalf of the client, may not take place before cleared funds have been received.


An account shall be considered default if it remains unpaid for 30 days from the date of invoice. Customers whose accounts become default agree to pay all PHD‘s reasonable legal and accounting expenses and third party collection agency fees in the enforcement of the debt and these Terms and Conditions.

Copyrights and Trademarks

By supplying text, images and other data ‘to’ PHD 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. By supplying images, text, or any other data to PHD, the customer grants PHD permission to use this material freely in the pursuit of the design.

Unless otherwise agreed prior to commencing work, copyright is retained by PHD on all design work including words, pictures, ideas, visuals and illustrations, unless specifically released in writing and after all costs have been settled. 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 PHD, the necessary permission to use materials (for which PHD holds the copyright) in forms other than for which it was originally supplied, and PHD 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 PHD, unless otherwise agreed in writing.

Should PHD, 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 PHD to remove and/or replace the file on the site.

The customer agrees to fully indemnify and hold PHD 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.

Some design work includes the use of stock photography, graphical assets, vector files, logos, illustrations, video and music files (eg, Shutterstock, iStock, Getty Images). In these instances PHD will ensure the fees are paid and any subsequent use of the aforementioned assets are paid for and royalty free. These assets are available to buy and therefore not exclusively for use by PHD and its customers.

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 PHD, unless specifically agreed in writing.


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 PHD holds no responsibility for any amendments made by any third party, before or after a design is published.


Any design, copywriting, drawing, idea or code created for the customer by PHD, 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 PHD and any of its relevant sub-contractors.

Data Formats

The client agrees to PHD’s definition of acceptable means of supplying data to the company.

Text is to be supplied to PHD in electronic format as standard text (.txt), MS Word (.docx) or via e-mail/shared folder.

Images which are supplied in an electronic format are to be provided in a format as prescribed by PHD via e-mail / FTP. Images must be of a quality suitable for use without any subsequent image processing, and PHD will not be held responsible for any image quality which the client later deems to be unacceptable.

PHD 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.

Design Project Duration

Any indication given by PHD of a design project’s duration is to be considered by the customer to be an estimation. PHD 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 PHD for the initial payment or by date confirmed in writing by PHD.


The customer agrees to supply PHD with all necessary materials, electronic, or otherwise, required to create and complete the project, and to supply them in a timely manner.

Project Completion

PHD considers the design project complete upon receipt of the customer’s signed Approval form or sign off email. Other services such as printing, display panel production, film work, website uploading, publishing etc either contracted on the client’s behalf constitute a separate project and can be treated as a separate charge.

Website design only

PHD require that a design is approved by the customer before development of a site commences. Once the designs for the web site are approved by the customer, development 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, PHD will provide the customer with the opportunity to review the work. Unless otherwise agreed, PHD 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. Any minor changes can be notified to PHD by e-mail. PHD 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.

Hosting websites

PHD offers a limited hosting services through an out-sourced virtual server 1&1 IONOS Ltd. PHD does not guarantee continuous service and will accept no liability for loss of service, whatever the cause.

PHD may request that clients change the type of hosting account used if that account is deemed by PHD to be unacceptable because of poor service, lack of bandwidth or in any other way insufficient to support the website. Fees for hosting on PHD’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 PHD are not liable for their payment, nor for the renewal of domain names, which are the sole responsibility of the customer/domain owner.

Domain Registration

PHD cannot guarantee the availability of any domain name. Where PHD 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.

Search Engine Submission

Due to the infinite number of considerations that search engines use when determining a site’s ranking, PHD 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. If required, PHD recommend that customers use a professional SEO company and are happy to provide details of such companies, but accept no responsibility for their services.

Design Credits

The customer agrees to allow PHD to place a small credit on printed material exhibition displays, advertisements and/or a link to PHD’s own website on the customer’s website. This will usually be in the form of a small line of text placed towards the bottom of the page.
The customer also agrees to allow PHD to place websites and other designs, along with a link to the client’s site on PHD’s own website for demonstration purposes and to use any designs in its own publicity and portfolios.

Rights of Refusal

PHD 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. PHD also reserves the right to refuse to include submitted material without giving reason. In the situation where any images and/or data that PHD does include in all good faith, and subsequently discovers is in contravention to such Terms and Conditions, the customer is obliged to allow PHD to remove the contravention without hindrance, or penalty. PHD is to be held in no way responsible for any such data being included.


Cancellation of orders may be made initially by telephone contact, or e-mail, however, following this, PHD 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.


PHD makes no warranties of any kind, express or implied, for any and all products and/or services that it supplies. PHD will not be held responsible for any and all damages resulting from products and/or services it supplies. PHD 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 PHD responsible for any such loss or damage. Any claim against PHD shall be limited to the relevant fee(s) paid by the customer.

PHD reserves the right to use the services of sub-contractors, agents, photo/graphical asset libraries, suppliers and any work, content, services and usage is bound by their Terms and Conditions. PHD will not knowingly perform any actions to contravene these and the client also agrees to be so bound.

PHD is not responsible for any loss, or consequential loss, non-delivery of products or services, of whatever cause. The customer agrees not to hold PHD responsible for any such loss or damage. Any claim against PHD shall be limited to the relevant fee(s) paid by the customer.


These Terms and Conditions supersede any previous Terms and Conditions distributed in any form. PHD reserves the right to change any rates and any of the Terms and Conditions at any time and without prior notice.

Acceptance of Terms and Conditions and Quotation

The placement of an order for design and/or any other services offered by PHD, by email, verbally or in writing, is deemed to be acceptance of these terms and conditions, which are freely available at www.paulhailes.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 PHD.

Registered office:
16 Wivenhoe Business Centre


E: paul@paulhailes.co.uk

T: 07761 995 189