Terms & Conditions

The following terms and conditions apply to all services, including website development and design services, (the Services) provided by IT MONKS SP Z O. O.  to the Client, in conjunction with any relevant quotation provided to the Client by IT Monks (Terms), unless otherwise agreed in writing. Acceptance of a quote, purchase, and/or use of the Services shall be considered acceptance of the Terms.

1. Charges

Charges for the Services are defined in the project quotation that the Client receives from IT Monks via email. Quotations are valid for a period of 30 days. IT Monks reserves the right to alter a quotation or decline to provide the relevant Services after the expiry of the 30 days.

Unless agreed otherwise with the Client, all website design and development services require an advance payment of a minimum of thirty (30) percent of the project quotation total before the work commences. The second payment of forty (40) percent is required after the client review and design sign-off stage, with the remaining percentage of the project quotation total due upon completion of the work, prior to upload to the server or release of materials.

The Client agrees to reimburse  IT Monks for any additional expenses necessary for the completion of the work. Expenses may include (but are not limited to) the purchase of domain names, special fonts, and stock photography.

Prices do not include VAT.

2. Invoicing and payment

IT Monks shall submit invoices in line with the timescales above. Invoices are normally sent via email, but hard copy invoices are available on request. Payment is due on receipt of the invoice by the Client.

Payment for services is due by cheque or bank transfer. Cheques should be made payable to  IT MONKS SP Z O. O. Bank details will be made available on invoices.

If the Client fails to make any payment due to IT Monks by the due date for payment, then, without limiting IT Monks’ remedies under or in connection with these terms and conditions, IT Monks reserves the right to cancel a contract, even if it was signed after the deadline.

Accounts unpaid thirty (30) days after the date of invoice will be considered in default. If the Client in default maintains any information or files on IT Monks’ web space, IT Monks will, at its discretion, remove all such material from its web space. IT Monks is not responsible for any loss of data incurred due to the removal of the service. Removal of such material does not relieve the Client of the obligation to pay any outstanding charges assessed to the Client’s account.

3. Change Control Process

As part of our project management process, we include a change control process. This will come into effect if your needs change or you find you need additional features after a website scope document has been signed off or we have moved on to the design phase of your project.

We ask you to fill in a simple form and we assess whether the change is possible at the stage it has been requested, if it can be included as part of the website costs or whether it will incur an extra cost. This helps to keep the project on track and within budget.

4. Client Review

IT Monks will provide the Client with an opportunity to review the appearance and content of the website during the design phase and once the overall website development is completed. At the completion of the project, such materials will be deemed to be accepted and approved unless the Client notifies IT Monks otherwise within ten (10) days of the date the materials are made available to the Client.

5. Turnaround Time and Content Control

IT Monks will install and publicly post or supply the Client’s website by the date specified in the project proposal, or at the date agreed with the Client upon IT Monks receiving initial payment, unless a delay is specifically requested by the Client and agreed by IT Monks.

In return, the Client agrees to provide IT Monks promptly with all necessary co-operation, information, materials, and data, access to staff, and timely decision-making which may be reasonably required by IT Monks for the performance of the Services. This shall include the Client delegating a single individual as a primary contact to aid IT Monks with progressing the commission in a satisfactory and expedient manner.

During the project, IT Monks will require the Client to provide website content; text, images, movies and sound files, along with any relevant background information.

6. Failure to provide required website content

IT Monks is a small business, and to remain efficient we must ensure that the work we have programmed is carried out at the scheduled time. On occasions, we may have to reject offers for other work and inquiries to ensure that your work is completed at the time arranged.

This is why we ask that the Client provides all the required information in advance. On any occasion where progress cannot be made with the Client’s website because we have not been given the required information in the agreed time frame, and we are delayed as result, we reserve the right to impose a surcharge of up to 25% of the Charges. If the Services involve Search Engine Optimisation we need the text content for the Client’s site in advance so that the SEO can be planned and completed efficiently.

If the Client agrees to provide us with the required information and subsequently fails to do within one week of project commencement we reserve the right to close the project and the balance remaining becomes payable immediately. Simply put, do not give us the go-ahead to start until you are ready to do so.

NOTE: Text content must be delivered as a Microsoft Word, Google Doc, Miro Board, email (or similar) document with the pages in the supplied document representing the content of the relevant pages on your website. These pages must have the same titles as the agreed website pages. Contact us if you need clarification on this.

Using our content management system the Client is able to keep your content up to date itself.

7. Web Browsers

IT Monks make every effort to ensure websites are designed to be viewed by the majority of visitors. Websites are designed to work with the most popular current browsers (e.g. Firefox, Google Chrome, Safari). The Client agrees that IT Monks cannot guarantee correct functionality with all browser software across different operating systems.

IT Monks cannot accept responsibility for web pages which do not display acceptably in new versions of browsers released after the website has been designed and handed over to the Client. As such, IT Monks reserves the right to quote for any work involved in changing the website design or website code for it to work with updated browser software.

8. Termination

Termination of services by the Client must be requested in a written notice and will be effective on receipt of such notice. Email or telephone requests for termination of services will not be honored until and unless confirmed in writing. The Client will be invoiced for work completed to the date of first notice of cancellation for payment in full within thirty (30) days.

9. Indemnity

All IT Monks services may be used for lawful purposes only. The Client agrees to indemnify and hold harmless IT Monks against all damages, losses, and expenses arising as a result of any and all actions or claims resulting from the Client’s use of IT Monks’ service.

10. Confidentiality

Each party (the Receiving Party) shall use its reasonable endeavours to keep confidential all information and documentation disclosed by the other party (the Disclosing Party), before or after the date of these Terms, to the Receiving Party or of which the Receiving Party becomes aware which in each case relates to any software, operations, products, processes, dealings, trade secrets or the business of the Disclosing Party (including without limitation all associated software, specifications, designs and graphics) or which is identified by the Disclosing Party as confidential (the Confidential Information) and will not use any Confidential Information for any purpose other than the performance of its obligations under these Terms. The Receiving Party shall not disclose Confidential Information to any third party without the prior written consent of the Disclosing Party. This clause shall survive the termination of these Terms for whatever cause.

During the term of these Terms the Receiving Party may disclose the Confidential Information to its employees and sub-contractors (any such person being referred to as the Recipient) to the extent that it is reasonably necessary for the purposes of these Terms. The Receiving Party shall procure that each Recipient is made aware of and complies with all the Receiving Party’s obligations of confidentiality under these Terms as if the Recipient was a party to these Terms.

The obligations in this clause 10 shall not apply to any Confidential Information which is:

• at the date of these Terms already in, or at any time after the date of these Terms comes into, the public domain other than through breach of these Terms by the Receiving Party or any Recipient;
• furnished to the Receiving Party or any Recipient without restriction by a third party having a bona fide right to do so;
• required to be disclosed by the Receiving Party by law or regulatory requirements, provided that the Receiving Party shall give the Disclosing Party as much notice as reasonably practicable of the requirement for such disclosure.

All tangible forms of Confidential Information, including, without limitation, all summaries, copies, excerpts of any Confidential Information whether prepared by the Disclosing Party or not, shall be the sole property of the Disclosing Party, and shall be immediately delivered by the Receiving Party to the Disclosing Party upon the Disclosing Party’s request or the termination of these Terms (whichever is earlier). The Receiving Party shall not copy, reproduce, publish or distribute in whole or in part any Confidential Information without the prior written consent of the Disclosing Party.

11. Data protection

For the purposes of this clause, Data Protection Law means the General Data Protection Regulation (EU) 2016/679, the Data Protection Act 2018, any other data protection and/or privacy laws applicable to IT Monks, and any applicable laws replacing, amending, extending, re-enacting or consolidating the above from time to time.

Both parties will comply with all applicable requirements of the Data Protection Law. This clause is in addition to and does not relieve, remove or replace, a party’s obligations or rights under Data Protection Law.

The Client will comply with the Data Protection Law in connection with the collection, storage, and processing of personal data (which shall include you providing all the required fair processing information to, and obtaining all necessary consent from, data subjects), and the exercise and performance of your respective rights and obligations under these terms and conditions, including all instructions given by the Client to IT Monks and maintaining all relevant regulatory registrations and notifications as required under Data Protection Law.

The parties acknowledge that if IT Monks processes any personal data on the Client’s behalf when performing its obligations under this agreement, the Client is the controller and IT Monks is the processor for the purposes of Data Protection Law.

The scope, nature, and purpose of processing by IT Monks, the duration of the processing, and the types of personal data and categories of the data subject are set out in our Privacy Notice and the project quotation.

In relation to the processing of personal data under these terms and conditions, IT Monks shall:

• process personal data on the Client’s behalf only on and in accordance with the Client’s documented instructions as set out in this clause 11 (as updated from time to time by agreement between the parties), unless required to do so by applicable law; in such a case, we shall inform you of that legal requirement before processing, unless that law prohibits such information on important grounds of public interest;
• ensure that persons authorised to process personal data have committed themselves to confidentiality or are under an appropriate statutory obligation of confidentiality;
• implement and maintain appropriate technical and organisational measures in relation to the processing of personal data; you hereby acknowledge that you are satisfied that our processing operations and technical and organisational measures are suitable for the purposes for which you propose to use our services and engage us to process the personal data;
• promptly refer all data subject requests we receive to you and, taking into account the nature of the processing, assist you by appropriate technical and organisational measures, insofar as this is possible, for the fulfilment of your obligation to respond to requests for exercising the data subject’s rights laid down in Chapter III of the GDPR;
• assist you in ensuring compliance with the obligations pursuant to Articles 32 to 36 of the GDPR, taking into account the nature of processing and the information available to us and only in the event that you cannot reasonably be expected to comply with the requirements of Articles 32 to 36 without our information and/or assistance (e.g. you do not possess or otherwise have access to the information requested). We may charge our reasonable costs on a time and materials basis in providing you with such assistance;
• retain personal data in accordance with the retention periods set out in our Privacy Notice;
• make available to you all information necessary to demonstrate compliance with the obligations laid down in Article 28(3) and allow for and contribute to audits, including inspections, conducted by you or another auditor mandated by you provided: (i) you give us at least 7 days prior notice of an audit or inspection being required; (ii) you give us a reasonable period of time to comply with any information request; (iii) ensuring that all information obtained or generated by you or your auditor(s) in connection with such information requests, inspections and audits is kept strictly confidential; (iv) ensuring that such audit or inspection is undertaken during normal business hours, with minimal disruption to our business; (v) no more than one audit and one information request is permitted per calendar year; and (vi) paying our reasonable costs for assisting with the provision of information and allowing for and contributing to inspections and audits;
• take reasonable steps to ensure the reliability of anyone who we allow to have access to personal data, ensuring that in each case access is limited to those individuals who need to know or access the relevant personal data, as necessary for the purposes of the Terms; and
• notify the Client without delay (and if possible within 24 hours) upon us or any sub-processor becoming aware of a personal data breach affecting personal data processed on the Client’s behalf, providing the Client with sufficient information to allow you to meet any obligations to report or inform data subjects of the personal data breach.

IT Monks shall enter into appropriate written agreements with all of its sub-processors on terms substantially similar to these Terms. We shall remain primarily liable to the Client for the performance or nonperformance of the sub-processors obligations. Upon your request, we are obliged to provide information regarding any sub-processor, including name, address and the processing carried out by the sub-processor.

12. Third-Party Servers

IT Monks design and tests websites to work on its own servers, and cannot guarantee correct functionality if the Client wishes to use a third-party server. In the event that the Client is using a third-party server, it is the responsibility of the Client and any third-party host to ensure that the server is compatible with the website. IT Monks will assist the Client to configure the server if this is required. However, this may be subject to additional charges.

If the Client’s website is to be installed on a third-party server, IT Monks must be granted temporary read/write access to the Client’s storage directories which must be accessible via FTP. Depending on the specific nature of the project, other resources might also need to be configured on the server.

13. Post-Placement Alterations

In the event that the Client wishes to make alterations to the website once installed, the Client agrees to give IT Monks the opportunity to quote to provide such alterations. There is no obligation on the Client to accept the quote provided by IT Monks.

IT Monks cannot accept responsibility for any alterations caused by the Client or a third party occurring to the website once installed. Such alterations include, but are not limited to additions, modifications, or deletions.

14. Domain Names

IT Monks may purchase domain names on behalf of the Client. Payment in relation to, and renewal of, those domain names is the responsibility of the Client. The loss, cancellation, or otherwise of the domain brought about by non or late payment is not the responsibility of IT Monks. The Client should keep a record of the due dates for payment to ensure that payment is received in good time.

15. Third-Party Products

Any third-party software that IT Monks agrees to provide shall be supplied in accordance with the relevant licensor’s standard terms. The one-off license fee for such third-party software is included in the Charges payable pursuant to clause 1.

16. General

These Terms constitute the entire agreement between the parties and supersede all previous representations, promises, assurances, warranties, understandings and agreements between them, whether written or oral, relating to their subject matter.

A failure or delay by a party to exercise any right or remedy provided under this agreement or by law shall not constitute a waiver of that or any other right or remedy, nor shall it prevent or restrict any further exercise of that or any other right or remedy.

No variation of these Terms shall be effective unless it is in writing and signed by the parties (or their authorized representatives).

17. Digital Marketing

IT Monks will honor the components of your chosen digital marketing scope of work, providing an agreement to a minimum 3 months contract is served and monthly payments are received in advance. In the event that payment is not received on time, we regret that further work will be halted until this is rectified.

18. Liability

Nothing in these Terms shall operate to exclude or limit either party’s liability for: (a) death or personal injury caused by its negligence; (b) fraud; or (c) any other liability which cannot be excluded or limited under applicable law.

IT Monks shall not be liable under or in connection with these Terms or any collateral contract for any: (a) loss of revenue; (b) loss of actual or anticipated profits; (c) loss of contracts; (d) loss of business; (e) loss of opportunity; (f) loss of goodwill or reputation; (g) loss of, damage to or corruption of data; (h) any indirect or consequential loss; (i) loss or damage caused by any inaccuracy, omission, delay or error, whether as a result of negligence or other cause in the production of the website; or (j) loss or damage to the Client’s artwork/photos supplied for the website, whether as a result of negligence or otherwise.

The entire liability of IT Monks to the Client in respect of any claim whatsoever or breach of this Agreement, whether or not arising out of negligence, shall be limited to the charges paid for the Services under this Agreement in respect of which the breach has arisen.

19. Severability

In the event any one or more of the provisions of this Agreement shall be held to be invalid, illegal or unenforceable, the remaining provisions of this Agreement shall be unimpaired and the Agreement shall not be void for this reason alone. Such invalid, illegal or unenforceable provision shall be replaced by a mutually acceptable valid, legal and enforceable provision, which comes closest to the intention of the parties underlying the original provision.