TERMS & CONDITIONS
Last revision: 5 September 2016
Thank You for considering Epikal Media. This page is meant to provide a clear and honest overview of our working process and conditions.
Before getting started, we would like to state, that we are extremely committed to provide the best possible service to our customers. Our commitment goes along with the following request to our clients: building a successful website, requires a serious amount of skills, dedication, expertise, time and energy. Which we put into every single project. However in order to deliver the best possible results, we really need the same kind of attitude from our customers. Success it’s a combined effort.
Now, if you didn’t leave this website after our request, we are good to go! Please read carefully our Terms & Conditions and if you accept them, submit your agreement at the bottom of this page.
WEBSITE DEVELOPMENT WORKFLOW
We usually develop website in 5 defined stages. Every stage is heavily dependent on the type of website and expected results. Therefore the needed time and budget for every stage may vary significantly: from a few hours for each stage, up to a few months (or forever) for the last stage. During every stage we need the client to be actively involved and provide the relevant information and inputs in a timely way.
1 • SOFTWARE INSTALLATION
Once a website purpose and objective has been defined with the client, all the necessary software will be installed and configured.
2 • CONTENT
The second stage will be focused on uploading all the available content, text, pictures and anything else needed to populate the website.
3 • GRAPHIC WORK
During this stage, we will move on into in all the necessary graphic work to make the site as appealing and functional as possible. This is the moment when a website really starts taking a shape and unique identity. This stage could be quite time-consuming as building a compelling style is far from being easy.
4 • TESTING & OPTIMIZATION
This phase will be focused on testing and optimizing all website elements. Making sure that the website is fast and responsive, debugging errors etc. After this phase the website is ready to be officially launched.
5 • MORE CONTENT, MAINTENANCE, EXPLOITATION & PROMOTION
Once a website is online, the 5th phase which includes adding more content, more functions, further optimization, software maintenance and the ever popular SEO optimization and promotion, could go on practically forever during the entire website life-cycle.
PRICING & PAYMENTS GUIDELINES
WEB DEVELOPMENT RATE: $50/hour
We work with a fixed and simple flat rate of $50/hour. This rate is charged for any kind of activity regarding clients websites: development, graphic work, maintenance, optimization, content editing, new functionalities, testing, training, etc.
The good news here, is that we work with very solid tools and software, that we have tested over and over again; which significantly cuts down the needed development time.
When we work for our clients, we always use a time tracker, counting in a cumulative way our total working time.
We always make sure to work in the fastest and most effective way (like you, we hate to waste time).
Support from problems generated by our infrastructure (like a server down) it’s never billed.
Some of our products and services have a fixed price which you can find here.
WEB DEVELOPMENT PAYMENTS
For ongoing web development projects we offer 2 kind of payments options:
- UPFRONT PAYMENTS (strongly suggested)
This is our preferred way and it’s a very good way for clients to better control their available budget.
- MONTHLY PAYMENTS
For ongoing project client can be billed monthly according to the time tracked the previous month.
Monthly invoices have a 15 days net term. Any agreed work will only continue once the previous invoice has been paid in full.
To avoid development problems and delays, the client is expected to provide a maximum available monthly budget.
WEB DEVELOPMENT NEW WEBSITE DEPOSIT
When we start a completely new website, we require the following deposits (non-refundable) to be paid in full, before getting started:
- 500$ deposit for a NEW regular websites (first 10 hours of work)
- 1000$ deposit for a NEW e-commerce websites (first 20 hours of work)
These deposits are needed to cover at least the first working hours, within the 1st or 2nd stages of the web development process, according to our hourly rate.
Further development time and all the necessary software will be billed separately.
Deposits should be in no way misinterpreted, as a final price to develop a website.
After the first deposit, we’ll send monthly invoices according to the performed work and software expenses.
New websites deposits can be paid here.
WEB DEVELOPMENT PRICE QUOTATIONS
When we provide a price quotation for any web design, development or maintenance project, we always aim to be as exact as possible, according to client’s information and expectations (within reasonable terms).
When we provide a price quote, the final price it’s always based on expected working hours + necessary software and expenses.
WEB DEVELOPMENT PRICE VARIATIONS
Despite our efforts to complete the needed work within a given budget (and deadline), our final pricing may be subject to significant variations.
This is because of the sheer complexity and variables, effecting every aspect of the website development.
A common situation is when for example client’s objectives and expectations may change, requesting more features along the way. More often than not, this may lead to the fact that more time and therefore budget, will be needed.
WEB DEVELOPMENT ADDITIONAL CHARGES
Client agrees to reimburse Epikal Media for any additional expenses necessary for the completion of the work. Every extra expense, will be notified upfront by email. Examples would be purchase of special plugins, themes, fonts, stock photography etc.
WEBSITE LONG TERM BUDGET
Every long term website plan, should take in consideration that a yearly budget must be reserved to maintain and expand a website. Especially business and e-commerce websites, often need continuous optimization to maximize the desired results.
Another important aspect is that the core software used to build websites, it’s constantly being upgraded to meet the latest web technologies. A website is like a living organism; it always needs to be fed in order to keep functioning.
For the above reason we strongly suggest to subscribe to our Updates Service, to make sure that your websites is always upgraded to the latest software version and works as it should (which gives a huge peace of mind).
We always maintain a very flexible approach in whatever needs to done to meet the client expectations.
This goes along that on the other hand, the client is also expected to keep a flexible approach in terms of available resources and budget.
DOMAIN & HOSTING
Epikal Media servers are constantly being optimized for WordPress. Our servers are being monitored 24/7 in order to minimize any downtime and they are located in one of the best and most secure servers facilities in the United States.
We require our customers to have their website on Epikal Media servers, in order to guarantee the best degree of control and optimal performances for your website.
All our customers can access their server Control Panel directly. This is especially useful when creating email addresses. However if the client does not feel comfortable using the Control Panel, we can obviously take care of every request, which will be billed according to our standard hourly rate.
Once purchased our hosting plans, will be billed with automatic yearly recurring payments.
We can setup monthly recurring payments for hosting accounts above 10GB (for example $25/month instead $250/year).
HOSTING CONTROL PANEL ACCESS
Client Hosting Control Panel access link, will be visible on the main navigation bar when logged in.
From the Hosting Control Panel is possible to manage any aspect of the website file system and mail system.
Therefore as an extra layer of security, client hosting control panel access has a different login and password than the administrative login on Epikal Media. If you don’t have your login credentials please request a new one from our support page.
Our main goal, is to keep clients website online and avoid any interruptions.
For the above reason, we will automatically upgrade hosting accounts going over quota (for example from 3GB to 5GB).
We will NOT bill directly the upgrade during a current yearly plan.
Client will be notified for every hosting upgrade.
We will only charge the upgrade at the following hosting account yearly renewal. This will give the chance to clients to reduce the amount of data on their hosting account (emails, backups, pictures etc), in order to avoid higher fees.
DOMAIN & HOSTING PAYMENTS
It is client responsibility to ensure that payments are provided in a timely way to avoid any kind of service interruption.
For domains & hosting we strongly suggest to setup an automatic payment via Paypal (and credit cards).
AUTOMATIC PAYMENTS (yearly renewal)
If the client has agreed on a automatic yearly payment for domains and hosting, a credit card or Paypal will be charged 30 days prior renewal.
MANUAL PAYMENTS (yearly renewal)
When the client has no automatic payment system in place, the following cycle will follow:
- 30 DAYS BEFORE EXPIRATION: a renewal invoice for domain and hosting will be generated with a net payment term of 10 days. Reminders will be sent every 10 days after the first renewal invoice.
- 20 DAYS BEFORE EXPIRATION: if no payment will be be received within 10 days, the domain account will be set to automatically expire in 20 days.
- EXPIRATION DATE: if still no payment has been received the whole account (domain, hosting, website email and related services) will be disabled. However the website and account data will still be saved for 30 more days.
- 30 AFTER EXPIRATION DATE: if still no payment has been received the whole hosting account, website, email and related domain services, will permanently be deleted.
In case of issues making manual payments, please notify us as soon as possible to avoid any service interruption.
*Epikal Media cannot be held legally accountable for the loss of client data, due to client missing payments.
DOMAIN AND HOSTING CANCELLATIONS
Disabling the domain (and hosting) service renewal will result into the termination of the website (clients can request a backup copy of the website).
Epikal Media is a US based company and therefore all invoices are charged in USD.
International customers are kindly requested to use the official Exchange Rate, when making payments in a different currency.
Our preferred way to get paid is with Paypal which is fast and secure.
Paypal does also process all major credit cards (having a Paypal account is not necessary).
Bank wire transfers are also possible on request.
The Client retains the copyright to data, files and graphic logos provided by the Client, and grants Epikal Media LLC the rights to publish and use such material. The Client must obtain permission and rights to use any information or files that are copyrighted by a third-party. The Client is further responsible for granting Epikal Media LLC permission and rights for use of the same and agrees to indemnify and hold harmless Epikal Media LLC from any and all claims resulting from the Client’s negligence or inability to obtain proper copyright permissions. A contract for website design and/or placement shall be regarded as a guarantee by the Client to Epikal Media LLC that all such permissions and authorities have been obtained. Evidence of permissions and authorities may be requested.
Epikal media, is legally incorporated in Delaware (United States) and operates under the US laws and regulations.