Terms of Service

1. Definitions

“We”, “us”, “our” means ClinicWeb (PRIME SCOTLAND LIMITED). “You”, “client” means the person or organisation purchasing services. “Services” means website design, development, migration, integrations, support, and related consulting described in your proposal or order.

2. Scope of Services

We deliver NHS‑compliant GP practice websites, migrations from existing platforms (including WordPress), integrations (e.g., online consultation tools), accessibility improvements, and SEO setup. The exact scope, deliverables, and pricing are defined in the signed proposal or order confirmation.

• Templates and content structure tailored to patient journeys
• Preservation of URLs and key analytics where technically feasible
• WCAG‑aligned accessibility and NHS brand guidance
• Initial SEO setup (titles, meta, structured data)

3. Project Process & Timeline

We typically deliver websites in 1 week from the point we receive final content, brand assets, and access credentials needed to begin. Timelines are estimates and depend on client responsiveness, third‑party dependencies, and change requests.

• Kickoff and content intake
• Design, build, and migration
• Client review and revisions
• Launch and handover

4. Client Responsibilities

• Provide timely content, approvals, and access to systems (e.g., domains, analytics)
• Ensure supplied content is accurate, lawful, and permissions are obtained
• Nominate a single point of contact for decisions and feedback

5. Fees & Payment

No upfront payment: we invoice when you approve your website for launch. The standard plan is £495/year (VAT included). Annual renewals are billed 12 months after launch (or the latest renewal) unless cancelled. Final fees are per your proposal. Invoices are due within 14 days. We reserve the right to pause work for overdue accounts and to charge statutory late payment interest where applicable.

• VAT charged at the applicable UK rate
• Additional work beyond agreed scope billed at our standard rates
• Domain and certain third‑party subscriptions are billed separately unless stated; hosting, maintenance and support (2h/month) are included in the annual plan

6. Cancellation

There is no minimum term. You may cancel at any time by emailing hello@clinicweb.uk. Cancellation stops future renewals; any invoices already issued or work approved remain payable. Upon request, we can provide an export of your site content.

7. Changes & Additional Work

Requests outside the agreed scope (new features, major content rewrites, additional integrations) may affect timelines and costs. We will confirm estimates before proceeding.

8. Content & Intellectual Property

• You retain ownership of content you supply.
• Upon full payment, you receive a licence to use the deliverables for your practice’s website. Underlying frameworks, libraries, and our reusable components remain our or their respective owners’ intellectual property.
• You grant us a non‑exclusive licence to use supplied assets for the purpose of delivering the Services.

9. Data Protection & Privacy

We process limited personal data necessary to provide Services and operate our business. We do not require access to patient medical records. Our handling of personal data is described in our Privacy Policy and Cookie Policy. You are responsible for your practice’s compliance, including GDPR and NHS guidance, for patient‑facing workflows.

10. Accessibility & Compliance

We work to align with WCAG and NHS service design guidance. Accessibility is a shared responsibility: we build accessible templates and components; you maintain accessible content (plain language, alt text, clear headings). Integrations from third parties may have their own accessibility constraints.

11. Acceptable Use

You must not use the website to publish unlawful, harmful, misleading, or discriminatory content. Do not attempt to breach security, scrape sensitive data, or overload services. We may suspend Services for violations.

12. Third‑Party Services

Where Services rely on third‑party tools (e.g., analytics, online consultations, forms, hosting), you agree to their terms and charges. We are not responsible for outages or policy changes by those providers.

13. Hosting, Uptime & Maintenance

We may recommend hosting providers. Uptime and performance depend on hosting, traffic, and third‑party services. Maintenance and support are provided per your plan; otherwise, updates and fixes are chargeable.

14. Warranties & Disclaimers

• We warrant that we will perform Services with reasonable care and skill.
• We do not warrant uninterrupted or error‑free operation or specific SEO rankings or traffic outcomes.

15. Liability

To the fullest extent permitted by law, our total liability for any claim arising under these Terms is limited to the total fees paid by you for the specific Services in the 12 months preceding the claim. We are not liable for indirect, incidental, or consequential losses, including lost profits, loss of data, or reputational harm.

16. Indemnity

You agree to indemnify us against claims arising from content you supply, unlawful use of the website, or breaches of third‑party rights caused by your materials or instructions.

17. Termination & Suspension

Either party may terminate for material breach not remedied within 14 days of notice. We may suspend Services for non‑payment, security concerns, or policy violations. On termination, fees for work performed become payable and licences granted may end per your agreement.

18. Force Majeure

Neither party is liable for delays or failures caused by events beyond reasonable control, including outages of third‑party providers, strikes, or emergencies.

19. Changes to These Terms

We may update these Terms to reflect changes in law, guidance, or services. Material changes will be posted on this page with an updated date.

20. Governing Law & Jurisdiction

These Terms are governed by the laws of Scotland, and the Scottish courts have exclusive jurisdiction, without prejudice to any mandatory consumer law rights.

20. Contact

Questions about these Terms: hello@clinicweb.uk

Company: PRIME SCOTLAND LIMITED — Registered in Scotland No. SC604374. Registered office: Summit House, 4-5 Mitchell Street, Edinburgh, Scotland, EH6 7BD.