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Terms & Conditions - Payment Terms

Our Credit Control Policy - Design & Development

Softflare’s Payment Terms are strictly 14 days from invoice date and these terms will be enforced rigorously.

Upon acceptance of a proposal for website development, graphic design or programming work, we will issue an invoice for 35% of the total fee quoted, payable immediately and before any work or drafts are delivered to the client. The balance of all fees for the project is due within 14 days of receipt of final invoice.

The Client will reimburse incidental expenses including transportation costs, express courier or mailing costs, other fees. Other than initial consultation, time spent for meetings at client’s request is billed at hourly rate, travel time billed at 1/2 hourly rate. An invoice will be issued:

  • upon client acceptance of terms of project proposal (35% deposit) and

  • upon completion of contract (remainder plus any additional unquoted work)

Any deposit paid to us and/or delivery times promised for work quoted is forfeit in its entirety if a period of 90 or days or more elapses in which the project does not move forwards due to insufficient or no contact from the client for whatsoever reason, whether within the client’s control or not.

It is the client’s responsibility to deliver material (e.g. copy, images) required to complete any work quoted for unless we have expressly and in writing undertaken to source any such material on our own account and we will take no responsibility whatsoever for any delays or forfeits caused by such material not being delivered. Please note it is not our policy to accept putting projects ’on hold’ and the client should take steps to ensure that sufficient means are available to complete a project once a contract is entered into.

Deposit invoices for accepted proposals are payable immediately, and commencement of a contract proper cannot take place until such deposit is received and cleared in our account. Credit terms on final or intermediate invoices are strictly 14 days on invoice date. We reserves the right to impose an interest surcharge of 5% over bank base rates on any balances outstanding after 14 days. All amounts due to us shall be paid in full immediately when due without any deductions in respect of any claim, counterclaim or set-off. We reserve the right to terminate without notice the service of any client who is in breach of these clear and unambiguous payment terms.

Our Credit Control Policy - Hosting & Domain Names

Softflare’s Payment Terms are strictly 14 days from invoice date and these terms will be enforced rigorously.

* Termination Notices *

If you have received a Termination Notice for Hosting or Domain Names we strongly advise you to read and follow the instructions contained therein in order to prevent your service being disconnected or deleted.

Why have you sent me this notice?
Because we are currently providing you with a service (Hosting or  that you have failed to pay for. Our payment terms are clearly stated as 14 days from invoice date. You have not paid for it.

I want to discuss this - there must be some mistake!
Before we issue a Termination Notice we will have done everything reasonable and proper for a professional business to recover monies owed to us by you. We have sent you invoices. We have probably sent you copy invoices. We have sent you statements. Our accounts department has been available by telephone, fax and e-mail to discuss any inconsistencies or irregularities that you feel may exist in an invoice(s). But once we have issued a Termination Notice the time for discussion is over. Softflare’s Credit Control Policy will be rigorously enforced and our advice to you is to pay the outstanding invoice(s) without delay. If you feel there is something to discuss, something which should have been discussed when the invoice(s) was originally issued then please contact our accounts department once your debt has been cleared.

What happens if I still don’t pay?
You will leave us with no choice but to terminate the account to which the invoice refers. You will no longer be able to send or receive e-mail using the domain name(s) to which the invoice refers. Any website or uploaded documents that you have on the account will be unreachable with immediate effect. If your website visitors find a link to your site in a search engine and click on that link they will arrive at a blank page. Any FTP access that you had to your website will be closed. Once your account has been terminated all data on that account (e.g. e-mail and/or website) is automatically removed and cannot be restored (IMAP users please note).

What happens if I want to transfer my domain to another ISP?
Any request to transfer a domain name(s) away from Softflare’s tag or handle will be actioned by us as per our agreement with the various registrar authorities as soon as the transfer administration charge and any outstanding debt are settled.

What happens if I want to make a part payment?
If the amount being demanded is not paid in full within 7 days the Termination Notice will be enforced.  If you feel there is something to discuss, something which should have been discussed when the invoice(s) was originally issued then please contact our accounts department once your debt has been cleared.

What do I need to do now?
The outstanding balance needs to be paid for with cleared funds. If you decide to send a cheque do so now - we will not be responsible for any postal or bank clearance delays in which case your account may still be terminated. Therefore, to settle the outstanding balance shown above without delay you can make an immediate payment at your own bank, at any branch of National Westminster Bank or by electronic bank transfer using the details given here:

Please remember, once your account has been terminated all data on that account (e.g. e-mail and/or website) is automatically removed and cannot be restored. To protect your account data please ensure your payment is received by us promptly.

If you terminate my account can you switch it back on?
Normally no. Accounts are suspended immediately a termination notice period expires and are then set for deletion within 48 hours. Once terminated your account ceases to exist. However, customers have been able to resurrect accounts by transferring cleared funds (usually cash payments) into our account before the close of the buiness day. In such instances we will charge a £50 Reconnection Fee to temporarily remove suspension from the account (however, it may be too late - if the account has been deleted no reinstatement will be possible). The account will not be reinstated until this fee is paid in full with cleared funds. Reinstatement of a Terminated account is neither a right nor a contract option - it  is carried out at the exclusive discretion of the Director on duty at the time, and only then if the account has not been permanently deleted.

Hosting accounts and domain names are charged for annually in advance and much of the fees for these services are allocated to the administration of those services. If an account is closed before the end of the year paid for there is therefore no entitlement to a pro-rata reimbursement of unused time unless the account/domain name(s) has been paid for for more than one year in advance in which case there will be a reimbursement entitlement for any whole year that remains unused on the account.

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