terms conditions

Project
terms

  • All estimates/quotes are based on our understanding of your requirements and as per given
    time-frame. Any changes to the functionality including micro-improvements, may incur
    additional costs accordingly. Please ensure and clarify our understanding in a face to face
    meeting.
  • By accepting a quote, you agree to and accept the terms and conditions of Code Calibre.
    Acceptance can be verbal, by email, payment of Initiation, signing a quote.
  • Clients to ensure that we have included all requirements in the quotes/proposals/estimates
    and that we fully understand their requirements. Clients must provide us with clear
    guidelines along with the flow or specific details they may require. When such details are
    not provided, we will proceed with our understanding of the requirements and quote
    accordingly. At a later stage, if a discrepancy arises, it may lead to additional costs to
    accommodate the changes. Thus, it is essential that you clarify every aspect of your website
    development and ensure that you have been quoted on the right requirements.
  • Any complexity related to specific tasks, must be advised in advance and included in the
    proposal for costing purposes. We operate in good faith and rely on our clients to disclose
    the full picture at the time of quotation. Any discrepancy arising due to unclear
    requirements will not be borne by Synapse Worldwide.
  • There are limited man-hours allocated to each task including Project Management and Digital
    Strategist/Business Analyst. Minor changes may be included within the allocated hours. This
    will be analysed on a case-by-case basis.
  • Code Calibre will make every effort to complete the project/changes in the given timeframe.
    Reasonable delays are accepted if functionalities are redefined or modified.
  • Any delays at client’s end, may delay the project and proposed timeframes and may incur
    additional costs.
  • Any bugs (programming errors) reported during or just after the development does not attract
    additional charges.
  • Any re-work on an already completed task will attract additional charges. Any changes in the
    design after the design approval will incur additional charges.
  • Any modifications requested during the development or after the Go-Live approval will incur
    additional charges. All additional work, over and above the estimates is charged separately.
    Under no circumstances will Code Calibre be liable for any delays caused by change in the
    project brief.
  • Website/application content and all related materials need to be provided to us within the
    first two weeks of starting the project. Any delays thereafter may delay the project and may
    incur additional charges if it goes beyond reasonable timeframe.
  • Our websites/applications are generally tested on PCs and include near recent versions of
    following browsers: IE, Firefox, Chrome,Opera & Safari. If you require testing to be
    done on any other browser, please let us know in advance.
  • Responsive/multi-device compatible web pages are tested on iPhone and iPads. If you require
    testing to be done on any other device, please discuss it in advance.
  • If your website/application is not hosted on a Code Calibre server, any additional man-hours
    that may be required due to any server or network related issues are not covered in our
    quotes and may be charged separately.
  • Please note that at any stage during the project, stalling of the project for over two
    calendar months will incur $99/week administration costs. Furthermore, it may increase the
    previously approved estimates. If you require the project to be put on hold, please advise
    us in writing in advance. To put the project on hold without incurring additional charges,
    we will need the account to be up to date based on the work done. Further details can be
    discussed if such a situation arises.
  • Code Calibre software codes (not including open source software) are copyrights of Code
    Calibre. The codes can be handed over at an additional cost for use once all previous
    invoices are settled, on the condition that the codes are used only for use or modification
    for re-use for further development for the specified client or subsequent owners of that
    legal entity. Under no circumstance, the codes will be allowed to be used for re-selling or
    duplication purposes.
  • Code Calibre CMS is a proprietary CMS of Code Calibre. Code Calibre owns copyrights of all
    codes written for any client, unless arrangements are made prior to start of the project.
    Code Calibre warrants a license to use any custom built software for the client, for their
    use only. This license is granted while paying for the hosting. Code Calibre CMS cannot be
    transferred to any external host; this includes any access to the software codes.
  • The website or software application will be designed to be deployed on the web, via using a
    commercial grade web-server or a similar setup. Based on your website traffic, the website
    may not perform if deployed on a generic office network environment.
  • Depending upon the functionalities required, there may be 3rd party components such as Third
    Party Payment Gateways or SSL certificates involved in building a website/application.
    Although Code Calibre does its best in recognising the suitability of any such component,
    any unforeseen limitations of 3rd party components are beyond our control. Any third-party
    component purchase costs (such as SSL, Payment gateway, Google Adwords, Plug-in licenses
    etc) are not included in our quotes.
  • Code Calibre takes no responsibility of any open source products such as WordPress, Open
    Source carts, Joomla etc. It is clients responsibility to update all components and third
    party softwares. We suggest you to take regular back-ups to avoid any disruptions.
  • Code Calibre offer packages in co-ordination with third party providers. Changes to the
    third party provider’s rules and policies may ultimately effect the services we provide or
    the terms and conditions herein.
  • The client must recognize that at times there may be unforeseen circumstances that will
    delay the development process, particularly with reference to the integration of third party
    software. We will try our best to complete the project as agreed in the proposal. As long as
    it is within a reasonable period, the client agrees not to penalize us for any genuine
    delay, when every effort to keep the project on the proposed schedule is taken.
  • Domain registration/renewal etc charges are not included as a part of any project/proposal
    unless mentioned otherwise. If required, a quote for which will be submitted separately and
    approved by the client.
  • Hosting charges are not included in the quotations unless mentioned otherwise. Code Calibre
    can organise an appropriate hosting solution if required, a quote for which will be
    submitted separately and approved by the client. Where clients decide to organise their own
    hosting, we should be consulted before finalising the type of hosting and database, as it
    should meet the requirements of the technology used for the development. Please note that
    we’ll require full access with hosting support for testing and deploying the application.
    Code Calibre will not be liable for any delays or errors caused by direct or indirect
    actions of the hosting company.
  • Code Calibre generally builds and tests the websites/applications on our own servers or
    hosted domains. Code Calibre cannot give access to their test servers and test websites to
    the clients or any third party. The website/application can be transferred-off to a
    nominated 3rd party server upon full payment of all invoices and dues.
  • Nothwithstanding any other provision in the agreement, in consideration of the Customer
    entering into this agreement with Code Calibre, upon full payment of any outstanding
    invoices, Code Calibre will grant an unconditional license to the Customer to reproduce,
    publish, communicate, use, exploit, vary, or otherwise deal with 1) the graphics, 2) texts
    and 3) images used in the published website and associated of form and functionality. This
    will not include the intellectual property relating to the production of the website
    including the digital strategies, programming codes, database structures, scripts, forms or
    functionalities.
  • All communications/correspondences are generally done via emails. It is client’s
    responsibility to keep us updated with their relevant email addresses.

Digital
Marketing/Strategy Terms

Digital Marketing Package or Digital Strategy Package Terms:

All digital marketing/strategy packages are for a minimum of 6 months period. Thereafter, cancel
anytime with clear one month email notice.

They are billed monthly and are payable by the 1st of every month.

Packages are designed with keeping in mind Digital Marketing/Strategy requirements of our
clients. There are specific man-hours allocated each month and any unused man-hours are not
rolled over to the next month. No third party softwares or marketing expenses are included.

Code Calibre employs fair use policy, which means that although we don’t formally transfer over
any unused time to the next month or formally accumulate unused man-hours, we do understand that
your needs may change from month to month, and we allow flexibility in good faith sometimes.

Any extra hours used may be billed separately. Any urgent tasks will be charged separately.

Support requests need to be sent via email to sales@codecalibre.com

Payment terms:

Payable by the 1st of every month. We strongly recommend our clients to have a direct debit
set-up for the same.

An administrative fee of $25 will be charged to the clients account for any late payments or
declined credit card charges.

There are absolutely no refunds for any fees related to the digital marketing/strategy package.

Termination:

All digital marketing/strategy packages are for a minimum of 6 months period. Thereafter, cancel
anytime with clear one month email notice.

Code Calibre reserves the right to terminate at anytime with written notice to the Client.

Annual
Maintenance Terms

Basic Annual Maintenance Package Terms:

All maintenance packages are for a minimum of 12 months period.

Maintenance packages are billed annually, however are paid monthly via direct debit on the 1st of
every month.

Packages may include 12 months basic website hosting, email hosting and DNS hosting.

Packages are designed to serve website maintenance tasks only. The hours may not be used for
projects such as full redesign or major functionality add-ons.

Does-not include any Digital Strategy, Business Analysis, Solution Architect, SEO and Digital
Marketing work.

Work-hours are tracked in 15minutes blocks. The support time is used once every month to take a
full backup of your website. After that, we work on updating your CMS and plugin versions
along-with any website fixes that may arise as a result of the updates. Any remaining hours can
be used to make changes to the website. Any additional workhours are requested for your
approval.

Code Calibre employs fair use policy, which means that although we don’t formally transfer over
any unused time to the next month or formally accumulate unused man-hours, we do understand that
your needs may change from month to month, and we allow flexibility in good faith sometimes.

Any extra hours used will be billed separately @ $77/hour incl GST.

Support requests need to be sent via email to sales@codecalibre.com

Any urgent tasks will be charged separately.

The package is auto renewed every year on its anniversary date.

Payment terms:

Monthly maintenance package fees require credit card payment only. No other forms of payment will
be accepted for monthly maintenance.

Monthly maintenance package fees will be charged to the clients credit card on file on the 1st
day of every month.

An administrative fee of $25 will be charged to the clients account for any late payments or
declined credit card charges.

More than three missed payments in a year may attract termination of the package and the client
will need to pay immediately the entire remaining amount on the package.

There are absolutely no refunds for any fees related to the monthly maintenance package.

Termination:

In case Client need to cancel the auto annual renewal, please inform us in writing (email) at
least one month prior to the renewal date.

Ongoing term: For any reason if the Client decides to terminate an on-going maintenance package
then they will need to pay the balance amount of the remaining months.

Code Calibre reserves the right to terminate annual maintenance at anytime with written notice to
the Client.

General
approach

For general website design & development projects we employ the following steps:

  • Upon quote acceptance/signoff, initiation payment is processed to start the project. As
    required by the project, we may hold a Scoping Workshop to discuss the requirements in
    detail.
  • Once we have the brand details such as logo, images, branding materials etc, we will have a
    mock-up for your review within 5 to 10 working days.
  • You can review the design and suggest improvements accordingly. Depending upon your project,
    generally up to 3 to 5 design modifications that can be done within the given estimates.
    Please refer to your allocated design and development hours for details.
  • Once design is finalised & approved, we’ll proceed with the HTML development. At this
    stage we generally need around 3 to 5 banner text and/or images for rotation.
  • Once, HTML is done, if CMS is included in your project, we will proceed to setup your
    website on your selected Content Management System (CMS). Please provide all content and
    copy prior to the development phase.
  • Depending upon the time and resources allocated to your project, we’ll transfer as much
    content as possible from the old website to the new website. Remaining content can be
    transferred via the CMS by your designated staff. We can provide the instructions needed to
    help you do this.
  • Once the site is ready from our end, we generally hand it over to you for further review,
    test and/or to upload/change contents as necessary.
  • At this stage you need to give us a Go-Live date for us to make the new website/project
    live.
  • Your website can be made live within 3 to 5 working days of a Go Live approval, assuming
    that the accounts are clear. Kindly note that we require full payment prior to transferring
    the website on any external servers.
  • Kindly note, there are limited man-hours allocated on the project. The estimates for all
    website under $5000 are based on an assumption that projects will to be completed over eight
    to twelve working weeks depending upon the size of your project. Any further delays may
    increase the project management costs. If you do not believe the project to be completed
    within this time frame, please do let us know prior to starting the project.
  • Also, generally speaking, going-back and forth takes a lot of time. We encourage you to
    provide all necessary details, at the start of the project to ensure that the project team’s
    time is efficiently utilised on your project and you do not incur any unnecessary additional
    costs.
  • You will be kept updated via emails and/or telephone calls as the project demands. However,
    please do not hesitate to contact us any time you require a project status. Also, please
    always keep us updated with your relevant email addresses/contact details.
  • Once the website/application has been made live on the client’s domain, it is their
    responsibility to take regular full back-ups and to update all components and third party
    softwares.

We consider ourselves to be very flexible and adaptable and approach all requests with a ‘can do’
attitude. If you require something changed, please feel free to discuss with us. Please contact
us if you require further details or have any questions. We look forward to working together
with you on your project!

Payment /
Refund terms

  • All prices are quoted in US dollars are inclusive of GST unless specified.
  • All invoices are to be processed as per the schedule via your preferred method of payment.
  • There is a surcharge charged for payments made via Xero Accounting Software. This is charged
    by Stripe for the credit card payments.
  • Milestone payments must be made within 5 working days of each milestone/schedule, unless
    mutually agreed otherwise. Final payment must be made prior to website/application/project
    going live.
  • Receipt of payment is deemed as acceptance of the quote, milestone, delivery, project and
    terms & conditions.
  • Code Calibre reserves the right to negotiate and refund appropriate portion of the amount
    paid by customer towards the requested service. If you cancel your order after making the
    payment, but the work has not commenced, we will refund 75% of the payment that you have
    already made. If the order is cancelled after the commencement of work, the maximum refund
    or charge will be 50% of the invoice. There will be no refund or adjustments if cancellation
    is called when more than 50% of the work has been completed. All cancellations must be
    received in writing and can be sent via regular mail, email or fax. Telephone requests on
    cancellations will not be accepted.

For minor or once-off works, payments need to be made either in advance or as per the terms
mentioned in the invoice/proposal. If you require any changes to the terms, you must inform us
in writing (emails accepted) within two working days of the receipt of the same.

  • Late fees and charges: All outstanding invoices will incur a late payment fee of 10% of the
    pending amount and an administration fee of $5.50 per month, from the due date.

Due date: Is the date on which the payment is due as per the terms on the invoice/proposal

Outstanding Invoice: An invoice is deemed to be outstanding if the payment is still due after 14
days of the expiry of the due date.

Debt Collection: Client is provided a further 7 days after late payment fee is applied to pay the
invoice. Failure to pay will result in the outstanding amount referred to a debt collector. Code
Calibre will not be liable for any costs or charges associated with the recovery of the
outstanding amount. Any charges associated with the recovery of the outstanding amount (debt
collectors, administration charges, legal fees) will be referred to the client for processing.

  • If you are late with a payment or have any queries regarding the Invoice, please contact
    Accounts Manager immediately on receiving the invoice or reminder emails.
  • All communications/correspondences are generally done via emails. It is client’s
    responsibility to keep us updated with their relevant email addresses.
  • Any payment relating to the domain name registration renewal or hosting or any 3rd party
    products or service purchased on behalf of the client will have to be paid in full and is
    non-refundable. In case of all renewal cancellations, we must be notified atleast 30 days
    before the renewal date.
  • Code Calibre generally builds and tests the websites/applications on our own servers or
    hosted domains. The website/application will be transferred-off to the nominated 3rd party
    server upon full payment of all invoices and dues.

Disputes,
Liability and Indemnity

In an event of a dispute, Code Calibre reserves the right to charge the client in full for the
work done as well as for the resources spent in managing the dispute. In such an event, Code
Calibre reserves the right to charge the client without honoring any discounts that were
previously honored in good faith. Under no circumstances will Code Calibre be liable for any
damages arising from misrepresentation or misinformation.

Code Calibre reserves the right to refuse service to any client, if these are not aligned with
our business operating principles and policies.

Code Calibre provides its services as is, without any guarantees on security or other issues
leading to loss of data, sale or reputation. We ensure to the best of our ability that our
systems and servers are protected from hackers, viruses, intruders and other online and offline
problems, however we will not be held liable for any disruption of services if such situation
arises.

Relationship of Code Calibre with its suppliers, partners and sub-contractors is of an
independent nature. None of the parties have any power, right or authority to interfere or bind
the other or assume or create any obligation or responsibility, whether expressed or implied, on
behalf of the other or in the other’s name.

Client will indemnify and hold Code Calibre , its licensors, content providers, service
providers, employees, agents, officers, directors, contractors and sub-contractors (the
“Indemnified Parties”) harmless from your breach of any of these Terms And Conditions or any
other terms, conditions, policies or procedures herein, including, without limitation, any use
of content other than as expressly authorized in these Terms and Conditions. Client agrees that
the indemnified parties will have no liability in connection with any such breach or
unauthorized use, and you agree to indemnify and hold harmless the Indemnified Parties from any
and all resulting loss, damages, judgments, awards, costs, expenses, and attorneys’ fees in
connection therewith. You will also indemnify and hold the Indemnified Parties harmless from and
against any claims brought by third parties arising out of your use of the information obtained
from Code Calibre .

Code Calibre will not be liable for any breach of the agreement which is caused by a matter
beyond its reasonable control including but not limited to Act of God, fire, lightning,
explosion, war, disorder, flood, earth quake, industrial disputes (whether or not involving
their employees), extremely severe weather, or acts of local or central government or other
competent authorities.

Hosting

Hosting is an annual charge which must be paid in advance for the whole year. Except if the
client is under one of our Maintenance packages.

It is the client’s responsibility to renew the hosting in time ie. before the expiry date.
Failure to renew in time can lead to loss of files, data, emails, backups etc. All unpaid
hostings are disabled or deleted from the server.

All renewals must be paid by seven working days prior to the expiry date. Code Calibre will not
be responsible for issues relating to delayed payment.

Hosting are on shared and non-shared servers hosted via third party providers. Code Calibre
ensures best to our ability that our systems and servers are protected from hackers, viruses,
intruders and other online and offline problems, however we will not be held liable for any
disruption of services if such situation arises.

Client is solely responsible for the content stored on and served by the hosting service
purchased and the activity of any scripts or email services created under the hosting service.
The Customer must maintain the security of all account passwords and applications or scripts and
ensure all scripts under the hosting service are free from malicious content that may harm any
part of the Server, other client accounts hosted, or the external systems of visitors viewing
the hosted content.

Incase of a malware attack, Code Calibre reserves the right to delete files on the hosting
service without giving any prior notice.

Cancellation/Termination:

Hosting Cancellation requests must be sent in writing or by email one month prior to the expiry
of the same. Once the hosting has been renewed, it cannot be cancelled and must be paid for the
full year.

If the hosting is not paid and renewed before the expiry date. We reserve the right to disable
the hosting and all associated services including emails and dns records. Additional charges
will be applicable to re-enable the hosting. Code Calibre will not be responsible for any loss
of data, files, emails, backups, restoration costs etc.

If a hosting has been cancelled / disabled then all files, emails, databases and backups will be
deleted from the server without any notification to the client.

Once all invoices are paid, it is client’s responsibility to request for the files subject to the
below:

– Code Calibre CMS is a proprietary CMS of Code Calibre. Code Calibre owns copyrights of all
codes written for any client, unless arrangements are made prior to start of the project. Code
Calibre warrants a license to use any custom built software for the client, for their use only.
This license is granted while paying for the hosting. Code Calibre CMS cannot be transferred to
any external host; this includes any access to the software codes. FTP and Control panel access
is not provided if the website is using Synapse CMS.

– Code Calibre CMS is a proprietary CMS of Code Calibre and cannot be transferred to any external
host.

Emails:

All emails are to be downloaded on the client’s computer periodically. Email boxes must be kept
within their quota limits. Periodical maintenance may be carried out on the email box and emails
older than 6 months are deleted.

Client’s must not use the email hosting for inappropriate content and other undesired emails
which can result in spamming or infecting the server. Under such circumstances, immediate action
will be taken and the required files and data will be deleted without any prior notice.

Code Calibre offer packages in co-ordination with third party providers. Changes to the third
party provider’s rules and policies may ultimately effect the services we provide or the terms
and conditions herein.

Hosting are on shared and non-shared servers hosted via third party providers. Code Calibre
ensures best to our ability that our systems and servers are protected from hackers, viruses,
intruders and other online and offline problems, however we will not be held liable for any
disruption of services if such situation arises.

Domains

All domain registrations and renewals are to be paid in advance.

Expiration of a domain can result in service disruption and loss of domain.

Code Calibre will not be responsible if a domain expires due to non-payment / late payment of the
charges. All payments must be made by seven working days before the expiry date.

It is client’s responsibility to renew their domain names with us.

All invoices and dues must be paid in full before we release the requested domain name.

Code Calibre has the domains in a common pool account and therefore cannot give access to its
domain control panel.

Code Calibre offer packages in co-ordination with third party providers. Changes to the third
party provider’s rules and policies may ultimately effect the services we provide or the terms
and conditions herein.

Intellectual Property

All content of this website is a property of Code Calibre unless otherwise specified. Code
Calibre reserves the right to change the content or policies without any prior notice.

The project related copyrights can be transferred to the client at an additional cost, after the
full payment of the project and upon signing the Certificate of Acceptance. Code Calibre
reserves the rights to refuse the transfer of ownership if irregular circumstances arise.

Copyrights handed over to the client do not include rights to re-use the code for another website
or re-sell the programming codes for any commercial or non-commercial purposes. In the case of
business restructuring or ownership change, ownership of the website may be transferred from one
owner to another. New owners are not allowed to re-sell or re-use for any commercial or
non-commercial purpose. Code Calibre CMS is a proprietary CMS of Code Calibre and can not be
transferred to any external host.

In an event of a Webmaster change, site owners are not allowed to display the credits to the new
website, unless such time that the website functionality and appearance is changed by over 50%
of our original work.

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