Terms of Business
We Are Neidin Limited
Last updated: 10 June 2026
These Terms of Business apply to business clients who buy services from We Are Neidin Limited. They are designed to sit alongside the quote, proposal, booking, order confirmation, statement of work, email agreement or other written document that confirms what we have agreed to provide.
This document is intended for business-to-business services. If we ever agree to provide services to a consumer, separate terms may apply.
| Detail | Information |
|---|---|
| Company name | We Are Neidin Limited |
| Company number | 17094788 |
| Registered office | 12 Rosemary Way, Frome, England, BA11 5ET |
| Registered in | England and Wales |
| hello@weareneidin.com |
1. About these Terms
These Terms of Business apply whenever we provide services to you, unless we agree different terms with you in writing.
The specific services, fees, timings, deliverables and any special terms will be set out in a Booking. In these terms, “Booking” means a quote, proposal, order confirmation, statement of work, email agreement or other written confirmation of the work we have agreed to provide.
If there is a conflict between these Terms of Business and the Booking, the Booking will apply to the extent of that conflict.
Accepting a Booking, asking us to start work, paying a deposit, paying an invoice or otherwise instructing us to begin will be treated as acceptance of these Terms of Business.
2. Our Services
We provide creative, digital and business support services. Depending on the Booking, our services may include:
- website design and build;
- website updates, hosting support and maintenance;
- social media management;
- content creation and content planning;
- copywriting;
- graphic design and branding support;
- email marketing support;
- SEO support;
- admin support;
- consultancy, planning and digital marketing support; and
- related services agreed in writing.
The exact services we will provide are those set out in the Booking. Anything not included in the Booking is outside the agreed scope unless we agree to add it in writing.
3. Business-to-business arrangement
Our services are provided on a business-to-business basis.
We operate as an independent business. We are not your employee, worker, partner, agent or joint venture partner. We may work for other clients, market our services to others and decide how best to carry out the services, unless the Booking says otherwise.
You are responsible for making sure the person instructing us has authority to agree the Booking, approve work, request changes and authorise payments.
4. Client responsibilities
To help us provide the services properly, you agree to:
- give us accurate information and clear instructions;
- provide content, images, copy, brand assets, login details, access permissions, feedback and approvals when needed;
- make sure any information or materials you give us are accurate, lawful and suitable for use;
- tell us about relevant deadlines, restrictions, brand rules, legal requirements or industry rules;
- respond to requests for feedback or approval within agreed timescales;
- check work carefully before approving it;
- maintain ownership and control of your own accounts, domains, hosting, social media pages, software and subscriptions unless we agree otherwise in writing; and
- treat our team, associates and subcontractors respectfully.
We are not responsible for delays, missed deadlines, lost posting slots, extra costs or reduced results caused by your failure to provide information, access, feedback or approvals in good time.
5. Timings, deadlines and delays
We will use reasonable care and skill when providing the services and will use reasonable endeavours to meet agreed timings.
Any timetable depends on you providing everything we reasonably need in good time. If you are late providing information, content, access, approvals or feedback, we may need to reschedule the work. For social media or other time-sensitive work, delayed information may mean that a post, campaign or piece of work is missed and may not automatically roll over.
Unless expressly agreed in writing, deadlines are estimated rather than guaranteed.
If a project is delayed by you for more than 30 days, we may pause or reschedule the project and invoice for work completed to date. Rescheduled work will be subject to our availability.
6. Normal working hours
Our normal working hours are as stated on our website, in the Booking or as otherwise agreed in writing.
We are not normally available at weekends, on Bank Holidays or on Public Holidays unless agreed in advance.
Work requested outside normal working hours may be charged at an additional rate. Unless the Booking says otherwise, out-of-hours work may be charged at 150% of the usual hourly rate or equivalent.
Urgent work requested with less than 24 hours’ notice may also be charged at 150% of the usual hourly rate or equivalent. If work is both urgent and out of hours, both surcharges may apply.
7. Retainers and ongoing services
Where we provide services on a monthly retainer, the retainer reserves agreed time, capacity, posts, deliverables or support for that month.
Monthly retainers are based on the level of work set out in the Booking. If you want more work than the retainer includes, we may agree to provide additional work subject to availability and additional fees.
Unused time, posts or deliverables do not automatically roll over. We may agree to carry forward up to 10% of unused time, posts or deliverables to the following month, provided your invoices are fully paid on time. Anything carried forward must be used in the following month or it will be lost. Carried-forward time or posts will be used before the new month’s allowance.
If you do not provide the information, access, content, feedback or approvals needed for us to complete the agreed work, the relevant time, posts or deliverables may be treated as used.
Unless the Booking says otherwise, rolling monthly retainers continue until ended by either party giving 30 days’ written notice. Fees remain payable during the notice period.
8. Website services
Where we provide website design, build, update, hosting support or maintenance services, the Booking will set out what is included.
Unless expressly included in the Booking, website services do not include unlimited revisions, copywriting, photography, advanced SEO, paid advertising, legal compliance checks, accessibility audits, custom development, third-party software costs, plugin licences, hosting fees, domain fees, email hosting or ongoing maintenance.
You are responsible for providing accurate website content, images, legal wording, policies, product information, service details, pricing and approvals.
We are not responsible for delays caused by missing content, missing access, late feedback, changes in direction, third-party suppliers, hosting issues, plugin issues, platform changes or client-side delays.
Websites may appear slightly different across devices, browsers and screen sizes. We will use reasonable care to create a professional and functional website, but we do not guarantee identical appearance on every device or browser.
Website speed, performance, search rankings, traffic, enquiries and sales can be affected by many factors outside our control. We do not guarantee any particular ranking, traffic level, enquiry level, conversion rate or commercial result.
Where we provide maintenance or hosting support, the Booking will explain what is included. Unless we expressly agree otherwise, you remain responsible for your own domain names, hosting account, software licences, premium plugins, renewals, email accounts and third-party subscriptions.
9. Social media, content and marketing services
Where we provide social media, content or marketing services, we will use reasonable care and skill to create and manage the agreed work.
Unless expressly included in the Booking, social media services do not include paid advertising management, inbox management, customer service, weekend monitoring, crisis management, photography, video production, influencer outreach, community management, legal checks or unlimited revisions.
Social media platforms, search engines, email platforms, advertising platforms and other third-party systems are controlled by third parties. They may change their rules, features, algorithms, access permissions, pricing, account status or visibility at any time.
We do not guarantee follower growth, engagement, reach, impressions, enquiries, sales, search rankings, press coverage or any other commercial outcome from social media, content, SEO or marketing work.
You are responsible for ensuring that all claims, offers, promotions, prices, images, product details and service information you ask us to publish are accurate, lawful and compliant with any rules that apply to your business.
10. Approvals, proofing and sign-off
You are responsible for checking and approving content, designs, website pages, social media posts, emails, documents, adverts and other materials before publication or use.
Once you approve work, we are not responsible for errors, omissions, factual issues, spelling mistakes, pricing errors, legal issues or other problems that should reasonably have been identified during approval.
If you ask us to publish without approval, or if approval is delayed beyond an agreed deadline, we may publish, reschedule or pause the work depending on what has been agreed in the Booking.
Where we are asked to make changes after approval, additional charges may apply.
11. Changes to scope
The services included are those set out in the Booking.
If you ask for additional work, extra revisions, new deliverables, faster turnaround, additional meetings, extra support or work outside the agreed scope, we may charge additional fees.
We can agree changes by email, message, revised Booking, updated quote or other written confirmation.
If a change affects timings, fees or availability, we will let you know where reasonably possible.
12. Fees, invoices and payment
Fees are charged as set out in the Booking.
Unless the Booking says otherwise, invoices are payable within 7 calendar days from the invoice date.
Deposits, setup fees and advance payments are due before work begins unless agreed otherwise. Non-payment of a deposit or invoice may delay the start or continuation of work.
Payment is treated as made when cleared funds reach our bank account.
Where applicable, VAT will be added at the appropriate rate.
If payment is made through a platform or method that charges additional fees, we may pass those fees on where this has been agreed or stated in the Booking.
For time-based work, time may be charged in 15-minute units. A minimum charge may apply on days when work is requested, as stated in the Booking.
13. Expenses and third-party costs
Out-of-pocket expenses and third-party costs are not included unless the Booking says they are.
These may include travel, stock images, video, music, printing, postage, software, plugin licences, fonts, themes, hosting, domain names, advertising spend, subscriptions, specialist tools or other costs needed to provide the services.
We will not normally buy goods or services on your behalf unless authorised by you. You are responsible for third-party costs you have approved.
Where possible, third-party accounts, licences and subscriptions should be held in your name so you retain ownership and control.
14. Late payment, pausing work and debt recovery
If an invoice is not paid by the due date, we may pause, delay, reschedule or suspend work until payment is made.
We may charge interest and debt recovery costs on overdue business-to-business invoices in accordance with late payment legislation, unless a different rate or arrangement is set out in the Booking.
We may also recover reasonable costs we incur in collecting overdue payments.
If payment remains overdue, we may end the Booking and invoice for work completed, committed time, third-party costs and any handover or close-down work required.
15. Cancellation and termination
A fixed project will end when the agreed work is complete, unless ended earlier in line with these terms.
A rolling monthly retainer may be ended by either party giving 30 days’ written notice, unless the Booking says otherwise.
Either party may end a Booking immediately by written notice if the other party commits a serious breach that cannot be put right, or fails to put right a serious breach within 14 days of being asked to do so in writing.
We may also end or suspend a Booking if you fail to pay on time, fail to provide required information or access, repeatedly delay approvals, ask us to do something unlawful or unreasonable, become insolvent or appear unable to meet your obligations.
Ending a Booking does not affect rights and obligations that already exist. You remain responsible for paying for work completed, work already committed, third-party costs, notice periods, handover time and any other sums properly due.
After termination, any further work, support, retrieval of information, handover, returning data, responding to emails or dealing with queries may be charged at our normal hourly rate or equivalent.
16. Third-party platforms, accounts and access
Many services rely on third-party platforms such as Meta, Google, WordPress, hosting providers, domain registrars, email platforms, booking tools, payment processors, Canva, scheduling tools, analytics platforms and other software.
You are responsible for maintaining ownership and control of your own accounts, pages, domains, hosting, software, platforms and subscriptions unless we agree otherwise in writing.
You should give us appropriate user access rather than sharing main account logins wherever possible. Where unique user access is not available, passwords should be shared securely, ideally through a password manager.
We are not responsible for loss, disruption, delay or additional cost caused by third-party platforms, including account restrictions, permission changes, outages, bugs, security issues, unpaid third-party invoices, expired domains, expired licences, platform decisions, algorithm changes or changes to features and rules.
17. Software, automation and AI-assisted tools
We may use professional software, automation tools and AI-assisted tools to support our work. This may include tools for planning, drafting, editing, design, research, scheduling, analytics, website support, admin or quality checking.
We remain responsible for the work we provide to you.
We will not knowingly submit your confidential information or personal data into public AI tools unless you have authorised us to do so, it is necessary for the agreed services, or appropriate safeguards are in place.
You are responsible for reviewing and approving final materials before use, especially where factual accuracy, legal compliance, financial information, technical information, regulated content or brand reputation is involved.
18. Intellectual property
Unless the Booking says otherwise, we own the rights in work we create until our fees and charges for that work have been paid in full.
Once paid for, we assign to you the rights in materials uniquely created for you under the Booking, except for anything excluded below.
We retain ownership of our pre-existing materials, templates, systems, structures, methods, processes, know-how, ideas, design approaches, generic resources and anything not created uniquely for you.
We may reuse general skills, experience, know-how, ideas, structures, methods and learning developed during our work, provided we do not disclose your confidential information or copy materials uniquely created for you.
You promise that any materials you provide to us, including text, images, logos, brand assets, fonts, videos, music, data, documents and access to systems, are either owned by you or properly licensed for the intended use.
You are responsible for any claim that materials supplied by you infringe someone else’s rights.
19. Portfolio and credit
Unless you tell us otherwise in writing, we may refer to you as a client and may show completed public-facing work in our portfolio, website, social media, proposals or marketing materials.
We will not publish confidential information, private information, unpublished strategy, sensitive commercial information or personal data without appropriate permission.
If you would prefer us not to refer to you or show the work publicly, please tell us in writing.
20. Confidentiality
Each party may receive confidential information from the other. Confidential information must only be used for the purpose of the Booking and must not be disclosed to others unless required for the services, authorised by the other party, or required by law.
We may share confidential information with employees, directors, subcontractors, associates, professional advisers or service providers where they need it to provide the services or support our business. We will take reasonable steps to ensure they are subject to appropriate confidentiality obligations.
Confidentiality obligations do not apply to information that is already public, already known lawfully, independently developed, or required to be disclosed by law or a regulator.
We may keep copies of confidential information where reasonably needed for records, legal, insurance, accounting, regulatory, dispute or business continuity purposes.
21. Data protection
We will handle your own personal information in line with our Privacy Policy.
Where we process personal data on your behalf as part of the services, you are normally the controller and we are normally the processor. You are responsible for deciding why and how that personal data is used, and for ensuring you have a lawful basis to provide it to us and instruct us to process it.
You must provide documented instructions for any personal data you want us to process on your behalf. These instructions may be set out in the Booking, a Data Processing Form, email instructions or another written document.
We will only process personal data on your documented instructions unless we are required by law to do otherwise.
You authorise us to use suitable subcontractors, associates and service providers where needed to deliver the services. Where they process personal data on your behalf, we will ensure appropriate contractual protections are in place.
We will take appropriate technical and organisational measures to protect personal data, taking into account the nature of the services and the information involved.
We will assist you, where reasonably required, with data protection obligations relating to security, breach notification, data subject rights, data protection impact assessments and audits. This assistance may be charged at our normal hourly rate unless the Booking says otherwise.
If we become aware of a personal data breach affecting personal data we process on your behalf, we will notify you without undue delay after becoming aware of it.
At the end of the Booking, we will delete or return client-provided personal data in line with your written instructions, unless we need to keep it for legal, regulatory, insurance, accounting, dispute or legitimate business record purposes.
Unless the Booking or Data Processing Form says otherwise, we may delete client-provided third-party personal data from systems within our control within six weeks of the end of the Booking. We are not responsible for deleting data from systems that remain under your control.
Where a Booking involves a restricted transfer of personal data outside the UK, the parties will use an appropriate transfer mechanism where required, such as an adequacy regulation, the UK International Data Transfer Agreement, the UK Addendum to the EU Standard Contractual Clauses, or another safeguard permitted under UK data protection law.
If we believe an instruction infringes data protection law, we will tell you. You remain responsible for taking appropriate legal advice on your own data protection obligations.
22. Legal compliance and client content
You are responsible for ensuring that your business, products, services, claims, offers, prices, promotions, competitions, regulated content and materials comply with any laws, regulations, industry rules, platform rules and advertising rules that apply to you.
We do not provide legal, financial, tax, medical, regulated advertising or compliance advice unless expressly agreed in writing.
You must not ask us to publish or use anything unlawful, misleading, discriminatory, defamatory, infringing, harmful or otherwise inappropriate.
You will indemnify us against losses, costs, claims, fines, expenses or damage arising from materials, instructions or information you provide that are unlawful, infringing, inaccurate, misleading or non-compliant.
23. Competitions, giveaways and promotions
Where we assist with competitions, giveaways or promotions, you remain responsible for approving the terms, eligibility rules, prize details, closing dates, winner selection process, platform compliance and legal compliance unless we have expressly agreed otherwise in writing.
We may help draft or publish promotional wording, but you are responsible for checking that the promotion is accurate, lawful, fair and suitable for your audience.
24. Insurance
We will maintain insurance that we consider appropriate for our business.
Details of any specific insurance cover relevant to a Booking may be set out in the Booking or provided on request.
If you require us to hold a specific level or type of insurance for your work, please tell us before accepting the Booking. Additional insurance may be subject to additional cost and availability.
25. Subcontractors, associates and team members
We may use employees, directors, subcontractors, associates, specialists or service providers to help deliver the services.
We remain responsible for the services we agree to provide, subject to these Terms of Business.
Our team and associates are required to keep appropriate information confidential and follow suitable data protection standards where relevant.
You must not directly engage, employ, contract with or attempt to bypass us to work with our employees, subcontractors or associates who are introduced to you through us, unless we agree in writing. If you wish to do so, we may agree a release fee.
26. Limitation of liability
Nothing in these terms excludes or limits liability where it would be unlawful to do so, including liability for death or personal injury caused by negligence, fraud or fraudulent misrepresentation.
We are not liable for indirect, consequential or special losses, including loss of profit, loss of revenue, loss of anticipated savings, loss of goodwill, loss of reputation, loss of business opportunity, loss of data, loss caused by third-party platforms or losses arising from third-party claims, except where liability cannot legally be excluded.
For fixed-fee projects, our total aggregate liability under or in connection with a Booking will not exceed the fees paid by you for that project.
For rolling retainers or ongoing services, our total aggregate liability will not exceed the fees paid by you for the relevant services in the three months before the event giving rise to the claim.
We are not personally liable through our directors, employees, subcontractors, associates or agents. Any claim must be brought against We Are Neidin Limited.
27. Events outside our control
We are not responsible for failure or delay caused by events outside our reasonable control. This may include illness, emergency, power failure, internet failure, platform outage, cyber incident, supplier failure, strike, severe weather, fire, flood, pandemic, legal restriction, family emergency or other circumstances we could not reasonably prevent.
Where this happens, we will try to let you know and take reasonable steps to reduce the impact.
28. Notices
Notices under these terms should be sent by email unless the Booking says otherwise.
You should send notices to hello@weareneidin.com.
We will send notices to the email address you have used for the Booking or another email address you have provided for business communications.
29. Changes to these Terms
We may update these Terms of Business from time to time.
The version that applies to a Booking will usually be the version in force when that Booking is accepted, unless we agree otherwise or the change is required by law.
30. Governing law and jurisdiction
These Terms of Business, the Booking and any dispute or claim arising from them are governed by the laws of England and Wales.
The courts of England and Wales will have exclusive jurisdiction, unless the parties agree another dispute resolution process in writing.
31. Contact
If you have any questions about these Terms of Business, please contact:
We Are Neidin Limited
Email: hello@weareneidin.com
End of Terms of Business