Terms & Conditions
Project Delivery and Scope +
Floor9design Ltd can undertake work using either a traditional fixed-scope project approach or an iterative Agile delivery model, depending on the requirements of the client and the nature of the project.
Regardless of the delivery methodology used, software development services are fundamentally provided on a time and expertise basis.
Where a fixed-price quotation is provided, that quotation is based upon the requirements, assumptions, specifications, and scope defined at the time of estimation.
Any changes to the agreed scope, including but not limited to additional features, revised requirements, design changes, integrations, data migration requirements, or changes in business process, may require additional time and cost. Floor9design Ltd reserves the right to revise estimates and quotations where the scope of work materially changes.
Where requirements are uncertain, evolving, or still under discovery, an Agile approach is recommended. In such cases, work will be prioritised collaboratively and delivered incrementally, with costs reflecting the time spent delivering the agreed objectives.
Quotations and Estimates +
Unless explicitly stated otherwise, all quotations provided by Floor9design Ltd are estimates based on the information available at the time of preparation.
Quotations are prepared using the requirements, specifications, assumptions, and information supplied by the client. Should these requirements change, or should additional information become available during the course of the project, Floor9design Ltd reserves the right to revise the quotation accordingly.
Any timelines, effort estimates, delivery dates, or project costs are provided in good faith and represent the best professional assessment available at the time. They do not constitute a guarantee of the exact time or cost required to complete the work.
Where a fixed-price quotation is provided, it applies only to the scope explicitly described within that quotation. Any additional functionality, amendments, integrations, design changes, or other work outside the agreed scope may be quoted and charged separately.
Quotations remain valid for 30 days from the date of issue unless otherwise stated.
Floor9design Ltd reserves the right to withdraw or amend a quotation at any time prior to formal acceptance by the client.
Project Growth and Scope Changes +
It is common for software projects to evolve during delivery. As new functionality is developed, clients often identify additional opportunities to improve processes, streamline workflows, or add features that were not apparent at the start of the project.
This is a normal and healthy part of software development and should not be viewed as a problem. In many cases, these discoveries lead to a better final product and greater long-term value for the business.
Floor9design Ltd expects and encourages discussion of new ideas throughout a project. However, it is important to distinguish between:
- Minor amendments, refinements, and bug fixes that fall within the agreed scope of work; and
- Additional functionality, new requirements, process changes, integrations, or other enhancements that extend the original scope.
Reasonable feedback, snagging, refinements, and defect correction are considered a normal part of project delivery and are included within the agreed scope wherever appropriate.
Where a requested change materially alters the agreed scope, timescale, complexity, or effort required, it will be treated as a scope change. Any associated costs or revised timelines will be discussed openly and agreed before the additional work is undertaken.
The objective is not to prevent change, but to ensure that changes are visible, understood, and managed fairly for both parties.
Project Growth and Scope Changes +
It is common for software projects to evolve during delivery. As new functionality is developed, clients often identify additional opportunities to improve processes, streamline workflows, or add features that were not apparent at the start of the project.
This is a normal and healthy part of software development and should not be viewed as a problem. In many cases, these discoveries lead to a better final product and greater long-term value for the business.
Floor9design Ltd expects and encourages discussion of new ideas throughout a project. However, it is important to distinguish between:
- Minor amendments, refinements, and bug fixes that fall within the agreed scope of work; and
- Additional functionality, new requirements, process changes, integrations, or other enhancements that extend the original scope.
Reasonable feedback, snagging, refinements, and defect correction are considered a normal part of project delivery and are included within the agreed scope wherever appropriate.
Where a requested change materially alters the agreed scope, timescale, complexity, or effort required, it will be treated as a scope change. Any associated costs or revised timelines will be discussed openly and agreed before the additional work is undertaken.
The objective is not to prevent change, but to ensure that changes are visible, understood, and managed fairly for both parties.
Payment Terms +
Floor9design Ltd aims to be flexible and will work with clients to agree suitable payment schedules where appropriate. Unless otherwise agreed in writing, the following terms apply.
Payment Schedule
- 50% of the project fee is payable prior to commencement of work.
- The remaining 50% is payable upon completion of the agreed scope of work.
- For larger projects, interim milestone payments may be agreed.
Project Reviews and Acceptance
- Project progress will be demonstrated regularly throughout delivery.
- Feedback is encouraged throughout the project and clients are expected to review work as it is presented.
- Any released functionality, approved demonstrations, staging deployments, or milestone reviews shall be considered accepted unless material defects are reported within 10 working days.
- If the client is unavailable or fails to provide feedback within a reasonable period, the relevant work shall be deemed accepted for project progression purposes.
Changes and Additional Requirements
- Requests that alter previously approved functionality, specifications, designs, or workflows may be treated as additional work and may incur additional charges.
- Corrections of defects are included within the agreed scope. New requirements or changes in direction are not.
Payment Delays
- Invoices are due within the payment period stated on the invoice.
- Floor9design Ltd reserves the right to suspend work on any project where invoices become overdue.
- Overdue business accounts may be subject to statutory interest and compensation in accordance with the Late Payment of Commercial Debts (Interest) Act 1998.
- Accounts remaining unpaid for more than 56 days may be referred for formal debt recovery proceedings without further notice.
Ownership of Deliverables +
All intellectual property, source code, designs, documentation, and deliverables remain the property of Floor9design Ltd until all outstanding invoices relating to the project have been paid in full.
Good Faith +
Floor9design Ltd values long-term client relationships and aims to resolve concerns collaboratively and professionally. These terms are intended to provide clarity and protect both parties from misunderstandings during project delivery.