Project Acceptance

WEBSITE PROJECT AGREEMENT

This Project Agreement is entered into between McAnderson Associates Ltd (“McAnderson”) and the Client (“Client”) as identified on the Project Acceptance Page.

By accepting this agreement electronically, the Client agrees to the following terms:

1. Project Scope

McAnderson agrees to design and/or develop a website as described in the approved project details displayed on the Project Acceptance Page (“the Project”).

Any work not explicitly stated in the agreed scope will be treated as additional work and may require a separate quote.

2. Project Timeline

Project timelines will commence only after:

• The Client has accepted this Agreement and SLA
• The required payment has been received
• All required content and materials have been provided by the Client

Delays caused by late feedback, content, or approvals from the Client may affect delivery timelines.

3. Payment Terms

• A 50% non-refundable deposit is required before project commencement
• The remaining balance is due upon project completion and before final handover
• Payments are made via approved online payment methods

Failure to make payments may result in project suspension.

4. Revisions

The project includes revisions as defined in McAnderson’s Client Communication, Revisions & Project Hold Policy, which forms part of this agreement.

Requests outside the agreed revision scope may attract additional charges.

5. Client Responsibilities

The Client agrees to:

• Provide accurate and timely content, feedback, and approvals
• Review deliverables promptly
• Ensure all provided materials do not infringe on third-party rights

6. Ownership & Usage

Full ownership of the final website is transferred to the Client only after full payment has been received.

McAnderson reserves the right to showcase the project in its portfolio unless otherwise agreed in writing.

7. Termination

Either party may terminate the project with written notice.
Payments already made are non-refundable and completed work up to the termination point will be billed accordingly.

8. Limitation of Liability

McAnderson shall not be liable for indirect or consequential damages, including loss of revenue, data, or business opportunities.

9. Agreement Acceptance

This Agreement is accepted electronically via the Project Acceptance Page and is legally binding without the need for physical signatures.

Client Communication, Revisions & Project Hold Policy McAnderson Associates Ltd

Version: 1.2
Effective date: 6 January 2026

This policy sets clear expectations to protect delivery timelines, quality, and relationships.

Contents

1. Purpose
2. Scope
3. Definitions
4. Communication Standards
5. Revision Policy (Design, Graphics, Website)
6. Client Non-Responsiveness and Project Hold
7. Resuming a Project (Reactivation)
8. Project Archiving and Closure
9. Fees, Billing and Third-Party Costs
10. Responsibilities (Client and McAnderson)
11. Acceptance

Appendices

• Appendix A: Project Hold Notice Template
• Appendix B: Feedback Template (Consolidated)
• Appendix C: Scope Change Request Template

1. Purpose

Revisions and pauses are normal in client work. This policy explains how McAnderson Associates Ltd handles revisions, approvals, and periods of non-responsiveness so projects remain fair, predictable, and deliverable without unnecessary delays.

2. Scope

This policy applies to all design and digital delivery work, including (but not limited to) graphics, branding assets, website design and development, and content-related updates, unless a signed contract or proposal states otherwise.

3. Definitions

• Business day: Monday to Friday, excluding UK bank holidays.
• Client non-responsiveness: failure to respond or provide required inputs/approvals via agreed channels within the expected timeframe.
• Revision: a change to an already approved design direction or agreed output that does not alter the underlying concept or scope.
• Revision round: one consolidated set of feedback submitted at one time (one message or one document).
• Scope change: a request that materially alters agreed deliverables, concept/direction, structure, functionality, or content beyond minor edits.
• On Hold: project status used when progress is blocked by missing client input/approval (Client Action Required).
• Archived: project status used when a project has been On Hold for an extended period and is formally closed from active scheduling.

4. Communication Standards

Clear communication prevents rework. To keep delivery on schedule, the following standards apply:

4.1 Single point of contact

• The client will nominate one primary decision-maker (and one backup) who can approve work and submit consolidated feedback.
• When multiple stakeholders provide separate feedback, we may request the client to consolidate it into a single final set of comments.

4.2 Approved channels

• Primary channel: email (recommended for approvals, final feedback, and attachments).
• Supporting channel: WhatsApp or another agreed messaging channel for quick clarifications.
• Any approval or scope decisions given via WhatsApp may be requested again by email for record keeping.

4.3 Response times

• Clients should respond within 2 business days for routine questions and within 5 business days for approvals/feedback, unless otherwise agreed.
• If feedback is unclear, we will request clarification. Timelines pause until clarification is received.
• If a client knows they will be unavailable, they should notify us in advance and provide an alternative contact where possible.

5. Revision Policy (Design, Graphics, Website)

5.1 What counts as a revision

A revision means small changes within the same approved concept, such as:

• Colour adjustments
• Font or text corrections
• Minor layout or spacing changes
• Replacing images or content within the same design concept

A revision does not mean a complete redesign or a new creative direction.

5.2 Included revision rounds

Unless stated otherwise in your proposal/contract, the project includes up to five (5) revision rounds.

• A revision round is counted when a consolidated set of feedback is received.
• Feedback provided in multiple separate messages may be treated as multiple revision rounds.
• We recommend submitting feedback in a single document or a single annotated list for speed and clarity.

5.3 What is out of scope (chargeable change)

Examples of out-of-scope requests include:

• Changing the original design direction after approving a concept
• Adding new pages, new sections, or new features not included in scope
• Significant copywriting or re-writing beyond minor corrections
• Multiple alternative versions beyond what was agreed
• Changes caused by late provision of information, assets, or approvals that create rework

Out-of-scope work will be quoted separately and may affect delivery timelines.

5.4 Turnaround times and approvals

• Our typical turnaround for a revision iteration is 1 to 3 business days, depending on complexity and queue.
• The project timeline depends on timely client approvals and inputs; delays may shift delivery dates.
• Final approval should be provided in writing (email preferred).

5.5 Final approval and post-approval changes

Once a deliverable is approved as final, any further changes are treated as a new request and may be quoted separately (including minor copy changes), unless covered under an agreed support or maintenance plan.

6. Client Non-Responsiveness and Project Hold

6.1 When a project may be placed On Hold

A project may be placed On Hold when we are waiting for required client action, including:

• Required information or documents
• Approval of designs, content, or next steps
• Completion of setup tasks (e.g., payment gateways, platform accounts, domain/hosting access)
• Payment milestones where applicable

6.2 Follow-up and escalation process

Before placing a project On Hold, we will attempt to reach the client through agreed channels and document all attempts.

Standard cadence (may vary by project):

• Day 2: Follow-up 1 (email + WhatsApp/message)
• Day 5: Follow-up 2 (email + WhatsApp/message)
• Day 10: Follow-up 3 and Project Hold Notice (final warning)

6.3 Automatic hold trigger

If we are awaiting client input or approval for 10 business days, the project may automatically move to On Hold until the required input is received.

6.4 What happens when a project is On Hold

• Project timelines pause and delivery dates may change.
• We may reallocate team capacity to other work until the project is reactivated.
• Work will not resume until the client provides the required inputs and (where applicable) confirms the revised timeline.
• If third-party subscriptions, hosting, or tool costs continue during the hold, those costs remain the client’s responsibility.

7. Resuming a Project (Reactivation)

When the client is ready to continue:

• We will review project status and confirm what remains outstanding.
• We will provide an updated timeline based on our current availability.
• Where required, we may issue an updated quote if scope, tools, or costs have changed since the project paused.
• Immediate resumption is not guaranteed.

A reactivation or administration fee may apply for projects that have been On Hold (minimum £100), depending on the project stage, time elapsed, and re-onboarding effort.

8. Project Archiving and Closure

• If a project remains On Hold for 30 to 60 days, we may archive it and close it from active scheduling.
• Restarting an archived project may require re-onboarding and may be treated as a new project with a new quote.
• Where files or accounts are involved, we will follow the agreed retention and handover arrangements set out in the proposal/contract.

9. Fees, Billing, and Third-Party Costs

• Client delays do not pause invoice due dates unless we explicitly agree in writing.
• Any additional effort caused by extended delays or rework (including re-briefing and re-planning) may be chargeable.
• Third-party services (domains, hosting, plugins, SaaS tools, payment processors) are billed as agreed and may continue during a hold.
• Where possible, we will notify the client in advance if additional costs are likely.

10. Responsibilities (Client and McAnderson)

10.1 Client responsibilities

• Respond promptly and provide the requested information, access, and approvals.
• Submit consolidated feedback and nominate a single point of contact.
• Pay invoices and third-party costs in accordance with the agreed terms.
• Notify us in advance of planned unavailability that may affect delivery.

10.2 McAnderson responsibilities

• Deliver work according to the agreed scope, timeline, and quality standards.
• Communicate clearly about required client actions and any blockers.
• Document follow-ups and project status changes (including On Hold and Archived).
• Provide quotes for out-of-scope changes before proceeding where possible.

11. Acceptance

By engaging McAnderson Associates Ltd and/or paying any deposit or invoice for services, the client agrees to this policy as part of our standard operating and communication process, unless superseded by a signed contract.

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Appendix A: Project Hold Notice Template

Subject: Project placed On Hold - Action Required

Hello [Client Name],

We are currently unable to progress your project because we are awaiting:
- [List required input/approval]

We have attempted to reach you on:
- [Date] via [Channel]
- [Date] via [Channel]
- [Date] via [Channel]

As we have not yet received the required response, your project status is now On Hold (Client Action Required). This means delivery dates will shift and work will resume once we receive the outstanding items and confirm an updated schedule.

Please reply by [Date - 5 business days] so we can reactivate your project.

Kind regards,
McAnderson Associates Ltd

Appendix B: Feedback Template (Consolidated)

Project: [Project name]

Deliverable/version: [e.g., Homepage v2, Logo draft v1]

Deadline for this feedback (if any): [date]

Consolidated feedback list:

• Item 1: [What to change] | Location: [page/section] | Notes: [details]
• Item 2: [What to change] | Location: [page/section] | Notes: [details]
• Item 3: ...

Approval:

• Approved as final: Yes/No
• Approved direction (if not final): Yes/No
• Primary decision-maker name: [name]

Appendix C: Scope Change Request Template

Requested change: [describe the request]

Reason for change: [why it is needed]

Impact (to be confirmed by McAnderson):

• Cost impact: [£ or to be quoted]
• Timeline impact: [days/weeks]
• Dependencies: [access, content, third-party approvals]

Note: Work on a scope change will begin only after the updated quote and timeline are accepted in writing.

SERVICE LEVEL AGREEMENT (SLA)

This SLA defines how McAnderson delivers services and supports the Client during the project.

1. Communication

• Primary communication will be via email, WhatsApp, or approved project tools
• Response time: within 1–2 business days
• Meetings are scheduled when necessary

2. Working Days & Hours

• Working days: Monday to Friday
• Working hours: 9:00 AM – 5:00 PM (local business hours)
• Public holidays are excluded

3. Deliverables & Reviews

• Deliverables will be shared for review based on agreed milestones
• Client feedback is expected within a reasonable timeframe
• Delays in feedback may affect delivery dates

4. Revisions & Project Holds

Revisions, pauses, and project holds are governed by McAnderson’s Client Communication, Revisions & Project Hold Policy, which applies to all projects.

5. Support During Project

McAnderson will:

• Fix bugs directly related to the delivered work
• Ensure reasonable testing before handover

Requests outside scope or after completion may require a new agreement.

6. SLA Acceptance

This SLA is accepted electronically alongside the Project Agreement via the Project Acceptance Page.