Terms of Service & Client Engagement Policy

Last Updated: 12-03-2025

Welcome to P. Cole Web Design Agency. By submitting an inquiry, booking a consultation, or entering into a project with us, you agree to the following Terms of Service. These terms outline how we communicate, how projects progress, and how payments are handled.

Initial Contact & Consultation

Inquiry Form Submission

  • All new projects begin with the Intake / Consultation Form located on our website.

  • This form allows you to describe your goals, the type of website or service you need, and any relevant project details.

Consultation Call or Email Review

  • After submitting the form, you will receive a follow-up within 1–3 business days.

  • Depending on the service selected, we may schedule a consultation call to clarify requirements and discuss scope.

Project Evaluation

  • We review the details you provide to determine whether the project is a good fit for our services and platform expertise.

  • Please note that submitting the form does not guarantee acceptance of a project.

Project Quotes & Agreements

Customized Quote

You will receive a written quote outlining:

  • Services included

  • Estimated timeline

  • Total cost

  • Any optional add-ons or upgrades

Approval Required

  • Work begins only after the client provides written approval of the quote.

Service Agreement

Some projects may require a Signed Service Agreement, especially custom packages or large-scale builds.

Payment Terms

Deposits

  • All projects require a non-refundable deposit (usually 50%) before work begins.

  • Deposits secure your project in the schedule and cover initial setup and design time.

Final Payment

Remaining balances are due:

  • The remaining balance is due at the time of the website launch.

  • At predefined project milestones (for larger custom builds).

Accepted Payment Methods

  • Payments may be made via PayPal, Zelle, or the provided payment portal.

Revisions & Scope

Revision Policy

  • Each service tier includes a set number of revisions.

  • Additional revisions are billed based on the add-on rate multiplied by the number of hours required to complete the revisions.

Scope Changes

  • Requests outside the original project scope may require a revised quote or additional fees.

Project Timeline

Estimated Timelines

  • Timelines depend on the service tier selected and the completeness of client materials.

  • Delays in providing content, logins, approvals, or feedback will result in timeline extensions.

Client Responsiveness

  • If the client becomes unresponsive for 14 days or more, the project may be paused.

  • A restart fee may apply depending on the delay duration.

Deliverables & Launch

Website Delivery

  • Final websites are delivered via platform transfer or provided credentials.

  • Final payment must be completed before launch or handoff.

Launch Support

  • Basic launch support is included for all tiers and may vary by package.

  • Ongoing maintenance and support are available as add-ons.

Refund Policy

  • Deposits are non-refundable.

  • Refunds are not issued for completed work, approved milestones, or delayed client responses.

  • If the client chooses to cancel a project mid-way, payment for work completed up to that point will be due.

Client Responsibilities

To ensure a smooth project, clients agree to:

  • Provide accurate information and timely responses

  • Supply all content (text, images, branding files) unless content creation is included in the package

  • Review drafts and provide clear feedback

  • Maintain their website platform subscription fees (Squarespace, hosting, domain, etc.)

Platform & Technical Limitations

  • We work primarily on Squarespace, but may also accept projects on other platforms if discussed in advance.

  • Platform limitations are outside our control; any functionality beyond the platform’s capabilities may require custom quotes and/or third-party integrations.

Privacy

Any personal information you provide is used solely for communication, project management, and payment processing. We do not share or sell your data.

Updates to These Terms

We may update this page at any time. Continued use of our services constitutes acceptance of the latest Terms.

Thank you for choosing P. Cole Agency!