Saffron Studios Ltd – Terms & Conditions

Effective Date: 03.06.2024

Company: Saffron Studios Ltd, United Kingdom

These Terms & Conditions (“T&Cs”) govern the provision of all services by Saffron Studios (“we,” “our,” “us”) to clients (“you,” “your”). By engaging our services, you agree to these terms in full.

1. Scope of Work

Saffron Studios  will provide website design and related digital services as outlined in the agreed proposal, quotation, or written correspondence. Any functionality, pages, features, or services not expressly included in the agreed scope are excluded and will be billed separately and treated as additional work.

2. Client Responsibilities (Content, Feedback & Timelines)

The Client agrees to:

• Provide all required content, imagery, branding assets, logins, and approvals within five (5) business days of request.
• Ensure all supplied content is accurate, lawful, and owned or licensed for use.
• Respond to requests for feedback within five (5) business days unless otherwise discussed and confirmed in writing.

Delays in providing materials or feedback may extend project timelines proportionally, two (2) or more delays will lead to an archived project. Restarting an archived project may incur additional costs. We are not responsible for missed deadlines or launch delays caused by Client inaction.

3. Revisions & Approvals

Unless otherwise stated in writing:

• Projects include up to two (2) rounds of revisions.
• Revision requests must be submitted within five (5) business days of receiving each draft.
• Once a stage (e.g., mockup or copy) is approved, further changes to that stage are considered out of scope.
• If no feedback is received within the review window, the work will be treated as approved.

Any revisions beyond the included limit or outside the approved scope will be billed separately with a quoted fee.

4. Brand Visual Enhancement (Add-On Service)

The Brand Visual Enhancement service is an optional add-on to a website project and is not a standalone service.

This service exists to ensure that website visuals are professionally aligned with the Client’s brand identity, messaging and positioning, rather than relying on inconsistent, low-quality, inauthentic stock or self-supplied content.

If selected, this service may include:

• On-site clinic photography and videography
• Fully planned visual direction aligned with brand strategy
• Website-ready imagery prepared for digital use
• An optional extended asset bundle for marketing use

Positioning & Scope

This service is recommended but not required.

The website project can proceed without this add-on; however, visual quality, brand consistency and overall performance may be impacted where third-party or Client-supplied content is used instead.

Saffron Studios Ltd is not responsible for reduced visual quality, brand inconsistency or conversion performance where this add-on is declined.

Delivery & Use

Assets produced under this service are licensed for use within the Client’s website and agreed marketing channels only, unless otherwise specified in writing.

Raw files are not provided unless explicitly included in the agreed scope.

Final deliverables are supplied in web-optimised formats unless an extended asset bundle has been purchased.

Scheduling & Client Responsibilities

The Client must ensure availability of the premises, staff and any required permissions for on-site production. The client is responsible for booking models, making sure they arrive on time and understand what is required of them. 

Delays caused by lack of access, late cancellations, any model related issues or unprepared locations may result in rescheduling fees and timeline extensions.

Health, Safety & On-Site Environment

Where on-site photography or videography is carried out at the Client’s premises (including clinical environments), the Client is solely responsible for ensuring that the environment is safe, compliant and suitable for professional production activities.

This includes, but is not limited to:

• the safe storage and handling of sharps, medical equipment and hazardous substances
• general health and safety standards within treatment rooms and shared areas
• compliance with all relevant health, safety and clinical regulations

Saffron Studios Ltd does not assess, manage or control the safety standards of the Client’s premises.

Any incidents, injuries, losses or damages arising from unsafe conditions, hazardous materials, clinical equipment, or an environment that does not meet appropriate safety standards remain the sole responsibility of the Client.

Saffron Studios Ltd accepts no liability for any incident caused by, or arising from, the condition, layout or safety compliance of the Client’s premises.

Models & Treatments

Any models or individuals appearing in on-site photography or videography must sign a model consent and release form confirming their participation and comfort with the activity being recorded. Where any treatment or procedure is carried out during filming or photography, this is provided solely by the Client and its practitioners, and Saffron Studios Ltd has no involvement in, responsibility for, or liability relating to the treatment itself.

Cancellations & Rescheduling

A minimum of ten (10) days’ notice is required to cancel or reschedule a scheduled shoot date.

Late cancellations or no-shows may result in forfeiture of the service fee or a re-booking charge at the discretion of Saffron Studios Ltd.

5. Stock Imagery & Third-Party Assets

Where the Client does not supply sufficient professional imagery, or where the Brand Visual Enhancement service is declined, Saffron Studios Ltd may source licensed stock imagery or third-party visual assets on the Client’s behalf.

Saffron Studios Ltd does not recommend the use of stock imagery for service-based or regulated industries (including medical and aesthetic services) due to its inherently generic nature, limitations around advertising authenticity, and reduced ability to accurately represent a specific business, practitioner, or clinical environment.

Where stock imagery or third-party assets are used:

• All stock imagery and third-party assets are chargeable to the Client.
  
  
• Up to two (2) rounds of stock image selection and revision are included.
  
  
• Preview or watermarked assets may be used for review prior to licensing.
  
  
• Visual relevance, authenticity and brand alignment may be limited when using stock assets.
  
  
• Saffron Studios Ltd is not responsible for reduced brand credibility, conversion performance or advertising compliance issues arising from the use of stock imagery.
  
  
• Final asset selection is subject to Client approval prior to licensing.
  
  
• Once a stock asset invoice has been paid, the assets are approved and licensed and all stock imagery costs are non-refundable.
  
  
• Any further sourcing, replacement or re-licensing of assets after approval will be treated as additional work and billed separately.
  
  

Licensing position

• All stock imagery and third-party assets sourced by Saffron Studios Ltd are licensed under Saffron Studios Ltd’s supplier accounts.
  
  
• The Client is granted a limited, non-exclusive sub-licence to use the licensed assets only within the specific project deliverables created by Saffron Studios Ltd.
  
  
• Ownership of stock assets is not transferred to the Client.
  
  

Use outside the delivered project

• Stock imagery licensed by Saffron Studios Ltd may not be extracted, reused, redistributed, supplied to third parties or reused for new materials outside the agreed deliverables.
  
  
• If the Client wishes to use any stock assets for future marketing, campaigns, print, third-party suppliers or materials not produced by Saffron Studios Ltd, the Client must obtain their own licence for those assets directly from the relevant stock provider.
  
  
• The Client must notify Saffron Studios Ltd in advance where independent licensing is required prior to any production work commencing.
  
  

Client responsibility and third-party licence terms

• The Client must not reuse, distribute, supply, modify for reuse, or provide the assets to third parties outside of that confirmed scope.
  
  
• The Client is responsible for ensuring that their use of the assets remains within the usage permissions detailed in these terms by Saffron Studios Ltd.
  
  
• Where the Client requires broader or alternative usage rights, the Client must obtain their own licence directly from the relevant stock provider.
  
  
• Saffron Studios Ltd is not responsible for any breach of licence terms arising from use of stock imagery outside of the permitted scope.

Client-supplied assets

Where the Client supplies their own stock imagery or third-party assets, the Client warrants that they hold appropriate licences permitting use by Saffron Studios Ltd for the purposes of producing the agreed deliverables.

Saffron Studios Ltd accepts no liability for licensing breaches arising from client-supplied assets.

6. Additional Work & Fees

Any work outside the original agreed scope, including but not limited to:

• Additional pages
• Content updates
• Design changes after approval
• New features or integrations
• Further stock sourcing

will require a separate quotation and may impact delivery timelines. No additional work will commence without written approval.

7. Third-Party Access & Liability

We are not responsible for:

• Errors, damage, downtime, or data loss caused by third parties accessing or editing the website.
• Issues resulting from plugins, integrations, or software installed by third parties.

Any third-party involvement must be disclosed in advance. If third-party actions compromise the website, repair or restoration will be billed as new work.

8. Hosting & Maintenance

Services Provided

Saffron Studios Ltd provides managed website hosting, SSL certification, security monitoring, and routine data backups for all websites it builds while the hosting account remains active and in good standing.

Monthly Fee

The Client agrees to pay a hosting and maintenance fee of £39 per month, billed in advance.

Minimum Hosting Term

All websites built by Saffron Studios Ltd are hosted with us for a minimum of 12 months from the website launch date.

Payment Method

Payment must be made by standing order on the same calendar day each month.
The Client is responsible for ensuring the standing order remains active and that sufficient funds are available at all times.

Late or Missed Payments

If payment is not received on the due date, Saffron Studios Ltd reserves the right to suspend or take the website offline immediately without notice.

Restoring Service

Service will be restored only once all outstanding amounts are paid in full.
A reconnection or reactivation fee may apply if the site has been suspended for more than 7 days.

Non-Payment

If payment remains unpaid for 14 days or more, the website may remain suspended indefinitely and Saffron Studios Ltd is under no obligation to maintain hosting availability during this period.

Client Responsibility

The Client is solely responsible for maintaining their payment method.
Bank errors, cancelled standing orders, insufficient funds, or administrative issues do not pause or cancel payment obligations.

No Refunds

Monthly hosting and maintenance fees are non-refundable once a billing period has begun, regardless of site usage, downtime, or early cancellation.

Backups

Backups are provided for disaster recovery purposes only.
Saffron Studios Ltd does not guarantee the recovery of deleted, corrupted, overwritten, or externally modified data.
The Client remains responsible for maintaining their own independent backups if required.

Service Availability

Saffron Studios Ltd aims to provide continuous service availability but does not guarantee uninterrupted uptime.
Downtime may occur due to maintenance, updates, infrastructure changes, third-party provider outages, or events beyond Saffron Studios Ltd’s reasonable control.

Security & Hacking Disclaimer

Saffron Studios Ltd provides security systems, firewalls, malware scanning, and monitoring to help protect hosted websites.
However, no system is 100% secure and Saffron Studios Ltd does not guarantee that the website will never be hacked, infected, or compromised.

Saffron Studios Ltd is not liable for any losses, damages, downtime, data loss, revenue loss, reputational damage, or business interruption caused by hacking, malware, third-party attacks, unauthorised access, or external security breaches.

Client Responsibility for Content & Software

The Client is responsible for ensuring that all website content, software, plugins, and integrations remain lawful, licensed, and compliant.
Saffron Studios Ltd is not liable for vulnerabilities, failures, or security breaches caused by outdated, unsafe, unlicensed, or third-party software.

Cancellation

The Client may cancel hosting services by providing 30 days’ written notice after the 12-month minimum hosting term has passed.
Services will remain active until the end of the final paid billing period.
No partial refunds will be issued for early cancellation.

Transfer of Hosting

The website may be transferred to a hosting provider of the Client’s choice upon written request, subject to:

• All outstanding balances being paid in full
• A reasonable administrative or migration fee where applicable

Once transferred away from Saffron Studios Ltd hosting, all hosting, security, and maintenance responsibilities cease.

9. Website Continuity (Retainer)

Service Overview

The Digital Continuity Retainer is available only for clients who have completed a website project with Saffron Studios Ltd.
It provides ongoing partnership support to ensure your website remains consistent with your brand, continues to perform optimally, and grows alongside your business.

Services included (per month at £195) may include:

• Website updates, minor design refreshes, or brand refinement (bi-annually)
• Continuous oversight to ensure brand and website consistency
• Section or page tweaks to keep content relevant and accurate
• Technical support for functionality, and minor issues
• Monthly content updates: one per month

Note: This is a partnership retainer, not a subscription for unlimited tasks. The retainer is intended to maintain and refine the website, not undertake large redesigns, full-scale development, or unrelated projects.

The Website Continuity (Retainer) does not include SEO services:

• Where required, SEO is delivered by a specialist third-party partner that Saffron Studios Ltd may introduce to the Client. 
• Saffron Studios Ltd is not responsible for SEO strategy, implementation, performance or results.

Payment Terms

• The retainer is billed monthly in advance via standing order.
• Payment must be maintained for services to continue; failure to pay may result in suspension or termination of ongoing support.
• Fees are non-refundable once the billing period has started.

Scope of Work

• Saffron Studios Ltd will complete tasks listed under the retainer within reasonable timelines and in alignment with the monthly service allowance.
• Additional work outside the agreed retainer scope (e.g., new pages, major redesigns, or custom functionality) will be quoted separately.

Client Responsibilities

• The client must provide content, feedback, and approvals within two (2) working days to allow timely delivery of services.
• The client remains responsible for all content, images, and written material provided for updates.

Limitations & Liability

• Saffron Studios Ltd is not liable for losses arising from delayed client responses, third-party platform outages, or external factors outside of our control.
• Technical support under the retainer does not include guarantees for SEO rankings, sales results, or performance metrics.

Termination & Cancellation

• The retainer can be cancelled at any time with 30 days’ written notice.
• Any work completed before the cancellation remains payable.

10. No-Shows, Cancellations & Meeting Conduct

Clients are expected to attend all scheduled calls and meetings punctually.

Failure to attend a scheduled call without any notice (“no-show”) is considered a serious breach of conduct. If a client fails to attend a call without notice, Saffron Studios Ltd reserves the right to:

• Withdraw all live call support for the remainder of the project
• Continue and complete the project via email communication only

If a client needs to reschedule a call, a minimum of twenty four (24) hours notice is required. Short-notice rescheduling (less than 24 hours) will be treated as a no-show.

If a client repeatedly reschedules calls or demonstrates a pattern of unreliable attendance, Saffron Studios Ltd reserves the right to:

• Move the project to an email-only workflow
• Archive the project until the client can properly commit, archived projects may incur additional costs to be restarted. 

This policy exists to protect project timelines, internal scheduling, workload and service fairness to all clients.

11. Abandonment

If a client becomes unresponsive twenty one (21) consecutive calendar days (despite reasonable contact attempts), the project will be considered abandoned.

In the event of abandonment, Saffron Studios Ltd reserves the right to:

• Archive the project immediately
• Release any reserved production time or resources
• Pause all work without further notice

Any payments already made are non-refundable.

Requests to resume an abandoned project may be submitted but will be assessed on a case-by-case basis.

Saffron Studios Ltd is under no obligation to restart work on an abandoned project and reserves the right to refuse continuation where:

• The client has breached contract terms
• The client has demonstrated unreasonable conduct
• The working relationship is no longer deemed viable

If Saffron Studios Ltd agrees to resume work:

• The project will be treated as new work
• A new timeline will be created
• A restart fee will be required
• Additional costs may apply to reflect re-planning, re-scheduling, and re-onboarding time

12. Payment Terms

Unless otherwise stated:

• All invoices are due upon receipt.
• Deposit: 50% upfront to secure project.
• Final Payment: 50% due once development is finalised (before testing and launch).
• Late payments will place the project on hold until settled, if a project is on hold for longer than forty eight (48) hours that project will become archived and may incur additional costs to be restarted. 
• Delays caused by late payments will extend project timelines.
• If payment is not received on the due date for monthly hosting, Saffron Studios Ltd reserves the right to suspend or take the website offline immediately without notice.

All payments are non-refundable.

13. Content, Compliance & Regulatory Responsibility

Client responsibility:

The Client is solely responsible for ensuring that all content supplied, approved and published on their website and related digital platforms is:

• Accurate, lawful and not misleading.
• Compliant with all applicable laws, regulations and industry standards in force at the time of publication.

This includes (where applicable), but is not limited to compliance with:

• UK advertising and regulatory requirements (including the ASA / CAP Code).
• MHRA guidance.
• Any other relevant professional or industry regulators.

Regulated and prescription-only treatments:

Where the Client’s business operates within a regulated sector (including medical, healthcare and aesthetic services), the Client is responsible for ensuring that:

• All references to treatments, services and outcomes are compliant with current regulations.
• Any content relating to prescription-only medicines (including, but not limited to, botulinum toxin and other regulated treatments) is lawful and permitted for advertising.

Our role:

• Saffron Studios Ltd may provide general guidance and best-practice recommendations on content structure, presentation and wording.
• This guidance does not constitute legal, medical or regulatory advice.

Liability:

• Final responsibility for the legality, compliance and suitability of all content remains with the Client.
• Saffron Studios Ltd accepts no liability for any breach of laws, regulations or advertising standards arising from content supplied by, approved by or published on behalf of the Client.
• The Client is responsible for ensuring their content remains compliant with any future changes to legislation, regulatory guidance or industry standards.

14. Data Protection, Privacy & Client Data Responsibilities

Client responsibility:

Where the Client collects, processes or stores personal data through their website or related systems, the Client is solely responsible for ensuring compliance with all applicable data protection and privacy laws and regulations.

This includes, but is not limited to:

• Email marketing systems (e.g. mailing lists and newsletters).
• Contact forms.
• Booking systems.
• Third-party applications and integrations.
• Direct email communications.

Privacy policy and legal documentation

The Client is responsible for:

• Obtaining appropriate legal advice for their business and industry.
• Ensuring their Privacy Policy, Cookie Policy and any related legal documentation are accurate, up to date and suitable for their specific activities and sector.

Our role:

• Saffron Studios Ltd may provide general guidance on best practice and technical implementation (for example, form setup or platform connections).
• Saffron Studios Ltd is not a legal advisor and does not provide legal or compliance advice.

Third-party platforms

The Client remains responsible for:

• The lawful configuration and use of all third-party platforms and services (including, but not limited to, email marketing platforms, booking systems and CRM tools).
• Ensuring appropriate data processing agreements and policies are in place where required.

Liability:

• Saffron Studios Ltd accepts no liability for any breach of data protection, privacy or electronic communications regulations arising from the Client’s use of their website, systems or third-party services.
• Ongoing compliance with changes to data protection and privacy legislation remains the responsibility of the Client.

15. Limitation of Liability

We are not liable for:

• Indirect or consequential losses (including loss of business, profits, or data).
• SEO rankings, traffic levels, or commercial results.

Our total liability shall not exceed the total fees paid by the Client for the relevant service.

16. Portfolio Rights 

We retain the right to:

• Display the project in our portfolio, website, and marketing materials.
• Credit ourselves in the website footer.

17. Case Study Terms

Case Study projects are delivered as full-service websites at a significantly reduced fee in exchange for promotional and operational benefits to Saffron Studios Ltd. By accepting a Case Study offer, the Client agrees that:

Portfolio & Promotion Rights

• We may document and showcase the project as a case study across our website, social media, and marketing materials.
• This may include screenshots, process insights, before/after comparisons, and outcomes, with the Client’s brand credited.
• The Client agrees to support promotion of our services through reasonable word-of-mouth or social sharing when requested.
• The Client will bring any case study issues directly to Saffron Studios Ltd and will not write them in negative publicly as a review or on social media channels.

 Experimental Nature of Case Studies

• Case Study projects may involve the testing of new systems, workflows, or service structures.
• The Client acknowledges that minor operational or process adjustments may occur as part of this, which may affect the process/timeline but not the finished product.
• The reduced fee reflects this experimental element and the promotional value provided to Saffron Studios Ltd.

Restrictions on Amendments (12-Month Lock Period)

• For a minimum of twelve (12) months from launch, the website must remain materially consistent with the delivered Case Study version.
• During this period, only Saffron Studios Ltd may make structural, design, or content changes to the website, unless otherwise agreed in writing. 
• The Client may carry out minor tweaks only (e.g. image swaps, copy edits, or price changes) as long as they do not affect the standard that the website was delivered in.
• Any images and/or visual updates made, must be of a professional photography or graphic design standard only.

Major Changes & Upgrade Option

• Any changes that materially alter the design, layout, branding, messaging, structure, or overall presentation of the website are not permitted under the Case Study agreement.
• If the Client wishes to make such changes, they must either:
  • engage Saffron Studios Ltd to complete the work under a separate quotation; or
  • pay the difference between the Case Study fee and our full commercial website rate, at which point the site will be released from Case Study restrictions.

Third-Party Access During Case Study Period

• Third-party access to edit or modify the website is not permitted during the 12-month Case Study period.
• Granting such access without written consent constitutes a breach of these Terms.

Failure to comply with these Case Study terms may result in:

• termination of hosting services;
• withdrawal of Case Study pricing benefits; and/or
• suspension of the website until compliance is restored.

18. Project Delays, Inactivity & Archiving

Where a project is delayed by the Client beyond the agreed delivery timeframe, Saffron Studios Ltd reserves the right to place the project on hold or archive it.

For the avoidance of doubt:

• A project will be considered delayed due to the Client where delays are caused by (but not limited to):
  • missed or repeatedly rescheduled meetings or calls,
  • delayed approvals, email responses or feedback,
  • failure to supply required content, assets, access or information,
  • failure to complete required administrative actions (including payment or system access),
  • or periods of non-communication.
• If a project becomes delayed by the Client for a continuous or cumulative period of sixty (60) days or more beyond the original or revised agreed delivery date, Saffron Studios Ltd may, at its discretion, archive the project and remove it from active production schedules.
• This clause applies to situations of persistent or repeated delay, and is separate from any shorter-term non-response or inactivity provisions (including the 21-day non-response clause).
• Once a project has been archived:
  • Saffron Studios Ltd is under no obligation to retain production capacity, delivery timelines or resource allocation for the project; and
  • any request to resume the project will be treated as a reactivation and will be subject to:
    • availability at the time of request, and
    • a reactivation fee and/or a revised quotation.
• Reactivation fees may apply to cover re-planning, technical re-assessment, resource scheduling and any additional work required as a result of the delay.

Saffron Studios Ltd shall not be responsible for any business, marketing or operational impact arising from project delays caused by the Client.

19. Training & Walkthrough Videos (Client Support Add-On)

Saffron Studios Ltd may provide short recorded walkthrough or training videos (for example via Loom) to assist clients in managing their website.

These videos are provided solely to demonstrate how to use existing features, content areas and functionality that have already been delivered as part of the agreed project scope.

Training videos:

• Are limited to explaining how to use existing website functionality and content management tools
• Will include minor update guidance such as (but not limited to) image changes, text updates, heading updates
• Do not include new design work, development, configuration, integrations, or changes to site structure
• Do not include marketing, SEO, strategy or platform setup advice
• Do not include information for third-parties to make changes or updates to the website

   

Any additional or custom walkthrough videos requested outside of any complimentary videos included within a project are chargeable at the current rate per video.

Training videos are not a substitute for development work or ongoing support services.

20. Website Access, Login Credentials & Security

Saffron Studios Ltd provides clients with WordPress login credentials solely to make minor content updates only. Not to carry out new design work, development, configuration, integrations, or changes to site structure

The client is responsible for keeping these credentials confidential and secure.

Saffron Studios Ltd is not responsible for:

• any unauthorised access or changes made by third parties

   

• data loss, content changes, or functionality issues resulting from shared or compromised credentials

   

If the client chooses to allow access to multiple users or third-party providers, this is done entirely at the client’s own risk. Any work required to restore the site or fix issues caused by unauthorised access will be chargeable at standard rates.

Acceptance

By proceeding with any of our services, making payment, or using the delivered website, the Client confirms acceptance of these Terms & Conditions.

We reserve the right to update these Terms & Conditions at any time. The current version will always be available on our website.