Terms of Service & Acceptable Use Policy

Last Updated: 23 May 2026

These Terms of Service and Acceptable Use Policy (“Terms”) govern the provision of services by XVN Web Services/XVNWeb (“the Company”, “we”, “us”, “our”) to any client, customer, user, or visitor (“Client”, “you”, “your”).

By purchasing, accessing, or using our services, you agree to be bound by these Terms.

1. Company Information

J J Oakey t/a XVN Web Services
Suite 506 – MBE Leeds, 33 Great George Street, Leeds, UK, LS1 3AJ
Email: [email protected]
Website: xvnweb.com

2. Services

We may provide the following services:

Web hosting
Website design and development
Logo and graphic design
Search engine optimisation (SEO)
Pay-per-click advertising management (PPC)
Social media management
Domain registration assistance
Website maintenance and support
Related digital marketing services

All services are subject to these Terms unless otherwise agreed in writing.

3. Eligibility

You must be at least 18 years old and legally capable of entering into binding contracts to use our services.

If acting on behalf of a business or organisation, you confirm you have authority to bind that entity.

4. Quotes, Orders & Contracts

4.1 Quotes

Quotes are valid for 30 days unless stated otherwise.

4.2 Formation of Contract

A contract is formed when:

we accept your order in writing; or
you pay an invoice; or
we begin providing services.

4.3 Scope Changes

Additional work outside the agreed scope may incur additional charges.

We reserve the right to revise pricing where project requirements materially change.

5. Payment Terms

5.1 Fees

Fees are as specified in proposals, quotations, invoices, or subscription plans.

5.2 Invoicing

Invoices must be paid within 7 days unless otherwise agreed.

5.3 Late Payments

We reserve the right to:

charge statutory interest under the Late Payment of Commercial Debts legislation;
suspend services;
withhold deliverables; and/or
terminate services for non-payment.

5.4 Non-Refundable Payments

Unless otherwise stated:

deposits are non-refundable;
completed work is non-refundable;
prepaid hosting and marketing services are non-refundable once provision has commenced.

6. Client Responsibilities

You agree to:

provide accurate information;
provide required materials promptly;
maintain backups of your own content;
review and approve deliverables in a timely manner;
comply with all applicable laws and regulations.

You are solely responsible for:

website content;
advertising claims;
intellectual property rights in materials supplied by you;
legal compliance of your business activities.

7. Web Hosting Terms

7.1 Hosting Services

Hosting services are provided on a shared, VPS, cloud, or dedicated server basis depending on your package.

7.2 Service Availability

We aim for high availability but do not guarantee uninterrupted or error-free service.

Maintenance, upgrades, cyber incidents, or third-party failures may result in downtime.

7.3 Backups

We may provide backups as a courtesy only.

You remain solely responsible for maintaining independent backups of your website, databases, emails, and files.

7.4 Resource Usage

You must not use excessive server resources that negatively impact service performance for other users.

We may suspend accounts causing instability or abuse.

7.5 Email Services

You must not use hosting or email services for spam, phishing, malware distribution, or unlawful communications.

8. Domain Names

Where we assist with domain registration:

domain registrations are subject to third-party registrar rules;
you are responsible for renewal fees unless otherwise agreed;
we are not liable for expired domains or registration disputes.

Domain ownership may remain with the Client upon full payment of all outstanding fees.

9. Website Design & Development

9.1 Project Timelines

Delivery estimates are approximate and dependent on timely Client cooperation.

9.2 Revisions

Projects may include a specified number of revisions. Additional revisions may be chargeable.

9.3 Acceptance

Work shall be deemed accepted if no objections are raised within 3 days of delivery.

9.4 Third-Party Software

Websites may use third-party plugins, APIs, frameworks, or software.

We are not responsible for failures, vulnerabilities, licensing issues, or discontinuation of third-party systems.

10. Logo & Graphic Design

10.1 Ownership

Ownership of final approved designs transfers to the Client only after full payment is received.

10.2 Portfolio Rights

We may display completed work in our portfolio, website, social media, and marketing materials unless otherwise agreed in writing.

10.3 Preliminary Concepts

Unused concepts, drafts, and working files remain our intellectual property unless expressly transferred.

11. SEO Services

11.1 No Guarantees

We do not guarantee:

search engine rankings;
traffic levels;
leads;
sales; or
specific SEO outcomes.

Search engine algorithms and ranking criteria are controlled by third parties.

11.2 Client Compliance

You must not request or engage in unlawful, deceptive, or prohibited SEO practices.

We reserve the right to refuse black-hat SEO techniques.

12. PPC Management

12.1 Advertising Platforms

PPC campaigns may use third-party platforms including:

Google Ads
Microsoft Advertising
Meta Ads
LinkedIn Ads
TikTok Ads

You remain subject to the terms and policies of those platforms.

12.2 Ad Spend

Advertising budgets are separate from management fees unless otherwise stated.

12.3 No Performance Guarantees

We do not guarantee clicks, conversions, sales, approval of advertisements, or advertising performance.

13. Social Media Management

13.1 Content Approval

You are responsible for reviewing and approving social media content before publication unless otherwise agreed.

13.2 Platform Actions

We are not responsible for:

account suspensions;
content removal;
algorithm changes;
reduced reach; or
actions taken by social media platforms.

13.3 Access Credentials

You may be required to provide account access credentials or permissions.

You remain responsible for maintaining account security.

14. Intellectual Property

14.1 Client Materials

You warrant that materials supplied to us do not infringe third-party rights.

14.2 Company Intellectual Property

Unless otherwise agreed, we retain ownership of:

source files;
proprietary systems;
templates;
development tools;
methodologies; and
pre-existing intellectual property.

14.3 Licence

Upon full payment, we grant you a non-exclusive licence to use deliverables for their intended purpose.

15. Acceptable Use Policy

You must not use our services to:

violate any law or regulation;
infringe intellectual property rights;
distribute malware, ransomware, or malicious code;
engage in phishing or fraud;
send spam or unsolicited communications;
host illegal, defamatory, obscene, hateful, or abusive content;
conduct hacking or unauthorised access attempts;
distribute pirated software or copyrighted material;
interfere with network security or stability;
operate unlawful gambling, scams, or deceptive schemes.

We reserve the right to suspend or terminate services immediately for violations.

16. Suspension & Termination

We may suspend or terminate services if:

you breach these Terms;
payment is overdue;
your activities create legal or security risks;
required by law or regulatory authorities.

You may terminate recurring services by providing 30 days’ written notice unless otherwise agreed.

Outstanding fees remain payable upon termination.

17. Limitation of Liability

To the fullest extent permitted by law:

we exclude liability for indirect, consequential, or economic losses;
we are not liable for loss of profits, revenue, business, reputation, or data;
we are not liable for third-party platform failures;
our total aggregate liability shall not exceed the amount paid by you to us in the preceding 12 months.

Nothing in these Terms excludes liability that cannot legally be excluded under UK law.

18. Indemnity

You agree to indemnify and hold us harmless against claims, losses, liabilities, damages, costs, and expenses arising from:

your use of the services;
your content;
your breach of these Terms;
your unlawful activities;
infringement of third-party rights.

19. Data Protection

Both parties shall comply with applicable UK data protection laws including UK GDPR and the Data Protection Act 2018.

Our handling of personal data is governed by our Privacy Policy.

20. Confidentiality

Each party agrees to keep confidential information secure and not disclose it except where required by law.

21. Force Majeure

We are not liable for delays or failures caused by events beyond our reasonable control including:

cyberattacks;
internet outages;
power failures;
natural disasters;
strikes;
governmental actions;
third-party service failures.

22. Amendments

We may update these Terms from time to time.

Updated Terms will be published on our website and take effect upon publication unless otherwise stated.

23. Governing Law & Jurisdiction

These Terms shall be governed by and construed in accordance with the laws of England and Wales.

The courts of England and Wales shall have exclusive jurisdiction unless otherwise required by applicable consumer law.

24. Contact Information