DIGITAL SCHOOLS — TERMS & CONDITIONS
Last updated: April 2026
1. About Us
Digital Schools is a web design, photography, and film production agency specialising exclusively in the education sector. We operate as a VAT-registered business based in Hull, East Yorkshire. VAT No: 515349983.
2. Services
Digital Schools provides the following services to schools, academies, and multi-academy trusts:
- School website design and development
- School photography and film production
- School branding and logo design
- Website hosting and ongoing support via annual Service Level Agreement (SLA)
These Terms & Conditions apply to all services provided by Digital Schools unless a separate written agreement has been agreed and signed by both parties.
3. Payment Terms
3.1 A non-refundable deposit of 25% of the total project fee is required before any work commences.
3.2 The remaining balance of 75% is due on project completion, prior to the website going live or final files being delivered.
3.3 All invoices are payable within 14 days of the invoice date.
3.4 Digital Schools reserves the right to suspend or withhold delivery of work where payment has not been received within the agreed terms.
3.5 Late payments may incur interest in accordance with the Late Payment of Commercial Debts (Interest) Act 1998.
4. Cancellation
4.1 If a project is cancelled by the client at any stage, the 25% deposit is non-refundable and will be retained by Digital Schools to cover work completed to date.
4.2 If work completed at the point of cancellation exceeds the value of the deposit, Digital Schools reserves the right to invoice for additional work carried out, calculated at our standard day rate.
4.3 Cancellation must be submitted in writing via email to Digital Schools.
5. Website Hosting
5.1 All websites designed and built by Digital Schools are hosted on our UK-based dedicated server, in full compliance with UK GDPR regulations.
5.2 Hosting is provided on an annual basis as part of our Service Level Agreement (SLA). Full details of what the SLA includes are set out in the separate SLA documentation provided to each client.
5.3 The SLA includes but is not limited to: dedicated UK server hosting, SSL certificate, domain name renewal, core WordPress and plugin updates, daily backups with 30-day retention via Amazon AWS cloud storage, security monitoring, Google Analytics and Search Console integration, and technical support.
5.4 Digital Schools reserves the right to review SLA pricing annually. Clients will be given no less than 30 days’ written notice of any price changes.
6. Intellectual Property — Website Design
6.1 All website designs, templates, code, and creative assets produced by Digital Schools remain the intellectual property of Digital Schools unless explicitly transferred in writing.
6.2 Upon receipt of full and final payment, the client is granted a perpetual licence to use the completed website for its intended purpose.
6.3 Digital Schools reserves the right to display completed work in its portfolio, marketing materials, and social media channels.
7. Intellectual Property — Photography & Film
7.1 Digital Schools retains full copyright ownership of all photographs and film content produced during any commissioned session.
7.2 The client is granted a licence to use commissioned images and footage on their own school website, printed materials, and official school social media channels.
7.3 Images and footage may not be shared with, sold to, or used by any third party without prior written agreement from Digital Schools.
7.4 Digital Schools reserves the right to use commissioned photography and film in its own portfolio, website, marketing materials, and social media channels, subject to the school’s safeguarding requirements.
8. Client Responsibilities
8.1 The client is responsible for providing accurate, up-to-date content, images, and information required to complete the project in a timely manner.
8.2 Delays caused by the client’s failure to provide required materials may result in revised project timelines and, where significant, additional charges.
8.3 The client is responsible for ensuring all content supplied to Digital Schools — including text, images, and documents — does not infringe the intellectual property rights of any third party.
8.4 The client is responsible for ensuring their school’s safeguarding and image use policies are current and that appropriate consents are in place prior to any photography or film session.
9. Limitation of Liability
9.1 Digital Schools will not be liable for any indirect, consequential, or incidental loss arising from the use of, or inability to use, any website, photography, or film content we have produced.
9.2 Our total liability in any matter arising from these Terms & Conditions shall not exceed the total value of the fees paid by the client for the specific project or service in question.
9.3 Digital Schools accepts no responsibility for content published on the client’s website by the client or their staff following handover.
10. Termination of SLA
10.1 Either party may terminate an ongoing Service Level Agreement by giving no less than 30 days’ written notice.
10.2 Upon termination, Digital Schools will provide reasonable assistance to migrate the website to a new hosting provider. Any migration work required beyond standard handover may be charged at our standard day rate.
10.3 No refund will be given for any unused portion of a prepaid annual SLA upon early termination.
11. Data Protection
11.1 Digital Schools is committed to handling all personal data in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
11.2 Any personal data shared with Digital Schools in the course of a project will be used solely for the purpose of delivering the agreed services and will not be shared with third parties without consent.
11.3 Full details of how we handle personal data are set out in our Privacy Policy, available at digitalschools.org.uk.
12. Governing Law
These Terms & Conditions are governed by the laws of England and Wales. Any disputes arising shall be subject to the exclusive jurisdiction of the courts of England and Wales.
13. Amendments
Digital Schools reserves the right to update these Terms & Conditions at any time. Clients will be notified of any material changes. Continued use of our services following notification constitutes acceptance of the updated terms.