Web Designs

Web design is done to the best of our ability to your specifications. If there is anything lost in translation due to human communication error, we will attempt, within reason, to correct things that you are not happy with but there are limitations as far as hours and availability. We like to keep you involved, with check ins, to try to mitigate these potential issues. There are also some things that can and cannot be done based on the hosting package as well as plugins used etc. 

We offer some packages for sites. All these packages have certain things offered for example a wordpress site with 8 pages, 2 basic forms, basic seo, client supplied text. Etc. These packages are based on not a lot of changes or edits. Roots in Tech at  our discretion can require additional hourly wages be paid to cover the time to do extensive edits. Roots in Tech decides what counts as excessive. These packages do not include extras such as bookings, ecommerce, complex forms, accounts, videos etc. Please ask for clarification. These are addons that could be charged hourly or we can come up with a package. These packages also have a maximum amount of hours after which it would become hourly. We have averaged the amount of hours these projects usually take and added a little extra. Things like writing content for your site or taking photos are typically not included unless there is enough extra hours in the budget.

A 50% deposit is required for any web design packages which will be used towards the last bill and if not all used in the last bill the remaining after covering the last bill would be refunded. For Hourly Work Roots in Tech will decide a reasonable deposit. In some cases it could take more hours to complete a project and sometimes less. We estimate a little high so that there is room for changes and such within reason. Payment is due within 2 weeks of invoicing the work. Failure to pay could result in the site being suspended and further actions could be taken.

Additional work or edits are generally post paid at our discretion. If it is a large amount of work, additions, or changes we may require 50% down.

On estimates, pricing is based on not too many changes. We tend to be fairly flexible but if we need to redo hours of work due to changing of mind or direction hourly rates would apply at our discretion. Roots in Tech is more than willing to make changes and would work with you to try to find a solution we would both be happy with.

We generally do not recommend you to work on the site although you may if you choose so. Roots in Tech is not responsible for any issues that arise with the site from this and it would be billed hourly to fix. If you want to edit stuff yourself Roots in Tech can teach to an extent at our hourly rate, but we make no guarantees on work we do not do ourselves. 

Support is not included in any packages unless otherwise stated. Support is at our hourly rate. That being said, we have the right at our discretion to provide you with some free support. Generally we try to do this but it’s not guaranteed. 

If there is a concern please let us know as soon as possible as the further development gets the harder it can get to change.  

Contact

We will attempt to return calls, texts and emails within 24 business hours. In most cases if you text or call we can address issues quickly. 

Email Access and 2 Factor Authentication

If you give Roots in Tech access to your email account or any other account you understand that your personal data and information may be displayed. We will not share your information or messages. If you have 2 factor authentication or any other methods of authentication you authorize Roots in Tech to access these methods to facilitate the services we offer. 

Payment and Invoices

Hours worked are not itemized or broken down in the invoice. If you require or want a detailed list of what’s done or a summarized list this is possible on request only before the work that day is completed. For example you can’t tell us tomorrow that you want a list of what we did yesterday during hours worked. Must be requested in advance. Time spent filling out what has been done and note keeping to support this will be billed at the usual hourly rate. If these notes are not requested to be done you accept Roots in Techs integrity in hours worked. It is up to you to request this. We do not do this by default to save us time and your money. 

We prorate most packages, programs, hourly work and services to be due the 15th of the month. Deposits and domains are not prorated. We reserve the right to charge immediately for any services, plugins, work or any other billable item. If you require a different proration day please contact us and we will attempt to find a solution.

Payments are best preferred as Etransfer. Other payment options are available such as credit cards, but they may incur fees depending on what our fees to accept that form of payment may be.

If you have an issue with making a payment contact us as soon as possible and at our discretion we will attempt to come up with a solution. Late fees can apply on past due invoices. If you contact us we can delay these fees at our discretion. 

Late paid invoices are subject to a 2% fee on the 5th day past due. Please be aware that certain services like domains, plugins, google workspace, etc may discontinue working or be unassigned and fees may apply to remaining commitment periods. This means you could lose your domains.

Purchases made through the site whmcs.rootsintech.com if made with a credit card or other payment method are recurring in most cases and your payment method may be automatically processed on the due date for that invoice. If you prefer to change your payment method please notify us a week in advance. This does not mean all payments are automatic and you are responsible to ensure your invoices are paid. If you are unsure please contact us so we can clarify.

Credit card payments are possible. We prefer etransfers to save on credit card processing fees to help keep our prices down. Any chargebacks on payments will result in sites and any other services such as email etc. being suspended until the chargeback is fixed and we are compensated. Sites, files, content and any other material will not be provided to you until we are compensated. We are only required to hold onto your information, emails, sites, content, files etc. for 2 weeks from the date of the chargeback. If you have an issue, talk to us first so we can try to find a mutually agreeable solution. 

Credit Card payments can incur fees at our discretion. Typically it would be 3-6% of the purchase amount. In most cases we cover these fees but we are not obligated to. Please try to either pay by cash, etransfer, or cheque.

Bounced Cheques will result in the same penalties as credit card chargebacks including any NSF fees. 

Any bounced cheques or credit card charge backs can result in legal action and having your bill submitted to collections along with any fees or charges incurred due to this. If legal action is required you will be responsible for our legal fees and charges. If there are chargeback fees you will be responsible to cover these and these can be deducted from any refunds etc. If that does not cover the balance you will be required to pay for the balance or it may be submitted to collections etc. We can also take time off of hosting etc to cover fees.

Liability and Legal Matters

It is your responsibility to be CAN-SPAM compliant and have appropriate TOS and Privacy Policies. Some assistance can be given but we are not lawyers and cannot be held liable or responsible for any issues arising from this. 

Any content provided by Roots in Tech you are responsible for any copyright or liability issues. If we supply photos it is usually Stock photos with no royalties from sites like pexels.com. If you want us to write a privacy policy or any policies for your site etc you are liable and responsible for anything that may come of it etc. We are not lawyers and take no responsibility for the content on your site. We recommend you have a lawyer make your policies etc. You hold sole responsibility for any copyright issues or claims.

Roots in Tech does not endorse or support any sites or anything we work on. There is no preferential treatment whether you know us, are related to us, friends of us, etc. We treat each and every client equally within their budgets. When it applies to SEO we strive to make all our clients rank. If we have 2 clients of the same business in the same area we will strive to make them both rank. We understand that we can’t get both to number one. Usually it will come down to budget but if all budget and everything is the same we will attempt to have both rank highly. We are not required to disclose if we have another client in your area with a similar or same business. At our discretion we may notify. Using our SEO services or any of our services you remove all liability from Roots in Tech and its employees/owners in the event of any perceived conflict of interest.

Any legal proceedings must occur in the town closest to the Roots in Tech Inc. office. If there is any legal action to be taken against Roots in Tech Inc. It must be filed and dealt with at the office or court closest to our office. The laws of Ontario, Canada will be the ones observed. 

Products

Any products purchased from Roots in Tech hold no warranty or guarantee. Products are new unless otherwise specified. There are no returns or exchanges of products. If there is an issue contact us and we can discuss solutions but make no guarantees.

Copyright

Any photos or media or text you provide for your site, you must make sure are not copyrighted etc. You, the provider of the content, are responsible for any copyright issues that occur. If you want a further explanation of this just ask. 

Plugins

Plugin subscriptions are paid yearly or monthly and are due 2 weeks before they renew. If you choose not to renew the plugins be aware that the site could stop working without them and may require rebuilding. Most plugins are a yearly commitment even if paid monthly. Although you could cancel them before the yearly date you would be responsible for the amount due to finish up the current annual subscription amount even if it is split to a monthly bill for your convenience.

Support is not included in any packages unless otherwise stated. Support is at our hourly rate. That being said, we have the right at our discretion to provide you with some free support. Generally we try to do this but it’s not guaranteed. 

Travel

At our discretion travel is billed at $0.68 per km round trip. If local and not often we may waive the fee.  Most meetings could be had over zoom but we do have the option based on time availability to come to you.  

Hosting

Web hosting packages are subject to change as are the prices for hosting. If your site uses more space or traffic than originally anticipated we will require you to upgrade your package.  We will inform you of the changes and at our discretion attempt to find a solution where we all win.

Support is not included in any packages unless otherwise stated. Support is at our hourly rate. That being said, we have the right at our discretion to provide you with some free support. Generally we try to do this but it’s not guaranteed. 

If paying monthly for hosting then the first payment would be due immediately and  the second month’s payment would be invoiced 2 weeks in advance of the next due date. If paying annually the first payment would be due immediately and the next payment would be invoiced 2 weeks before its due.

If hosting is not paid access to the site would be suspended and we will attempt to work with you to get back on track or for our normal hourly rate, assist you in transferring your site off of Roots in Tech hosting. 

If your site becomes bloated with a lot of interactives like videos, high resolution photos, etc. Or generates a large amount of traffic you may need to upgrade the hosting package with Roots in Tech to avoid slow downs and to be fair to everyone else that hosts with Roots in Tech. This goes to upgrading our servers to increase resources available. 

Hosting of the website generally has 99% uptime. There may be upgrades at points that could have the server restart (about 15 minutes)  or physical upgrades that may have a site down for a few hours. Every effort possible will be taken to have that time after 12am. These occurrences 

are rare and are actually a good thing for us all; they are security updates as well as speed upgrades which we all benefit from. 

No Adult material or otherwise illegal material is permitted on our servers or with our products we sell and resell.

Site Maintenance Packages

Site maintenance packages, whether monthly, yearly, or hourly based do not guarantee zero issues. In the time allotted by the package or plan we will do updates, security checks and more. This can sometimes include some small site changes you request if there is time left. If an issue arises from an update or maintenance or for any other reason, it would be at our hourly rate to fix the issue. Failure to have site maintenance, whether done by Roots in Tech Inc. or yourself can result in all kinds of issues for your site, your customers and more. Sites must be kept secure and up to date to stay on Roots in Tech Inc. hosting.

Domains

Domains are invoiced 4 weeks before renewal. On a new domain purchase or transfer the domain purchase or transfer will not be initiated until payment is received. Paying for domain renewal, transfer or a new purchase should be done as soon as possible as someone else could purchase it first. If the domain is not renewed in time someone else could take it from you and refuse to sell it back or upcharge a lot to return it. Domain redemptions and grace periods are not guaranteed and are quite costly.

We make every effort to make sure domains renew. We are not responsible for expired domains though and cannot be held liable. If you want to verify your domain is set to automatically renew please reach out to us. They will not automatically renew if the payment for renewal hasn’t been completed. This is your responsibility to ensure you have paid the invoice in ample time for the renewal.

SEO

SEO results are not guaranteed and are best effort within your budget. SEO is also not a quick process. 

Suspensions and Cancellations

On a suspended site we are not required to keep a copy of the site for you after 2 weeks from the date of suspension. In most cases at our discretion we make exceptions. 

Roots in Tech reserves the right to cancel or discontinue service. Where possible, 2 weeks of notice will be given. Every possible effort will be given to help ensure a smooth transfer of site and files. In most cases partial refunds for hosting time not used would be refunded. Partial refunds for plugins, programs, services, etc may be considered but are solely at the discretion of Roots in Tech. There are no refunds for hourly work done or web design packages. At our discretion we may offer a partial refund but are not obligated to.

If services are canceled or suspended they become due immediately unless we come to a mutually agreed date.

Referral Programs, Coupons and Promotions

Any referral programs have terms and conditions. A referral only counts if the referred client purchases a package equal to a minimum that is listed on the promotion. 

Changes and Acknowledgements

This policy can be changed at any time without notice. It is your responsibility to check for changes. A current version of the policy is available at: https://rootsintech.com/policies-and-terms/

You acknowledge that you have read these terms and conditions, understand these terms and conditions, and will be bound by these terms and conditions. You further acknowledge that these terms and conditions supersede any proposal or prior agreement oral or written, and any communications between us relating to the subject matter of this agreement.