Tecology Logo White2.

Retained Services Terms

Retained Services Terms

The following document covers the agreement as well as the terms and conditions for Tecology Consulting Group’s retained services plans.

These terms and conditions lay out, in as simple language as we can, our expectations and guidance. They are intended to protect you and us from anything unexpected happening when we are working together. These terms are in addition to our standard terms & conditions and associated policies.

For the purposes of these terms and conditions, “we”, “us”, “Tecology” and “our” refers to Tecology Consulting Group Limited., and “you” and “your” refers to you or the organisation that you represent.

1. Our agreement

You are entering into a contract with us, as a provider of website consultancy and ongoing development work, which are outlined below. Services not considered website development or consultancy tasks are subject to additional charges, and will not be considered part of this contract.

For the duration of this contract, you agree that we will be the sole provider of the services outlined in this agreement, for the website(s) and no other party, other than yourself, will have access or the rights to change the website(s) codebase or content.

2. Scope of services

The scope of services include but are not limited to:

  • Website Design
  • Website Development
  • Application Development
  • Marketing services
  • Copyrighting
  • Graphics design
2.1 How retained services work is completed

You agree to use our preferred project management software – Tecology Hub to triage tasks and track the progress of work including the time taken per task and per project.

You will add all tasks to this software using the procedures we outline to you. Tasks added to your Project “board” will be assigned a priority and then a person associated with this work. This person will complete the work, communicating with you before asking for the tasks to be reviewed. Throughout this process, we use time tracking software to track the time we have spent on tasks.

At the end of each month, we will provide you with a time report on the tasks that have been completed, if you request one. If you have used less time than the agreed monthly hours, these can only be rolled over to a maximum timeframe of 180 days from when the purchase was made.

We will notify you if your time is running out in any month and ask you what you would like to do. This will either be to stop working for the current month and carry on the following month or to be billed for additional hours at the end of the month. Any additional hours to be billed will be at a standard rate of £65.00 / hour. If you are on a retainer package you may use hours available of the total hours associated with the package. You may also top-up your retainer agreement buy purchasing further packages subject to our availability.

3. Deadlines & Deliverables

We will respond to all requests from you within 24 hours on weekdays and within 48 hours on weekends, via email or our preferred project management tool of choice, usually the Tecology Hub. Maintenance requests received after 17:00 Singapore standard time (GMT+8) may not be completed until the next business day unless prior arrangements have been made. We will aim to complete the work as fast as possible and will give you an indication of this time frame once we have agreed on a solution.

4. Authorisation

You hereby authorise us to host a local copy of your site, and a remote staging server (protected via WordPress user logins) of the website site which will be used to test functions and changes on, if we deem it appropriate. Updates to the site’s code will be pushed to your live site using our deployment tools and require access to the live site with appropriate credentials, either FTP, sFTP or SSH.

5. Third-party developers

From time to time, other developers may need to have access to and to make changes to the codebase. You agree that in order for us to carry out our duties under this retainer, any changes requested by a third party must be done so using our development setup process and the changes reviewed by us before going live.

6. Payment details

Payment can be made monthly via our payment processor, Stripe. All payments are made upfront before work begins.

Your first payment may be slightly more than recurring payments as it could include part of the current month or from the date on which the agreement was first made.

7. Cancelling your contract

There is no long-term contract, and Tecology’s clients are free to cancel their retained service plans at any time. We do not believe in locking our clients on a plan but allowing them to use our service as long as they need it.

We also reserve the right to cancel a retained service plan at any time following the same terms and provide 30 days written notice of termination.

Condition for cancelling a plan: The client must give at least a 30-day notice and the final 30 days payment. The 30-day notice and final payment cover all current hosting and management service expenses and provide ample time to prepare the client’s project to be transferred to the consultancy of their choice. 

Please note, website transfers will take place after the final payment where applicable. If, after 30 days, the payment has not been made, an additional 30 days will be billed for the following month.