Terms of service

Who these terms are with

These terms apply to every job and care plan SortaSystems takes on for you, unless your written quote says otherwise. Where the quote and these terms differ, the quote wins.

These terms are with the business trading as SortaSystems, of 1 George Williams Way, Colchester, Essex CO1 2JS, United Kingdom. Email hello@sortasystems.com or call +44 1206 355959.

Our services are for businesses. If you buy as a consumer, your statutory rights are not affected.

How each kind of work is priced and paid

Every price on this site is a starting price. Your written quote sets the actual price before work starts.

Quotes and prices

Before any work starts, you get a written quote with the scope, the price and the timeline. Once you accept it, the price for that scope does not change.

A quote stays open for 30 days. We are not registered for VAT, so no VAT is added to our prices.

Changes to the scope

Work outside the agreed scope is quoted before we start it, and goes ahead only when you accept the new quote.

Website builds include 2 rounds of changes. Further changes are quoted, or covered by a care plan if you have one.

What you provide

You supply the text, images and other content for your project, or ask us to quote for writing it. You confirm you have the right to use what you supply.

You give us the access and answers the work needs. If they arrive late, the timeline moves by the same amount.

Review and launch

We build on a private preview, and the work goes live once you approve it.

Tell us about any fault in what we delivered within 30 days of launch, and we fix it at no charge.

Payment

Invoices are due within 14 days, by bank transfer.

For overdue invoices we can charge interest and compensation under the Late Payment of Commercial Debts (Interest) Act 1998, and pause work until the invoice is paid.

Accounts and third-party services

Domains, hosting, email, cloud and software accounts are set up in your business's name, and you pay the providers directly.

Those services run under their providers' own terms. We are not responsible for a provider's outage, price change or change to its service, but we will help you deal with it.

Ownership

When you have paid in full, the work we made for you belongs to you, including its design and code.

Tools, components and open-source software that existed before your project stay with their owners, and you receive the right to use them as part of your work.

We show your project in our portfolio only with your permission.

Care plans

Care plans run month to month and you can cancel at any time. Cancellation takes effect at the end of the month you have paid for.

A plan covers the systems listed in it. Work beyond the plan is quoted at a fixed price before it starts. Plans look after systems, not individual users, and do not include a helpdesk for your staff.

AI assistants

An AI assistant answers from the information you give it and takes only the actions you enable. AI can make mistakes, so you remain responsible for checking that information is accurate and up to date.

The monthly fee covers hosting, AI usage and upkeep. If a voice assistant regularly needs more than 300 minutes a month, we quote a fee that covers it before it changes.

Confidentiality and data

We keep your business information confidential and use it only to do the work.

When we work with personal data in your systems, we act on your written instructions as your processor. A data processing agreement is available on request. Our privacy notice explains the data we hold as controller.

Liability

Our total liability for any job is limited to the fees you paid for that job. For a care plan, it is limited to the fees you paid in the 12 months before the claim.

We are not liable for indirect loss, such as lost profit, lost business or lost data that a backup would have protected.

Nothing in these terms limits liability for death or personal injury caused by negligence, for fraud, or for anything else the law does not allow us to limit.

Ending a project

Either of us can end a project by telling the other in writing. You pay for the work done up to that point, and we hand over the work completed so far.

Law and disputes

These terms are governed by the law of England and Wales, and the courts of England and Wales decide any dispute.

If something goes wrong, tell us first, and we will try to put it right.

Changes to these terms

We update these terms when the way we work changes. The date at the top shows the last update. The terms in force when you accept a quote apply to that job.