Website terms of use

These are the terms of use for parishdigital.co.uk. They are issued by Room Filler Ltd, which trades as Parish Digital (“we”, “us”). Company number: 14967234. Registered office: Office 2b Bank Chambers, Belgrave Square, Darwen, BB3 1BU. Email: info@parishdigital.co.uk.

These terms are governed by the law of England and Wales. The courts of England and Wales have exclusive jurisdiction.

By using this website you agree to these terms. If you do not agree, do not use the site. They are written for councils and other organisations. They are not consumer terms.

Using this website

You may use the site to read about our work and to send an enquiry. Do not misuse it, try to disrupt it, or use it to send anything unlawful. The pages are general information. They are not legal, audit, or accessibility certification advice.

An enquiry, or a look at this website, does not create a contract for a council website. A contract starts when we both agree in writing (including email) which package you want. From section 1, these terms also set out that contract. “You” in those sections means the council or other organisation that appoints us. The person who writes to us confirms they have authority to do so.

1. Who we are

Parish Digital is a trading name of Room Filler Ltd, a company registered in England and Wales (“we”, “us”). Company number: 14967234. Registered office: Office 2b Bank Chambers, Belgrave Square, Darwen, BB3 1BU. Email: info@parishdigital.co.uk.

“You” means the council or other organisation that appoints us. The person who writes to us confirms they have authority to do so.

In these terms:

Site means the WordPress website we supply for you.
Content means text, images, documents and other material you provide or that we place on the site on your instructions.
Theme means our shared design and code framework. It is not your content.
Standard migration means moving up to 40 pages, up to 3 years of minutes and agendas, up to 300 PDFs, and existing news posts. Anything beyond that is quoted separately.

2. What we supply

We design, build, host, maintain and support WordPress websites for councils. We can help you apply for a .gov.uk domain and set up council email through Krystal Hosting, an approved registrar. We are not a registrar. Managed publishing, where we upload routine papers for you, is optional and only if we agree it in writing.

The packages are:

Parish: £199 setup and £249 a year
Town: £349 setup and £349 a year
Darwen: £499 setup and £450 a year

The written order says which package applies. If we agree something outside these packages, the order records the price.

3. What the annual fee includes

Hosting and SSL/TLS
WordPress core, plugin and theme updates
Backups and security monitoring
Technical support, within reasonable use
Clerk training at launch

These are charged separately, unless the order says otherwise:

Uploading agendas or minutes for you
Writing or rewriting content, and major design changes
Migration beyond the standard migration
Making existing PDFs accessible, and extra training sessions
Email licences and day-to-day mailbox administration
Managed publishing

4. Fees and payment

We invoice the setup fee when you accept the quote. We invoice the annual fee before each year of service starts. Invoices are payable within 30 days, which is intended to fit a council payment run. If an invoice is overdue we will write to you before we suspend the service.

The contract runs for a year and then renews yearly. We may change the annual fee for a renewal. We will tell you the new fee before the renewal date, in time for you to give notice under clause 5 if you do not want to continue.

5. How long the contract lasts

Either of us can end the contract at a renewal date by giving at least 30 days’ written notice. Either of us can end it earlier if the other side materially breaks these terms and does not put that right within 30 days of being asked in writing.

When the contract ends, we will give you a full export of the site content and files, and we will help you transfer the domain to a registrar you name. The licence to use our theme ends when the contract ends. The export is your content and files. It is not a transfer of our theme or framework. If you want to keep using the theme after you leave, that has to be agreed in writing.

6. What you are responsible for

The accuracy of the content, and making sure you have the right to use it
The accessibility of content you upload, including PDFs, images and link text
Not asking us to publish anything unlawful
Approvals and answers in enough time that we can meet dates we have agreed
Your own publication deadlines, accessibility statement, and data-protection duties

We build with accessibility at the centre, following WCAG 2.2 AA standards. We do not guarantee that the live site, or documents you upload, meet WCAG 2.2 AA.

7. Intellectual property

You own your content. You own, or remain the registrant of, your domain. We own the theme and the shared framework, including improvements we make while working for you. For the length of the contract we grant you a non-exclusive licence to use the theme for your site. You may not resell it or use it for another body without our written agreement.

8. Hosting, backups and support

We will use reasonable endeavours to keep the site available, backed up, and reasonably secure, and to apply updates. This is not an unlimited service level agreement. We do not promise a particular uptime percentage, and we are not liable for faults caused by your content, by a registrar, or by a network outside our control.

Email support goes to info@parishdigital.co.uk. We aim to reply within one working day. That is a working aim, not a promise that every fault will be fixed in that time. Managed publishing, if you buy it, has the turnaround we agree in the order.

9. Data protection

For personal information on your council website, you are the controller and we are the processor. This clause is the processing agreement required by Article 28 of the UK GDPR. Our privacy notice explains the separate position when we are controller of enquiries to this website.

We process council-website personal data only on your documented instructions, including these terms, unless the law requires something else. If the law requires it, we will tell you first unless the law forbids that.
People who handle that data are under a duty of confidence.
We put in place security appropriate to the risk, including access controls, updates, and backups.
We use sub-processors, including Cloudways for hosting and, where you ask us to, Krystal Hosting for domain and email registration. We will tell you before we add or replace a sub-processor that handles council personal data. You may object on reasonable grounds. If we cannot reasonably use a different supplier, either of us may end the contract under clause 5.
Taking into account the nature of the work, we will help you respond to requests from people exercising their data-protection rights, and help with security and impact-assessment duties that apply to the hosting we provide.
We will tell you without undue delay if we become aware of a personal-data breach affecting the site.
At the end of the contract we will return or delete council personal data, unless the law requires us to keep it. Clause 5 explains the content export.
We will make available the information reasonably needed to show that we are meeting this clause. We will not agree to an open-ended audit of our whole business.
If a sub-processor processes personal data outside the UK, we use a UK transfer safeguard, such as the UK Addendum to the EU standard contractual clauses or the International Data Transfer Agreement. We do not rely on a claimed certification in place of that safeguard.

10. Liability

Nothing in these terms limits liability for death or personal injury caused by negligence, or for fraud or fraudulent misrepresentation. Those liabilities cannot be excluded under the Unfair Contract Terms Act 1977.

Subject to that, our total liability arising out of a contract with you, whether in contract, tort (including negligence) or otherwise, is limited to the fees you paid us under that contract in the 12 months before the claim. We are not liable for indirect or consequential loss, or for loss of profit, goodwill, or anticipated savings.

We will use reasonable endeavours to restore content from the latest backup we hold. You should keep your own copies of documents you care about.

11. Events outside our control

Neither of us is liable for delay caused by something beyond our reasonable control, such as a widespread network failure, action by a registrar or hosting supplier, or industrial action. The affected side will tell the other and will try to limit the delay. If it goes on for more than 60 days, either of us may end the contract by writing to the other.

12. Subcontractors

We may use subcontractors, including Krystal Hosting for .gov.uk domain and email registration, and Cloudways for hosting council WordPress sites. We remain responsible to you for the obligations in these terms.

13. Confidentiality and freedom of information

Each of us will keep the other’s confidential information private, and will use it only to perform the contract, unless the law requires disclosure. You are a public authority. You may disclose information if you are required to do so under the Freedom of Information Act 2000 or the Environmental Information Regulations. If we receive a request that is really for you, we will pass it to you where the law allows, and we will not answer it as if we were the council.

14. Complaints

Email info@parishdigital.co.uk. We aim to acknowledge a complaint within one working day and to explain how we will deal with it. If you are a council officer raising a data-protection concern, use the same address. Our privacy notice explains the right to complain to the Information Commissioner.

15. Entire agreement and law

These terms and the written order are the whole agreement for the services. They replace earlier discussions about the same work. A change is only effective if we both agree it in writing. If a court finds one clause unenforceable, the rest still applies.