Payment Policy

Effective Date: 2-25-2025

Last Updated: 2-25-2025

1. Payment Methods

• Credit/Debit Cards (Visa, MasterCard, etc.)
• Bank Transfers
• Online Payment Platforms (e.g., PayPal, Stripe)
• All payments must be made in USD.

2. Payment Schedule

2.1 Deposit/Upfront Payment

A non-refundable deposit of [Insert Percentage, e.g., 30%] is required to initiate the project. Work will not commence until the deposit is received.

2.2 Milestone Payments

Payments are divided into milestones as outlined in the project proposal or agreement. Each milestone payment must be made before proceeding to the next phase of the project.

2.3 Final Payment

The remaining balance is due upon project completion and before final deliverables are handed over to the client.

3. Invoicing

Invoices will be issued for all payments, including deposits, milestones, and final payments. Invoices are payable within [Insert Timeframe, e.g., 7 days] of receipt unless otherwise agreed.

4. Late Payments

• Payments not received by the due date will be considered late.
• A late payment fee of [Insert Percentage, e.g., 5%] of the outstanding amount may be applied for every [Insert Timeframe, e.g., 7 days] past the due date.
• Work may be paused or terminated if payments are not made according to the agreed schedule.

5. Taxes and Fees

• The client is responsible for any applicable taxes, duties, or transaction fees.
• If payment is made via a third-party platform (e.g., PayPal, Stripe), transaction fees may apply.

6. Refunds

All payments are governed by our Refund Policy. Deposits and milestone payments are generally non-refundable unless otherwise stated in the Refund Policy.

7. Currency and Exchange Rates

• All payments must be made in USD.
• The client is responsible for any currency conversion fees or exchange rate fluctuations.

8. Disputed Payments

If you believe there is an error in your invoice or payment, please contact us immediately at [Insert Email Address]. We will review the matter and respond within [Insert Timeframe, e.g., 5 business days].

9. Termination and Outstanding Payments

• If the project is terminated by either party, the client is responsible for all payments due for work completed up to the termination date.
• Final deliverables will not be provided until all outstanding payments are settled.

10. Changes to Payment Terms

We reserve the right to update or modify this Payment Policy at any time. Changes will be effective immediately upon posting on our website with the "Last Updated" date.

Support & Maintenance Policy

At We Codes, we are committed to providing reliable and efficient support and maintenance services to ensure the continued success of our clients' projects. This Support and Maintenance Policy outlines the terms, conditions, and scope of support and maintenance services offered by We Codes.

Purpose of the Policy

This policy is designed to:

• Define the scope of support and maintenance services provided by We Codes.
• Outline the responsibilities of both We Codes and the client.
• Establish clear guidelines for service requests, response times, and issue resolution.

Scope of Support and Maintenance

Included Services

• Regular updates to software, plugins, or frameworks to ensure compatibility and security.
• Fixing bugs or technical issues that arise within the scope of the original project.
• Monitoring and resolving performance issues, such as slow loading times or server errors.
• Minor content updates (e.g., text or image changes) as agreed in the service contract.

Excluded Services

• Major feature additions or redesigns outside the original project scope.
• Issues caused by third-party modifications or interference.
• Recovery from issues caused by client error or negligence (e.g., accidental deletion of files).
• Third-party hosting server or domain-related issues (unless We Codes manages hosting).

Support Levels

Basic Support (Included with all projects)

• Email support for minor queries and issues.
• Response time: 24-48 business hours.

Premium Support (Optional Add-on)

• Priority support for urgent issues and complex queries.
• Dedicated account manager for faster resolution.
• Response time: 4-8 business hours.

Emergency Support

• For critical issues affecting website or application functionality (e.g., downtime, security breaches).
• Available 24/7 for clients with an active support agreement. Additional charges may apply for emergency services.

Client Responsibilities

• Provide complete and accurate details when submitting a support or maintenance request.
• Avoid unauthorized modifications or interference with the deliverables.
• Ensure timely payment of support and maintenance fees to avoid service interruptions.

Fees and Payment

• Support and maintenance fees will be outlined in the service agreement.
• Emergency support or out-of-scope services will be billed separately at an hourly rate or a pre-agreed fee.
• Late payments may result in suspension of support and maintenance services.

Termination Policy

At We Codes, we strive to maintain long-term and successful relationships with our clients. However, we recognize that certain circumstances may require the termination of a project or service agreement. This Termination Policy outlines the terms and conditions under which agreements may be terminated by either party.

Purpose of the Policy

This policy is designed to:

• Define the conditions under which a project or service agreement may be terminated.
• Establish clear guidelines for the termination process.
• Protect the rights and interests of both We Codes and its clients.

Termination by Client

Voluntary Termination

• Clients may terminate the agreement at any time by providing written notice to We Codes.
• A minimum notice period of 15 business days is required unless otherwise specified in the contract.

Termination Fees

If the client terminates the agreement before project completion, the client will be responsible for:

• Payment for all work completed up to the termination date.
• Any non-refundable expenses incurred by We Codes on behalf of the client.
• Refunds, if applicable, will be processed as per the Refund and Cancellation Policy.

Termination by We Codes

Voluntary Termination

We Codes reserves the right to terminate the agreement under the following circumstances:

• Non-payment of invoices by the client.
• Breach of contract terms by the client.
• Failure of the client to provide required information, feedback, or approvals in a timely manner.

Effects of Termination

Access to Deliverables

• Upon termination, the client will receive all completed deliverables that have been paid for.
• Incomplete work will not be delivered unless otherwise agreed upon.

Intellectual Property

Any intellectual property created by We Codes will remain the property of We Codes until full payment is received.

Dispute Resolution Policy

At We Codes, we are committed to maintaining transparent and professional relationships with our clients. This Dispute Resolution Policy outlines the procedures for addressing and resolving disputes that may arise during the course of a project or service agreement.

Dispute Resolution Process

Step 1: Informal Resolution

• Clients are encouraged to contact their designated account manager or project lead to discuss any concerns or issues.
• Both parties will work collaboratively to resolve the issue informally through open communication.
• Most disputes are resolved at this stage without the need for formal intervention.

Step 2: Formal Complaint

If the issue cannot be resolved informally, the client may submit a formal complaint via email to [Insert Support Email].

The complaint should include:

• A clear description of the issue.
• Relevant details such as project name, contract number, and dates.
• Any supporting documentation (e.g., emails, contracts, deliverables).

Step 3: Internal Review

• The complaint will be reviewed by the management team or a designated dispute resolution officer.
• A resolution proposal will be provided within 10 business days of receiving the formal complaint.
• The proposal may include corrective actions, refunds, or other remedies as deemed appropriate.

Step 4: Mediation (If Required)

• If the client is not satisfied with the proposed resolution, both parties may agree to engage in mediation.
• Mediation will be conducted by a neutral third-party mediator, mutually selected by both parties.
• The costs of mediation will be shared equally unless otherwise agreed.

Step 5: Arbitration or Legal Action

• If mediation fails to resolve the dispute, the matter may proceed to arbitration or legal action, as specified in the contract.
• Arbitration will be conducted in accordance with the rules of a recognized arbitration body.
• Legal action will be pursued only as a last resort and in accordance with the governing laws outlined in the contract.

Confidentiality

• All communications and proceedings related to dispute resolution will remain confidential.
• Both parties agree not to disclose any details of the dispute to third parties without prior written consent.

Cancellation Policy

At We Codes, we strive to provide high-quality services and maintain a transparent relationship with our clients. This Cancellation Policy outlines the terms and conditions for canceling services or projects.

Cancellation by the Client

Notice of Cancellation

Clients must provide written notice of cancellation via email or the designated project management platform. The notice must include the project name, service details, and the reason for cancellation.

Refund Eligibility

Refunds for canceled projects are subject to the following conditions:

Before Project Commencement:

• If the project is canceled before work has commenced, the client will be refunded the full amount, minus any non-refundable deposit.

After Project Commencement:

• If the project is canceled after work has commenced, the client will be charged for the work completed up to the cancellation date.
• Any remaining balance from payments made will be refunded.

Non-Refundable Deposits

• Deposits paid to initiate a project are non-refundable, as they cover initial administrative and planning costs.

Cancellation by We Codes

Grounds for Cancellation

We Codes reserves the right to cancel a project under the following circumstances:

• The client fails to provide necessary information, approvals, or materials in a timely manner.
• The client violates the terms of the service agreement.
• The project is deemed unfeasible or outside the scope of We Codes' expertise.

Project Pauses

If the client requests to pause a project:

• A written request must be submitted, and the project can be paused for up to 30 days.
• If the project remains paused beyond the agreed timeframe, We Codes reserves the right to cancel the project and apply the cancellation terms outlined in this policy.

Consequences of Cancellation

Upon cancellation, all work completed up to the cancellation date will be delivered to the client, provided that all outstanding payments are made. We Codes retains ownership of any work not paid for by the client.

Refund Policy

At We Codes, we strive to provide high-quality services and ensure customer satisfaction. This Refund Policy outlines the circumstances under which refunds may be issued for our services. Please read this policy carefully before engaging in any transactions with us.

General Policy

Refunds are only available under specific circumstances, as outlined below. By purchasing our services, you agree to this Refund Policy.

Non-Refundable Services

The following services are non-refundable:

• Deposits or advance payments made to initiate a project.
• Completed or partially completed services.
• Custom software, website, or application development projects once initiated.
• Third-party services or tools purchased on behalf of the client.

Refund Eligibility

Refunds may be considered under the following circumstances:

Service Not Delivered

If the project has not been started within the agreed-upon timeframe, the client may request a refund.

Cancellation by Client

If the client cancels the project before work has commenced, a partial refund may be issued, excluding any administrative or processing fees.

Failure to Deliver Agreed Services

If We Codes fails to deliver the agreed-upon services due to reasons within our control, a refund may be issued after a thorough review.

Refund Process

To request a refund, please follow these steps:

1. Submit your refund request in writing to our support email within 7 days of the issue.
2. Include your name, project details, payment proof, and the reason for the refund request.
3. We will review your request and respond within 10 business days.
4. If approved, the refund will be processed as outlined below.

Refund Method

• Refunds will be issued via the original payment method (e.g., credit card, bank transfer).
• Refunds may take 5–10 business days to appear in your account, depending on your financial institution.

Delivery Policy

At We Codes, we are committed to ensuring the timely and efficient delivery of all projects and services. This Delivery Policy outlines the terms, conditions, and procedures for delivering project deliverables to our clients.

Delivery Process

1. Project Completion and Approval

• Once the project deliverables are completed, they will be reviewed internally to ensure they meet the agreed-upon requirements.
• The client will be notified when the deliverables are ready for delivery, along with a summary of the work completed.

2. Delivery Methods

Deliverables will be provided through one or more of the following methods:

• File Transfer: Secure file-sharing platforms (e.g., Google Drive, Dropbox, or other agreed-upon tools).
• Direct Deployment: For websites or applications, deliverables will be deployed directly to the client's hosting server or platform.
• Email: Smaller deliverables, such as reports or documents, may be sent via email.

3. Client Acknowledgment

• Clients are required to acknowledge receipt of deliverables within 3 business days of delivery.
• If no acknowledgment is received, the deliverables will be considered accepted after this period.

Delivery Timelines

1. Estimated Delivery Dates

• Delivery timelines will be outlined in the project agreement or contract.
• Timelines are based on the scope and complexity of the project.

2. Delays

• In the event of unforeseen delays (e.g., technical issues, client feedback delays), the client will be notified promptly, and a revised timeline will be provided.
• Delays caused by the client (e.g., late feedback, incomplete information) may result in an extension of the delivery timeline.

Client Responsibilities

• Provide all required information, content, and feedback in a timely manner to avoid delays.
• Ensure that hosting platforms, servers, or other necessary infrastructure are ready for deployment, if applicable.
• Review deliverables promptly and provide feedback or approval within the agreed-upon timeframe.

Post-Delivery Support

1. Bug Fixes and Adjustments

Minor fixes or adjustments identified within 7 days of delivery will be addressed at no additional cost, provided they fall within the original project scope.

2. Ongoing Support

For ongoing support or maintenance, clients may opt for our support plans, which are billed separately.

Privacy Policy

Effective Date: 2-25-2025

Last Updated: 2-25-2025

At We Codes, we are committed to protecting your privacy. This Privacy Policy outlines how we collect, use, disclose, and safeguard your information when you visit our website or use our services.

1. Information We Collect

1.1 Personal Information

• Name, email address, phone number, and other contact details.
• Payment details (e.g., billing address, transaction history).

1.2 Non-Personal Information

• Browser type, IP address, device information, and operating system.
• Information about your interaction with our website (e.g., pages visited, time spent).

1.3 Information You Provide

Any information you voluntarily provide through contact forms, email, or during project discussions.

2. How We Use Your Information

• To provide and manage our services.
• To communicate with you regarding your project, inquiries, or support requests.
• To process payments and invoices.
• To improve our website and services through analytics.
• To comply with legal obligations or enforce our terms and conditions.

3. Sharing Your Information

3.1 With Service Providers

We may share your information with third-party vendors or contractors who assist us in delivering our services (e.g., payment processors and hosting providers).

3.2 Legal Obligations

We may disclose your information if required by law or in response to valid legal requests.

3.3 Business Transfers

In the event of a merger, acquisition, or sale of assets, your information may be transferred to the new entity.

4. Data Security

We implement appropriate technical and organizational measures to protect your personal data from unauthorized access, loss, misuse, or alteration. However, no method of transmission over the internet or electronic storage is 100% secure.

5. Cookies and Tracking Technologies

5.1 What Are Cookies?

Cookies are small text files stored on your device by your web browser.

5.2 How We Use Cookies

• To analyze website traffic and usage.
• To remember your preferences and improve user experience.

5.3 Managing Cookies

You can manage or disable cookies through your browser settings. Note that disabling cookies may affect the functionality of our website.

6. Your Rights

• Access: Request a copy of the personal data we hold about you.
• Correction: Request corrections to any inaccurate or incomplete data.
• Deletion: Request the deletion of your personal data.
• Objection: Object to the processing of your data for specific purposes.
• Data Portability: Request a copy of your data in a machine-readable format.

To exercise these rights, please contact us at [Insert Email Address].

7. Third-Party Links

Our website may contain links to third-party websites. We are not responsible for the privacy practices or content of these external sites. We encourage you to review their privacy policies before providing any personal information.

8. Data Retention

We retain your personal data only for as long as necessary to fulfill the purposes outlined in this Privacy Policy, comply with legal obligations, resolve disputes, and enforce our agreements.

9. International Data Transfers

If you are accessing our website from outside [Insert Country], please note that your information may be transferred to, stored, and processed in [Insert Country], where our servers are located. By using our services, you consent to this transfer.

10. Updates to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or legal requirements. The updated policy will be posted on our website with the "Last Updated" date.

Revision Policy

At We Codes, we are committed to delivering high-quality services and ensuring client satisfaction. Our Revision Policy outlines the terms and conditions for requesting revisions to deliverables, ensuring a smooth and transparent process for both parties.

Purpose of the Policy

• Define the process for requesting revisions to project deliverables.
• Ensure client feedback is incorporated effectively.
• Establish clear guidelines for the scope and limits of revisions.

Scope of the Policy

• All deliverables provided by We Codes, including website designs, development projects, content, and other services.
• Clients who request revisions within the agreed-upon project scope and timeline.

Revision Terms

Included Revisions

The number of revisions included in the project scope will be specified in the project agreement or contract. Typically, We Codes offers two (2) rounds of revisions for most deliverables unless otherwise agreed upon.

Additional Revisions

• Revisions beyond the included rounds will be billed at an hourly rate or a pre-agreed fee.
• The client will be informed of any additional costs before proceeding with extra revisions.

Scope of Revisions

• Revisions must align with the original project scope.
• Requests for new features, significant design changes, or additional functionality will be treated as a new request and may require a separate agreement.

Timeline for Revisions

• Revision requests must be submitted within 7 days of receiving the deliverable.
• Revisions will typically be completed within 3-5 business days, depending on the complexity of the request.

Revision Process

Submitting a Revision Request

• Clients can submit revision requests via email or the project management platform used for the project.
• The request should include clear and specific feedback to ensure efficient implementation.

Review and Confirmation

• Our team will review the request to confirm whether it falls within the scope of the project.
• If additional costs or time are required, the client will be notified before proceeding.

Implementation

Revisions will be implemented as per the agreed timeline and shared with the client for review.

Exclusions

• Completed projects that have been formally approved by the client.
• Requests that significantly alter the original project scope.
• Feedback or requests submitted after the revision timeline (e.g., 7 days after delivery).

Client Responsibilities

• Provide clear and concise feedback for revisions.
• Ensure all feedback is consolidated and submitted within the specified timeline.
• Respond promptly to revision drafts to avoid delays in project completion.

Policy Review and Updates

This policy is reviewed periodically to ensure it meets the needs of our clients and aligns with industry best practices. Updates to the policy will be communicated to clients as necessary.