Any contact is recommended to be in writing, via email or post. However, voice calls either via the telephone, Skype or similar are more than welcome. Notes will be taken during voice calls and emailed to the client to ensure clarity of the tasks or discussions outlined in the conversation. This eliminates any miscommunication or confusion.

Every piece of work requires approval by the client. Although every effort is taken to make sure any work undertaken is error free – work is done by a human, not a machine and errors may possibly slip through. Any errors on Virtual Bird’s part will be corrected free of charge. Any amendments required through fault of the client will be charged at the standard hourly rate.

Prior to commencement of any work, all jobs will be outlined in detail, along with a method of payment, and payment date in writing.

Any documents sent to Virtual Bird via post should be sent using Royal Mail recorded delivery to ensure safety of delivery. It is also recommended that photocopies of any documents, as opposed to the original, should be sent just in case.

Virtual Bird will not be held liable or responsible for the end use of any document or work carried out by us. We retain the right to reject work which involves material we feel is illegal, immoral or objectionable.

All work carried out, whether experimentally or otherwise, at Client’s request shall be chargeable. This includes consultancy services such as the development of proposals for bespoke development work being considered by the Client.

A progress report will be sent via email on a regular basis (Frequency depends on the nature and time span of the project or task). These will include any completed work or items needed for approval. All work completed is backed up on OneDrive, and then will be kept for a period of 28 days before being deleted, unless expressed otherwise, or the work is ongoing.

If a consultation is booked and clients do not cancel within 1 hour of the appointment time, the full consultation fee will be charged. Failure to keep appointments on a regular basis will be dealt with accordingly.

Design Work

For website design, clients are asked to provide an idea of how they’d like their website to look and the structure of it. Virtual Bird will build from these instructions, if the clients requires major amendments following this, 3 revisions are included in the design package. Subsequent major amendments are charged at the hourly rate.

All requested content, instructions, requested information and design brief must be provided before work will commence and an estimated completion date provided.

All information must be provided to Virtual Bird within 2 months of purchase, failure to do so will render your order void and no refund will be given. This is due to the interruption in schedule. If you wish to repurchase a web design package, you will be required to do so at the current rate.

Payment Terms

Payments can be made via Paypal or Bank Transfer. In both cases, an invoice and receipt will be sent outlining the amount paid and the work completed. If you require to pay with a different method than those stated above, please ask before work commences.

All charges are billed on an hourly basis, based on the time of work completed. If less than 1 hour is worked, the time will be divided on the standard hourly rate.

If the client’s original requirements change, Virtual Bird reserves the right to change our original quotation or following a suitable consultation with the client.

All work will have an estimated time frame allocated, however sometimes tasks can take more or less time than anticipated. Your final bill will reflect this and you will be informed if such a situation arises.

Payment is required within 14 days from receipt of invoice. Failure to pay within 14 days will incur a £10 penalty charge per day the invoice remains unpaid.

If you require work to be completed out of hours, the hourly rate is £25. Our hours are outlined below:

08:00 – 17:30
10:00 – 13:00

Extra expenses such as printing, postage, and any other specific expenses required will be charged separately to standard hourly rate.

If you require work to be completed within a certain amount of time, on a certain date or any other special requirements, please state this before work commences. In certain cases an extra charge will occur.



Virtual Bird guarantee the highest level of confidentiality at all times. We do not pass or sell client information on to 3rd parties unless requested to do so by the client. If required we are happy to sign a confidentiality agreement.

 For details about how we use your data, please refer to our privacy policy


By giving approval for work to be commenced and by paying your invoice, you agree to the terms outlined above & any specific terms outlined below which are particular to your project.


Virtual Bird 2018