1. About us
These terms apply to services provided by Clarion Equestrian Ltd (“Clarion”, “we”, “us”), a company registered in England and Wales under company number 15868139.
Our registered office is 13 Lollard Croft, Coventry, CV3 5GH.
You can contact us at hello@clarionequestrian.com.
These terms apply unless we agree different terms with you in writing.
2. Our services
Clarion provides digital, website, booking, payment, training, consultancy and related business support services for equestrian organisations, charities, riding schools, small businesses and self-employed professionals.
The exact services we provide for you will be set out in your written quote, proposal, order confirmation, statement of work or email agreement.
3. Quotes and scope
We will agree the scope of each project in writing before work begins.
Quoted prices are based on the information available at the time and on the scope described in the quote. If your requirements change, or if additional work is needed, we will discuss this with you and may provide a further quote before carrying out that additional work.
Unless stated otherwise, quotes do not include third-party costs such as platform subscriptions, domain names, hosting, booking systems, payment-processing fees, stock images, specialist software, paid plugins, email accounts or other external services.
4. Free triage call and Digital Health Check
The initial triage call is free and without obligation.
Where offered, a written Digital Health Check is charged at the price stated on our website, quote or proposal. If you proceed to a website or digital build with Clarion within 60 days, the Digital Health Check fee will be credited against the cost of that build, unless we agree otherwise in writing.
The Digital Health Check is intended to provide practical observations and recommendations. It is not legal, financial, safeguarding, formal accessibility, tax or data-protection advice.
5. Your responsibilities
You agree to:
- provide the information, content, images, branding and access we reasonably need to carry out the work;
- respond to questions, review requests and approval requests in a timely way;
- ensure that anything you provide to us is accurate and that you have the right to use it;
- check and approve content before publication;
- keep your own login details, passwords and accounts secure;
- maintain your own safeguarding, data protection, charity, financial and legal compliance arrangements; and
- tell us promptly if something changes that may affect the project.
You remain responsible for your organisation’s own policies, published information, safeguarding procedures, privacy notices, cookie notices, booking terms, payment terms, accessibility duties and use of any third-party platforms.
6. Client content, images and permissions
You are responsible for making sure that you have permission to use any text, photographs, videos, logos, documents or other materials you provide to us.
This includes permission from photographers, designers, volunteers, staff, riders, parents, carers, clients, service users and any other people who appear in or contributed to the materials.
We may refuse to use content if we reasonably believe it may be unlawful, misleading, inappropriate, infringing, unsafe or unsuitable for publication.
7. Third-party platforms and fees
Our fees cover our own work only.
You are responsible for all third-party costs, including but not limited to website platforms, booking systems, payment processors, hosting providers, domain registrars, email providers, software subscriptions, premium themes, paid plugins and other external services.
Third-party platforms are provided under their own terms and privacy policies. We are not responsible for outages, pricing changes, account restrictions, technical changes, data loss, service withdrawal or decisions made by third-party providers.
Where we help you choose or set up a third-party platform, we will use reasonable care, but the final decision to use that platform remains yours.
8. Payment terms
Unless otherwise agreed in writing, we require a 50% deposit before project work begins, with the remaining balance due on completion or handover.
Invoices are payable within 14 days of the invoice date unless we agree a different payment period in writing.
We may pause work, withhold handover, restrict support or delay publication if invoices are overdue.
For business customers, we reserve the right to charge statutory interest and reasonable recovery costs on late payments in line with applicable late payment legislation.
9. Project timings and delays
We will use reasonable efforts to meet agreed timescales, but timescales are estimates unless we expressly agree a fixed deadline in writing.
We are not responsible for delays caused by late content, delayed feedback, unavailable third-party platforms, technical issues outside our control, changes to scope, illness, emergencies or other circumstances beyond our reasonable control.
If a project is delayed because we are waiting for you for more than 30 days, we may pause the project and agree a revised timetable before work resumes.
10. Changes and additional work
Changes to the agreed scope may affect the price and timetable.
Examples of additional work may include extra pages, new functionality, additional forms, booking/payment changes, new integrations, repeated design revisions, content writing, image sourcing, platform migration, data clean-up or work needed because third-party systems behave differently than expected.
We will tell you where a request is likely to involve additional cost before carrying out that work.
11. Approval, launch and handover
Before launch or handover, you will have the opportunity to review the work and request reasonable corrections.
Once you approve the work, or once the website, system or deliverable is handed over, you are responsible for checking that the content remains accurate and up to date.
On full payment, we will provide a handover pack or reasonable handover information appropriate to the project.
Where possible and appropriate, accounts, websites, domains, platforms and data will be set up in your organisation’s name or transferred to your control. Third-party accounts remain subject to the relevant provider’s own terms.
12. Ownership and intellectual property
You retain ownership of the content, images, logos, data and materials you provide to us.
Unless otherwise agreed, we retain ownership of our pre-existing materials, know-how, methods, templates, processes, reusable design approaches and general business knowledge.
Once you have paid all amounts due, you will own or receive the agreed rights to use the final website, content or deliverables created specifically for you, subject to any third-party licences, platform restrictions or open-source terms that apply.
You must not resell, copy, adapt or reuse our proposals, templates, documents, designs or materials for other projects without our written permission.
13. Support and maintenance
Any ongoing support, maintenance or managed service will be provided under the support plan or agreement you choose.
Unless otherwise agreed, support does not include guaranteed out-of-hours cover, emergency response, custom development, major redesigns, third-party platform faults, content rewriting, search-engine optimisation campaigns, or work outside the agreed support scope.
Ongoing support plans may be cancelled by either party with 30 days’ written notice unless a different notice period is agreed.
14. Search engines, fundraising, bookings and outcomes
We will use reasonable care and skill in providing our services.
However, we do not guarantee specific search-engine rankings, visitor numbers, fundraising results, booking numbers, payment volumes, volunteer enquiries, client enquiries, business growth, income, platform performance or other commercial outcomes.
Digital improvements can support your organisation, but results also depend on factors outside our control, including your offer, reputation, pricing, local demand, ongoing content, promotion, competition and third-party platforms.
15. Data protection
Each party is responsible for complying with its own obligations under data protection law.
You are responsible for your own privacy notices, cookie notices, lawful bases, consent arrangements, data retention, data security and policies for any personal information you collect through your website, booking system, forms, payment systems or wider organisation.
Where our work involves handling personal data on your behalf, we will agree appropriate arrangements with you. In some cases, this may require a separate data processing agreement or additional written terms.
You must not send us sensitive personal data, safeguarding information, health information, disability information, children’s information, payment card details or other high-risk information unless we have agreed an appropriate and secure way to handle it.
16. Safeguarding, accessibility and compliance
We do not provide legal, safeguarding, financial, tax, accounting, insurance, formal accessibility audit or formal data-protection advice.
We may provide practical observations or signposting, but you remain responsible for your own compliance decisions and for taking specialist advice where needed.
This is particularly important for organisations working with children, vulnerable people, disabled riders, volunteers, service users, donations, online payments, safeguarding concerns or health-related information.
17. Confidentiality
Each party agrees to keep confidential information received from the other party confidential and to use it only for the purpose of discussing or delivering the agreed work.
This does not apply to information that is already public, independently developed, lawfully received from someone else, or required to be disclosed by law.
18. Portfolio and publicity
Unless you tell us otherwise in writing, we may refer to your organisation as a client and show reasonable examples of completed public-facing work in our portfolio, website, proposals, case studies or marketing materials.
We will not publish confidential information, private data, unpublished documents, sensitive operational details or non-public safeguarding, financial or personal information without your permission.
19. Cancellation and termination
You may cancel a project by giving us written notice.
If you cancel after work has started, you must pay for work completed, third-party costs incurred, and any non-cancellable commitments made on your behalf up to the date of cancellation.
We may end or pause our work if invoices are overdue, if you do not provide required information, if the relationship becomes unworkable, if we are asked to do something unlawful or inappropriate, or if continuing would create an unacceptable legal, safeguarding, ethical or reputational risk.
Where a project ends early, we will provide a reasonable handover of work completed and paid for, subject to any outstanding invoices and third-party restrictions.
20. Liability
We will provide our services with reasonable care and skill.
Nothing in these terms limits or excludes liability that cannot legally be limited or excluded, including liability for death or personal injury caused by negligence, fraud, or fraudulent misrepresentation.
Subject to that, we are not liable for indirect loss, loss of profit, loss of income, loss of donations, loss of goodwill, loss of anticipated savings, loss caused by third-party platforms, or loss caused by inaccurate, incomplete or delayed information provided to us.
Unless otherwise agreed in writing, our total liability for a project is limited to the fees you have paid to us for the specific work giving rise to the claim.
21. Force majeure
We are not responsible for delay or failure to perform our obligations where this is caused by events outside our reasonable control, including illness, accident, severe weather, power failure, internet failure, cyber incidents, third-party platform outages, supplier failure, legal restrictions or other events beyond our control.
22. Governing law
These terms are governed by the law of England and Wales.
The courts of England and Wales will have jurisdiction unless we agree otherwise in writing.