Terms of Business
Last updated 8 November 2026
1. About these terms
1.1 These terms apply to the hardware, software and services that KaiForgeDigital supplies under a written quotation. Websites, hosting, domain names and business email are covered by my separate Terms of Service.
1.2 KaiForgeDigital is the trading name of Oliver Bundy, a sole trader based in Gnosall, Staffordshire. In these terms, "I", "me" and "my" refer to KaiForgeDigital, and "you" and "your" refer to the business or organisation named on the quotation.
1.3 I supply this work to businesses only. By accepting a quotation, you confirm that you are doing so for the purposes of your business.
1.4 You can contact me at hello@kaiforge.digital.
2. Quotations
2.1 Each quotation sets out the work, the price and the date until which it is valid. After that date, I may need to issue a new quotation.
2.2 A contract is formed when you accept a quotation, either online or by confirming in writing. The contract consists of these terms and the accepted quotation, including any scope of work it contains.
2.3 Any changes you ask for before accepting will be set out in a revised quotation. Additional work requested after acceptance will be quoted for separately.
2.4 All prices are in pounds sterling. I am not registered for VAT, so no VAT is charged.
2.5 Hardware prices are set by suppliers and can change. If a supplier's price rises between the date of the quotation and the date I place the order, I will let you know before ordering. You can then go ahead at the new price or remove that item.
3. Payment
3.1 I will invoice you for the work. Invoices can be paid by card using the secure payment link provided, or by bank transfer if we have agreed this.
3.2 Invoices are due within 14 days of the invoice date, unless the invoice states otherwise.
3.3 A deposit is only payable where the quotation says so. Where it does, the deposit will be invoiced when you accept, and the balance as set out in the quotation.
3.4 If an invoice is overdue, I may pause the work and hold back delivery until it has been paid. I will give you notice by email before doing so.
4. Cancellation
4.1 You may cancel accepted work by letting me know in writing. You will be charged for the work carried out up to the date of cancellation, at the quoted rates, and for any hardware already ordered on your behalf, which will then be supplied to you.
4.2 Any deposit you have paid will be put towards these costs, and any balance remaining will be refunded.
5. Hardware
5.1 Hardware remains my property until it has been paid for in full, at which point ownership passes to you.
5.2 Hardware is covered by the manufacturer's warranty only. I do not provide an additional warranty.
5.3 Faulty hardware must be returned through the supplier or manufacturer it was bought from, under their warranty terms. I will give you the details you need and help you start the claim.
5.4 Where I install or configure hardware, I will do so with reasonable care and skill, and will correct any installation or configuration error on my part free of charge.
6. Software development
6.1 Each software quotation includes a scope of work describing what will be delivered and, where relevant, what is not included. Anything outside the scope will be quoted for separately before the work is carried out.
6.2 When the software is ready, I will let you know so that you can review it and sign it off through your online quotation. If it does not meet the agreed scope, please tell me and I will put it right.
6.3 If you have not signed off the software or reported a problem within 14 days of being told that it is ready, it will be treated as signed off.
6.4 The quotation will state whether the software is a one-off build or is provided on a subscription basis.
6.5 One-off builds. Once the software has been paid for in full, ownership of the code written specifically for you passes to you. I will fix any defects reported within three months of sign-off free of charge. After that, fixes and changes will be quoted for separately.
6.6 Subscription software. The software and its code remain my property, and you may use it for as long as your subscription is active. Bug fixes and minor changes are included in the subscription. Larger changes will be quoted for separately.
6.7 Your data and content remain yours at all times. Any existing tools or code that I use across different projects remain my property, and you may use them as part of the software supplied to you.
7. Ongoing services
7.1 Some work includes an ongoing service, such as hosting or running software I have built for you, charged monthly or annually.
7.2 Any minimum term will be stated in the quotation and runs from the date payments begin. After that, the service continues on a rolling monthly or annual basis.
7.3 Once any minimum term has ended, you may cancel at any time. The service will continue until the end of the period you have already paid for, and payments for that period are not refunded.
7.4 Prices will not increase during a minimum term. After that, I will give you at least 30 days' notice by email of any price change, and you may cancel before it takes effect.
7.5 If a payment fails, I will contact you to resolve it. If it remains unpaid, I may suspend the service after giving you at least 14 days' notice by email.
7.6 When a service ends, your access ends with it and no code is transferred. If you ask within 30 days, I will provide a copy of your data in a standard format. After that, it will be deleted.
8. Data protection
8.1 Where I handle personal data on your behalf, such as your customers' details held in software I build or run, I act as your data processor. I will:
- use it only to provide the work and in line with your instructions
- keep it secure and confidential
- only use third-party services that are needed for the work and that protect the data appropriately
- tell you without delay if I become aware of a data breach
- return or delete the data when the work or service ends, whichever you prefer
9. Liability
9.1 I will carry out all work with reasonable care and skill.
9.2 I am not liable for any loss of profits, sales, business or revenue, or for any indirect or consequential loss.
9.3 I am not liable for events outside my reasonable control, including failures of third-party services and hardware faults covered by the manufacturer's warranty.
9.4 My total liability for any piece of work is limited to the amount you paid for it. For an ongoing service, it is limited to the amount you paid in the 12 months before the claim.
9.5 Nothing in these terms limits liability for death or personal injury caused by negligence, for fraud, or for anything else that cannot be limited by law.
10. General
10.1 I may update these terms from time to time. Work you have already accepted remains under the version that applied when you accepted it. For ongoing services, I will give you at least 30 days' notice by email of any significant change.
10.2 If a problem arises, please contact me first. Most issues can be resolved quickly and informally.
10.3 These terms are governed by the law of England and Wales, and the courts of England and Wales have exclusive jurisdiction.
10.4 If any part of these terms is found to be invalid, the rest will continue to apply.