Terms and Conditions

1. Introduction

These Terms and Conditions ("Terms") govern your use of the Smart Wolf Ltd website (https://smartwolf.co.uk) and your engagement with our services. By using our website or engaging our services, you agree to be bound by these Terms.

2. Services Overview

Smart Wolf Ltd provides specialised technology services, including:

• FileMaker Development: Custom database design, development, and implementation
• FileMaker Support: Ongoing maintenance, troubleshooting, and system optimisation
• Web Development: Modern web applications and integrations, particularly with FileMaker systems
• AI Integration & Consultation: AI system implementation, automation solutions, and strategic AI guidance
• General Technical Assistance: System maintenance, troubleshooting, and technical support across various platforms
• Consultation Services: Technical guidance on FileMaker systems, AI implementation, infrastructure, and best practices
• Training Services: User training, system documentation, and knowledge transfer

All professional services are provided under separate formal agreements that contain detailed terms specific to each engagement.

3. Website Use

3.1 Permitted Use

You may use our website to:

• Learn about our services and expertise
• Contact us for business enquiries
• Access resources and information we make publicly available

3.2 Prohibited Use

You may not:

• Use our website for any unlawful purpose
• Attempt to gain unauthorised access to our systems
• Interfere with the proper functioning of our website
• Copy, reproduce, or distribute our content without permission

4. Service Engagement Terms

4.1 Formal Agreements Required

All development and support services require execution of our standard Development Agreement or Support Agreement before work commences. These agreements contain detailed terms including:

• Specific scope of work and deliverables
• Payment terms and schedules
• Project timelines and milestones
• Detailed confidentiality provisions

4.2 Estimates and Pricing

• Project estimates are provided as guidance based on available information
• Estimates are not guaranteed fixed prices or budgets
• Final costs depend on actual time spent and project complexity
• Services may be priced hourly, per project, or on a maintenance agreement basis
• AI implementation and consultation services may require specialised pricing models
• All pricing is in GBP and excludes VAT unless otherwise stated

4.3 Payment Terms

• Services are typically charged on an hourly basis
• Invoicing frequency as agreed (typically weekly for ongoing work)
• Payment terms: 30 days from invoice date unless otherwise agreed
• Late payment fees may apply as specified in service agreements

5. Intellectual Property

5.1 Your Content

You retain ownership of any content, data, or materials you provide to us, subject to our right to use such materials to deliver services.

5.2 Our Content

All website content, development methodologies, AI implementation techniques, and proprietary tools remain our intellectual property unless specifically transferred under a service agreement.

5.3 Developed Solutions

Intellectual property in custom solutions developed for clients is typically transferred to the client as specified in individual service agreements.

6. Confidentiality

We maintain strict confidentiality regarding all client information and business data. Detailed confidentiality provisions are included in all service agreements, ensuring:

• Protection of proprietary business information
• Secure handling of sensitive data
• Compliance with data protection regulations
• Non-disclosure of client information to third parties

7. Limitation of Liability

7.1 Service Disclaimer

While we strive for excellence in all services, we provide our website and services "as is" without warranties of any kind, whether express or implied.

7.2 Liability Limits

To the maximum extent permitted by law, our liability for any damages arising from your use of our website or services is limited to the amount paid for the specific service giving rise to the claim.

7.3 Exclusions

We shall not be liable for:

• Indirect, consequential, or special damages
• Loss of profits, data, or business opportunities
• Damages resulting from third-party actions or services

8. Data Protection and Privacy

Your privacy is important to us. Our collection and use of personal information is governed by our Privacy Policy, which forms part of these Terms. We comply with UK GDPR and maintain Cyber Essentials certification for data security.

9. Professional Standards

Smart Wolf Ltd maintains high professional standards through:

• Cyber Essentials certification for information security
• Ongoing technical training in FileMaker, web development, and AI technologies
• FileMaker platform certification and expertise
• Modern development practices and AI integration capabilities
• Compliance with UK business and data protection regulations
• Professional indemnity insurance coverage

10. Termination and Cancellation

10.1 Website Access

We reserve the right to restrict or terminate website access for violations of these Terms.

10.2 Service Agreements

Termination of ongoing service relationships is governed by the specific terms of individual service agreements, typically requiring written notice.

11. Modifications

We may update these Terms from time to time to reflect:

• Changes in our services or business practices
• Legal or regulatory requirements
• Improvements to our terms clarity

Updated Terms will be posted on our website with a revised "Last Updated" date. Continued use of our website after changes constitutes acceptance of the updated Terms.

12. Governing Law and Jurisdiction

These Terms are governed by the laws of England and Wales. Any disputes arising from these Terms or our services shall be subject to the exclusive jurisdiction of the courts of England and Wales.

13. Severability

If any provision of these Terms is found to be unenforceable, the remaining provisions shall continue in full force and effect.

14. Independent Contractor

Smart Wolf Ltd operates as an independent contractor in all service relationships. No service agreement creates a partnership, joint venture, or employment relationship.

15. Contact Information

For questions about these Terms or our services: