Limited Edition Design
Privacy, Terms + Conditions
Last updated 25 August 2026
Limited Edition Design is the trading name of James Vine, Sole Trader. Throughout this page, ‘I’, ‘me’ and ‘my’ mean James Vine trading as Limited Edition Design. ‘You’ means the client, customer or website visitor as appropriate.
These terms are here to keep things clear, fair and straightforward for both of us.
Any estimate, quotation or written agreement for a particular project can add to or vary these terms. Where there is a direct conflict, the specific written agreement for that project takes priority.
Simply visiting this website does not create a contract. A project normally becomes agreed when you accept my estimate or otherwise clearly instruct me to begin.
Prices, services and examples shown on this website are indicative. The scope and price agreed for your own project are what matter.
01
Privacy
Information I collect
If you contact me, request an estimate or become a client, I may retain the information reasonably needed to deal with your enquiry and carry out the project.
This can include your name, organisation, email correspondence, project information, files you send me, billing records and any other contact information you choose to include in correspondence.
I do not deliberately collect telephone numbers through this website.
During a project I may also need temporary access to websites, domains, hosting accounts, WordPress or other services you have authorised me to work with.
I do not sell personal information and Limited Edition Design does not operate a marketing mailing list.
Why I use information
I use personal information where reasonably necessary to respond to enquiries, prepare estimates, carry out projects, provide agreed support, administer my business, maintain appropriate project records and meet legal, accounting or tax obligations.
I may also retain appropriate records where reasonably necessary to establish what was agreed, provide future support or protect either of us if a question arises later.
Who information may be shared with
I only share information where reasonably necessary.
This may include established hosting and infrastructure providers, accountants, printers, freelancers, developers or other suppliers genuinely involved in delivering a project.
Where you contract directly with another supplier, their own privacy policy and terms apply.
Information may also be disclosed where required by law.
How long I keep information
Financial and accounting records are kept for the periods required by law.
Project correspondence, approvals and source files may normally be retained for up to seven years after the last substantive work on a project where there is still a reasonable business, support, accounting or legal reason to keep them.
Information that is no longer reasonably required may be deleted sooner.
My archive is a convenience and record of past work, not a guaranteed long-term backup service. You should retain your own copies of important finished files.
Passwords and access
If I create passwords or login details for you, I may retain them temporarily while setting up or working on the service.
Where practical, I will ask you to change passwords that I no longer need to know.
I may also require reasonable security measures such as two-factor authentication where administrative access to a website or service could expose client or visitor information.
You are responsible for access you give to your own employees, freelancers, agencies or other third parties.
Your data rights
Depending on the circumstances, data-protection law may give you rights to access personal information I hold about you, correct it, object to certain processing, request restriction or deletion and exercise other applicable rights.
You can also raise a concern with the Information Commissioner’s Office.
02
Cookies + tracking
This website is deliberately built around privacy.
Like most websites, the hosting infrastructure I use may retain basic technical logs for security and troubleshooting. I don’t use them for analytics or behavioural tracking.
My website does not currently use Google Analytics, advertising trackers, behavioural profiling or third-party analytics cookies.
If this changes materially, I will update this page and provide any consent or choices required by law.
03
Data collected through client websites
If I build or host a website for you, you remain responsible for deciding what personal information your organisation collects through that website and why.
Ordinary contact forms collecting information such as a name, email address and enquiry are normal website functionality.
I do not currently build or host systems specifically intended to process sensitive, special-category, financial, medical or similarly high-risk personal data.
If you independently install plugins, forms or other functionality that changes what your website collects, stores or processes, you are responsible for making sure that use is lawful, appropriately secured and accurately explained in your own privacy information.
Please tell me before introducing anything that substantially changes the risk or purpose of your website.
If functionality added by you or another party makes the website unsuitable for the hosting or support I provide, I may ask for it to be changed, moved to a specialist provider or removed from my service.
Where I process personal data on your behalf in a way that legally makes me your data processor, any additional controller/processor terms required by data-protection law will also apply.
I can help you put a privacy or terms page in place, but I cannot know the internal workings of your organisation. Any starting copy or template I provide must therefore be checked and maintained by you and is not legal advice.
04
Projects + estimates
Scope
An estimate or quotation covers the work described within it.
I deliberately allow sensible room for projects to develop and refine without charging for every small adjustment.
If the project changes materially, however, the estimate may change too.
For example, adding several new pages, significant functionality or an entirely new requirement towards the end of a project would normally be treated as additional scope.
If that happens, I will raise it with you and give you an estimated additional cost before simply carrying on.
Third-party costs such as printing, licences, stock imagery, hosting or specialist work may change until they are actually ordered.
Starting work
My normal arrangement is to invoice at the end of a project.
For a new client, unusually large project, substantial external cost or other circumstance where it makes sense, I may instead request a deposit, staged payment or payment of third-party costs before committing them.
This will always be made clear beforehand.
Approvals
Projects are normally reviewed and approved as they progress.
Approval may be given by email, through a proofing system, during a meeting or through another clear written instruction.
Once a stage has been approved and the associated work completed, that work remains payable if the project later changes or is cancelled.
For print and other irreversible production, you are responsible for checking the final proof carefully, including names, spelling, dates, contact details, quantities and specification.
Approval does not excuse a genuine production mistake made by me. If I make an error through a failure to exercise reasonable care and skill, I will deal with it fairly.
Your responsibilities
You are responsible for supplying information, content, approvals, decisions and access I reasonably need to carry out the work.
Anything you supply must either belong to you or be something you have permission to use.
You should also tell me about deadlines, technical requirements, legal requirements or other important constraints I could not reasonably know myself.
Timings + delays
Where possible, expected timings and important milestones will be agreed before work begins.
Timings can change if the scope changes, approvals or material arrive later than expected, suppliers are delayed or something outside my reasonable control affects the project.
If a project becomes substantially inactive because I am waiting for information, content or approval, I may invoice the work completed so far and close or pause the project until you are ready to continue.
Cancellation
You can cancel a project.
If work has already begun, you remain responsible for the work completed up to that point and any external costs or commitments already made on your behalf.
I will charge fairly for what has actually been done rather than automatically charging the full original project value.
05
Payment
Unless agreed otherwise, invoices are payable within 28 days of the invoice date.
If an invoice becomes significantly overdue, I may pause further work or an affected chargeable service after reasonable attempts to contact you.
For qualifying business-to-business debts, I reserve the right to use the statutory interest, compensation and recovery rights available for late commercial payments.
Hosting, domain renewals or other ongoing services cannot be funded indefinitely on behalf of a client who has stopped paying for them.
Where an affected renewable service remains unpaid, I may suspend or allow that service to expire after reasonable notice and attempts to make contact.
VAT
I am not currently VAT registered, so VAT is not added to my charges.
If this changes, future quotations and invoices will reflect the applicable position.
06
Ownership + copyright
Finished work
Once the work has been paid for in full, the finished work I created specifically for your project is yours.
On full payment, I will assign to you any copyright I own in the finished bespoke work created specifically for your project.
Stock images, fonts or other licensed material I purchase for your project can be used as part of the finished work, but remain subject to their original licence and copyright.
For a bespoke website, that includes the finished website and any functionality I built specifically for it.
You can keep using it, change it, move it to another suitable host, or ask another designer or developer to work on it.
If another designer, developer or agency later works on something I originally created, however, they should only take credit for what they actually contributed.
Original files
You may ask me for editable original files relating to your completed and paid-for work.
For print and design projects this may include appropriate files such as EPS, PDF, Adobe InDesign or other working artwork where available.
You may contact me later for copies if you need them and I still hold them.
Because files are not guaranteed to be stored indefinitely, you should also retain your own copies once supplied.
Unused concepts
Rejected designs, unused logo routes, abandoned concepts, experiments and other creative work that was not selected and paid for remain the property of Limited Edition Design.
Paying for one final route does not automatically purchase every alternative idea produced during the creative process.
Unused concepts may not be reproduced or used without my agreement.
Reusable tools + technology
A distinction exists between work created specifically for your project and tools I create for use across many projects.
My reusable code foundations, plugins, utilities, development methods and similar tools remain my underlying work unless we specifically agree otherwise.
Where one of these is included in your website, you can continue using the version supplied as part of that website after handover.
Third-party software, libraries, fonts, imagery and other licensed material remain subject to the rights and licences of their respective owners.
Credit + attribution
You do not have to credit me.
On websites I build, I may add a small credit and link back to my site. It’s mainly there so if somebody needs help with the site later, they can quickly see who built it and how to reach me. You’re completely welcome to remove it, or ask me to leave it off.
Your website, branding or design is yours to present as your own business or project.
If another designer, developer or agency later works on something I originally created, however, they should only take credit for what they actually contributed.
Permission for another designer or developer to work on the project does not include permission to present my original design or development work in their portfolio or marketing as though they created it themselves.
If they showcase a substantially unchanged project that contains my original work, their own contribution should be described accurately and the original design or development identified as work by Limited Edition Design / James Vine where appropriate.
This does not prevent another developer from saying that they maintain, update or work on your website.
Where I myself work as a freelancer, subcontractor or white-label designer/developer under another studio, agency or organisation, credit and portfolio rights are whatever I agree with that organisation. I do not require separate public credit where I have agreed to work under their umbrella.
Portfolio
Unless you ask me not to, I may show completed work as part of my portfolio, website, social media or presentations.
I will respect genuine confidentiality or embargoes.
If a project is later substantially redesigned or altered by somebody else so that it no longer represents my work, I may remove it from my portfolio, remove any Limited Edition Design credit and decline to associate myself with the altered version.
07
I use independent professional printers and other suppliers to produce physical work.
I can source prices, recommend suitable specifications, liaise with suppliers and arrange production or delivery.
Quoted production and delivery times from printers or couriers are estimates based on the information available at the time and are not guarantees made by Limited Edition Design.
If a printer or courier experiences a genuine problem outside my control, I will still help investigate and resolve it where reasonably possible.
Colour, paper, finishing and other physical characteristics can vary slightly between screens, proofs, printers, processes and separate production runs.
Once you approve final artwork or a print specification, additional costs caused by later client changes or an error contained in material you approved will normally be your responsibility.
If the error was mine, I will deal with it fairly.
08
Domains + hosting
Domain names
If I register or manage a domain on your behalf, I treat it as your domain.
For practical reasons, a domain may sit within one of my provider accounts or use administrative details connected with Limited Edition Design. It remains your domain, and I will cooperate with updating registration details or transferring control whenever requested.
You can choose to manage your own domain at any time once outstanding related charges have been settled.
Hosting
I provide website hosting using established UK hosting infrastructure.
Different hosting plans may include different levels of management.
A managed plan may include routine WordPress, plugin and server maintenance. A lower-cost hosting-only service may not.
What is included in your own service is determined by the plan or agreement you choose rather than assumed from the word ‘hosting’.
Uptime + support
I do not provide a contractual service-level agreement or guarantee 100% uptime.
Any uptime figure displayed on my website is informational and historical, not a promise of future availability.
If I manage your hosting and a problem occurs, I will investigate it and liaise with the underlying hosting provider where necessary.
Hosting providers themselves may carry out maintenance or experience faults outside my control.
Backups
Backup facilities may form part of the hosting infrastructure or managed service depending on the arrangement in place.
Backups are intended as a recovery measure and must not be treated as a guaranteed permanent archive or as your organisation's only copy of important information.
Email hosting is not a standard service for new Limited Edition Design clients.
Some long-standing clients may still use legacy mailbox services through arrangements I already manage.
For new projects I normally prefer business email to sit with a dedicated email provider, while I configure the domain or DNS as required.
That keeps website hosting and business-critical email independent and gives you direct access to specialist email support if required.
Maintenance
Where maintenance is included in your hosting plan, I carry out sensible routine work to keep the website and platform current.
This does not mean unlimited redesign, redevelopment, troubleshooting or future compatibility work is included free of charge.
If something requires substantial work outside ordinary maintenance, I will discuss it with you.
Other developers
You are free to give another developer or agency access to your website.
If they change code, plugins, configuration, hosting, DNS or other technical elements and a problem follows, I am not responsible for their work.
I am happy to investigate or repair it where possible, but that work will be treated as a normal chargeable job.
If a third party fundamentally changes a website so that I can no longer reasonably maintain or stand behind it, I may withdraw from ongoing maintenance or hosting responsibility after explaining why.
09
Security
I apply sensible security measures when building and maintaining websites.
I do not sell a standalone security service and I do not claim that any website or server can be guaranteed immune from attack.
New vulnerabilities, compromised passwords, malicious software, automated attacks and third-party software problems are part of operating on the internet.
Where I manage a website, I will normally make a reasonable effort to investigate a security problem and help get the site back on track.
Straightforward investigation or recovery may sometimes be handled as part of the service.
Substantial recovery work, specialist investigation, emergency or priority work, or problems caused by client or third-party changes may need to be booked and charged separately.
Where possible, I will explain that before significant chargeable work is undertaken.
10
Search engines + AI discovery
I build websites with strong technical foundations for search engines and modern AI-based discovery.
I do not guarantee a particular Google position, search ranking, visitor level, enquiry volume or inclusion within any AI service.
Search engines and AI platforms are independent third parties whose systems, algorithms and policies can change.
Content changes, competitors, external developers, plugins and many other factors can also affect visibility over time.
11
Projects that need more than me
Limited Edition Design is intentionally an independent studio.
That means you work directly with me, but it also means I take holidays, have other clients and cannot provide permanent 24/7 operational cover.
If failure of a website, email system, payment system or online application would prevent your business from operating, stop a large team from working or create serious consequences unless somebody responds immediately, you need an agency, specialist provider or dedicated technical team with the appropriate resilience and support arrangements.
I am happy to design or develop parts of those projects where appropriate, but I should not be their single point of failure.
I also do not currently build or host ecommerce checkout/payment systems or systems intended to process sensitive or high-risk personal data.
12
Freelancers + other suppliers
Most Limited Edition Design work is carried out directly by me.
Occasionally a project benefits from a specialist freelancer or supplier.
I may introduce you to somebody and let you contract with them directly, in which case their own quotation, invoice, responsibilities and terms apply.
Alternatively, I may commission a specialist as part of the service I have quoted to you.
In that case their cost may simply form part of my overall project price. I am not required to disclose my underlying supplier or freelancer costs provided the total price agreed with you is clear.
Where somebody is genuinely subcontracted by me to help deliver my own contracted service, I remain responsible for the obligations that my agreement with you and the law place on Limited Edition Design.
13
University of Exeter projects
For Limited Edition Design work funded through the University of Exeter, a valid cost code and the appropriate internal payment route will be required.
Work is submitted through the relevant University process rather than treated as an ordinary external invoice where that internal route applies.
14
After launch + future support
A completed project is handed over as a finished piece of work.
Hosting and maintenance can continue where agreed.
Ordinary design changes, new content, new functionality, redevelopment and other future project work remain separately chargeable unless explicitly included.
I may decline future work where a project has become obsolete, fundamentally changed or unsuitable for me to support.
My own client tools
Some client websites include plugins and tools I develop myself.
Where I promise future updates to an Accessibility, SEO/AIO, Stats or similar Limited Edition Design tool at no extra charge, that means normal future updates and improvements to that tool while I continue to maintain it.
It does not mean unlimited redesign, redevelopment, troubleshooting, emergency compatibility work or general website support.
Free public plugins, apps and tools released separately from Limited Edition Design client work may have their own licence and terms.
16
Business continuity
A website should not be the only thing keeping an organisation alive.
If an online service is important to your day-to-day operation, you should retain appropriate offline or alternative access to important records, bookings, contact information or other business-critical material.
If a recurring technical problem occurs, I will investigate and problem-solve it reasonably.
If the underlying project clearly needs a level of resilience, monitoring or specialist support beyond what an independent studio can provide, I may recommend moving that particular service to a more appropriate provider.
17
Liability
I will provide my services with reasonable care and skill.
For business clients, and only to the extent permitted by law and considered reasonable, my total liability arising from a one-off project is limited to the fees paid or payable to Limited Edition Design for that affected project.
For an ongoing hosting or maintenance service, my total liability relating specifically to that service will normally be limited to the amount paid to me for that service during the preceding 12 months.
For business clients, I will not be liable for indirect or consequential loss, loss of anticipated profit, revenue, opportunity, goodwill, anticipated savings or business interruption where the law permits those losses to be excluded.
I am not responsible simply because an independent host, registrar, printer, courier, software provider, internet service, search engine or other third party experiences a failure outside my reasonable control.
Likewise, I cannot accept responsibility for problems caused by client changes, third-party developers, unsupported software, compromised credentials or functionality added without my involvement.
Nothing in these terms excludes or restricts liability where the law does not allow me to do so, including liability for fraud or for death or personal injury caused by negligence.
18
Consumer clients
Most Limited Edition Design projects are commissioned for businesses, organisations and professional purposes, but I also occasionally undertake personal work such as invitations, cards and other bespoke design.
If you are acting wholly or mainly outside your trade, business, craft or profession, you may legally be a consumer and additional rights apply.
Those statutory rights take priority over any part of these terms that cannot legally apply to you.
For distance or off-premises consumer contracts, any cancellation information required for your particular project will be supplied with the estimate or before the contract is agreed.
Where you expressly ask me to begin a design or other service during an applicable cancellation period, you may be required to pay a proportionate amount for work properly carried out before you cancel.
Different rules can apply to personalised or made-to-order physical goods.
Nothing in these terms removes any consumer right that the law says cannot be removed.
My geographical business address is supplied on estimates and invoices and will be provided before entering into a consumer contract where required.
19
Changes + governing law
The version of these terms applying to a project is normally the version in force when that project is agreed.
Changing this page later does not silently rewrite an existing agreement.
If one provision is found to be invalid or unenforceable, the remaining provisions continue to apply so far as the law allows.
If there is ever a problem, please tell me. I would always rather understand the issue and try to resolve it sensibly before either of us takes things further.
These terms and Limited Edition Design client contracts are governed by the laws of England and Wales, subject to any mandatory consumer rights that apply.
For questions about this page or an existing project:
James Vine Limited Edition Design