Legal
Terms and Conditions
Last updated: June 2026
These terms govern the relationship between Okapi & Co (South) Ltd (“we”, “us”, “our”) and any client or customer (“you”) who engages our services or purchases from us. By instructing us, placing an order, or attending a workshop, you agree to these terms.
Company details: Okapi & Co (South) Ltd, registered in England and Wales. Director: Jim Chetwode. Registered office: Hawthorn Cottage, Gold Hill, Child Okeford, Dorset, DT11 8HF. Contact: jim@okapiandco.co.uk.
1. Our services
We provide digital marketing, search engine optimisation (SEO), generative engine optimisation (GEO), website design and development, retained marketing, and AI workshops. The specific scope of work for each engagement is agreed in writing before work begins, either by email, proposal, or a signed statement of work.
We reserve the right to decline or end any engagement that conflicts with our values or capacity.
2. Proposals and instructions
A proposal or quote remains valid for 30 days unless otherwise stated. Acceptance by email constitutes a binding instruction to proceed. We will confirm the agreed scope, timeline, and fee in writing before starting.
Any change to the agreed scope must be agreed in writing. Additional work outside the original scope will be quoted and invoiced separately.
3. Fees and payment
3.1 Project work
Project fees are quoted in advance and are exclusive of VAT unless otherwise stated. We typically invoice 50% upfront and 50% on completion, though specific payment schedules are set out in each proposal. Payment is due within 14 days of invoice date.
3.2 Retained services
Monthly retained services are invoiced at the start of each month and are due within 14 days. Retained agreements run on a rolling monthly basis with one calendar month's written notice to end the arrangement, unless a minimum term is specified in the agreement.
3.3 Workshops
Workshop places are confirmed on receipt of full payment. Payment is processed via Stripe. All workshop prices are quoted excluding VAT. VAT at the prevailing UK rate is added at checkout.
3.4 Late payment
Invoices unpaid after 30 days may incur statutory interest under the Late Payment of Commercial Debts (Interest) Act 1998, at 8% above the Bank of England base rate. We reserve the right to pause or suspend work on any active project if invoices remain unpaid beyond 30 days.
4. Workshop cancellations and refunds
Our full refund policy is set out at okapiandco.co.uk/refunds. In summary:
- Within 7 days of booking: full refund on request, no questions asked.
- After the 7-day cooling-off period and up to 7 days before the course: no refund (venue and logistics costs are committed), but you may transfer your place to a future date or a colleague at no charge.
- Within 7 days of the course start date: no refund and no cancellation. Place transfers to another person are still accepted before the course begins.
- After the course has taken place: no refund.
If we cancel or reschedule a workshop, you will be offered a full refund or a free transfer to an alternative date. We are not liable for any travel, accommodation, or other costs you have incurred.
5. Intellectual property
On receipt of full payment, all deliverables created specifically for you (such as website code, copy, and design assets) become your property. We retain ownership of any pre-existing tools, frameworks, templates, or methodologies we use in delivering the work.
We may reference the work in our portfolio and case studies unless you ask us in writing not to.
Workshop materials, slides, and reference documents are our intellectual property and may not be redistributed or resold without our written permission.
6. Your responsibilities
To deliver the agreed work, we rely on you to:
- Provide accurate briefs, content, and access credentials promptly.
- Give clear feedback and approvals within agreed timescales.
- Ensure that any content or assets you supply to us do not infringe third-party rights.
- Maintain access to platforms we need (Google Search Console, hosting, CMS, etc.) throughout the engagement.
Delays caused by late supply of content, access, or feedback may affect timelines and are not our responsibility.
7. Results and warranties
We apply reasonable professional skill and care to all work. We do not guarantee specific rankings, traffic levels, AI citation frequency, or revenue outcomes, as these are influenced by factors outside our control (search engine algorithms, competitor activity, market conditions).
We warrant that all work will be our own original work (or properly licensed), delivered in accordance with the agreed specification, and free from material defects at the time of delivery.
8. Limitation of liability
Our total liability to you for any claim arising out of our services, whether in contract, tort, or otherwise, shall not exceed the total fees paid by you for the specific service giving rise to the claim in the 12 months preceding the claim.
We are not liable for any indirect or consequential loss, including loss of profits, loss of data, loss of business, or reputational damage, even if we were advised of the possibility of such loss.
Nothing in these terms limits liability for death or personal injury caused by our negligence, fraud, or any other liability that cannot be excluded by law.
9. Confidentiality
We will treat information you share with us as confidential and will not disclose it to third parties except where necessary to deliver the services (for example, sharing access credentials with a hosting provider), required by law, or with your consent.
We ask that you treat any of our methodologies, pricing structures, or proprietary processes as confidential in return.
10. Data protection
We process personal data in accordance with UK GDPR and our Privacy Policy. Where we act as a data processor on your behalf (for example, managing your Google Analytics account), we will do so only on your documented instructions.
11. Termination
Either party may terminate a retained agreement with one calendar month's written notice. We may terminate with immediate effect if you breach these terms materially and fail to remedy the breach within 14 days of written notice, or if you become insolvent.
On termination, any outstanding fees for work completed up to the termination date become immediately due. We will hand over completed work once all outstanding invoices are settled.
12. Governing law
These terms are governed by the laws of England and Wales. Any disputes shall be subject to the exclusive jurisdiction of the courts of England and Wales.
13. Changes to these terms
We may update these terms from time to time. The “Last updated” date at the top of this page shows when they were last revised. Continued use of our services after an update constitutes acceptance of the revised terms.
14. Questions
If you have any questions about these terms, contact us at jim@okapiandco.co.uk or 07824 157730.