Ellis Consultancy

Legal & Policies

Last Updated: November 2026

Welcome to Ellis Consultancy. This document sets out the comprehensive terms and conditions under which we provide our strategic, technical, and branding services to clients, as well as how we manage data and privacy in accordance with UK law.

1. Terms of Business & Operations

These terms govern the relationship between Ellis Consultancy ("we", "us", or "our") and our clients ("you", "your", or "the client"). By engaging us for any project, you agree to be bound by these terms unless explicitly amended in a signed Statement of Work (SOW).

1.1 Project Scope & Engagements

All consultancy engagements will be defined by a formal Statement of Work (SOW) or proposal. This document will strictly outline the deliverables, milestones, and fees. Any requests outside of this agreed scope (scope creep) will be subject to additional billing at our standard day rate or via a newly negotiated fixed fee.

1.2 Financial Terms, Fees & Billing

We operate on both fixed-project and retainer-based pricing models. The following financial terms apply:

  • Estimates vs Quotes: Estimates are provided for guidance and may fluctuate based on technical discovery. Fixed quotes are binding only for the exact scope defined in the SOW.
  • Payment Schedules: Standard projects require a non-refundable deposit (typically 30-50%) prior to commencement, with remaining balances tied to agreed milestones or final delivery.
  • Late Payments: Invoices are payable within 14 days of issue. We reserve the right to charge statutory interest on late commercial payments under the Late Payment of Commercial Debts (Interest) Act 1998, and to suspend all services, hosting, and code transfers until accounts are settled.
  • Expenses: Out-of-pocket expenses (e.g., premium stock assets, third-party software licences, necessary travel) incurred directly for your project will be billed to you at cost, subject to prior approval.

1.3 Retainers, Hosting & Ongoing Services

For ongoing technical maintenance, hosting, or strategic retainers, services are billed monthly in advance. Retainer contracts require a minimum of 30 days' written notice to cancel or pause. If we host your digital assets, failure to pay hosting fees may result in the suspension or termination of your digital infrastructure.

1.4 Technology & Software Development Limitations

Software development is inherently complex. We agree to deliver code to a professional, commercial standard; however, the following limitations apply:

  • Third-Party Dependencies: We are not liable for failures, data breaches, downtime, or deprecation of third-party APIs, plugins, payment gateways, or external cloud services integrated into your software.
  • Bugs & Warranty: Upon final deployment, we provide a 30-day warranty period to fix critical bugs or errors that fall within the original scope. Any maintenance or feature additions outside this period require a separate maintenance contract or hourly billing.
  • Uptime & Data Loss: We do not guarantee 100% server uptime. While we implement industry-standard security and backup protocols, clients are ultimately responsible for maintaining their own comprehensive disaster recovery plans. We shall not be held liable for catastrophic data loss.

1.5 Commercial Advisory & Business Strategy

Ellis Consultancy provides strategic business guidance, financial modelling, and operational structuring. However, it is explicitly understood that:

  • No Guaranteed Outcomes: We do not guarantee specific financial results, investment acquisitions (such as SEIS/EIS approval, though we structure for it), or market success. All business decisions carry inherent risk.
  • Regulatory Status: We are a commercial consultancy, not a regulated financial institution. We do not provide regulated financial advice under the Financial Conduct Authority (FCA), nor do we provide regulated legal counsel. Clients are advised to seek independent legal or financial advice from regulated professionals where appropriate (e.g., final sign-off on shareholder agreements).
  • Reliance on Client Data: Our strategic advice and financial models are based on the information you provide. We are not liable for damages resulting from inaccurate, incomplete, or misleading financial data supplied by your team.

1.6 Intellectual Property (IP) Transfer

Upon receipt of full and final payment, the intellectual property rights to the final, bespoke deliverables (e.g., final logo designs, compiled software, custom source code) will be transferred to you. We retain the rights to any underlying frameworks, pre-existing proprietary code libraries, or open-source software utilised in the project. We also reserve the right to display the completed work in our professional portfolio.

1.7 Confidentiality & Non-Disclosure

Both parties agree to hold all proprietary and sensitive business information in strict confidence. This includes financial models, trade secrets, business plans, and technical architectures. This obligation survives the termination of the contract.

1.8 Liability Limitations

To the maximum extent permitted by UK law, Ellis Consultancy shall not be liable for any indirect, consequential, special, or economic losses (including loss of revenue, profit, data, or business opportunity). Our total aggregate liability for any claim arising out of the provision of our services shall be strictly limited to the total fees paid by the client for the specific project or retainer period in dispute.

2. Privacy Policy & UK GDPR

This privacy notice informs you of how we look after your personal data when you visit our website or engage our consultancy services, in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

2.1 Data Controller

Ellis Consultancy is the data controller. If you have any questions about this privacy policy, please contact us at team@ellisconsultancy.co.uk.

2.2 The Data We Collect & How We Use It

We collect Identity, Contact, Financial, and Technical data. We use this data strictly to:

  • Perform the contractual obligations we have entered into with you.
  • Manage billing, accounting, and debt recovery.
  • Deliver technical support and strategic communications.
  • Comply with UK legal and regulatory requirements (e.g., HMRC tax records).

2.3 Data Security & Retention

We implement stringent security measures to prevent your personal data from being accidentally lost, altered, or accessed unauthorisedly. We retain basic client data for up to six years for tax and legal purposes, after which it is securely destroyed.

2.4 Your Legal Rights

Under the UK GDPR, you have the right to request access, correction, erasure, or restriction of your personal data. You may also object to processing. To exercise these rights, email us. You retain the right to lodge a complaint with the Information Commissioner's Office (ICO) at www.ico.org.uk.

3. Cookie Policy

Our website uses cookies to distinguish you from other users. This helps us provide you with a premium browsing experience and improve our digital presence.

3.1 Types of Cookies Used

  • Strictly Necessary Cookies: Required for the core operation of our website (e.g., security protocols).
  • Analytical/Performance Cookies: We use tools to count visitor numbers and analyse user journeys across the site, helping us optimise our interface and content.

You can set your browser to refuse all or some cookies. Note that disabling cookies may affect the performance of certain website features.