Terms & Conditions
Standard commercial terms governing web redesign, modernisation, hosting management, domain setup, and ongoing site maintenance services.
In Plain Language
Service Overview
A binding contract exists once you sign an Engagement Letter and process your initial payment. Our web packages are structured as fast redesign sprints on Squarespace, with AI-assisted production and a person reviewing and approving every delivery. To keep ongoing costs low, seasonal/menu updates are automated via Instagram, and revisions must be submitted as a single consolidated list per round. NJL holds technical administrative access (Technical Stewardship) to maintain site integrity, while the Client keeps ownership of its domain and content. DNS connection for an existing domain is included in the package price. Free update requests are an Annual Plan benefit, and Annual Plan fees are non-refundable after 14 days. All payments are made by bank transfer.
Parties & Definitions
These Terms & Conditions ("Terms") are between Navigate Japan Limited (NZBN 9429052367342), trading as Navigate Media — Websites ("NJL", "we", "us"), and the client individual or business entity executing an Engagement Letter or purchasing our web services ("the Client", "you").
| Term | Definition |
|---|---|
| Engagement Letter | The formal agreement or quote signed by the Client specifying the selected sprint package, hosting plan, scope, and upfront fees. |
| Standard / Advanced Sprint | One-off web redesign service packages delivered on Squarespace within agreed page caps and build-hour limits. |
| Consolidated Revision List | A single, comprehensive email or document containing all requested text/image edits for a review round. |
| Hosting & System Management | Recurring hosting, SSL security, and technical management provided by NJL. Domain registration and renewal costs are covered only as described for the Annual Plan in Section 3. |
Packages, Pricing & Onboarding
All fees are stated in New Zealand Dollars (NZD) and exclude GST (currently 15%), which is added to each invoice.
- Standard Web Sprint ($780 NZD + GST): Includes redesign of up to 5 pages in Japanese, English or both (a bilingual site has all 5 pages in each language, at the same price), mobile optimisation, basic Google Maps, social links, and custom contact form integration, and DNS connection of an existing domain.
- Advanced Web Sprint ($1,280 NZD + GST): Includes up to 10 pages (in each language for a bilingual site), OR integration of 1 embedded booking/online-ordering module (via external platforms such as Acuity, UberEats, or TableCheck), plus everything in the Standard Web Sprint.
- DNS Connection (included): Where the Client has an existing domain (.co.nz / .com etc.), NJL configures its DNS records to connect it to the Squarespace platform at no additional charge under either package (normally valued at $150 NZD). The Client provides the DNS access needed for the connection, preferably as delegated access to the registrar account. An Auth (EPP) code is not required for DNS connection and is requested only if the Client asks NJL to transfer a domain. Any login credentials NJL receives are deleted once the connection is completed and verified.
- Onboarding Requirement: Project commencement is strictly gated upon receipt of (a) a signed Engagement Letter, (b) the full initial project fee, and (c) the first payment under the selected hosting plan (the Annual Plan fee or the first monthly payment), made by direct bank transfer in NZD. The build begins once the Client has also provided the required materials listed in NJL’s onboarding checklist. Target timeframes (about 10 business days for the Standard Web Sprint and 15 for the Advanced Web Sprint, counted from receipt of the required materials) are estimates and not guarantees, and exclude the Client’s review time.
Hosting, Domain & Management Plans
Websites built under our Navigate Media — Websites service are hosted and maintained under one of two recurring plans. For any new domain that NJL registers on the Client’s behalf, the Client is the registrant (owner) and NJL is the administrative contact.
| Plan | Price & Features | Cancellation & Refund Policy |
|---|---|---|
| Annual Plan | $540 NZD / year (+ GST, equivalent to $45 NZD/month) Includes hosting, SSL, and platform security, plus: • 1st-year registration of a new custom domain; from Year 2, domain renewal fees are included in the annual fee. • Existing domain: NJL bears the next annual renewal fee that falls within the paid term. The Client pays the registrar and provides the receipt, and NJL reimburses the amount. • Domain cost cap: NJL’s domain cost coverage under the Annual Plan (new domain registration or renewal, or existing-domain reimbursement) is limited to $50 NZD per year at actual cost. Where the actual annual cost is higher (for example certain .nz or premium domains), the excess is the Client’s cost: it stays with the Client when the Client pays the registrar, or is invoiced separately where NJL pays. • Maintenance allowance: 2 free minor update requests in Year 1; 1 free request/year from Year 2 onwards. |
Payment is non-refundable after 14 calendar days from the initial payment date. Upon midway cancellation, the site remains live until the 1-year cycle ends. No partial refunds or early termination fees apply. |
| Monthly Plan | $68 NZD / month (+ GST) Paid monthly by bank automatic payment (AP), which the Client must set up before work begins. Includes basic hosting & platform security. • Domain registration and renewal costs are not included and are the Client’s responsibility (indicative actual cost approx. $30–$50 NZD per year), managed by the Client or invoiced by NJL at cost. • No free update allowance; every update request is charged under Section 7. |
Can be cancelled at any time before the next payment date without cancellation fees; the Client must then cancel the automatic payment instruction. |
Late payment and suspension (Monthly Plan)
Monthly fees are due on the date set in the Engagement Letter. If a monthly payment has not been received 7 days after its due date, NJL will send the Client a reminder. If it is still unpaid 14 days after its due date, NJL may suspend publication of the website. The website is restored once the overdue amount and a reinstatement fee of $50 NZD + GST have been paid in full. Suspension does not cancel the plan or the amount owing, and the Client remains responsible for cancelling the automatic payment instruction if the plan is ended.
Dynamic Content & Instagram Integration
To eliminate recurring manual update fees for clients with frequently changing content (such as seasonal food menus, daily specials, or notices), NJL installs an automated Instagram Feed Embed block or downloadable PDF link as part of the core build. Once set up, the Client updates their own Instagram account or PDF and the website reflects the change, with no update request to NJL and no additional fee.
The Instagram display depends on Instagram and Squarespace, which NJL does not control, and NJL does not guarantee uninterrupted display. If the feed stops updating because of a platform change, NJL will make reasonable efforts to restore it, and the request is handled as an update request under Section 7. The PDF option remains available as an alternative.
Contact Forms & Verification
Contact forms are built using custom HTML/CSS/JS together with a third-party form service (for example Formspree or Web3Forms, which NJL may change from time to time). Upon completion of the site build, NJL will execute a mandatory test submission. The Client must confirm receipt of the test notification email in their inbox. Upon verification, ongoing inbox monitoring, spam filter management, and responding to customer enquiries remain the sole responsibility of the Client.
Consolidated Revisions & Admin Access
- Consolidated Revisions Policy: To maintain rapid sprint delivery, all requested text edits or image swaps during initial development must be compiled into one single, consolidated list per review round (up to 2 rounds included). Piecemeal or fragmented edit requests submitted via chat or separate emails will be counted as separate revision rounds.
- Technical Stewardship: To safeguard site security, prevent CSS layout breakage, and preserve technical integration integrity, NJL holds the technical administrative and editing access to the Squarespace site for maintenance and security purposes. This does not give NJL ownership of the Client’s domain, business content or business data, which remain the Client’s (see Section 8).
Post-Handover & Ad-Hoc Maintenance
Once the website is launched, any manual content modification, page addition, or layout adjustment requested by the Client is executed as follows:
- Annual Plan: the included free allowance applies (Year 1: 2 requests, Year 2+: 1 request per year).
- Beyond the allowance, and under the Monthly Plan: each request is executed as a single ad-hoc service billed at $80 NZD + GST per consolidated request for a minor change that can be completed within 1 hour (for example, partial text edits or replacing a few photos).
- Initial defect remedy: Display breakage or system errors caused by NJL’s build and arising within 30 days after public launch are fixed free of charge and with priority, and do not use up the free update allowance. After 30 days, the normal maintenance rules above apply. Interruptions caused by third-party platforms (for example, Instagram or Squarespace changes) are not build defects.
- Payment by bank transfer must be received prior to work execution.
- Client response and launch completion: If the Client does not respond to a request for confirmation or materials within 3 business days, NJL will send a reminder; if there is still no response after a further 5 business days, NJL may pause the project, and target timeframes are extended by the length of the delay. A project is complete when NJL has published the site, checked the DNS connection, mobile and desktop display, the contact form (including the Client’s confirmation of the test email), Google Maps and social links, and has notified the Client. In these documents, “public launch” means the date of that notice.
- Minor changes: Examples of minor changes are partial text edits, replacing a few photos, changing opening hours and small design adjustments. New pages, major design changes, new features and bulk product entry are quoted separately.
- Formal requests: Update, revision and support requests must be sent to info@navigatejapanltd.com or through NJL’s Maintenance Form so that a written record exists. Requests made by phone, messaging apps (such as LINE or WhatsApp) or verbally are not treated as formal requests, and NJL may ask the Client to resubmit them in writing.
- Support scope: Support is provided on a reasonable-efforts basis during New Zealand weekday business hours (9:00–17:00 NZ time). An emergency means the website is completely unavailable. NJL does not provide 24/7 monitoring. Where an outage is caused by a third-party platform (such as Squarespace, DNS or domain providers, form services or Instagram), NJL will assist with restoration using reasonable efforts and, to the extent permitted by law, is not responsible for the outage itself.
Client Content & IP Warranty
The Client warrants that all photos, logos, text, menus, trademarks and other materials supplied to NJL are owned by the Client or used with the owner’s permission, and do not infringe any third party’s copyright, trademark or other rights. The Client is solely responsible for any claim arising from materials it supplies, and agrees to indemnify NJL against such claims. NJL may decline to publish material that appears unlawful or infringing.
Ownership and licence: The Client owns its domain, business name, logo and the content it supplies (text, photos, menus and business data). NJL retains all intellectual property in its reusable code, custom CSS and JavaScript, templates and layout structures, design system and other general technical assets, including those used on the Client’s site. Subject to payment of the fees, NJL grants the Client a non-exclusive, royalty-free, perpetual licence to use the completed website for the Client’s own business.
Termination, Exit & Site Transfer
- Domain and materials: On termination, the Client’s domain and the materials supplied by the Client (images and text) are returned as they are, and NJL removes the DNS connection to the NJL-hosted site on request.
- Optional site transfer: If the Client wishes to take over its site, NJL will transfer Squarespace ownership of the site to the Client’s own Squarespace account on payment of an account transfer fee of $150 NZD + GST, paid by bank transfer before the transfer. The Client must open their own Squarespace account and subscribe directly to a paid plan. Transfer is subject to Squarespace’s platform availability and terms. The transfer covers Squarespace site ownership and the Client’s continued use of the content it supplied. It does not transfer ownership of NJL’s reusable code, CSS, templates, design system or other general technical assets (which stay with NJL and are licensed to the Client under Section 8 for use on its own site), and it does not include migration or export to other hosting platforms, or training after the transfer.
- Without transfer: unless the site transfer option is purchased, the site design and custom code remain on NJL’s account and are not handed over.
- Refund and notice rules for the Annual and Monthly Plans are as set out in Section 3.
Limitation of Liability & AI Content
NJL uses AI tools (e.g., Claude) to assist with website production, such as refining and polishing website copywriting (including bilingual English/Japanese copy). Production is AI-assisted, with a person at NJL reviewing and approving every delivery.
Client Accuracy Verification
While a person at NJL reviews AI-assisted text for linguistic quality, the Client retains final responsibility for verifying business factual accuracy (including prices, menu items, trading hours, and legal claims) before public launch. NJL’s total financial liability under any contract shall not exceed the total fees paid by the Client to NJL under the relevant Engagement Letter.
Governing Law & General Provisions
These Terms are governed by the laws of New Zealand, and the courts of New Zealand have exclusive jurisdiction over any dispute.
Order of precedence: If there is any conflict between these Terms and a signed Engagement Letter, the Engagement Letter prevails.
Contact Details
Navigate Japan Limited (NZBN: 9429052367342)
Trading as Navigate Media — Websites
Suite 1013, Unit A, Level G, 26 Hobson Street, Auckland 1010, New Zealand
Email: info@navigatejapanltd.com