Terms & conditions

1. About us

This website is run by KING WEB MEDIA LTD, trading as KWM Systems (and previously as King Media), a company registered in England and Wales (company number 17483413), whose registered office is at 124 City Road, London, EC1V 2NX. You can contact us at info@kwmsystems.com.

2. Our services are for businesses

Our services are for sole traders, partnerships and companies acting for their business. By asking us for a demo or a proposal, or buying our services, you confirm you’re acting for your business, not as a consumer.

3. Using this website

You’re welcome to browse this website and use its forms to contact us. Please don’t misuse it, try to break it, or copy its design or content without our permission. The concept websites shown on this site are examples we designed ourselves for made-up businesses. The examples of our services and social media posts, including names, phone numbers and messages, are made up to show how they work. They aren’t real customers or real results.

4. What we provide

We design, build, host and look after websites. We also set up and run an AI receptionist for out-of-hours calls and website enquiry setup, carry out one-off Local Business Refresh projects, provide the Social Content Machine, manage social media, and design, build and maintain tailored KWM Business OS systems. Each service is described on its page on this website, including what it does and what it won’t do.

In particular: our AI receptionist takes messages and doesn’t quote, book work or handle emergencies; the Social Content Machine writes drafts for you to check and post, and doesn’t post for you; for managed social media, a person checks every post before it’s scheduled, and we never buy followers, likes or reviews; and a Business OS is scoped in a written proposal, which sets out what’s included, the fees and any third-party costs before work starts.

5. Website prices

Our prices are in pounds sterling. Prices include any VAT that applies.

Or choose the Care plan: £19.99 a month for a website of any size, with a 12-month minimum and 1 website change a month. Every monthly plan includes hosting, a domain name (web address) registered and renewed by us, the SSL padlock, security updates, daily backups and up to 5 website changes a month (1 on the Care plan).

6. Your website demo

Before you commit to anything, we build a real, working demo of your new website. If you request it through this website, it costs £4.99, which you pay online, securely through Stripe; the fee stops time-wasting requests, and we start work once it’s paid. If we arranged your demo with you on a call, it’s free. We aim to have your demo ready within 2 working days. Any demo fee is separate from your build price and isn’t taken off it. If you decide not to go ahead, you don’t owe us anything more.

We’ll keep making changes to your demo until you’re happy with it. The demo is for you to review. Please don’t publish it or pass it off as your own website until you’ve paid for your build.

7. Paying for your website

Once you approve your demo, we’ll send you a private link to your Service Agreement. You choose your plan, sign online and pay your build price by card through Stripe, which also sets up your monthly payments. Your build price includes your first month. Your website goes live the day after you pay.

8. Website monthly plans

Your plan and its minimum term start on the day you pay your build price, and your monthly payments start one month later, paid monthly in advance. A “website change” is any single change you ask us to make, big or small, such as new prices, photos, opening hours, offers, or a new section on an existing page. You can ask for up to 5 changes each month, or 1 on the Care plan. New pages are quoted separately. Unused changes don’t carry over to the next month.

On the 12-month plan and the Care plan, you agree to pay for at least 12 months. On the 5-year plan, you agree to pay for at least 5 years, in return for a lower monthly price. After your minimum term, your plan continues month by month until either of us ends it. Notice periods, what happens if you end a plan early and how your website is handed over are all set out in your Service Agreement, which you’ll see and sign before we start.

9. Things we quote for separately

New pages, online booking systems, taking payments online, online shops, new features and major redesigns aren’t included in the website build or monthly price. Paid advert management isn’t included in our social media plans. Tell us what you need and we’ll send you a clear quote, free, within 24 hours. We won’t start this work until you’ve accepted the quote in writing.

10. Monthly services: prices and payment

Prices for the AI receptionist, enquiry setup and social media are shown on our pricing page. They are launch prices. Before we start, we send you a written order setting out the services you’ve chosen, the prices, your allowances and the wording you’ve approved. We set up each service, test it with you and switch it on once you’ve agreed. The Local Business Refresh is quoted in writing before it starts. A Business OS starts from the prices on its page, and its exact scope, fees and any third-party costs are set out in a written proposal before work starts.

• Setup fees are paid before we start. Monthly fees are paid by card, monthly in advance.
• If we can’t make the AI receptionist or enquiry setup work with your phone or website, we’ll refund its setup fee.
• If a price changes, we’ll tell you at least 30 days before it affects you.
• Call forwarding is set up on your own phone or phone system. Any charges your network makes for forwarded calls are yours, so check your plan with us before setup.

11. Allowances and top-ups

The AI receptionist has no minute limit. It’s covered by fair use: if a business regularly receives more than about 100 out-of-hours calls a month, we’ll agree the next step with them before anything changes, and we’ll never cut callers off. Our other monthly services have allowances or limits, shown on the pricing page. For a Business OS, any usage limits and usage-based costs are set out in your proposal. We tell you when you’ve used 80% of an allowance. We never charge for extra use without your agreement: if you’re going to run out, you choose whether to buy a top-up or extra posts for the rest of that month, or to wait until your allowance resets. Unused allowances don’t carry over.

12. Social media management

• Access: you give us access through Meta Business Suite partner access and Google Business Profile manager access. We never ask for your passwords. Your pages stay yours, and you can remove our access at any time.
• Approval: you see your posts before they go out, in a weekly or monthly preview. If you choose, posts can go ahead unless you object within 2 working days. Tell us if you want a post changed or removed and we’ll do it, usually the same working day.
• Comments and messages: what we do depends on your plan, as shown on the pricing page. Where we reply, we use wording you’ve approved. We pass enquiries to you, and we never quote, book or agree anything on your behalf.
• Platform rules: Facebook, Instagram and Google set their own rules and can change how their services work. We follow their rules and can’t control what they show, to whom, or when.
• No guarantees: we can’t promise a particular number of followers, views, likes, enquiries or sales.
• When it ends: we stop posting, remove our access, and your pages and the posts on them stay yours.

13. What we need from you

• Give us accurate information, approve your wording before it goes live, and tell us promptly about changes, such as new working hours or a new phone number.
• When you send us text, logos, colour schemes, photos or other files, you confirm that you own them or have permission to use them. You keep ownership of everything you send us. You give us permission to use it to provide our services to you, and for nothing else.
• Photos: avoid customers’ faces, house numbers and number plates unless the customer is happy for you to share them.
• Use our services lawfully. In particular, don’t use them to send marketing to people who haven’t agreed to it, and don’t ask us to add offers or adverts to service messages.
• Have your own privacy notice that tells your customers how you use their information, including that you use services like ours. We can give you suggested wording.
• Keep your call forwarding switched on while you use our call services, and tell us before you change phone network or plan.

If a service is being used in a way that breaks these terms or the law, we may pause that service and will tell you why.

14. AI and automation

Our AI receptionist and the Social Content Machine use AI. AI can make mistakes, such as mishearing a name or misreading a photo. That’s why summaries show the number a call came from where it’s available, why anything unclear is flagged, and why a person checks every managed social media post before it’s scheduled. You’re responsible for checking summaries, and Social Content Machine drafts, before acting on them or posting them. Where a Business OS uses AI, your proposal sets out what it does and what needs a person’s approval. None of our services is an emergency service.

15. Suppliers and availability

Our services rely on telephone, messaging, email, AI, social media and hosting providers. We choose them carefully and set up backups so callers aren’t left hanging if something fails, but we can’t promise that any service or website will never be interrupted. If something stops working, we’ll treat it as a priority and tell you what happened. If a supplier changes its service or prices in a way that affects yours, we’ll tell you as early as we can and explain your options.

16. Data protection

When we host your website or run services for you, we handle your customers’ information on your behalf, as your processor, and only on your instructions. Our data processing terms form part of your Service Agreement or written order. Our privacy notice explains how we use our own customers’ and contacts’ information.

17. Support and changes

• Email support on weekdays, 9am to 5pm. We reply within one working day.
• The AI receptionist, enquiry setup and social media: up to 2 changes a month to your wording, hours or settings, usually done within 2 working days. Bigger changes, such as new services or custom work, are quoted first and only started once you’ve agreed.
• Websites: your monthly website changes are covered in section 8.

18. Cancelling monthly services

The AI receptionist, enquiry setup and social media are monthly, with no minimum term. You can cancel any of them by giving us 30 days’ notice by email. When a service ends, we switch it off, help you turn off call forwarding, remove our access to your accounts, and delete your information and your customers’ information from our systems within 30 days, after sending you a copy if you ask for one. We can end these services by giving you 30 days’ notice, or straight away if you seriously break these terms or don’t pay. Website plans are ended as set out in your Service Agreement, and a Business OS as set out in its proposal and agreement.

19. Ownership

Your content is always yours, and so are your social media pages and your customers’ details. Who owns the website design and the domain name (web address), and how they’re handed over if you leave, is set out in your Service Agreement.

20. Our responsibility to you

We’ll provide our services with reasonable care and skill. We can’t promise that your website or our services will never be unavailable, or that they will bring a particular number of visitors, calls, enquiries, jobs, reviews, followers or sales, or reach a particular position in search results. We’re not responsible for losses caused by your phone network, your website provider (if it isn’t us) or social media platforms. For our other services, we’re not responsible for lost business or lost profits, and our total responsibility to you is limited to the amount you paid us for them in the 12 months before the problem arose. Nothing in these terms limits any liability that the law doesn’t allow us to limit.

21. Changes to these terms

We may update these terms from time to time. The date at the top of this page shows when they were last changed. Changes won’t affect work you’ve already agreed with us unless we tell you at least 30 days in advance.

22. Law

These terms are governed by the law of England and Wales, and the courts of England and Wales have jurisdiction.