Terms and Conditions
These terms and conditions govern the services Phoenix Media Marketing Ltd (trading as Phoenix Marketing) provides to its clients, and the use of this website. They were last reviewed on 28 September 2026 to reflect the Data (Use and Access) Act 2025, UK GDPR, the Privacy and Electronic Communications Regulations and current guidance from the Information Commissioner’s Office. If anything is unclear, ask us before you sign a proposal: we would rather explain it than have you guess.
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1. Who we are
Phoenix Media Marketing Ltd is a company registered in England and Wales, company number 13179068, with its registered office at 49 Edward Road, Haywards Heath, West Sussex, RH16 4QJ. You can reach us on 01444 523105 or hello@phoenixmarketing.uk. In these terms “we”, “us” and “Phoenix” mean Phoenix Media Marketing Ltd, and “you” means the business or organisation buying our services.
Our services are supplied to businesses and organisations, not to consumers. If you are an individual buying for purposes outside a trade, business or profession, please tell us before we start so that the correct consumer terms can be applied.
2. How an engagement starts
We will send you a written proposal describing the services, the deliverables, the fees, the minimum term (if any) and the notice period. The proposal, together with these terms, forms the contract between us. It comes into force when you accept the proposal in writing, by email or by paying the first invoice, whichever happens first. If the proposal and these terms disagree, the proposal wins for that engagement.
Anything not in the proposal is outside the scope of the work. We are always happy to quote for extra work, and we will not start it, or charge for it, until you have agreed it.
3. Fees, invoicing and payment
Retainer fees are invoiced monthly in advance and project fees are invoiced as set out in the proposal. Unless the proposal says otherwise, invoices are payable within seven days. Any onboarding fee is payable before work begins. Media spend (for example Google Ads or Meta Ads budgets) is separate from our fees, is paid directly to the platform or to us in advance, and is never marked up unless the proposal says so.
All fees are quoted exclusive of VAT, which is added at the prevailing rate. If an invoice is not paid on time we may charge statutory interest and compensation under the Late Payment of Commercial Debts (Interest) Act 1998 and may pause work until the account is brought up to date. We would always speak to you before doing either.
4. Minimum term and ending the agreement
Retainers run for the minimum term stated in the proposal and continue month to month after that until either of us gives the notice period stated in the proposal, in writing. Fees remain payable for the whole of the minimum term and the notice period. There is no provision to pause a retainer part way through a term.
Either of us may end the agreement immediately by written notice if the other commits a serious breach that is not put right within fourteen days of being asked, or becomes insolvent. On ending, you pay for work done up to the end date, and we hand over the deliverables you have paid for and the login details for accounts held in your name.
5. What we need from you
Good marketing depends on a good working relationship. You agree to give us the information, access, approvals and feedback we reasonably ask for, within the timescales in the proposal, and to make sure that any material you give us (text, images, logos, data, claims about your products or services) is accurate, lawful and yours to use. Where you are slow to respond, timescales move accordingly and retainer fees still fall due.
You remain responsible for the accuracy and legality of claims made about your business, including compliance with the CAP Code, the Advertising Standards Authority’s rules and any regulator that applies to your sector. We will always flag a claim we think is risky.
6. Ownership of the work
Once you have paid for it in full, you own the copyright in the finished deliverables we create specifically for you, such as website pages, copy, designs, photographs and video. We keep ownership of our know how, methods, templates, tools and any pre existing material, and we grant you a licence to use those as part of the deliverables for as long as you like. Third party assets (stock images, fonts, plugins, software) are licensed to you on the terms of the third party, which we will tell you about.
Unless you tell us otherwise in writing, we may name you as a client and show the work in our portfolio and case studies once it is public. We will always check with you before publishing figures from your account.
7. Accounts, access and passwords
Wherever possible, advertising, analytics, social media and domain accounts are set up in your name with us added as a manager, so that you keep control if we part ways. Where we hold logins on your behalf they are kept in an encrypted password manager with multi factor authentication, are never sent by email, and are removed from our systems when the engagement ends or when you ask.
8. Results and what we cannot promise
We will carry out the services with reasonable skill and care, in line with Google Search Central guidelines and the platform policies that apply. Search engines, AI platforms and advertising networks are outside our control, so we do not guarantee rankings, positions, traffic, leads or sales. Where we quote figures from other clients they are real results, not promises about yours.
9. Liability
Nothing in these terms limits liability for death or personal injury caused by negligence, fraud, or anything else that cannot be limited by law. Subject to that, our total liability to you under or in connection with an engagement, whether in contract, tort (including negligence) or otherwise, is limited to the fees you paid us in the twelve months before the claim arose, and we are not liable for loss of profit, revenue, business, goodwill or data, or for indirect or consequential loss. We carry professional indemnity and public liability insurance.
10. Confidentiality
Each of us will keep the other’s confidential information private and use it only for the engagement, during the agreement and afterwards. This does not apply to information that is already public, that was known to the receiver before it was disclosed, or that must be disclosed by law.
11. Data protection
We take data protection seriously and comply with the UK GDPR and the Data Protection Act 2018 as amended by the Data (Use and Access) Act 2025, together with the Privacy and Electronic Communications Regulations (PECR) and the guidance of the Information Commissioner’s Office (ICO).
Our own use of data. Details of how we handle personal data as a controller, including the lawful bases we rely on, how long we keep data, your rights and how to make a complaint, are in our privacy policy. If you want to complain about how we have used your personal data, email hello@phoenixmarketing.uk with “data complaint” in the subject line; we will acknowledge it within 30 days and respond without undue delay, as the Data (Use and Access) Act 2025 requires. You may also complain to the ICO at ico.org.uk.
Data we process for you. Where we process personal data on your behalf, for example customer lists for email campaigns, website form submissions or CRM records, you are the controller and we are your processor. In that case we will: act only on your documented instructions; make sure our team is bound by confidentiality; keep the data secure using appropriate technical and organisational measures; only appoint sub processors (such as our hosting, email and advertising platforms) with your general authorisation and tell you if they change; help you respond to individuals’ rights requests and to any security incident; tell you without undue delay if we become aware of a personal data breach; delete or return the data when the engagement ends; and give you the information you reasonably need to show compliance. Together these form the processor terms required by Article 28 of the UK GDPR.
Marketing on your behalf. Where we send electronic marketing for you, you confirm that you have a lawful basis to contact each recipient under PECR, that any consent is recorded, that the soft opt in has been applied correctly to existing customers, and that every message includes a working unsubscribe. We will not send campaigns to lists you cannot show the source of.
Cookies and analytics. Websites we build or manage for you use a consent tool that respects the rules on storage and access technologies in PECR as amended in 2025. Strictly necessary cookies and low risk statistical cookies permitted by the amended rules may be set without consent; advertising and other non essential cookies are set only after the visitor agrees. You are responsible for keeping your own cookie notice and privacy policy accurate, and we will help you do so.
International transfers. Some of the platforms we use store data outside the UK. We only use providers that transfer data under the UK International Data Transfer Agreement, the UK Addendum to the EU standard contractual clauses, or a UK adequacy decision.
12. Use of this website
The content of phoenixmarketing.uk is for general information. We try to keep it accurate and up to date but we do not promise that it is complete or free of errors, and nothing on it is professional advice for your specific situation. All content is owned by us or our licensors and may not be copied for commercial use without permission. We are not responsible for the content of third party sites we link to. Reviews shown on this site are genuine reviews from clients, published in line with the rules on fake and misleading reviews in the Digital Markets, Competition and Consumers Act 2024.
13. General
Neither of us is liable for delay caused by events outside our reasonable control. Neither of us may transfer the agreement without the other’s written consent. If any part of these terms is found to be unenforceable, the rest still applies. These terms and any engagement are governed by the law of England and Wales and the courts of England and Wales have exclusive jurisdiction, although we would always try to resolve a disagreement by talking first.
We may update these terms from time to time. The version on this page at the date of your proposal is the one that applies to that engagement. Last reviewed 28 September 2026.
Questions about our terms? Just ask.
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or call 01444 523105