These Terms & Conditions apply to freelance consultancy and project engagements facilitated through The Freelance Agency, operated by Work Avenue.
By accepting a Project Proposal or proceeding with an engagement facilitated through The Freelance Agency, the client agrees to these Terms & Conditions.
The Freelance Agency works exclusively with business-to-business (B2B) clients. Clients engaging through this service confirm that they are acting for the purposes of their business, organisation or professional activities, and not as consumers.
- Our Role
The Freelance Agency is operated by Work Avenue, a registered charity providing business support and employment services.
Work Avenue acts as the administrative and project facilitation partner between the client and the independent freelance consultant. Our role may include:
- Matching clients with suitable freelancers from our network.
- Coordinating project proposals, contracts and agreed terms of engagement.
- Helping to clarify project scope, timelines, deliverables and costs.
- Managing invoicing and payments on behalf of freelancers.
- Remaining available to support communication, check-ins and the resolution of project issues.
Freelancers engaged through The Freelance Agency are independent and self-employed. They are not employees of Work Avenue.
The contractual arrangements for each engagement will be set out in the relevant Project Proposal and accompanying agreements.
- Project Proposals and Scope of Work
Each engagement will be defined in a written Project Proposal or other written agreement approved through The Freelance Agency.
The proposal will set out, as applicable:
- The agreed scope of work and deliverables.
- The project timeline and any key milestones.
- The applicable hourly rate or fixed fee.
- Any agreed allocation or limit of hours.
- Payment terms and invoicing arrangements.
- Any specific inclusions, exclusions, assumptions or additional conditions.
Work will commence once the required approvals, agreements and initial payments have been received, where applicable.
The agreed scope defines the work covered by the quoted fee. Requests that fall outside this scope may incur additional charges in accordance with Section 4.
- Hourly Projects and Time Recording
For projects charged on an hourly basis, the agreed hourly rate and any initial allocation or limit of hours will be confirmed in the Project Proposal or in writing through The Freelance Agency.
Freelancers will record the time spent undertaking authorised project work. Hourly work will be billed in 15-minute increments.
Where a project has an agreed allocation or budget limit, additional hours must be approved through The Freelance Agency before that limit is exceeded.
The Freelance Agency may review the hours submitted by the freelancer for invoicing purposes. Clients may be asked to confirm hours or work undertaken where appropriate.
Clients are responsible for payment for authorised work completed at the agreed rate, including additional hours approved in writing.
Any changes to the agreed hourly rate or allocation of hours must be confirmed in writing before the revised arrangements take effect.
- Project Scope, Additional Work and Changes
Each project fee covers only the work and deliverables specified in the agreed Project Proposal.
Additional work may be required where a client requests changes or services outside the original scope. This may include, but is not limited to:
- Additional deliverables, pages, features or functionality.
- Revisions beyond those included in the agreed scope.
- Changes to previously approved work.
- Additional meetings, consultancy or project-management support.
- Further work requested after a project has been completed or a deliverable has been approved.
- Additional work arising from changes to the original brief or requirements.
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- Fixed-Fee Projects and Website Packages
Fixed-fee projects cover the specific deliverables and services listed in the agreed Project Proposal.
The proposal will identify any relevant inclusions, such as the number of pages, revisions, meetings, features, training or support provided.
Unless expressly included in the proposal, the following are not included in a fixed fee:
- Additional deliverables or functionality.
- Work beyond the agreed revision allowance, where one applies.
- Ongoing maintenance or support after completion.
- Domain registration, hosting, software subscriptions, premium plugins or other third-party costs.
- Additional training or consultancy beyond the agreed scope.
Any work outside the agreed package may be charged separately in accordance with Section 4.
Website Payment Terms
Unless otherwise agreed in writing, fixed-fee website projects require:
- A 50% deposit of the agreed project fee before work begins.
- The remaining 50% before the website is launched.
Work will not commence until the required deposit has been received. The website will not be launched until the outstanding project balance and any other amounts due for agreed work have been paid.
Domain registration, hosting, licences and other third-party services will be included only where expressly stated in the Project Proposal. Where these services are arranged separately, the client is responsible for the applicable costs and ongoing renewals.
Any ongoing maintenance or support arrangement will be agreed separately unless expressly included in the original proposal.
Ownership, access and handover arrangements for completed websites and associated deliverables will be set out in the Project Proposal or relevant agreement. Unless otherwise agreed, ownership of bespoke website deliverables will transfer to the client following full payment of the agreed project fees. Third-party software, plugins, themes and other licensed materials remain subject to their respective licence terms.
Additional work will be discussed with the client and must be agreed in writing through The Freelance Agency before it begins. Where appropriate, a revised proposal or cost outline will be provided.
The applicable rate for additional work will be confirmed in writing. As a general guide:
- Website editing, maintenance and additional website work will normally be charged at £35 per hour.
- Additional consultancy, project management, strategy and other project work will normally be charged at £50 per hour.
These are indicative rates and do not automatically override the rate agreed for an existing project. The applicable rate will be confirmed for the relevant engagement before additional work proceeds.
Work outside the agreed scope will not be included in the original fixed fee unless expressly agreed in writing
- Fees, Invoicing and Payments
Invoices will be issued by Work Avenue on behalf of the freelancer, in accordance with the agreed engagement arrangements.
The fee payable by the client will be confirmed in the Project Proposal. Where applicable, the fee will include The Freelance Agency’s facilitation fee, which is generally calculated as an additional 10% of the freelancer’s agreed fee.
The applicable fee structure will be confirmed before work begins.
Clients must not pay freelancers directly unless expressly authorised in writing by Work Avenue.
Unless otherwise agreed in writing:
- Invoices are payable within 14 days of the invoice date.
- Fixed-fee deposits and milestone payments must be paid in accordance with the agreed payment schedule.
- Additional work must be agreed in writing before it begins.
- Clients remain responsible for payment for authorised work completed and approved expenses or third-party costs incurred in accordance with the agreement.
Late payments may be subject to statutory interest and applicable debt-recovery costs in accordance with relevant legislation.
If an invoice is disputed, the client should notify Work Avenue promptly, explaining the nature of the dispute so that it can be reviewed. Any undisputed amounts remain payable in accordance with the agreed payment terms.
- Client Responsibilities and Project Delays
Clients are responsible for providing the information, content, materials, access, instructions and approvals reasonably required for the freelancer to complete the agreed work.
Clients should ensure that materials supplied to the freelancer may lawfully be used for the intended purpose.
Clients are also responsible for reviewing deliverables and providing feedback within any agreed timescales.
Delays in providing information, approvals or access may affect the project timeline and the freelancer’s availability. Where delays or changes materially affect the project, Work Avenue will discuss any necessary changes to the timeline, scope or costs with the client.
Any additional work or charges arising from these circumstances must be agreed in writing before that work proceeds.
- Communication and Project Oversight
Clients and freelancers may communicate directly to coordinate day-to-day project delivery where appropriate.
Work Avenue must be kept informed of significant project updates, changes to the agreed scope, additional costs, timeline changes and any issues that may affect the engagement.
Changes to the agreed scope, fees or other contractual arrangements must be approved in writing through Work Avenue.
Work Avenue will remain available to facilitate communication, support check-ins and help address project issues constructively.
- Professional Standards and Project Outcomes
Freelancers engaged through The Freelance Agency are expected to undertake the agreed work professionally and in accordance with the approved brief.
Work Avenue will seek to support a constructive working relationship between the client and freelancer and to assist in resolving issues where they arise.
Unless expressly agreed in writing, no particular commercial outcome is guaranteed. For example, marketing, SEO, social media and consultancy services cannot guarantee specific sales, leads, search rankings, engagement levels or business results.
This does not remove the obligation to deliver the work agreed in the Project Proposal.
- Website Ownership and Third-Party Services
For website and digital projects, the Project Proposal will specify the applicable arrangements for ownership, handover, access and any ongoing support.
Unless otherwise agreed, bespoke deliverables will be transferred to the client following full payment of the relevant agreed fees.
Third-party services, including domains, hosting, software, plugins, themes, stock assets and subscriptions, may be subject to separate terms, renewal fees and licensing restrictions. The client is responsible for ongoing costs and compliance with applicable third-party terms where those services are provided or maintained for the client’s benefit.
The client is responsible for ensuring that content, images, branding and other materials supplied for a website or digital project may lawfully be used.
- Confidentiality and Data Protection
Clients and freelancers are expected to treat confidential business information received through an engagement appropriately and not disclose it to unauthorised parties, except where disclosure is required by law or otherwise authorised.
Each party is responsible for complying with applicable data protection legislation in relation to the personal data it processes.
Where a project requires additional data protection arrangements, including a data processing agreement, the relevant parties must agree and put those arrangements in place before the relevant processing begins.
Work Avenue may process personal information for the purposes of facilitating engagements, administering contracts and payments, maintaining records and providing its services. Further information about how personal data is handled is available in the Work Avenue Privacy Policy.
Use of AI Note-Taking Tools
Discovery and consultation calls may be recorded and transcribed using an AI note-taker to maintain accurate records, summarise discussions and identify agreed actions and next steps.
Where such tools are used, participants will be informed, and the applicable privacy information will be made available. Recordings and notes will be handled in accordance with Work Avenue’s applicable privacy arrangements and data protection obligations.
Participation in a call does not replace any notice, consent or other lawful basis required in the circumstances.
- Liability and Resolution of Issues
Work Avenue acts as the administrative and project facilitation partner for engagements through The Freelance Agency. The freelancer remains responsible for undertaking the work assigned to them in accordance with the agreed project arrangements.
If a client has concerns about the work, delivery, communication or conduct associated with an engagement, they should raise the matter with Work Avenue promptly so that it can be reviewed and the parties can work towards a constructive resolution.
Nothing in these Terms & Conditions excludes or limits any liability to the extent that it cannot lawfully be excluded or limited.
Any other limitations of liability applicable to a particular engagement will be set out in the relevant agreement and must be consistent with applicable law.
- Pausing or Delaying a Project
If a client wishes to pause or defer a project, they should notify Work Avenue in writing.
Work Avenue will discuss the implications of the pause with the client and freelancer, including any changes to delivery dates, freelancer availability, outstanding payments and any costs already incurred.
The arrangements for restarting a paused project, including any changes to the scope, timeline or fees, must be agreed in writing where applicable.
A pause does not automatically cancel payment obligations for authorised work already completed or costs properly incurred under the agreement.
- Termination and Handover
Either the client or the freelancer may request to end an engagement early by giving at least five working days’ written notice, unless otherwise agreed in writing or an immediate termination is justified under the applicable agreement or by law.
Work Avenue should be notified of any request to terminate an engagement.
On termination:
- Payment remains due for authorised work completed up to the termination date.
- Any agreed and properly incurred costs or commitments remain payable in accordance with the agreement.
- The parties will discuss any appropriate handover of completed work, materials and project information.
- Any outstanding deliverables, access arrangements or payments will be addressed in accordance with the Project Proposal and applicable agreements.
If a freelancer is unable to continue an engagement, Work Avenue will make reasonable efforts to identify a suitable replacement where appropriate. A replacement will be subject to availability, suitability and agreement on any revised arrangements.
Any additional costs, onboarding requirements, changes to scope or revised timelines associated with a replacement will be discussed and agreed in writing before additional work or charges proceed.
- Portfolio and Marketing Use
Work Avenue may wish to reference completed projects in its portfolio, marketing materials or case studies, including the use of a client’s name, logo or project details.
Unless the client notifies Work Avenue otherwise in writing, the client agrees that Work Avenue may reference the work completed for them for these purposes, subject to any applicable confidentiality obligations, intellectual property rights and data protection requirements.
Clients may notify Work Avenue in writing if they do not wish their project, name or logo to be used in this way.
- Changes to These Terms
Work Avenue may update these Terms & Conditions from time to time.
The version applicable to an engagement will be the version agreed or incorporated into the relevant contractual arrangements. Any material changes to an existing engagement will be communicated and agreed where required.
- General Provisions and Governing Law
The Project Proposal and any accompanying written agreements should be read together with these Terms & Conditions.
If there is a conflict between these Terms & Conditions and a specific provision in an agreed Project Proposal, the specific provision will take precedence for that engagement to the extent of the conflict, provided it has been expressly agreed in writing.
If any provision of these Terms & Conditions is found to be unenforceable, the remaining provisions will continue to apply to the extent permitted by law.
These Terms & Conditions and any dispute arising from them will be governed by the laws of England and Wales, and the courts of England and Wales will have jurisdiction, subject to applicable law.
For any questions about an engagement or these Terms & Conditions, please contact:
The Freelance Agency | Work Avenue
Email: [email protected]