Privacy Policy

These Terms & Conditions form part of the agreement between TCCN ("the Service Provider") and Project Independence / PIV.org.uk ("the Client").

TCCN provides website development, hosting, maintenance, technical support, and any other services agreed in writing. TCCN reserves the right to amend, modify, suspend, or remove any aspect of the services where necessary for operational, security, legal, or business reasons.

By paying the initial deposit, the Client confirms that they have read, understood, and accepted these Terms & Conditions and agree to a minimum contract term of 12 months.

The agreement continues for the agreed minimum term unless otherwise stated in writing.

Services are provided on a monthly payment basis in accordance with the agreed quotation or contract.

Invoices must be paid by the due date stated on the invoice.

Where any payment remains outstanding, TCCN will issue a payment reminder. The Client has up to 90 days from the date the payment becomes due to settle the outstanding balance unless an alternative payment arrangement has been agreed in writing.

If payment remains outstanding after the 90-day period, TCCN reserves the right to:

• Suspend or terminate any services provided.
• Restrict access to the website, hosting, email services, or related systems.
• Remove or disable online services where necessary.
• Retain any work completed until all outstanding balances have been paid in full.

Failure to make payment or failure to honour the terms of this agreement may result in TCCN taking action to recover any outstanding sums. This may include:

• Referral to a debt recovery agency.
• Recovery of reasonable costs associated with collecting the debt where permitted by law.
• Legal proceedings to recover unpaid fees, interest, and any applicable costs.

The Client may request to cancel the agreement at any time; however, cancellation before the expiry of the 12-month minimum term does not remove the Client's obligation to pay all charges due for the remainder of the agreed contract period unless TCCN agrees otherwise in writing.

Payment of the initial deposit constitutes acceptance of these Terms & Conditions and forms a legally binding agreement between TCCN and the Client.

Website management is an ongoing service and not a one-time activity. Websites require regular maintenance, monitoring, optimisation, security checks, content updates, and compliance reviews to ensure continued functionality, performance, visibility, and security.

Monthly website management services may include, where applicable:

• Website planning and consultation
• Website structure and navigation improvements
• Homepage updates and content enhancements
• About Us page updates
• Gallery maintenance and optimisation
• Resource page management
• Partnership page updates
• Contact page management
• Contact form testing and maintenance
• Mobile responsiveness testing
• User experience improvements
• Accessibility improvements
• Website layout enhancements

• Creation and amendment of website content
• Content formatting and readability improvements
• Image optimisation and management
• Page structure enhancements
• Service updates
• Community project updates
• News and information updates
• Resource additions and amendments

• SEO auditing and monitoring
• Meta title management
• Meta description updates
• Keyword optimisation
• Search engine indexing support
• Google visibility optimisation
• Bing visibility optimisation
• Sitemap creation and maintenance
• Search Console monitoring
• Crawlability improvements
• Internal linking optimisation
• Page speed improvements
• Technical SEO monitoring

• AI Engine Optimisation (AEO)
• Generative Engine Optimisation (GEO)
• Content optimisation for AI-powered search platforms
• Structured content development
• FAQ and answer-based content creation
• Entity and topic recognition optimisation
• AI search visibility monitoring

Optimisation for platforms including: ChatGPT, Microsoft Copilot, Google Gemini, Perplexity AI, and other emerging AI search and discovery platforms.

• Local business profile updates
• Geographic optimisation
• Local search visibility enhancements
• Contact information verification
• Community discoverability improvements
• Location-based optimisation strategies

• Website monitoring
• Website troubleshooting
• Performance monitoring
• Security monitoring
• Website health checks
• Broken link monitoring
• Technical maintenance
• Platform management
• Third-party integration management
• Email configuration support
• DNS management and support
• Domain management support

• Secure hosting management
• Hosting administration
• Website uptime monitoring
• Server resource monitoring
• Backup monitoring and management
• Infrastructure support
• Website availability management
• Hosting environment maintenance

• Privacy Policy maintenance
• Cookie Policy maintenance
• GDPR guidance and updates
• Website compliance reviews
• Data handling guidance
• Website transparency improvements
• ICO guidance and recommendations
• Legal information page maintenance

• Professional email guidance
• Website trust-building enhancements
• Contact information optimisation
• Community branding support
• Digital presence consultation

As part of ongoing website management, website analytics, visitor behaviour, search visibility, indexing status, and traffic flow may be monitored and reviewed to identify opportunities for improvement.

This may include:

• Website traffic analysis
• Visitor engagement monitoring
• Search performance monitoring
• AI search visibility monitoring
• User journey analysis
• Search engine indexing reviews
• Sitemap performance reviews
• Website performance reporting
• Technical issue identification
• Continuous improvement recommendations

The Cross Community Network CIC cannot guarantee specific rankings within search engines, AI platforms, or third-party services. Search engine visibility and AI search placement are influenced by numerous external factors beyond our control. However, all reasonable efforts will be made to ensure websites follow current industry best practices and remain compliant, secure, accessible, and discoverable across relevant digital platforms.

Project Independence Veterans (PIV) and The Cross Community Network CIC (TCCN) are separate and independent organisations operating under their own governance structures, management arrangements, policies, procedures, legal obligations, and responsibilities.

Whilst TCCN provides support services to PIV, including but not limited to website development, website maintenance, digital infrastructure, governance guidance, policy development assistance, administrative support, branding, media services, and technical consultancy, TCCN does not own, manage, direct, control, supervise, employ, or govern the day-to-day operations of PIV unless expressly agreed in writing.

All operational decisions, service delivery activities, safeguarding responsibilities, volunteer management, financial management, legal compliance, and organisational governance remain the sole responsibility of PIV and its authorised representatives.

PIV accepts full responsibility for ensuring compliance with all applicable legislation, regulations, policies, safeguarding requirements, health and safety obligations, insurance requirements, and operational standards relevant to its activities.

This includes, but is not limited to:

• Safeguarding adults and vulnerable individuals.
• Volunteer recruitment and management.
• DBS checks and safer recruitment practices where applicable.
• Staff and volunteer training.
• Health and Safety compliance.
• Risk assessments and incident reporting.
• Service delivery and client interactions.
• Mobility equipment inspections, maintenance, repairs, and distribution.
• Data protection and privacy compliance.
• Financial management and governance.
• Insurance arrangements.
• Complaints management.
• Record keeping and documentation.
• Compliance with all statutory and regulatory requirements.

The Cross Community Network CIC advised PIV during the development of its website, governance arrangements, and digital infrastructure that consideration should be given to registration with the Information Commissioner’s Office (ICO) where required by law.

TCCN also advised upon the importance of maintaining compliance with:

• UK General Data Protection Regulation (UK GDPR).
• Data Protection Act 2018.
• Information governance requirements.
• Data security best practices.
• Privacy and consent management.
• Subject Access Request (SAR) procedures.

PIV acknowledges that responsibility for determining whether ICO registration is required, maintaining any registration, paying applicable fees, responding to regulatory requirements, handling personal data, managing Subject Access Requests, and ensuring compliance with data protection legislation rests solely with PIV and its authorised representatives.

TCCN’s provision of advice, recommendations, website services, templates, documentation, or guidance does not transfer legal responsibility for data protection compliance from PIV to TCCN.

TCCN advised PIV on the benefits of using organisation-owned email accounts operating under the official PIV.org.uk domain rather than personal email services for organisational communications.

This recommendation was made to:

• Improve professionalism and public confidence.
• Enhance information governance.
• Improve cybersecurity.
• Maintain accurate records and audit trails.
• Support data protection compliance.
• Strengthen communications with government bodies, local authorities, funders, healthcare providers, referral agencies, and partner organisations.

PIV remains solely responsible for the management, security, use, monitoring, and administration of all organisational communication systems and email accounts.

Where TCCN provides website hosting, website maintenance, technical support, digital consultancy, content management assistance, or related services, TCCN acts solely as an independent service provider.

PIV remains responsible for:

• The accuracy of information published.
• Content supplied for publication.
• Safeguarding-related information.
• Legal notices and disclaimers.
• Privacy notices and policies.
• Obtaining appropriate permissions and consents.
• Compliance with applicable legislation.
• Data protection obligations.
• Information security procedures.

PIV accepts responsibility for ensuring all information supplied to TCCN is accurate, lawful, authorised, and suitable for publication.

To the fullest extent permitted by law, TCCN shall not be held responsible for any loss, damage, claim, enforcement action, investigation, penalty, injury, reputational harm, safeguarding incident, data breach, governance failure, operational failure, service interruption, or regulatory action arising from:

• Decisions made by PIV.
• Information supplied by PIV.
• Failure by PIV to maintain appropriate records.
• Failure by PIV to implement policies or procedures.
• Failure by PIV to conduct safeguarding checks.
• Failure by PIV to provide appropriate training.
• Failure by PIV to maintain adequate insurance.
• Failure by PIV to comply with legal or regulatory obligations.
• Actions or omissions of PIV directors, trustees, staff, volunteers, contractors, or representatives.
• Inaccurate, incomplete, misleading, or unlawful information provided to TCCN by PIV or third parties.

Nothing within this statement shall exclude liability where such exclusion is prohibited by applicable law.

PIV acknowledges that governance, safeguarding, compliance, data protection, and operational procedures require ongoing review and development.

Policies, procedures, governance documents, website content, operational practices, and organisational systems may be reviewed, amended, updated, replaced, or improved periodically in response to:

• Legislative changes.
• Regulatory updates.
• Organisational growth.
• Identified risks.
• Service developments.
• Best practice guidance.
• Recommendations from insurers, regulators, funders, or professional advisers.

Both organisations recognise the importance of maintaining high standards of governance, accountability, transparency, safeguarding, and service delivery.

Copies of governance documents, policies, operational procedures, safeguarding information, privacy documentation, and organisational records relating to Project Independence Veterans should be requested directly from PIV.

For further information, documentation requests, governance enquiries, or policy-related matters, please get in touch using our contact form.

This document has been prepared with the support of The Cross Community Network CIC.

Copyright © The Cross Community Network CIC. All Rights Reserved.

No part of this document may be copied, reproduced, adapted, distributed, republished, or incorporated into other works without prior written permission from The Cross Community Network CIC, except where required by law or regulatory obligation.