How we work together, in plain language. Written with nonprofits in mind.
LAST UPDATED NOVEMBER 5, 2026
These terms are between you and Mint Phoenix LLC ("Mint Phoenix", "we" or "us"). These terms apply to the websites, apps, design and related work Mint Phoenix does for you, unless your written proposal says otherwise. Event design and rentals follow the proposal we send for them.
Mint Phoenix LLC ("Mint Phoenix") is a small agency based in Virginia. Leah Lundberg leads every project and is your single point of contact, from the first call to launch and support. We handle planning, design, development, testing and ongoing support under one roof, so nothing gets lost between an account manager and a developer.
For larger projects we bring in trusted collaborators. If someone else will work on your project, we tell you who and what they will do, and Mint Phoenix stays responsible for the result.
Every project starts with a written proposal that lists what is included, what it costs, and the schedule. If you accept the proposal, it and these terms are our agreement. If the two ever disagree, the proposal wins.
A fixed proposal covers the scope written in it. If you ask for something outside that scope, or we find something that was not in the plan, we tell you before doing any work and price it separately. You can say yes, say no, or move it to a later phase.
Some extras are one-time add-ons rather than a monthly cost. We have connections with many platforms, so linking your site to a system you already use, such as Mailchimp, is priced as a single add-on with no monthly charge.
Your proposal sets out the payment schedule. Invoices are sent through your client portal or by email, and you can pay by card online. Payment is due by the date on the invoice.
Invoices are due by the date shown on them. If an invoice is still unpaid 15 days after its due date, a late fee of 1% of the unpaid invoice balance is added each month (12% a year, simple and not compounded) until it is paid, or the highest rate the law allows if that is lower. We will always check in with you first. We may also pause work or support until the balance is settled, and a launch date may move as a result.
Fees charged by other companies are separate from our proposal and are paid by you directly, on accounts held in your name. Typical examples are your domain name, Stripe's card processing fees, and email-sending services such as Mailgun. We tell you what to expect in advance.
Prices do not include sales tax unless your proposal says so. Taxes that apply to you are your responsibility.
A project deposit, if your proposal asks for one, reserves our time and starts the work. Once work has begun, the deposit is not refundable, but it counts toward your final invoice.
If we have not started, or if we cannot deliver what the proposal promises, we refund what you have paid for the work not delivered.
We do not refund payments for work already delivered and accepted. If something we delivered does not work as described, we fix it at no charge, and if we cannot fix it, we agree a fair partial refund with you.
Fees paid to other companies, such as domain registrations, are not refundable by us, and any refund rules of those companies apply.
Ticket sales, donations and other payments your supporters make through your site belong to your organization. Refunds to your supporters are your decision, and we build the tools to issue them.
A typical website takes about four weeks. The clock starts when you return your questionnaire, and it applies to sites with a clear scope. Larger builds with member areas, native app-store listings or complex integrations are scoped on a call, and the proposal gives their timeline.
A project moves at the speed of its slowest step. We need your content, your decisions and your feedback on time. If they come in late, the schedule moves by the same amount. If you have a fixed date, such as a campaign launch or a raffle opening, tell us at the start and we will plan backwards from it with some slack built in.
Please name one person on your side who can approve work on behalf of your organization. That keeps feedback consistent and avoids rounds of conflicting changes.
We share work at agreed checkpoints. Each checkpoint includes a reasonable number of revision rounds, and your proposal states how many. Feedback is easiest to act on when it is gathered into one list per round.
When you approve a stage, we treat it as final and build on it. Changing something that was already approved is a change request and may affect the price or schedule. Fixing something that does not work the way we said it would is not a change request. We fix it at no charge.
Before launch we test the site together and ask you to confirm it is ready. Going live means you have accepted the work, apart from any issues we have noted and agreed to fix.
You own your content: your words, photos, logos, data and supporter records. You give us permission to use them to build and run your site.
Once your final invoice for the project is paid, you own the custom design and the work we created for your site, and your domain name. You are never locked in. We keep every account, such as hosting, domain and payment processing, in your name wherever we can, and we help you move to someone else if you ever choose to.
The code is open source, and the intellectual property stays with you. That includes the engine9 components used in your site. Open-source software and licensed items, such as fonts and stock images, keep their own licenses, which we will point out to you.
Unless you ask us not to, we may show the finished site in our portfolio and describe the work. We never share private data, passwords or anything behind a login.
We build on Cloudflare, so running costs are usually low, often limited to your domain name and the fees of services such as Stripe. We list the expected costs in your proposal so there are no surprises.
Your hosting, domain and service accounts are opened in your organization's name, and you hold the logins. We are given access to do the work and support you.
Ongoing support is a monthly plan, and your proposal states whether it is included for any period after launch and what it costs. You can pause it when you do not need it, for example outside of a campaign season, if the proposal allows.
Separately from support, if something we built does not work as described, tell us within 30 days of launch and we will fix it at no charge.
Support covers fixing things that break, security and software updates, keeping backups, and small content changes. New features, redesigns and larger content projects are proposed and priced separately.
We answer support requests as quickly as we can and tell you what to expect when you ask. If your site is down or taking payments incorrectly, tell us right away and mark it urgent.
We build sites to be usable by as many people as possible, aiming for the Web Content Accessibility Guidelines (WCAG) 2.1 level AA: readable text, good color contrast, keyboard navigation, labelled forms, and descriptive image text.
Accessibility depends partly on what is added later, such as new pictures or PDF files. We give you simple guidance for keeping your content accessible. If someone finds a barrier on your site, tell us and we will fix it as part of support.
We collect only what a project needs. Supporter, buyer and member records belong to your organization. We do not sell them, rent them or use them for our own marketing.
Your site may pass information to services you choose, such as Stripe for payments, Mailgun for email, or Mailchimp for your mailing list. Card details go straight to the payment provider and are not stored on your site or by us.
You are responsible for your own privacy policy, your consent wording and the rules that apply to your supporters. We build the technical pieces and can help you plan them, but we are not a law firm. If your site handles health or other sensitive information, we plan the privacy requirements with you, and full compliance also depends on your own policies and vendor agreements.
On our own website, we keep the messages sent through the contact form, the email addresses people give us for our newsletter, and basic visit statistics. We use these only to answer people, send what they asked for, and understand how the site is used.
If we find a security problem that affects your data, we tell you promptly so that you can meet any duties you have to notify supporters.
Our own website's privacy practices are set out in our Privacy Policy at /privacy.
Your site will likely rely on other companies, such as Cloudflare, Stripe, Mailgun and Mailchimp. Each has its own terms, prices and downtime, which we do not control. We choose reliable services and design around outages where we can, but we cannot be responsible for a service that fails or changes.
For connections to your own accounts, we may ask you to create an access key or a user for us. You keep control, and you can turn it off at any time.
If your site runs a raffle, sweepstakes, auction or other regulated activity, you are responsible for holding the right permits, following the rules in each place where you operate, and publishing any required notices. We build the tools that support this, such as age and location checks, random ticket numbers, and the records a permit asks you to keep. We are not able to give legal advice, and building a feature does not make it legal for your use.
We recommend having a lawyer who knows your area review your official rules before launch. We are glad to work with them.
We cannot promise any particular amount of traffic, donations or ticket sales.
We use AI tools only to help write the code for your site. A person reviews and tests that code before it reaches your site. There is no AI inside the sites we build, so nothing on your site uses AI to read, answer or learn from your visitors or supporters. We do not enter your supporter or customer data into AI tools.
You or Mint Phoenix can end a project by giving written notice. If that happens, you pay for the work completed up to that date and for any non-refundable costs we already paid to other companies for your project (see Deposits and refunds). We hand over everything you have paid for, in a form you can use.
Ongoing support can be ended at any time with notice, and we help you move your site to another provider if you wish.
If a project stalls for a long time because we are waiting on you, we may close it and invoice the work done, and we will happily start again when you are ready.
We take care over our work and fix anything that does not work as described. We cannot promise that a website will always run without interruption or errors.
To the extent the law allows, Mint Phoenix is not liable for indirect or consequential losses, such as lost donations, lost revenue or lost opportunities, or for problems caused by third-party services, by content you supplied, or by changes made by people other than us. Our total responsibility for any claim is limited to the amount you paid us for the work in question in the twelve months before the claim.
Nothing in these terms limits a responsibility that the law does not allow to be limited.
We keep your non-public information private and use it only for your project. That includes your plans, supporter lists, logins and anything you tell us is confidential. We expect the same care for our pricing and working methods.
These terms may change from time to time. The version in force when you accept a proposal is the one that applies to that project, and we will tell you if we change them for an ongoing agreement.
These terms are governed by the laws of the Commonwealth of Virginia. We hope never to need it, but we agree to talk in good faith first if a disagreement comes up.
If any part of these terms cannot be enforced, the rest still applies.
Leah Lundberg, who leads your project and is your single point of contact. For larger projects we bring in trusted collaborators and tell you who they are.
We tell you before any work happens and price it separately, so it never turns up as a surprise on an invoice. A good example is connecting your site to Mailchimp, which is a one-time add-on with no monthly fee.
Yes. The code is open source and the intellectual property stays with you. Once the project invoice is paid, you also own the custom design and the work we created, and your domain name, and your accounts are in your name. You are not locked in.
Your proposal lists the monthly support cost, if you choose a support plan, and whether any support is included after launch. Your own service fees, such as your domain and Stripe's card fees, are paid directly by you.
About four weeks for a site with a clear scope, counted from the day we receive your questionnaire. Larger builds are scoped on a call. If your project has a fixed date, we plan backwards from it.
Yes. We build the tools, such as age and location checks, ticket records and refunds. You are responsible for the permits and legal rules that apply to your fundraiser, and we suggest having a lawyer review your rules.
Supporter records stay in your accounts, we do not sell or reuse them, and card details are handled by your payment provider, not stored by us. You remain responsible for your own privacy policy and consent wording.
Only to help write the code for your site, and a person reviews and tests everything. There is no AI inside the sites we build, and we do not put your supporter or customer data into AI tools.
Give us written notice. You pay for the work done to that date plus any non-refundable third-party costs, and we hand over everything you have paid for.
Ask us before you decide. We are glad to walk your team or board through any of this.
hello@mintphoenix.com