SheepCRM Standard Contract

Standard Sheep Contract


Between us Croftsware Ltd and you Client


We will always do our best to fulfil your needs and meet your goals, but sometimes it’s best to have a few things written down so that we both know what’s what, who should do what and what happens if stuff goes wrong. In this contract, you won’t find complicated legal terms or long passages of unreadable text. We have no desire to trick you into signing something that you might later regret. We do want what’s best for the safety of both parties, now and in the future. This document should be read alongside the accompanying invoice or table of fees.

In short

You (Client) are hiring us (Croftsware Ltd) to provide a hosted database solution for the price outlined in our accompanying correspondence. Of course, it’s a little more complicated, but we’ll get to that.

What do both parties agree to do?

As our customer, you have the power and ability to enter into this contract on behalf of your company or organisation. You agree to provide us with everything that we’ll need to complete the project. You agree to review our work, provide feedback and approval in a timely manner. Deadlines work two ways and you’ll also be bound by any dates that we set together. You also agree to stick to the payment schedule.

We have the experience and ability to perform the services you need from us and we will carry them out in a professional and timely manner. Along the way, we will endeavour to meet all the deadlines set but we can’t be responsible for a missed launch date or a deadline if you have been late in supplying materials or have not approved or signed off our work on-time at any stage. On top of this, we’ll also maintain the confidentiality of any information that you give us.

Getting down to the nitty-gritty

What you are paying for:

At Sheep, we do things a little differently. We give every one of our clients unlimited support and consultancy to get the most out of the software. This ethos is reflected in our service charge: an ongoing, all-inclusive fee that scales with the size of your organisation. This includes:

  • Frequent upgrades
  • Unlimited support
  • Unlimited users
  • Unlimited data
  • Accessible anywhere (desktop, tablet, phone)
  • All IT maintenance and backups
  • 30 day money back guarantee

The products you are paying for: (delete as appropriate)

  • Contacts
  • Fundraising
  • Membership & Events
  • Venue Management

What you are paying:

  • Your setup fee is £ setup_fee
  • Your product cost is £monthly / month (excluding discounts)
  • You are paying in advance for a contract_period
  • Therefore you are paying £annual_fee + VAT

Bespoke Development of Sheep

Where you want features or customisations which are unique to you we will write a short proposal to capture your requirements and our estimated costs. We know from plenty of experience that fixed-price contracts are rarely beneficial to you, as they often limit you to your first idea about how something should look, or how it might work. We don’t want to limit either your options or your opportunities to change your mind.

The estimate/quotation prices from our proposal are based on the number of days that we estimate we’ll need to accomplish everything that you have told us you want to achieve. If you do want to change your mind or add new functionality, that won’t be a problem. You will be charged our standard daily rate. Along the way we might ask you to put requests in writing so we can keep track of changes.

Third-party services

Sometimes we need to use third-party services to support your Sheep database requirements. Any costs for these services will be charged in addition to the standard Sheep fee. These will always be agreed with you in advance.

Browser Support

We only support the latest version of major browsers: Chrome, Firefox, Internet Explorer/Edge and Safari. Older browsers can be a security risk and we reserve the right to actively block any browser we consider to be insecure.

Technical support

We want you to be happy with your database and will provide you with all the support you should reasonably need to use the database. Email or phone support requests to us and we’ll respond as quickly as we can (we work Monday to Friday 9.00 5.30 UK time).

Renewal and Cancellation

Should you wish to terminate this contract at the end of the contracted period just drop us a note, we will be sad to see you go but hope we can remain friends. At the end of the contracted period, non-admin user accounts will be suspended but admin users will have a further 7 days to export your data. (Data exports are available at any time in CSV format.)

If no notice is provided this contract shall continue for a further period of contract_period and shall continue to do so every contract_period thereafter.

Copyrights and Data

You guarantee to us that any elements of text, graphics, photos, designs, trademarks, or other artwork that you provide us for inclusion in the website are either owned by your good selves or that you have permission to use them.

The data you enter into Sheep is and will always be yours. You are the data controller and must ensure that you have appropriate rights and permissions to the data you store within Sheep. We take your privacy very seriously and will never sell or distribute your information to any third party. We do everything required by law and regulation. We continually evaluate whether we can and should do more.


We can’t guarantee that the functions contained within Sheep will always be error-free and so we can’t be liable to you or any third party for damages, including lost profits, lost savings or other incidental, consequential or special damages arising out of the operation of or inability to operate this website and any other web pages, even if you have advised us of the possibilities of such damages.

If any provision of this agreement shall be unlawful, void, or for any reason unenforceable, then that provision shall be deemed severable from this agreement and shall not affect the validity and enforceability of any remaining provisions.


We love to show off our work and share what we have learned with other people. If you do not want us to feature you in our marketing material, on and offline please drop us a note.


The fee is determined the products you have chosen and any optional extras. We reserve the right to reserve the right to change the table of fees and fee structure in future.


We are sure you understand how important it is as a small business that you pay the invoices that we send you promptly. Our preferred payment method is by Direct Debit.

Late Payments

If you think you may have trouble paying on time for any reason please contact us immediately. To avoid ambiguity: prompt payment is defined as seven days. Any sums which remain unpaid after 21 days shall incur interest on a daily basis at 8% above the base rate of HSBC Plc until payment is made in full of any such outstanding sums.

Non Payment

Should any payments be unpaid by more than 45 days we will consider this non payment and reserve the right to close your account. We will make every reasonable effort (phone, email and post) to communicate and resolve non payment prior to account closure.

But where’s all the horrible small print?

You did read the bit about payments... Just like a parking ticket, you can’t transfer this contract to anyone else without our permission. This contract stays in place and need not be renewed. If for some reason one part of this contract becomes invalid or unenforceable, the remaining parts of it remain in place.

Although the language is simple, the intentions are serious and this contract is a legal document under exclusive jurisdiction of English courts. Oh and don’t forget those men with big dogs.

Company Details

SheepCRM is owned and operated by Croftsware Ltd incorporated in England.

Registered Address

40 Barrington Close, Witney, West Oxfordshire, OX28 5FL



[email protected]


01993 764 323 / 07526 558900



VAT Number

104 4603 57

Company Number


Payment Details



Account Name

Croftsware Ltd

Sort Code

60 24 60

Account Number

1576 0391

All payments in GBP

Contract adapted from the following: hit /