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Website Fact Sheet

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WEBSITE FACT SHEET AND SERVICES AGREEMENT

Client Name:    Service Provider:

RECITALS

WHEREAS, Client engages Service Provider to design, develop, and deliver website services as further described in this Website Fact Sheet and Services Agreement (the Agreement); and

WHEREAS, Service Provider represents that it has the experience, personnel, tools, and expertise necessary to perform the website services in a professional manner consistent with industry standards; and

WHEREAS, the parties desire to set forth the scope, deliverables, payment terms, confidentiality obligations, term, termination rights, and governing law applicable to the engagement effective as of Effective Date:

PROJECT SUMMARY

Target Launch Date:    Target Audience Summary:

SCOPE OF WORK

The Service Provider shall perform the following services and deliverables in accordance with the schedule and acceptance criteria set forth below. The parties acknowledge that modifications to scope shall be documented and may require additional fees and schedule adjustments.

DELIVERABLES & MILESTONES

Milestone 1 (Description):    Due:

Milestone 2 (Description):    Due:

TECHNICAL REQUIREMENTS

SSL Required: Responsive Design Required: Analytics Required:

BRAND ASSETS

CONTENT, IMAGES & SEO

Content Provided By Client:    Service Provider To Provide Content:

PAYMENT TERMS

Total Project Fee: $    Deposit Amount: $

Late Fee:

All amounts are payable in U.S. dollars unless otherwise specified. Client agrees to timely provide approvals and materials necessary for Service Provider to meet the schedule. Failure to timely pay or to provide required materials may result in delay or suspension of services and additional fees.

TERM AND TERMINATION

Term Start Date:    Term End Date:

Either party may terminate this Agreement for convenience upon providing written notice to the other party at least days prior to termination. Termination for cause may occur immediately upon written notice where the non‑breaching party specifies material breach and the breaching party fails to cure within 15 days of receipt of written notice. Upon termination, Client shall pay Service Provider for all services performed and expenses incurred through the effective date of termination.

CONFIDENTIALITY

Each party acknowledges that during the performance of services it may receive Confidential Information of the other party. "Confidential Information" means non‑public information disclosed in any form that is designated as confidential or which a reasonable person would understand to be confidential. Each party shall: (a) use Confidential Information solely for purposes of performing under this Agreement; (b) restrict disclosure to those employees, contractors or agents with a need to know and who are bound by confidentiality obligations at least as protective as those set forth herein; and (c) take reasonable measures to protect Confidential Information from unauthorized disclosure. Confidential Information does not include information that is or becomes public without breach, is rightfully received from a third party without breach, or is independently developed.

ACCEPTANCE CRITERIA

WARRANTIES, LIMITATION OF LIABILITY & INDEMNITY

Service Provider warrants that services will be performed in a professional and workmanlike manner consistent with generally accepted industry standards. Except as expressly set forth herein, services are provided "AS IS," and Service Provider disclaims all other warranties. To the maximum extent permitted by law, neither party shall be liable to the other for incidental, consequential, special, or punitive damages. Client agrees to indemnify and hold harmless Service Provider from third‑party claims arising from Client content, misuse of deliverables, or Client's failure to obtain necessary rights.

GOVERNING LAW

This Agreement shall be governed by and construed in accordance with the laws of the State of without regard to its conflict of laws rules. The parties consent to exclusive jurisdiction and venue in the state and federal courts located in that State for any dispute arising under or related to this Agreement.

ENTIRE AGREEMENT

This Agreement, together with any attachments, schedules, and the completed Website Fact Sheet fields herein, constitutes the entire agreement between the parties concerning the subject matter and supersedes all prior and contemporaneous agreements, proposals, or communications, whether oral or written. Any amendment or modification must be in writing and signed by both parties.

MISCELLANEOUS PROVISIONS

Notices required under this Agreement must be in writing and delivered to the contact information provided in this Fact Sheet. If any provision of this Agreement is held invalid or unenforceable, the remainder shall remain in full force and effect. The parties are independent contractors, and nothing in this Agreement creates an employment, partnership, joint venture, or agency relationship.

Client

Printed Name:

By:

Date:

Service Provider

Printed Name:

By:

Date:

Enter text✕

What a Website Fact Sheet Is and When It’s Used

Website Fact Sheet is a concise, standardized document that summarizes a website’s legal, technical, and operational details for audits, transfers, or governance. It lists ownership and contact information, domain and hosting data, content management system and integrations, data collection and storage practices, third-party services, SSL and security controls, accessibility status, privacy and cookie policies, and scheduled maintenance. Organizations use it to support compliance reviews (privacy, accessibility), vendor onboarding, incident response, and project handoffs between teams or agencies. The fact sheet helps legal, security, and operations teams quickly assess risk and determine next steps without reviewing source code or logs.

Why Maintain a Website Fact Sheet

A Website Fact Sheet centralizes critical information to reduce compliance gaps, clarify ownership, and speed incident response. It documents technical and legal controls needed for audits, supports consistent handoffs between teams or vendors, and helps demonstrate record integrity when relying on electronic signatures under ESIGN and UETA.

Why Maintain a Website Fact Sheet

Who Prepares and Relies on This Document

Complete the Website Fact Sheet during project onboarding, audits, or transfers to capture ownership, controls, and compliance posture.

  • IT and DevOps teams responsible for hosting, backups, SSL, and access controls.
  • Legal and privacy officers tracking data flows, consent, and regulatory obligations.
  • Vendors and contractors during handoffs to ensure continuity and accurate contacts.

Use the fact sheet as a single source of truth for review cycles, vendor management, and incident escalation.

Core Sections to Include in a Professional Fact Sheet

A complete Website Fact Sheet groups information into clear sections so reviewers can find legal, technical, and operational details quickly. Use the checklist below to ensure all critical elements are present and attributable.

Ownership

Record legal entity, site owner, primary contacts, and billing owner. Include street address, phone, and email to establish accountability and provide escalation contacts for legal and compliance inquiries.

Technical Details

List domain, DNS provider, hosting vendor, CMS and version, SSL certificate issuer and expiry, CDN, and key integrations or APIs to support operational troubleshooting.

Privacy & Data

Describe categories of personal data collected, storage locations, data flows to third parties, retention rules, and where the privacy policy is stored or published.

Security Controls

Summarize authentication methods, encryption in transit and at rest, firewall/WAF, logging, and administrative access custody to show how data and access are protected.

Accessibility

Note compliance status with WCAG 2.0 Level AA, recent audit results, remediation backlog, and which pages or templates are covered by accessibility testing.

Maintenance Plan

Detail backup frequency, software update cadence, scheduled maintenance windows, rollback procedures, and responsible teams for each operational task.

Key Security and Compliance Data to Record

Encryption in Transit: TLS 1.2/1.3 required
Encryption at Rest: AES-256 encryption for stored data
Access Controls: Role-based access, MFA for admins
Audit Trail: Detailed logs with timestamps and IPs
BAA Availability: Business Associate Agreement available for HIPAA
Certifications: SOC 2 Type II, ISO 27001, PCI DSS

Step-by-Step: Prepare, Review, and Finalize

Follow these steps to complete, review, and validate the Website Fact Sheet before distribution and archival.

  • 01
    Gather Data: Collect ownership, hosting, CMS, and contact details.
  • 02
    Populate Fields: Enter data precisely; use MM/DD/YYYY where required.
  • 03
    Review & Approve: Legal and security teams review for compliance.
  • 04
    Finalize & Store: Sign, timestamp, and archive in secure repository.

Where to Send the Completed Fact Sheet

This outlines common submission destinations and how eSubmission or automated routing typically operates for completed fact sheets.

  • Submit to Repository: Upload signed file to centralized secure storage.
  • Notify Stakeholders: Send system notifications to listed contacts.
  • eSignature Processing: Use an eSignature solution that provides an audit trail.
  • Retention & Audit: Assign retention tags and a compliance owner for audits.

Suggested Digital Workflow Settings

Recommended configuration values for digital collection, signing, and storage to maintain integrity and auditability of the fact sheet.

Field Configuration
Document Format PDF/A or searchable PDF
Authentication Email + SMS code or SSO
Storage Location Encrypted cloud storage (S3, Box)
Integrations Google Workspace, Microsoft 365, NetSuite

Platform Capabilities and Export Requirements

Choose platforms that support PDF, DOCX, eSign, and common integrations while meeting industry compliance requirements.

  • Formats Supported: PDF, DOCX, HTML, XLSX
  • Integrations: Salesforce, NetSuite, Google Workspace
  • Authentication: SSO, SAML, MFA options

Typical Review and Update Deadlines

Key review and update deadlines for the Website Fact Sheet and associated compliance and security checks.

Initial Completion Deadline:

Complete during launch or handoff prior to go-live.

Annual Review:

Review and update at least once every 12 months.

Security Review:

Perform vulnerability scan quarterly and after major changes.

Accessibility Audit:

Run WCAG audit annually and after redesigns.

Incident Update:

Update fact sheet within 72 hours after security incidents.

Consequences of Incomplete or Incorrect Information

Privacy fines: HIPAA penalties possible (45 CFR §164.502)
Regulatory action: FTC or state attorney general enforcement actions
Tax issues: Incorrect owner info can affect IRS records
Operational downtime: Missed maintenance can cause outages and losses
Contract breaches: Vendor SLA failures or warranty claims
Data breaches: Notification obligations and remediation costs

eSignature Pricing and Capability Comparison

Comparison of common eSignature plans and capabilities for signing and managing the Website Fact Sheet; signNow is listed first per requirements.

signNow DocuSign Adobe Sign PandaDoc HelloSign
Starting Price $8/user/mo $15/user/mo $14/user/mo $19/user/mo $15/user/mo
Free Trial 7-day free trial Varies Varies Varies Varies
Bulk Send Yes Yes Yes Yes No
Audit Trail Yes Yes Yes Yes Yes
HIPAA Compliant Yes Yes Yes No No
Envelope Cap No envelope cap 100 envelopes/user/year Varies Varies Varies

Frequently Asked Questions and Troubleshooting

Answers to common questions about legal validity, signatures, retention, and common errors when preparing a Website Fact Sheet.


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