Web Hosting Change Addendum

This addendum modifies an existing web hosting agreement to upgrade a customer's hosting package. It authorizes new capacity and services such as bandwidth, disk space, memory/CPU, connectivity (measured in Mbps), databases, domains, FTP accounts, and email accounts. It also sets an overage rate: bandwidth beyond 500 GB per month is billed at $1.

00 per extra GB. Changes may affect delivery dates and milestones, so planning for a smooth changeover is important.

Operationally, a hosting upgrade often involves updates in the DNS control panel at the domain registrar. Teams may update nameservers or adjust an A record, NS records, and MX records. Reducing TTL before the move speeds propagation.

To avoid mail disruption, keep MX records as-is because email is controlled by MX records, even if you move DNS or change the IP address. Use a hosts file to preview the new site, or a proxy, while the old site remains active. Coordinate FTP, SSH credentials, apps, and integrations, and any JavaScript snippet or SDK (for example, Google Tag Manager, Segment, or Intercom Messenger) to ensure analytics and chat continue to function after the cutover.

If personal data is processed, add a data processing addendum clarifying roles (data controller/data processor), sub-processors, and data transfer safeguards. Many companies align with GDPR, UK GDPR, and the Swiss Federal Data Protection Act and may rely on Standard Contractual Clauses (SCCs), Schrems II, EDPB recommendations, and the UK IDTA or a Swiss addendum. For U.S. residents, CCPA terms may apply. Consider regional data hosting and a designated region to meet data residency needs (for example, an AWS data residency region such as us-east-1, eu-west-1, or ap-southeast-2). Where relevant, document that some emails will go through the US. Under a shared responsibility model, specify encryption, access control, identity and access management, multi-factor authentication, AWS Identity and Access Management, CloudTrail, Macie, Key Management Service, CloudHSM, and ISO 27001-aligned practices and breach notifications.

Commercially, this addendum is the entire agreement for its subject, binding on successors and assigns, and changes must be in writing and signed. Payment terms are Net 30 with 1.5% monthly interest on late accounts. Reference related service terms, customer agreement, acceptable use policy (including prohibited content such as cryptocurrency mining), service credit frameworks, beta services, benchmark limits, promotional credits, payment currency or currency service, and treatment of billing data, admin data, metadata, and confidential information.

Use cases include upgrading a high-traffic marketing site, moving a regional workspace to EU West for data residency, or a manual transfer that keeps Google Apps email stable during DNS changes. Proposal Kit helps teams assemble documents, add automated line-item quoting, and use its AI Writer and template library to produce supporting materials with speed and ease.

Beyond the capacity upgrade, businesses can use this addendum to plan a workspace migration that aligns hosting with a chosen data region. Many organizations select regions across the US, EU, and Australia to meet policy or contractual needs, such as placing workloads in the AWS region US East 1 for the U.S.

Operations or an EU location for the European Economic Area. If the company must ensure customer data will not be transferred outside a region, add a clear statement and map apps and integrations accordingly. Before cutover, update domain name servers, reduce TTL to speed propagation, and coordinate monitoring tools so logs and alerts follow the new environment.

Privacy and compliance expectations often extend beyond the core hosting terms. Teams may reference a UK GDPR addendum, Standard Contractual Clauses, and the CISPE Code of Conduct to show alignment with cross-border transfer and processor obligations. Clarify how customer data is handled and document privacy features, including access controls and encryption at rest and in transit. If AI-driven features are hosted, reference a responsible AI policy to set expectations for data use and model behavior.

Commercially, confirm billing contacts, payment currency, and any tax-exempt status before the upgrade takes effect. These steps reduce surprises after go-live and keep finance, security, and engineering aligned.

Proposal Kit can streamline this work. Its document assembly, automated line-item quoting, AI Writer for supporting materials, and extensive template library help teams produce precise addenda, data residency clauses, and migration checklists quickly and with ease.

Consider creating a migration runbook that defines a maintenance window, rollback criteria, and parallel-run steps. Use a staging environment to validate performance and capacity before production changeover. Update DNS settings at the domain registrar, confirm nameservers and NS records match the intended domain name servers, and verify that the A record points to the correct IP address.

Reduce TTL well in advance, and document who will move DNS and when. For email continuity, keep MX records unchanged because email is controlled by MX records. Where possible, replace legacy FTP SSH passwords with key-based access, enforce multi-factor authentication, and apply least-privilege roles in AWS Identity and Access Management.

Expand compliance coverage beyond GDPR by mapping customer data, billing data, admin data, and metadata, and describing data protection controls. Note any regional data hosting commitments, designated region, and whether customer data will not be transferred outside a chosen data residency region or the European Economic Area. If applicable, reference a data processing addendum with Standard Contractual Clauses SCCs, a UK GDPR addendum, a Swiss addendum, IDTA, or adherence claims such as the CISPE Code of Conduct.

Clarify privacy features and breach notifications. State if emails will go through the US during routing. For monitoring tools, verify endpoints after workspace migration and test from multiple regions (AWS region US East 1, EU West 1, AP Southeast 2).

Commercially, outline promotional credits, any limits for beta services, benchmark publication rules, payment currency or currency service handling, and tax-exempt status. The acceptable use policy should define prohibited content, such as cryptocurrency mining.

Proposal Kit can help teams assemble the customer agreement, service terms, data residency clauses, and data transfer exhibits, then add automated line-item quoting. Its AI Writer and templates speed creation of SCCs annexes, UK addenda, and DNS cutover checklists for a clean launch.

How to write my Web Hosting Change Addendum document - The Narrative

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