Specific Terms and Conditions

1. Application and agreed payment terms

1.1 These terms apply to all fees charged by V4 Creative, including website design and development, hosting, domain registrations and renewals, technical maintenance, support, content management, software licences, subscriptions and other agreed services.

1.2 The accepted quotation, proposal, service agreement or approved payment schedule will specify the applicable fees, billing frequency, deposit requirements and payment dates.

1.3 V4 Creative must expressly agree to any departure from these payment terms in writing. A Client’s purchase order, internal payment policy or supplier onboarding process does not amend the agreed terms unless V4 Creative expressly accepts the amendment.

1.4 Any mandatory rights or obligations imposed by applicable South African law take precedence over these terms.

2. Pricing and VAT

2.1 All amounts are payable in South African Rand unless otherwise agreed in writing.

2.2 Quotations and invoices will state the applicable VAT treatment and show the total amount payable. VAT will be charged where legally applicable at the prevailing statutory rate.

2.3 The Client must provide accurate billing information, including its legal name, billing address, company registration number, VAT registration number where applicable, and authorised accounts contact.

2.4 Requests to correct billing details do not extend the payment deadline. Where an error by V4 Creative materially prevents payment, V4 Creative will correct the document promptly and confirm an appropriate revised payment date.

2.5 Quotation validity: Quotations are valid for 21 calendar days from the date of issue. Acceptance after this period is subject to V4 Creative’s written confirmation of pricing and availability. V4 Creative may revise or reissue an expired quotation before accepting the work.

3. Invoices and payment dates

3.1 Monthly recurring invoices are ordinarily issued between the 23rd and 25th of each month. Payment must reflect as cleared funds in V4 Creative’s account on or before the last day of the month to which the invoice relates, unless a different payment date has been expressly agreed in writing. The Client must allow sufficient time for payment processing.

3.2 Domain, hosting and maintenance renewal and payment dates

3.2.1 Domains: Domain registrations renew annually on the anniversary of the original registration date. For example, a domain registered on 16 October renews on 16 October each year. The Client may pay annually or through an agreed monthly subscription. Monthly payments do not change the domain’s annual renewal cycle.

3.2.2 Hosting and maintenance: Hosting and maintenance services renew on a month-to-month basis, with payment made either monthly or annually in advance, as agreed with the Client.

3.2.3 Monthly subscriptions: Monthly payments are collected on the same day each month, determined by the subscription commencement date. For example, a subscription commencing on 16 October will be collected on the 16th of each subsequent month.

3.2.4 Annual subscriptions: Annual payments are collected on the agreed annual subscription date and on the same date each subsequent year. For example, an annual subscription commencing on 16 October will be collected on 16 October each year.

3.2.5 The applicable subscription collection dates take precedence over the standard month-end payment date in clause 3.1. Collections continue until cancellation or termination takes effect in accordance with the agreement.

3.3 Project down-payment subscriptions are collected on the same date each month, determined by the date on which the Client originally completed the subscription setup, for the agreed number of payments. A failed or missed collection does not count as a completed payment or discharge the outstanding amount.

3.4 Annual subscriptions, domain renewals, once-off services and other charges are payable by the dates stated in the applicable accepted quotation, agreement or invoice, subject to any expressly agreed subscription or payment schedule.

3.5 Any earlier invoicing or proposed payment arrangements during V4 Creative’s annual closure will be communicated in advance. Earlier issue of an invoice does not, by itself, change an agreed payment or subscription collection date. Any change to a contractual payment date requires agreement where applicable.

3.6 The Client must monitor its designated billing email address, including its spam or junk folder, keep its billing contact details current, and notify V4 Creative promptly if an expected invoice has not been received. Non-receipt of an invoice does not extinguish an otherwise valid payment obligation.

3.7 Account statements summarise account activity and do not replace individual invoices, change agreed subscription collection dates or extend payment deadlines.

4. Purchase orders and internal approvals

4.1 The Client must disclose any purchase order, vendor registration or invoice submission requirements before authorising work or renewing services.

4.2 Required purchase orders and supporting information must be supplied early enough to allow V4 Creative to invoice correctly and receive payment by the agreed due date.

4.3 Unless expressly agreed otherwise in writing, internal approval delays, unavailable signatories, delayed purchase orders, funding delays or the Client’s payment-run schedule do not extend the agreed payment terms.

4.4 Where a valid purchase order is an expressly agreed prerequisite, V4 Creative may defer commencement, renewal or additional work until it has been received.

5. Payment methods

5.1 Domain registration and renewal, hosting and technical maintenance fees must be paid through V4 Creative’s designated subscription payment platform, currently Paystack, whether the agreed payment frequency is monthly or annually. This subscription payment policy has applied since 1 March 2024.

5.2 Approved project down-payment plans must also be paid through V4 Creative’s designated subscription payment platform, according to the agreed payment schedule and eligibility requirements in clauses 7 and 8.

5.3 EFT is not an accepted substitute for the subscription payments described above unless V4 Creative expressly authorises an exception in writing. An authorised exception applies only to the payment or arrangement specified and does not permanently change the agreed payment method.

5.4 Project upfront payments, separately quoted additional work and other once-off charges that are not included in an approved subscription payment plan must be paid using the payment methods specified in the applicable accepted quotation, agreement or invoice.

5.5 For authorised EFT payments, the Client must use the payment reference specified on the invoice and allow sufficient processing time for cleared funds to reflect in V4 Creative’s account by the agreed due date. Proof of payment does not constitute confirmation that cleared funds have been received.

5.6 Before making payment following any notification of changed banking details, the Client must independently verify those details with V4 Creative using a previously verified contact number. The Client must not rely solely on the contact details supplied in the notification of change.

6. Subscription authorisation and collection

6.1 The Client must complete V4 Creative’s designated payment platform’s subscription authorisation process before the relevant recurring service commences or work under an approved project down-payment plan begins, unless otherwise agreed in writing. Project payment plans are subject to clauses 7 and 8.

6.2 By completing this process, the Client authorises collections for the amounts and frequency disclosed in the accepted subscription or payment schedule. Any changes must comply with the agreement, applicable authorisation requirements and any required notice.

6.3 Monthly subscriptions are collected on the same day each month, determined by the date on which the subscription setup was completed. Annual subscriptions are collected on the corresponding date each year. The applicable collection date must be disclosed during setup and reflected in the agreed payment schedule, consistent with clause 3.

6.4 Project down-payment subscriptions run for the agreed number of payments under clauses 7 and 8. No further scheduled instalments are payable once the agreed total has been settled. A failed or missed collection remains outstanding and does not count as a completed payment.

6.5 The Client must maintain valid payment details and sufficient available funds for each scheduled collection. Expiring, replaced or cancelled payment details must be updated promptly through the designated payment platform.

6.6 Failed collections may be retried in accordance with the authorised payment mandate and the payment platform’s notified procedures. The Client must coordinate any alternative payment with V4 Creative to avoid duplicate collection. Any duplicate payment received will be reconciled and refunded or credited as agreed with the Client.

6.7 Cancelling or revoking a payment authorisation does not itself cancel the underlying service agreement, constitute notice of service cancellation or discharge amounts lawfully due. Service cancellation must follow the applicable cancellation procedure.

6.8 V4 Creative will arrange for future service collections to stop when cancellation or termination takes effect. Any outstanding amounts or final adjustments remain payable and may only be collected through the platform where covered by a valid authorisation; otherwise, they will be invoiced for payment through an authorised method.

6.9 A failed or rejected subscription payment may result in suspension of the affected services in accordance with clause 14, subject to the applicable notice and remedy requirements. The services affected, consequences of suspension, continuing payment obligations and requirements for restoration are detailed in clauses 14 to 17.

7. Project payment options and commencement of work

7.1 Project fees are payable using one of the following options, as selected in the accepted quotation and confirmed in the agreed payment schedule:

a. Single upfront payment: The full quoted amount is payable before work commences.

b. Three-month payment plan: Available for qualifying project quotations of R4,000 or more, including applicable VAT. The quoted amount is payable over three monthly instalments. Subscription payment is compulsory.

c. Six-month payment plan: Available for qualifying project quotations of R7,000 or more, including applicable VAT. The quoted amount is payable over six monthly instalments. Subscription payment is compulsory.

All instalment arrangements are subject to clause 8.

7.2 For a three-month or six-month payment plan, the first instalment constitutes the project deposit and must clear before work commences. The remaining instalments are collected monthly on the subscription collection date established under clause 6. Instalment amounts and any applicable charges must be disclosed in the accepted quotation and payment schedule.

7.3 Work will be scheduled once the full upfront payment or first instalment has cleared, the compulsory subscription has been activated where applicable, and the necessary approvals, information and materials have been received. Commencement dates remain subject to the agreed project schedule and studio availability.

7.4 Instalment dates are determined by the agreed payment schedule and are not dependent on project milestones, completion or launch. Project completion before the final instalment does not discharge the remaining payments. Client delays in providing content, feedback, approvals or other required information do not automatically postpone instalments. Any revised payment arrangement must be expressly agreed in writing.

7.5 A project under an active payment plan may proceed to launch before the final instalment where permitted by the accepted quotation or project agreement, provided all payments due at that stage have cleared. Launch does not change the remaining payment obligations or constitute final project handover. Final handover of the project deliverables, files and administrative access specified in the accepted quotation or project agreement will take place only once the payment plan has been completed and all amounts due for the project have been paid in full and cleared.

7.6 A failed or missed instalment will result in the applicable action under clause 14, which may include pausing project work, deferring launch or suspending affected services, subject to applicable notice and remedy requirements. Revised project dates will depend on payment clearance and studio availability.

7.7 Where a project is divided into phases, each subsequent phase will be quoted separately after completion of the preceding phase. Each phase requires separate approval and its own payment arrangement. Each separately quoted phase must independently meet the eligibility requirements in clause 8. Where a payment plan is selected, a separate subscription must be established for that phase.

7.8 Additional requirements outside the approved scope identified while a project is in progress and its payment plan remains active will be quoted separately. The additional quotation must be approved and paid in full before the additional work is incorporated into the project. These charges will not be added to the existing payment plan or qualify for a separate instalment plan, irrespective of their value. The existing payment plan remains payable according to its agreed schedule. Any resulting changes to scope or delivery dates will be confirmed in writing.

8. Instalment arrangements

8.1 Instalment payment plans are available only for project work. They are not available for ongoing support, hosting, maintenance or other recurring service fees, which remain payable under the applicable service agreement. Monthly or annual recurring service subscriptions are distinct from project instalment plans.

8.2 Project payment-plan eligibility is determined by the total accepted quotation amount, including applicable VAT:

a. Below R4,000: Payment must be made in full before work commences.

b. R4,000 or more: The Client may select a three-month payment plan.

c. R7,000 or more: The Client may select either a three-month or six-month payment plan.

Full upfront payment remains available for all projects. Each separately quoted project phase is assessed independently against these thresholds. Additional work covered by clause 7.8 remains payable in full and is not eligible for a separate payment plan.

8.3 An eligible payment plan must be selected before work commences and confirmed in the accepted quotation and agreed written payment schedule. Subscription payment is compulsory unless V4 Creative expressly authorises an exception under clause 5.3. The first instalment must clear before work commences.

8.4 The payment schedule must specify:

a. The full upfront price of the approved work, including applicable VAT.

b. The selected payment period and number of instalments.

c. The first instalment, which constitutes the deposit required before work commences.

d. The balance payable after the first instalment.

e. The amount of each subsequent instalment and the applicable collection dates.

f. Any interest, finance or administration charges, where applicable, and the total amount payable under the plan.

8.5 Any applicable interest, finance or administration charges must be expressly disclosed and accepted before the payment plan commences and must comply with applicable law. No such charge applies merely because the Client selects a payment plan unless it forms part of the accepted arrangement.

8.6 Instalments remain payable on the agreed collection dates independently of project progress, completion or launch, as provided in clause 7.4. Any extension, rescheduling or other change to the payment plan requires V4 Creative’s express written agreement.

8.7 A failed or missed instalment will be dealt with under clauses 6.9, 7.6 and 14. Repeated payment failures may result in termination in accordance with clause 15, subject to applicable notice and remedy requirements. Suspension or termination does not, by itself, make every remaining instalment immediately payable.

8.8 V4 Creative may demand immediate payment of the remaining balance only where expressly permitted by the accepted written payment arrangement and applicable law, and after following any required notice and enforcement procedures.

8.9 Each separately approved project phase requires its own payment arrangement and, where an instalment option is selected, its own subscription, as provided in clause 7.7. Additional work outside the approved scope must be quoted and paid for separately in accordance with clause 7.8 and will not be added to an existing payment plan.

8.10 Completion of the payment plan requires all agreed instalments and other amounts lawfully due for the project to have cleared. Final project handover remains subject to clause 7.5.

9. Additional work, support and urgent requests

9.1 Work outside an accepted project scope or the services and support hours included in an ongoing service agreement requires separate written approval and will be billed separately.

9.2 Clients without an ongoing service agreement must submit ad hoc requests to sales@v4creative.com, providing their full requirements. V4 Creative will assess the request and provide a quotation. Once the quotation has been accepted, the Client will be invoiced. Full payment must clear before work commences, unless the work qualifies for an approved project instalment plan under clause 8.

9.3 Instalment plans are available only for qualifying project work: three-month plans for accepted quotations of R4,000 or more, and six-month plans for accepted quotations of R7,000 or more, including applicable VAT. Ongoing support, hosting and maintenance fees do not qualify. Ad hoc support or maintenance does not qualify solely because the quotation meets a monetary threshold. All eligibility and subscription requirements in clause 8 apply.

9.4 Additional requirements outside an approved project scope, identified while the project is in progress and its payment plan remains active, will be quoted separately. The additional quotation must be accepted and paid in full before the work is incorporated into the project. These charges will not be added to the existing payment plan or qualify for a separate instalment plan, irrespective of their value, in accordance with clause 7.8.

9.5 For clients with an ongoing service agreement, requests outside the included services or support allocation will be assessed and quoted separately, or billed at a rate already agreed in writing. Any required advance payment and effect on delivery dates will be confirmed before the additional work is authorised. Ongoing support and maintenance charges remain payable in full under the applicable payment terms.

9.6 The applicable hourly rate, minimum billing increment and any urgent or overtime charges must be disclosed before the Client authorises the work. Where a fixed quotation applies, V4 Creative will obtain approval for any scope change that increases the quoted amount before proceeding.

9.7 An urgent request does not guarantee immediate availability or acceptance. V4 Creative will confirm availability, the agreed scope, applicable charges, payment requirements and estimated delivery timeframe before accepting the request. Any required advance payment must clear before work commences.

9.8 Included support hours, covered activities, request procedures, response times and any rollover arrangements are governed by the applicable service agreement. Requests exceeding that allocation or falling outside the covered activities are subject to the additional-work provisions above.

9.9 Approved additional work may affect the project schedule or delivery dates. V4 Creative will confirm any resulting changes in writing. Approval of additional work does not amend an existing instalment schedule unless expressly agreed in writing in accordance with these terms.

10. Third-party expenses and renewals

10.1 Third-party expenses may include domain registrations and renewals, hosting infrastructure, software, platforms, plugins, licences, advertising, stock assets and other approved purchases made for the Client.

10.2 Third-party expenses are payable in full before the purchase or renewal is processed, unless expressly included in an approved project payment arrangement, an agreed recurring service subscription or another written arrangement. V4 Creative is not obliged to advance these costs on the Client’s behalf.

10.3 Many third-party software, platform and licence fees are priced in US Dollars or other foreign currencies. The Rand cost of these purchases and renewals is therefore subject to exchange-rate fluctuations, supplier pricing and applicable currency-conversion or transaction charges.

10.4 The quotation or renewal notice will specify whether a foreign-currency expense is charged as:

a. A fixed Rand amount valid for the quotation’s stated validity period; or

b. An estimated Rand amount, subject to adjustment using the exchange rate applied by the bank or payment provider when the transaction is processed, together with any disclosed conversion or transaction charges.

Where an estimated amount increases, V4 Creative will obtain the Client’s written approval and any required additional payment before proceeding. Any excess advance payment will be reconciled and credited or refunded as applicable. An accepted fixed Rand quotation will not be adjusted solely because the exchange rate subsequently changes.

10.5 Third-party renewal costs may differ from the original purchase price or previous renewal amount because of exchange-rate movements, supplier price increases, changes to the selected plan, or the expiry of promotional discounts. V4 Creative will communicate the applicable renewal amount before processing the renewal. Any separately charged handling or administration fee must be disclosed in advance.

10.6 Where a third-party surcharge or late charge arises directly from the Client’s payment default, V4 Creative may recover the reasonable, documented amount to the extent permitted by law. Costs caused by V4 Creative’s own delay or error will not be passed on to the Client.

10.7 Domain and licence renewal payment deadlines may fall before their expiry or renewal dates to allow sufficient processing time. V4 Creative will communicate the required payment deadline. This processing deadline does not change the domain’s annual renewal anniversary or any agreed subscription collection date.

10.8 Failure to provide the required approval or cleared payment by the communicated deadline may result in expiry, interruption, loss of access, redemption or restoration charges, or loss of domain or licence availability. Renewal or recovery after expiry cannot be guaranteed.

10.9 Third-party purchases and renewals are subject to the relevant supplier’s terms, licence conditions and cancellation or refund restrictions. V4 Creative will disclose material restrictions before purchase where reasonably possible. These restrictions do not override the Client’s mandatory legal rights or V4 Creative’s obligations under its own agreement with the Client.

11. Invoice queries and disputes

11.1 The Client must notify V4 Creative in writing of any invoice query or disputed charge as soon as reasonably possible, preferably within seven business days of receiving the invoice and before the payment due date where reasonably practicable. Queries must be sent to accounts@v4creative.com and identify the invoice number, the specific amount disputed, the reason for the dispute and any relevant supporting information.

11.2 The seven-business-day period is an administrative reporting timeframe. Failure to raise a query within that period does not make an incorrect charge valid or remove any statutory right to dispute it.

11.3 V4 Creative will acknowledge and investigate genuine disputes promptly. Both parties must reasonably cooperate and provide the information needed to resolve the matter.

11.4 An invoice query does not automatically place the entire invoice or account on hold. All undisputed amounts remain payable by their agreed due dates. Internal approval delays, funding delays or requests for extended payment terms do not, by themselves, constitute a dispute about the validity of a charge.

11.5 V4 Creative will not suspend services or pursue debt recovery solely in respect of an amount genuinely disputed on reasonable grounds while the Client cooperates with the investigation and pays all undisputed amounts. This does not prevent action relating to separate unpaid, undisputed charges or other breaches of the agreement.

11.6 Where a disputed amount forms part of an upcoming automated subscription collection, the Client must notify V4 Creative as early as possible so that any available collection adjustment can be arranged. Raising a dispute does not automatically stop a scheduled collection. V4 Creative will confirm the collection arrangements in writing, and any amount collected in error will be reconciled and refunded or credited as appropriate.

11.7 Any agreed adjustment will be recorded through a corrected invoice, credit note or written resolution. Where an amount remains payable following resolution, V4 Creative will confirm the amount and applicable payment date in writing. Any interest or related charges will be assessed in accordance with clause 12 and applicable law; charges attributable to V4 Creative’s billing error will be reversed.

11.8 If the dispute cannot be resolved through the accounts process, it may be escalated to the parties’ authorised representatives and thereafter dealt with under the agreement’s dispute-resolution provisions. Nothing in this clause restricts either party’s access to remedies available under applicable law.

12. Overdue accounts and interest

12.1 An amount becomes overdue when cleared payment has not been received by the agreed payment date, including the applicable subscription collection date under clause 3, subject to applicable law. A failed collection does not automatically extend that date.

12.2 Where agreed and legally permissible, V4 Creative may charge simple interest on overdue amounts at its principal bank’s publicly quoted prime lending rate plus 7.5 percentage points per annum, capped at the maximum lawful rate. The applicable prime rate will be identified on the interest statement or calculation.

12.3 Interest will be calculated daily on the overdue principal amount and charged monthly. It will commence only from the date permitted by the agreement and applicable law, after any required notices or waiting periods. Interest will not be compounded.

12.4 Any monthly equivalent or other disclosure required by law will be provided. All applicable limits on interest, fees and total recoverable charges will apply.

12.5 Genuine invoice disputes will be handled under clause 11. Interest will not be charged on amounts incorrectly billed by V4 Creative, and any related interest already charged will be reversed. Undisputed overdue amounts remain subject to this clause.

12.6 Payment of interest does not replace payment of the overdue principal amount or prevent suspension or termination in accordance with these terms and applicable notice and remedy requirements.

12.7 Acceptance of a late or partial payment does not, by itself, amend future payment dates, waive the remaining balance or establish an ongoing payment extension. Any revised payment arrangement must be expressly confirmed by V4 Creative in writing.

13. Failed payments and recovery charges

13.1 A rejected, reversed or failed subscription payment remains payable and does not automatically extend the agreed payment date. The Client must promptly update any invalid payment details and arrange settlement through the payment method authorised by V4 Creative.

13.2 Failed collections may be retried in accordance with clause 6. The Client must coordinate any alternative payment with V4 Creative to avoid duplicate collection. EFT may only be used where expressly authorised in writing under clause 5.

13.3 Where a payment default requires administrative handling or results in service suspension and subsequent reactivation, a combined handling and reactivation fee of R750 applies, provided it was disclosed and accepted before the relevant arrangement commenced and is reasonable and legally recoverable. Any applicable VAT and the total amount payable must be stated before acceptance.

13.4 The R750 fee may be charged only once for the same payment-default incident. Multiple collection retries for the same scheduled payment do not constitute separate incidents, and reactivation following that incident does not attract a second R750 charge.

13.5 The same underlying cost will not be recovered more than once through overlapping handling, administration, reactivation or recovery charges. Any separate third-party restoration costs must be documented, disclosed and approved where required under clauses 10 and 16.

13.6 No handling or reactivation fee will apply where the failed collection resulted from V4 Creative’s error or a payment-platform failure outside the Client’s control. Charges relating to a genuine invoice dispute will be handled under clause 11.

13.7 Failed payments may result in the actions described in clauses 14 to 16, subject to applicable notice and remedy requirements. Payment of a handling fee does not settle the overdue service fee or project instalment.

13.8 A failed collection, cancellation of a payment authorisation or payment reversal does not itself constitute effective cancellation of the underlying service agreement or discharge amounts lawfully due. Cancellation must follow the applicable contractual procedure.

14. Service suspension

14.1 Grounds and notice

Where an undisputed payment remains overdue, a subscription collection fails, or the Client fails to complete or maintain a compulsory subscription authorisation, V4 Creative will apply the relevant suspension measures below, subject to applicable notice and remedy requirements.

Before suspension, V4 Creative will issue written notice identifying the default, the action required to remedy it, the affected services and the proposed suspension date. Genuine invoice disputes will be handled under clause 11.

14.2 Hosting suspension

Suspension of a hosting account will have the following consequences:

a. The hosted website will be offline and unavailable.

b. Email accounts linked to and provided through the suspended hosting account will stop working. Sending, receiving and accessing email may be interrupted, and incoming messages may be rejected or fail to reach the recipient.

c. Other services dependent on the suspended hosting account may become unavailable.

d. Restoration requires settlement of overdue undisputed amounts, correction or completion of the required subscription authorisation, and payment of the applicable R750 handling and reactivation fee under clause 13. This fee is additional to overdue service fees but will not be charged twice for the same payment-default incident.

e. Restoration is subject to clause 16. Payment does not guarantee immediate restoration or recovery of emails that were rejected or not delivered during suspension.

14.3 Technical maintenance suspension

During suspension of technical maintenance, V4 Creative will stop performing the back-end upkeep, updates, bug fixes and other maintenance activities included in the affected service agreement.

Without ongoing maintenance, the website may develop faults, security vulnerabilities or compatibility problems and may malfunction or become unavailable. Suspension of maintenance does not, by itself, mean that hosting has also been suspended.

14.4 Website faults following maintenance suspension

Where a website develops faults or becomes unavailable because maintenance was suspended due to non-payment or failure to complete the required subscription authorisation, V4 Creative’s technical team must first undertake a Once-Off Website Health Audit (Back-end Care) before confirming the remedial work required and whether normal maintenance can resume.

a. The audit costs R4,502.00 excluding VAT. The quotation and invoice will show applicable VAT and the total payable.

b. The audit must be approved and paid in full before it commences. It is not eligible for a project instalment plan under clause 8.

c. The audit will assess the website’s condition, identify faults and determine the work required for restoration. Any remedial work expressly included in the accepted audit quotation will be performed as part of that service.

d. Repairs, replacement licences, third-party services or other work outside the accepted audit scope will be quoted separately and require approval and payment before proceeding.

e. The audit fee is separate from overdue maintenance fees and the applicable handling and reactivation fee. It applies only where the technical assessment described above is required, rather than automatically to every maintenance suspension.

f. Where maintenance alone was suspended, restoring the website means addressing the relevant technical faults; it does not mean that V4 Creative necessarily disabled the website.

14.5 Domains and renewals

A failed payment does not itself cancel an existing domain registration. However, where required renewal payments remain unpaid, V4 Creative may withhold renewal, subject to the agreement and applicable notice requirements.

Expiry may interrupt the website, email and other domain-dependent services. Redemption or recovery charges may apply, and continued availability or recovery of the domain cannot be guaranteed. Domain renewal and payment arrangements remain subject to clauses 3 and 10.

14.6 Projects under instalment plans

Where a project instalment remains unpaid, V4 Creative may pause work, defer launch and withhold final project handover in accordance with clause 7.

Suspension of an already launched project website for unpaid project instalments must be expressly provided for in the accepted project agreement and identified in the suspension notice. Unrelated, fully paid services will not automatically be suspended.

14.7 Support and other services

Support, content management and other affected services may be paused during payment-related suspension. Requests will resume only once the applicable restoration requirements have been met, subject to studio availability and the relevant service agreement.

14.8 Continuing charges and project dates

Suspension does not itself cancel the agreement or discharge amounts already lawfully due. Any continuing charges must be permitted by the agreement and applicable law, including agreed reserved capacity or unavoidable third-party commitments. V4 Creative will identify the applicable continuing charges in its suspension notice.

Project dates, scheduled work and service response commitments may be revised following suspension, subject to payment clearance and studio availability.

14.9 Restoration, termination and data

Restoration is governed by clause 16. Repeated payment failures and termination are governed by clause 15. Backup availability, data retention and deletion are governed by clause 17 and the applicable hosting or maintenance agreement.

15. Repeated payment failures and termination

15.1 Three separate scheduled subscription payments that fail within a rolling 12-month period constitute repeated payment default under the affected subscription. Multiple retry attempts for the same scheduled payment count as one failure. Failures caused by V4 Creative’s error or a payment-platform failure outside the Client’s control will not count towards this threshold.

15.2 Repeated payment default may result in termination of the affected service or project payment arrangement, subject to written notice, any applicable opportunity to remedy and mandatory legal requirements. Unrelated, fully paid services will not automatically be terminated.

15.3 Subsequent settlement of a failed payment does not remove that failure from the rolling 12-month record. However, termination remains subject to applicable rights to remedy a breach and any written arrangement reached with V4 Creative.

15.4 A warning or termination notice will identify the relevant payment failures, affected agreement or services, outstanding amounts, action required, applicable remedy period and proposed termination date. It will also explain the relevant service, domain and data consequences.

15.5 Where section 14 of the Consumer Protection Act applies, termination for material breach will follow its required written notice and remedy process. V4 Creative will not terminate under that process if the breach is remedied within the legally required period.

15.6 Termination does not extinguish amounts lawfully due. Termination of a project payment arrangement does not automatically make all remaining instalments immediately payable; any acceleration of the balance remains subject to clause 8 and applicable law.

15.7 Reinstatement after termination is not automatic. It is subject to technical feasibility, service availability, settlement of amounts lawfully due and acceptance of a new written service or payment arrangement where required.

16. Restoration of services

16.1 Restoration following a valid payment-related suspension requires:

a. Cleared payment of overdue undisputed amounts relating to the affected service or project.

b. Completion, correction or reactivation of the compulsory subscription authorisation, where applicable.

c. Payment of the R750 combined handling and reactivation fee, where applicable under clause 13. This fee will not be charged again if already paid for the same payment-default incident.

d. Completion of any necessary technical assessment and approved restoration work under clause 14.

16.2 Where the website health-audit requirement in clause 14.4 applies, the Once-Off Website Health Audit (Back-end Care), priced at R4,502.00 excluding VAT, must be approved and paid in full before the audit commences. Any remedial work outside the accepted audit scope will be quoted separately and requires approval and payment before proceeding.

16.3 Any additional restoration work, replacement licence, domain redemption charge or third-party recovery cost will be disclosed and quoted for approval before it is incurred. The same underlying cost will not be recovered twice.

16.4 Restoration depends on technical feasibility, available data and backups, third-party availability and studio capacity. Payment does not guarantee immediate restoration, recovery of an expired domain or deleted data, or delivery of email messages rejected or lost during suspension.

16.5 Once the applicable payment and authorisation requirements have been met, V4 Creative will assess the restoration requirements and provide an estimated timeframe. Any material change to that estimate will be communicated.

16.6 Restoration does not automatically reinstate previous project deadlines or work bookings. Revised dates will be confirmed according to studio availability. Services already terminated are subject to clause 15.7.

17. Data, backups and service continuity

17.1 Suspension, expiry or termination may interrupt website availability, hosted email and other dependent services. Continued non-payment or service termination may eventually result in deletion of hosted files, databases, email and backups, or loss of domain availability.

17.2 Backup scope, frequency, retention periods and restoration services are governed by the applicable hosting or maintenance agreement. A hosting service must not be assumed to include maintenance, unlimited backups or indefinite data storage.

17.3 Before any scheduled deletion following suspension or termination, V4 Creative will communicate the applicable retention period, proposed deletion date and available arrangements for obtaining or transferring Client data, subject to its contractual and legal obligations. Any material third-party retention restrictions will also be communicated.

17.4 Suspension of maintenance includes suspension of any backup activities supplied as part of that maintenance package. Existing backups remain subject to their applicable retention periods and may expire. Any separately contracted backup obligations continue according to that agreement.

17.5 The Client should maintain independent, current copies of business-critical files, website content, databases and email. This responsibility does not reduce any backup, security or data-protection obligations expressly undertaken by V4 Creative or imposed by law.

17.6 V4 Creative will not deliberately delete Client data merely to compel payment. Any deletion will follow the applicable retention policy, contractual notice requirements and law.

17.7 Requests for data export, migration or technical assistance will be assessed against the applicable agreement. Any separately chargeable assistance will be quoted for approval in advance. Project handover remains subject to clause 7.5, without overriding any mandatory rights concerning access to or return of data.

17.8 Once data or backups have been deleted under the applicable retention policy, recovery may be impossible. V4 Creative will not promise recovery where the necessary data, backups or third-party facilities are no longer available.

18. Client cancellation, credits and refunds

18.1 Cancellation requests

Cancellation requests must be submitted in writing to accounts@v4creative.com, identifying the Client, the affected services or domain names, and the requested cancellation date.

V4 Creative will acknowledge the request and confirm the effective cancellation date, final charges and any applicable transfer or data-retention arrangements. Failure to acknowledge a validly delivered notice does not invalidate it.

18.2 Hosting and maintenance

Hosting and maintenance services require 30 calendar days’ written notice of cancellation, whether paid monthly or annually. Services and applicable payment obligations continue during the notice period unless otherwise agreed in writing or required by law.

Cancelling maintenance does not automatically cancel hosting, and cancelling hosting does not automatically cancel domain registration or other separately contracted services. The Client must specify each service to be cancelled.

18.3 Domain renewals

Notice to cancel a domain renewal must be received at least 30 calendar days before the domain’s annual renewal date.

Domain registration renews annually on the anniversary of the original registration date. Monthly domain payments do not change this annual renewal cycle.

Where notice is received less than 30 calendar days before renewal, V4 Creative will confirm whether renewal can still be stopped and identify any unavoidable renewal costs already committed or incurred. Any charge remains subject to the agreement and applicable law.

Cancelling renewal does not itself transfer the domain to another provider or immediately delete the existing registration.

18.4 Subscription cancellation

Cancelling or revoking a payment authorisation does not constitute notice of service cancellation. The Client must follow the cancellation procedure above.

V4 Creative will arrange for future collections to stop when cancellation takes effect. Final adjustments and outstanding amounts will be handled in accordance with clause 6.8.

18.5 Outstanding charges

Cancellation does not remove liability for services properly supplied, authorised work completed, charges applicable during the notice period or lawful, unavoidable third-party commitments.

V4 Creative will provide a final account showing amounts due and any credits or refunds. Amounts will not be recovered twice through overlapping service, cancellation or third-party charges.

18.6 Annual advance payments

Annual advance payments for hosting and maintenance will be reconciled against services supplied up to the effective cancellation date, including the applicable notice period, and any lawful, disclosed deductions.

The unused balance will be credited or refunded as applicable. Annual payment does not, by itself, convert a month-to-month service into a non-cancellable annual commitment.

18.7 Monthly domain payments

Where monthly payments relate to an annual domain registration or renewal already purchased or irrevocably committed for the Client, any remaining amount lawfully payable for that annual registration will be identified in the final account.

Cancelling monthly collections does not, by itself, discharge an existing annual registration obligation. Amounts relating to a future renewal that has not been purchased or committed will not automatically become payable.

18.8 Project cancellation

Where a project is cancelled before completion, V4 Creative will reconcile payments received against authorised work completed, lawful committed costs and any reasonable cancellation charge permitted by the agreement and applicable law.

Neither automatic forfeiture of all payments received nor automatic payment of the entire remaining project balance applies solely because the Client cancels. Any claim for the remaining balance must be supported by the accepted agreement and applicable law.

Project instalments, final handover and any acceleration of an outstanding balance remain subject to clauses 7 and 8.

18.9 Third-party purchases

Domain registrations, licence purchases and other third-party expenses may be non-refundable under the relevant supplier’s terms. V4 Creative will disclose material restrictions before purchase where reasonably possible and identify any non-refundable committed costs in the cancellation reconciliation.

Third-party restrictions do not override mandatory legal rights.

18.10 Refunds and credit notes

Any refund or credit due will be confirmed in writing with the supporting reconciliation. V4 Creative will communicate the processing timeframe and comply with any legally required deadline. A refund due to the Client will not be replaced with an account credit without the Client’s agreement.

18.11 Transfers and data

Cancellation does not automatically include website migration, domain transfer or data-export assistance. Any assistance included in the existing agreement will be provided accordingly; additional technical work will be quoted separately.

Data access, retention and deletion remain subject to clause 17, the applicable service agreement and mandatory legal rights.

18.12 Statutory rights

These cancellation procedures do not restrict any mandatory cooling-off, cancellation, refund or other rights available under applicable South African law. Where a statutory notice period or cancellation procedure applies, it takes precedence over an inconsistent contractual requirement.

19. Fee adjustments

19.1 Annual increases to V4 Creative’s recurring service fees take effect on 1 March each year. V4 Creative will provide at least 30 days’ written notice of any increase, or a longer notice period where required by the applicable agreement or law.

19.2 The notice will identify the revised fee, applicable VAT and effective date.

19.3 Fixed-price project quotations will not be increased for the accepted scope unless a variation is approved or the quotation expressly permits the adjustment.

19.4 Where the agreement permits a recurring fee increase and the Client does not accept it, the Client may cancel the affected service before the increase takes effect, subject to mandatory law and separately agreed third-party commitments.

19.5 Third-party pricing and exchange-rate adjustments are governed separately by clause 10 and are not restricted to the annual adjustment date in clause 19.1.

20. Debt recovery and accounts arrangements

20.1 Unresolved overdue amounts may be referred to a lawfully authorised debt collector or legal practitioner for recovery after applicable notices, remedy periods and procedures have been followed. Genuine invoice disputes remain subject to clause 11.

20.2 The Client is liable only for collection charges, legal costs and other recovery expenses that are reasonable and lawfully recoverable under the agreement, applicable law or an order of a competent court. The same underlying cost will not be recovered more than once, including through the handling and reactivation fee under clause 13.

20.3 Requests for payment extensions, revised payment schedules or settlement arrangements must be submitted in writing to accounts@v4creative.com. Submitting a request does not itself extend a payment deadline or pause an authorised collection, suspension or recovery process.

20.4 Any payment extension, revised schedule, discount, waiver or settlement takes effect only once confirmed in writing by an authorised V4 Creative representative. The confirmation must identify the amounts covered, payment dates and any conditions. All other obligations remain unchanged unless expressly amended.

20.5 An approved alternative payment arrangement must be coordinated with any active subscription to avoid duplicate collections. Changes to automated collections remain subject to the applicable payment authorisation requirements under clause 6.

20.6 Acceptance of a partial payment, temporary payment arrangement or once-off concession does not, by itself, waive the remaining balance or establish an entitlement to future concessions. Any agreed full-and-final settlement must expressly state that it settles the identified debt in full.

20.7 Changes to these terms apply prospectively and must be communicated and accepted where required by the existing agreement and applicable law. Publishing revised terms on V4 Creative’s website does not, by itself, amend an existing agreement or retrospectively authorise new charges.