Trust Agreements

At Versys Media we are proud to say we design some awesome stuff. We are committed to excellence and because client satisfaction is one of our top priorities, we respond to our Clients creative needs, by offering innovative designs, friendly service as well as a personal experience. The following terms have been tailored throughout years of design experience to protect both The Client and Design Company during a working relationship, built on trust.

Note, that our Trust Agreements are subject to change. Always make sure you have read the latest Terms & Conditions as stated below before paying your deposit for a project. When referring to Terms & Conditions, we are referring to our Trust Agreement Documents.

*If you pay your deposit, you agree to these Terms & Condition, stated in our Trust Agreement.

**Hereby the Client understands that they will not sign a printed Trust Agreement Document unless requested, but by paying the deposit for the project, they agree to the below Terms and Conditions. (As also stated on all quotations and invoices)

Graphic  Design

RIGHTS AND OWNERSHIP:

The Client shall be entitled to full ownership of all final artwork created during the project upon full payment of the agreed fee. All products remain the property of Versys Media, until fully paid for. No artwork will be supplied without full payment.

CLIENT FEEDBACK:
The Client should be prepared to offer some initial feedback as to how closely the suggested designs meet with their general needs and expectations. The Client should select the design strategy that best suits their needs and assemble and deliver a list of any desired discussion points for revision (if necessary) to Versys Media.

The Client is more than welcome to combine elements from the different looks to create a FINAL look within two revision rounds. The Client will then approve/signoff on the final design strategy.

THIRD-PARTY CONTRACTS: Versys Media are not responsible for contracting other creative professionals to provide services that are not offered by the studio.

No project will commence on the assumption that third parties might be required for project completion. Such details will be finalized prior to project commencement unless requested by The Client at a later date.

References for such services can be supplied by Versys Media built on previous trust and successful projects with suppliers.

Third Parties to consider:
• Photographers
• Videographers
• Copy Writers
• Printers

Versys Media cannot be held responsible for any loss or damages occurring after final sent through of artwork to a supplier! Please check the final artwork and require proof prints through suppliers before commencing with projects.

PAYMENTS:

Because a lot of time, effort and dedication go into providing The Client with the perfect website, The Client is required to pay a 60% deposit prior to work commencing. The project will only be scheduled and uploaded to the workflow system once the down payment is received by Versys Media, from where the team of designers will be briefed to commence with the website.

The down payment is non-refundable. The remaining 40% is payable to Versys Media upon completion of the project, before the original artwork and open file format will be supplied to The Client.

Please note this is a strict Company policy but adhere to this to avoid any unpleasantness.

No monies or deposits for projects will be paid back to The Client at any time during or after the project.

The remaining 40% is payable to Versys Media upon completion of the project, before the original artwork and open file format will be supplied to The Client.

Please note this is a strict Company policy but adhere to this to avoid any unpleasantness.

DELAYED PAYMENT:

If, after the project has commenced, proofs have been sent through and completed within 30 days, subsequent invoices are not paid within 30 days, a 5% “delayed payment” fee will be charged. This initial 5 % figure will be added upon each recurring 30 day period until the full amount has been received by Versys Media.

REVISIONS:

All projects includes Revision Rounds (specific amounts) as stated on quotations. Should extra revision rounds be required a separate quotation will be supplied accordingly. Versys Media cannot and will never limit The Client to change their minds.

Though the price at the beginning of the contract is based on the length of time that Versys Media estimates they’ll need to accomplish everything as requested to be achieved, additional estimates can be requested for any further or additional changes to be implemented.

The Client must assume that, after sign-off, all additions, alterations, changes in content, layout or process changes requested by The Client, will alter the time and cost.

ADDITIONS AND ALTERATIONS:

New work requested by The Client and performed by Versys Media after ATP (agreement to proceed), is considered an addition or alteration (extra revision round).
If the job changes to an extent that substantially alters the specifications described in the original estimate, Versys Media will submit an additional quotation to The Client, and both parties must agree to the revised or additional fee before further work proceeds.

FILE FORMATS:

Fully paid for designs will be supplied to The Client in: OPEN FILE FORMAT (PSD OR AI), PRINT READY JPEG & PDF. Open files supplied for printing purposes only. No editing by The Client will be possible unless Adobe Photoshop and/or Illustrator is used.

BACKUP:

Versys Media is not responsible for the Backup of any Final Designs once supplied to The Client as stated above. After final sign-off & delivery, backup arrangements can be quoted for separately if requested for by The Client.

ERRORS & OMISSIONS:

Versys Media is not responsible for proofreading any designs. The Client is responsible to check proofs and other deliverables carefully for accuracy in all respects, ranging from spelling to technical illustrations.
Versys Media is not liable for errors or omissions. The Clients’ signature or go-ahead e-mail, or that of the authorized representative is required on all artwork prior to release for printing, digital publication, or other implementation.

DEADLINES:

A Note on Deadlines: Versys Media loves deadlines and we hit every single one of them every time. In order for us to do this for you, however, it is important that you hit every deadline, too.
We will rely on you to keep the project flow going with your approvals and sign-offs, as well as getting us content for your website in a timely manner—typically before any design can begin.

Out-of-contact time and delays in approvals will directly affect the project schedule, necessitating our moving deadlines and milestones back accordingly, but note that payment milestones will remain as scheduled. By signing this document, or paying your deposit, you acknowledge your responsibilities in keeping the project on-schedule. By the same token, in the unlikely event, we miss one of our deadlines, the payment milestones will be adjusted accordingly.

If The Client fails to deliver necessary content, resources, or feedback by the time Versys Media deems crucial to any deadline, all deadlines and milestones (except payment milestones) will be adjusted accordingly.
The Client’s failure to meet timeline/milestone or content obligations for a period of 7 days or more will result in reallocation of The Studios’ resources and work on the project will be delayed or may cease.

CANCELLATION:

A cancellation fee for work commenced or completed shall be paid by The Client, with the fee based on the stage of project completion. The fee will not exceed 100 % of the total project cost. This fee will be based on hours already spent on the project. If after project commencement, client communication (face-to-face, telephone, or email) stops for a period of 30 days, the project can be canceled by Versys Media. Thereupon, Versys Media can choose to cease further work on the project. The full amount paid for the project will be allocated as a cancellation fee.

PROMOTION:

Versys Media has the right to use the digital format of all completed designs for publication or other promotional purposes and for these purposes only.

COMMUNICATION:

Versys Media can be reached by telephone or email from Monday to Friday between 8:00AM and 5:00PM with weekend and public holiday contact being limited. Versys Media may be closed for business on Saturdays and Sundays. All appointments must be scheduled on as agreed by both parties. A 1-on-1 sit-in meeting with designers will be billed at an hourly rate of R420/hour. All revisions to be supplied ONLY in written format (e-mail), no revisions will be commenced, based on telephonic requests/ discussions.

CONFIDENTIALITY:

The Client must inform the designer in writing before the project commences if any portion of any material or information provided by The Client is confidential.

AND LASTLY THIS…: In order for us to obtain a high-level of excellence, your commitment to this project is highly valued and will be directly reflected in the results. By hiring our Studio you’ve enlisted our expertise at how best to accomplish the goals that your team and our team have defined.

In order to accomplish those goals, we require your participation and cooperation – even if you don’t fully understand some of the elements or designer terms (which we’ll work hard to make clear). In the end, we can only accomplish what we are allowed to accomplish; the quality of the result will depend significantly on the quality of your participation.
In order to accomplish those goals, we require your participation and cooperation – even if you don’t fully understand some of the elements or designer terms (which we’ll work hard to make clear). In the end, we can only accomplish what we are allowed to accomplish; the quality of the result will depend significantly on the quality of your participation.

*By paying the deposit, The Client agrees to Versys Media Terms and Conditions as stipulated in this document, unless otherwise arranged.

**Hereby the Client understands that they will not sign a printed Trust Agreement Document, unless requested, but by paying the deposit for the project, they agree to above Terms and Conditions. (As stated on all quotations and invoices)

Website  Design

PROCESS DESCRIPTION:

It is in our ability to complete the website within 30 working days as long as The Client supplies us with all the relevant information within 7 working days after the deposit payment, unless otherwise arranged.
A mutually agreed upon date should be established, in advance, on which the website will go live.
– As soon as Versys Media has received the 60% deposit, the Studio will open The Client’s task on Versys Media Workflow System.
– A Branding Questionnaire should be completed and a short brief/strat meeting is required before commencing with the project.
– Versys Media as a team will start brainstorming with regards to the concept and layout of the project, according to the Branding Questionnaire received from The Client.

The design process will then start, with regards to the layout, the look & feel and the styling.
During this period of time The Client should start compiling all relevant information (in word format) and high-res photos/images which must be supplied to Versys Media. – 7 days after deposit and Branding Questionnaire has been received by Versys Media, the website layout visuals (in jpeg. digital format), will be presented to The Client (nothing live as yet), to give The Client an idea of the look and feel of the website template.
If two design strategies are presented, each will represent different design directions/ideas, but each will be consistent with the overall objectives of the project as outlined in the strategy brief and Branding Questionnaire.
– The Client should be prepared to offer some initial feedback as to how closely the suggested designs meet with their general needs and expectations.

The Client should select the design strategy that best suits their needs and assemble and deliver a list of any desired discussion points for revision (if necessary) to Versys Media. The Client is more than welcome to combine elements from the different looks to create a FINAL look within two revision rounds.

The Client will then approve/sign_off on the final design strategy. – As soon as the final look is approved and signed off, Versys Media will start building the website live.

Because changes to the template and look after final sign-off requires extra time and money, Versys Media is requesting The Client to be 100% satisfied, prior to building the website template live.
– As soon as Versys Media has completed the uploading and styling of all info (as supplied), The Studio will send The Client a temporary link to view their site online.
– Client’s feedback and final approval are required prior to the website going live. – Receiving The Clients’ final payment of the outstanding 40% will ensure the task to be completed.
Versys Media will then finalize the basic SEO (Search Engine Optimisation) in order for the website to go live and Google to index and rank the website.
– Online Marketing (SEO & SEM) can only happen after the website has been indexed by Google. A personalized online marketing strategy will be quoted accordingly if requested by The Client.

LAYOUT DEVELOPMENT:

The CMS system used to build websites is WordPress. Some of the components used, are bought Modules from WordPress Component Developers, which have been pre-designed for this specific system purposes, thus certain restrictions in programming and layout may be applicable.

HOSTING SERVICES:

– Versys Media is not responsible for the website hosting or any other services related to the hosted server. Versys Media prefers to host websites with Xneelo (https://xneelo.co.za/) The Hosting Company where the domain is registered, must be contacted for any hosting-related problems. Versys Media cannot be held responsible for any hosting related speed-or-downtime issues.
– Should The Client require assistance with Domain registration or transfers, Versys Media should be informed in advance. Domain transfer/new domain registration forms will then be supplied on request.

Versys Media reserves the right to bill The Client for any Domain Administration tasks. – Monthly domain hosting fees are directly payable to Hosting Company of choice. If Client decides to make use of Xneelo, the monthly hosting fee of R99/month will be directly payable through debit order to Xneelo.

BACKUP:

The completed website, including SQL database, will be backed up as soon as the website is ready to go live. This backup will be supplied to The Client. No monthly backup will be made by Versys Media unless requested by The Client and a fee of R500 per month will be applicable.

ONLINE MARKETING SERVICES (SEO & SEM):

– Only BASIC SEO (Search Engine Optimization) is included in the standard website packages. Basic SEO does not include 1st page rankings with Google or any other search engines.

In order to reach 1st page rankings with Google, an ADVANCED SEO strategy should be agreed upon which includes SEO & SEM services on a monthly contract and will be quoted for separately. – SEO results may vary and could take 4-8 weeks for the website to be indexed by Google, after the website has been completed.

– Basic SEO includes:
• Sitemap uploaded to Google.
• Website Indexed with Google
• Basic Keywords built into pages
• Website description built into the header

• Search Engine Friendly (SEF) URL’s used

– A Google Analytics account in The Clients name will be created to measure a website’s performance and statistics. Only reading rights to this account will be supplied to the client. Full admin rights to this account will be retained by Versys Media, to ensure that the SEM strategy cannot be altered by a third party. The full admin rights will be moved to The Client when the SEO & SEM monthly contract has been terminated and fully paid for.

– A Google Webmaster account in The Clients name will be created to liaise with Google, concerning website performance, indexing, errors, malware, etc. Full admin rights to this account will be retained by Versys Media, to ensure that the SEM strategy cannot be altered by a third party. The full admin rights will be moved to The Client when the SEO & SEM monthly contract has been terminated and fully paid for.

PAYMENTS:

Because a lot of time, effort and dedication go into providing The Client with the perfect website, The Client is required to pay a 60% deposit prior to work commencing.

The project will only be scheduled and uploaded to the workflow system once the down payment is received by Versys Media, from where the team of designers will be briefed to commence with the website.

The down payment is non-refundable. The remaining 40% is payable to Versys Media upon completion of the project, before the original artwork and open file format will be supplied to The Client. Please note this is a strict Company policy but adhere to this to avoid any unpleasantness. No monies or deposits for projects will be paid back to client at any time during or after the project.

DELAYED PAYMENT:

If, after the project has commenced, proofs have been sent through and completed within 30 days, subsequent invoices are not paid within 30 days, a 5% “delayed payment” fee will be charged. This initial 5% figure will be added upon each recurring 30 day period until the full amount has been received by Versys Media.

ERRORS AND OMISSIONS:

Versys Media is not responsible for proofreading any website content. The Client is responsible to check proofs and other deliverables carefully for accuracy in all respects, ranging from spelling to technical illustrations. Versys Media is not liable for errors or omissions, The Clients’ signature or go-ahead e-mail, or that of the authorized representative is required.

– Versys Media does not take any responsibility for the loss of any information on your website.

– Versys Media does not take any responsibility for any legal issues that may arise with regard to the content of your website. It’s The Client’s responsibility to ensure there are no copyright infringements.

– Versys Media does not take any responsibility if your website security is compromised by either a hacker or malicious code. Websites hosted by Xneelo are hosted on a secure server with antivirus protection. WordPress has built-in security and website back ends are protected with an Admin username and password.

REVISIONS:

All projects include Revision Rounds (specific amounts) as stated on quotations. Should extra revision rounds be required a separate quotation will be supplied accordingly. Versys Media cannot and will never limit The Client to change their minds.

Though the price at the beginning of the contract is based on the length of time that Versys Media estimates they’ll need to accomplish everything as requested to be achieved, additional estimates can be requested for any further or additional changes to be implemented.

The Client must assume that, after sign-off, all additions, alterations, changes in content, layout or process changes requested by The Client, will alter the time and cost.

ADDITIONS AND ALTERATIONS:

New work requested by The Client and performed by Versys Media after ATP (agreement to proceed), is considered an addition or alteration (extra revision round). If the job changes to an extent that substantially alters the specifications described in the original estimate, Versys Media will submit an additional quotation to The Client, and both parties must agree to the revised or additional fee before further work proceeds.

DEADLINES:

A Note on Deadlines: Versys Media loves deadlines and we hit every single one of them every time. In order for us to do this for you, however, it is important that you hit every deadline, too. We will rely on you to keep the project flow going with your approvals and sign-offs, as well as getting us content for your website in a timely manner— typically before any design can begin.

Out-of-contact time and delays in approvals will directly affect the project schedule, necessitating our moving deadlines and milestones forward accordingly, but note that payment milestones will remain as scheduled.

By signing this document, or paying your deposit, you acknowledge your responsibilities in keeping the project on schedule.

By the same token, in the unlikely event, we miss one of our deadlines, the payment milestones will be adjusted accordingly.

If The Client fails to deliver necessary content, resources, or feedback by the time Versys Media deems crucial to any deadline, all deadlines and milestones (except payment milestones) will be adjusted accordingly.

The Client’s failure to meet timeline/milestone or content obligations for a period of 7 days or more will result in reallocation of The Studios’ resources and work on the project will be delayed or may cease.

CUSTOMER SERVICE:

As the result of the client not being satisfied (due to brief being misunderstood, process issues or reasonable expectancy not met), client needs to call a meeting with assigned project planner from Versys Media, and mediate a favorable solution for both parties.

CANCELLATION:

A cancellation fee for work commenced or completed shall be paid by The Client, with the fee based on the stage of project completion. The fee will not exceed 100% of the total project cost. This fee will be based on hours already spent on the project. If after project commencement, client communication (face-to-face, telephone, or email) stops for a period of 30 days, the project can be canceled by Versys Media. Full amount paid for project will be allocated as a cancellation fee. Thereupon, Versys Media can choose to cease further work on the project.

COMMUNICATION:

Versys Media can be reached by telephone or email from Monday to Friday between 8:00am and 5:00pm or by a scheduled appointment agreed upon. A 1-on-1 sit-in meeting with designers will be billed at an hourly rate of R420/hour. All revisions to be supplied ONLY in written format (e-mail), no revisions will be commenced, based on telephonic requests/ discussions.

CONFIDENTIALITY:

The Client must inform the designer in writing before the project commences if any portion of any material or information provided by The Client is confidential. AND LASTLY THIS… In order for us to obtain a high-level of excellence, your commitment to this project is highly valued and will be directly reflected in the results. By hiring our Studio you’ve enlisted our expertise at how best to accomplish the goals that your team and our team have defined.

In order to accomplish those goals we require your participation and cooperation – even if you don’t fully understand some of the elements or designer terms (which we’ll work hard to make clear). In the end, we can only accomplish what we are allowed to accomplish; the quality of the result will depend significantly on the quality of your participation.

*By paying the deposit, The Client agrees to Versys Media Terms and Conditions as stipulated in this document, unless otherwise arranged.

**Hereby the Client understands that they will not sign a printed Trust Agreement Document unless requested, but by paying the deposit for the project, they agree to the above Terms and Conditions. (As also stated on all quotations and invoices)

Digital Marketing

Information that is gathered from visitors

In common with other websites, log files are stored on the web server saving details such as the visitor’s IP address, browser type, referring page and time of visit.

Cookies may be used to remember visitor preferences when interacting with the website.

Where registration is required, the visitor’s email and a username will be stored on the server.

 

How the Information is used

The information is used to enhance the vistor’s experience when using the website to display personalised content and possibly advertising.

E-mail addresses will not be sold, rented or leased to 3rd parties.

E-mail may be sent to inform you of news of our services or offers by us or our affiliates.

 

Visitor Options

If you have subscribed to one of our services, you may unsubscribe by following the instructions which are included in e-mail that you receive.

You may be able to block cookies via your browser settings but this may prevent you from access to certain features of the website.

 

Cookies

Cookies are small digital signature files that are stored by your web browser that allow your preferences to be recorded when visiting the website. Also they may be used to track your return visits to the website.

3rd party advertising companies may also use cookies for tracking purposes.

 

Google Ads

Google, as a third party vendor, uses cookies to serve ads.

Google’s use of the DART cookie enables it to serve ads to visitors based on their visit to sites they visit on the Internet.

Website visitors may opt out of the use of the DART cookie by visiting the Google ad and content network privacy policy.

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