NeoCloud Systems - Service Terms, Conditions & Client Policy
This document explains the terms under which NeoCloud Systems provides websites, web apps, software systems, digital business tools, automation, hosting setup, business documentation, and related digital services.
By requesting, purchasing, using, or continuing to use our services, you confirm that you have read, understood, and accepted these Terms and Conditions.
1. Services Provided
NeoCloud Systems provides digital services which may include, but are not limited to:
| Service Area | Description |
|---|---|
| Website Development | Business websites, landing pages, service pages, forms, and online profiles. |
| Web Apps & Systems | Custom dashboards, portals, booking systems, admin systems, school systems, document systems, and business management tools. |
| Hosting & Domain Setup | Assistance with domain registration, hosting setup, email setup, SSL setup, and basic configuration. |
| Business Documents | Digital invoices, quotations, contracts, company profiles, business plans, templates, and related documents. |
| Maintenance & Support | Updates, backups, changes, troubleshooting, monitoring, and ongoing technical support where selected. |
| Custom Work | Any additional system, design, automation, integration, or digital service agreed with the client. |
The exact scope of work will be based on the package, quotation, invoice, WhatsApp agreement, email agreement, or written proposal accepted by the client.
2. Client Responsibilities
The client agrees to provide accurate and complete information required for the service, including business details, logos, images, text, pricing, contact details, banking details, service descriptions, and any other content needed to complete the work.
The client is responsible for checking all information before final approval. NeoCloud Systems is not responsible for losses caused by incorrect client-provided information, including incorrect prices, banking details, contact numbers, spelling, product descriptions, or legal wording supplied by the client.
The client must ensure that any images, logos, documents, text, videos, or other content supplied to NeoCloud Systems may legally be used for the project.
3. Payments, Deposits & Work Start
Work may require a deposit before starting. The required deposit or payment structure will be confirmed on the quotation, invoice, or agreement.
NeoCloud Systems may pause or delay work if payment is not received on time.
Final files, website launch, system access, login credentials, or completed documents may be withheld until all outstanding balances are paid.
All prices are quoted in South African Rand unless otherwise stated.
4. Once-Off Fee Option
Clients may choose to pay a once-off fee for the development or creation of a service.
A once-off fee generally covers the agreed design, setup, development, or document creation only. It does not automatically include long-term maintenance, unlimited changes, hosting fees, domain renewals, third-party subscriptions, future redesigns, new features, or ongoing support unless clearly stated in writing.
Once the once-off project is completed and approved, any additional changes, updates, fixes, new features, redesigns, or support requests may be charged separately.
5. Monthly Maintenance Fee Option
Clients may choose an optional monthly maintenance plan.
Monthly maintenance fees may cover items such as:
| Maintenance Item | Included Where Applicable |
|---|---|
| Minor Content Updates | Text edits, image changes, price updates, contact detail changes. |
| Basic Technical Support | Assistance with small system issues or usage questions. |
| Backups | Scheduled backups where available and technically possible. |
| Security Updates | Basic updates and monitoring for supported systems. |
| System Checks | Basic checks to ensure the website or system is functioning. |
| Small Adjustments | Minor improvements agreed within the maintenance plan. |
Monthly maintenance does not include full redesigns, major new features, advanced integrations, large content uploads, third-party subscription fees, hosting/domain fees unless stated, or work outside the agreed package.
If the client does not select a monthly maintenance plan, support and updates will be charged on a request-by-request basis.
6. Hosting, Domains & Third-Party Services
Some services may rely on third-party providers such as hosting companies, domain registrars, payment gateways, WhatsApp links, Google services, email providers, plugins, APIs, or software tools.
NeoCloud Systems may assist with setup, but does not control third-party platforms. NeoCloud Systems is not responsible for downtime, price changes, policy changes, account suspensions, domain expiry, payment gateway errors, email delivery problems, or service interruptions caused by third-party providers.
Where the client owns the hosting or domain account, the client is responsible for renewals, passwords, billing, and account access unless otherwise agreed.
7. Revisions & Changes
Each project may include a limited number of revisions, depending on the package or agreement.
A revision means a reasonable change to existing agreed work. A revision does not mean creating a completely new design, new system, new page structure, new feature, or replacing the original project direction.
Additional work outside the original scope may require a new quotation.
8. Delivery Timeframes
NeoCloud Systems will make reasonable efforts to complete work within the agreed timeframe.
Delivery may be delayed if the client delays payment, delays sending required information, changes the scope of work, requests extra features, or if there are issues with third-party platforms.
Any timeframe given is an estimate unless a fixed deadline is clearly agreed in writing.
9. Approval & Completion
A project is considered approved when the client confirms approval by WhatsApp, email, written message, payment of final invoice, use of the completed service, or request to publish/launch the work.
After approval, any new changes may be treated as additional work and may be charged separately.
10. Refund Policy
Deposits may be non-refundable once work has started, because time, planning, design, development, consultation, and administrative work may already have been performed.
Refunds are not normally issued for completed work, approved designs, delivered documents, purchased domains, hosting, third-party fees, or services already rendered.
If a project is cancelled before completion, NeoCloud Systems may calculate the value of work already completed and deduct it from any possible refund.
11. Suspension or Termination of Services
NeoCloud Systems may suspend or terminate services if:
| Reason | Explanation |
|---|---|
| Non-payment | The client fails to pay agreed fees. |
| Misuse | The client uses the service for illegal, harmful, abusive, fraudulent, or unethical purposes. |
| Scope Abuse | The client repeatedly demands unpaid work outside the agreed scope. |
| Third-Party Issues | A hosting, domain, payment, or software provider suspends access. |
| Security Risk | The service presents a technical, legal, or security risk. |
Where possible, NeoCloud Systems will notify the client before suspension, unless urgent action is required.
12. Acceptable Use
The client may not use NeoCloud Systems services to host, promote, distribute, or support:
| Not Allowed | Examples |
|---|---|
| Illegal Activity | Fraud, scams, unlawful sales, stolen goods, unlawful financial activity. |
| Harmful Content | Malware, phishing, hacking tools, or malicious scripts. |
| Abusive Content | Harassment, threats, hate speech, or exploitation. |
| Intellectual Property Abuse | Stolen logos, copyrighted material used without permission, fake branding. |
| Spam | Unsolicited bulk messaging or misleading marketing. |
NeoCloud Systems may refuse work or remove support for services that create legal, ethical, reputational, or technical risk.
13. Ownership & Intellectual Property
After full payment, the client owns the final approved content, documents, website copy, and project materials specifically created for them, unless otherwise stated.
NeoCloud Systems may retain ownership of reusable code structures, templates, internal tools, frameworks, design systems, automation logic, and development methods used to create the service.
The client may not resell, copy, duplicate, or distribute NeoCloud Systems templates, dashboards, source files, or internal systems as their own software product unless this is agreed in writing.
NeoCloud Systems may display completed work in its portfolio, website, social media, or marketing material unless the client requests confidentiality in writing.
14. System Access & Security
The client is responsible for keeping login details safe.
NeoCloud Systems is not responsible for losses caused by weak passwords, shared passwords, compromised client devices, unauthorized access caused by client negligence, or third-party account breaches outside NeoCloud Systems control.
Where admin access is provided, the client must avoid changing technical settings unless they understand the consequences.
15. Data & Privacy Policy
NeoCloud Systems may collect and process client information needed to provide services. This may include names, phone numbers, email addresses, business details, website content, payment information, documents, system data, and communication records.
NeoCloud Systems will use client information for legitimate service purposes, including:
| Purpose | Example |
|---|---|
| Service Delivery | Building websites, systems, documents, profiles, and apps. |
| Communication | Sending updates, invoices, confirmations, and support messages. |
| Billing | Creating quotations, invoices, receipts, and payment records. |
| Support | Troubleshooting issues and maintaining systems. |
| Legal/Admin | Record keeping and compliance where required. |
NeoCloud Systems will take reasonable steps to protect client information and will not sell client personal information to third parties.
Client information may be shared with third-party service providers only where necessary to deliver the service, such as hosting providers, domain registrars, email providers, payment processors, cloud storage providers, or technical tools.
The client may request correction or deletion of their personal information where legally and practically possible.
16. WhatsApp, Email & Digital Communication
The client agrees that communication may take place through WhatsApp, email, phone calls, online forms, or other digital channels.
Approvals, confirmations, instructions, changes, and agreements sent by WhatsApp or email may be treated as valid written communication.
The client must ensure that instructions are clear. NeoCloud Systems may not be responsible for misunderstandings caused by incomplete or unclear messages.
17. Limitation of Liability
NeoCloud Systems will take reasonable care when providing services, but cannot guarantee that every website, system, integration, document, hosting environment, or third-party platform will always be uninterrupted, error-free, or suitable for every possible purpose.
To the maximum extent allowed by law, NeoCloud Systems will not be liable for indirect losses, lost profits, lost clients, business interruption, data loss, reputational harm, third-party failures, or losses caused by client misuse, client delay, incorrect client information, or unauthorized access outside NeoCloud Systems control.
NeoCloud Systems total liability for any claim will be limited to the amount paid by the client for the specific service giving rise to the claim, unless the law requires otherwise.
18. No Guarantee of Business Results
NeoCloud Systems may help improve the client digital presence, workflow, professionalism, visibility, and operational efficiency.
However, NeoCloud Systems does not guarantee sales, leads, profits, search engine ranking, social media growth, funding approval, business success, or customer conversion unless this is specifically agreed in writing.
Business results depend on many factors, including the client pricing, market, service quality, advertising, response time, offer, competition, and customer demand.
19. Fees After Non-Maintenance Period
If the client chooses a once-off service and later returns for updates, fixes, recovery, redesign, hosting help, domain help, or system changes, NeoCloud Systems may charge a reactivation, support, or hourly fee.
Old websites or systems that have not been maintained may require extra work to update, secure, repair, or rebuild.
20. Changes to These Terms
NeoCloud Systems may update these Terms and Conditions from time to time.
The latest version will apply to new projects, renewals, maintenance plans, and continued use of services after the updated terms are made available.
21. Client Acceptance
By clicking "I Understand", ticking a checkbox, signing an agreement, making payment, approving a quotation, or continuing to use NeoCloud Systems services, the client confirms that:
| Confirmation | Client Acknowledgement |
|---|---|
| Terms Read | I have read and understood the Terms and Conditions. |
| Payment Terms | I understand that fees, deposits, and balances must be paid as agreed. |
| Maintenance Choice | I understand that I may choose monthly maintenance or a once-off service fee. |
| Once-Off Limits | I understand that a once-off fee does not automatically include ongoing updates or support. |
| Third-Party Services | I understand that hosting, domains, email, payment gateways, and other third-party tools may have their own fees and rules. |
| Information Accuracy | I am responsible for providing correct information and reviewing the final work before approval. |
| Privacy | I understand that my information may be processed to deliver the service. |
Website Acceptance Text
Use this text above the button or checkbox:
I have read and understood NeoCloud Systems Terms, Conditions, and Client Policy. I understand that I may choose either a monthly maintenance plan or a once-off service fee, and that once-off services do not automatically include ongoing maintenance, updates, or support.
Checkbox label: I have read and understood the Terms and Conditions.
Recommended button text: I Agree & Continue
Simple HTML Example
<div class="terms-box">
<h2>Terms & Conditions</h2>
<p>
Please read and understand our Terms, Conditions, and Client Policy before continuing.
You may choose either monthly maintenance or a once-off service fee.
Once-off services do not automatically include ongoing maintenance, updates, or support.
</p>
<label class="terms-check">
<input type="checkbox" id="termsAccepted">
I have read and understood the Terms and Conditions.
</label>
<button id="continueBtn" disabled>I Agree & Continue</button>
</div>
<script>
const checkbox = document.getElementById('termsAccepted');
const button = document.getElementById('continueBtn');
checkbox.addEventListener('change', function () {
button.disabled = !this.checked;
});
</script>Recommended Short Version for WhatsApp or Quick Forms
By continuing, I confirm that I have read and understood NeoCloud Systems Terms and Conditions. I understand that services may be paid once-off or under an optional monthly maintenance plan. I understand that once-off services do not include ongoing updates, support, hosting renewals, or future changes unless agreed in writing.
Internal Business Logic
| Client Choice | What They Get | Money Layer | Risk Control |
|---|---|---|---|
| Once-Off Fee | Build/design/setup only | Fast cash, project-based income | Charge separately for future support. |
| Monthly Maintenance | Ongoing care and support | Recurring income | Define limits clearly to avoid unlimited work. |
| No Maintenance | Client owns completed work but support is separate | No ongoing obligation | Reactivation/support fee applies later. |
This structure protects NeoCloud Systems from unpaid support while still giving clients a clear choice.