Welcome to Online Systems. This policy explains how we collect; use, disclose and protect information that applies to our services and products, as well as our networked sites.

We collect the following types of information about you:

• Information you provide to us directly: We collect and store the contact details you enter on the contact forms, widgets, landing pages on our website or other pages, this usually includes your name, an email address, and or a contact phone number. Sometimes we may also ask for your location to assist in identifying the right person to respond to you. We use this information to respond to your request or deliver the relevant information. We transmit your details electronically from this site using email and HTTP protocols. We will not contact you other than in connection with your request. This may include contact to clarify your request, respond to it and follow up and other marketing communication. You may decide to opt out at any time using links on the email communication.

• Use of cookies and other technology to collect information: We also track site usage using cookies. We aggregate this information to improve site performance. We, and our third-party partners, automatically collect certain types of usage information when you visit our website. When you visit the website, we may send one or more cookies — a small text file containing a string of alphanumeric characters — to your computer that uniquely identifies your browser and lets us help you log in faster and enhance your navigation through the site. A cookie may also convey information to us about how you use the website (e.g., the pages you view, the links you click, how frequently you access the website, and other actions you take), and allow us to track your usage over time. We may collect log file information from your browser or mobile device each time you access the website. Log file information may include anonymous information such as your web request, Internet Protocol ("IP") address, browser type, information about your mobile device, referring / exit pages and URLs, number of clicks and how you interact with links on the website, domain names, landing pages, pages viewed, and other such information. We may employ clear gifs (also known as web beacons) which are used to anonymously track the online usage patterns of our visitors. In addition, we may also use clear gifs in HTML-based emails sent to our users to track which emails are opened and which links are clicked by recipients. The information allows for more accurate reporting and improvement of our services. We may also collect analytics data, or use third-party analytics tools, to help us measure traffic and usage trends. These tools collect information sent by your browser or mobile device, including the pages you visit, your use of third party applications, and other information that assists us in analyzing and improving the service. Although we do our best to honor the privacy preferences of our customers, we are not able to respond to Do-Not-Track signals from your browser at this time. If you wish to modify or delete your personal information or opt out of future communications, you can do so by contacting us via any of the methods listed on the contact page on this site; or using the link in email communication from us.

• Ads and 3rd Party Ad Services: We may also share certain information such as your location, browser and cookie data and other data relating to your use of our website with our business partners to deliver advertisements ("ads") that may be of interest to you. Company may allow third-party ad servers or ad networks to serve advertisements. These third-party ad servers or ad networks use technology to send, directly to your browser or mobile device, the ads and ad links that appear, and will automatically receive your IP address when they do so. They may also use other technologies (such as cookies, JavaScript, device identifiers, location data, and clear gifs, see above) to compile information about your browser’s or device’s visits and usage patterns, and to measure the effectiveness of ads and to personalize the advertising content. 

Storage and Processing: Your information collected through the website may be stored and processed in any country in which the company or its subsidiaries, affiliates or service providers maintain facilities. If you are located in the European Union or other regions with laws governing data collection and use that may differ from South African or U.S. law, please note that we may transfer information, including personal information, to a country and jurisdiction that does not have the same data protection laws as your jurisdiction, and you consent to the transfer of information to South Africa or any other country in which company or its parent, subsidiaries, affiliates or service providers maintain facilities and the use and disclosure of information about you as described in this privacy policy.

Keeping your information safe: We care about the security of your information and use commercially reasonable safeguards to preserve the integrity and security of all information collected. To protect your privacy and security, we take reasonable steps (such as requesting a unique password) to verify your identity before granting you access to your account. You are responsible for maintaining the secrecy of your unique password and account information, and for controlling access to your email communications us, at all times. 

However, we cannot ensure or warrant the security of any information you transmit to us or guarantee that information on the website(s) or services may not be accessed, disclosed, altered, or destroyed. 

Your privacy settings may also be affected by changes to the functionality of third party sites and services that may be added, such as social networks. We are not responsible for the functionality or security measures of any third party.

Compromise of information: In the event that any information under our control is compromised as a result of a breach of security, we will take reasonable steps to investigate the situation and where appropriate, notify those individuals whose information may have been compromised and take other steps, in accordance with any applicable laws and regulations.

What information do we hold?

We hold information about two kinds of users:

a) The people who buy from us or use ours services (clients)

b) People interested in our products or services (leads)

The people who fill in an enquiry form on this site or one of the websites that this service provides for users. These people are referred to as leads.

We do not intentionally process children’s personal data.

We hold the following information about our users.

Client contact information:

• Name and surname

• Company name

• Email addresses

• Phone numbers

• Business addresses

• Invoicing address

• Website URL

• Usage information

• Date and time on which they signed up for the service

• Date and time they last used the service

• The current status of their account on our service

• Cookies enabling authentication, preferences and settings

• Payment information

• Invoices for our services

• Payment receipts

• Failed payment notifications

• Contact information is provided by the user

• Usage information is generated automatically by our service providers

Our users may provide payment information (name, email address and credit card details) directly to our payment service providers via a secure payment form on our website or on the payment service provider’s website. Payment receipts and failed payment notifications are generated by our payment service providers.

It is possible that in the future we may be required, by law, to share user’s invoices and other information with our local tax authorities if they investigate/audit our business. We use this information to provide the services our users pay us for.

Contact and usage information is kept for 12 months after an initial request has been made.

Information relating to invoices and payments is kept for 7 years after the end of our tax year to comply with regulations.

We hold the following information about leads.

Enquiry information:

• Name and or surname

• Email address

• Contact number(s)

• The nature of their enquiry

• Meta information

• Date and time on which they enquired

• The Google advert clicked if the enquiry came via Google AdWords

• The IP address of the computer they made the enquiry on

• Pages visited

• Email links clicked

• Facebook ads clicked

 

User information (clients and leads)

• Users may request access to personal information the service holds by contacting the data protection officer (details on this page).

• Users may provide updates to personal information the service holds by contacting the data protection officer (details on this page).

• Users may request deletion of personal information the service holds by contacting the data protection officer (details on this page).

• Users may request the cessation of processing of personal information the service holds by contacting the data protection officer (details on this page).

• Users may request delivery of personal information the service holds by contacting the data protection officer (details on this page).

• Users may withdraw consent by contacting the data protection officer (details on this page).

Data protection officer

• Johan Mouton is the data protection officer.

• He may be contacted via email to: This email address is being protected from spambots. You need JavaScript enabled to view it.

• He may be contacted by post to: PO Box 2249 Brooklyn Square, 0075

Sub processors: We use infrastructure and services provided by:

• Domains.co.za (website hosting, database, backups)

• Sage (quoting and invoicing)

• Drip (marketing automation)

• Zapier (process automation tasks)

• Avaza (project management)

• Google, Gmail and related services

• Microsoft Outlook (email), One Drive, and applications

• Google Ads (online advertising and conversion tracking)

• Facebook (pixels, audiences, ads, and related services)

• Raventools (reporting and tracking)

• PipeDrive (lead and client management; email communication and tracking)

• WebinarJam (online presentations)

• Zoom (online presentations and meetings)

• Skype (online presentations and meetings)

• Calendly (online booking platform)

Client and lead data is stored on their infrastructure or flows through it. Some personal data is shared with our accountants as needed to enable them to prepare our financial records.

 

COMMITMENT TO YOUR PRIVACY

The Company (Online Systems) is committed to protecting the privacy of the user of the website. We values the trust of its subscribers and all others who work with it. We recognises that maintaining your trust requires transparency and accountability in how the company handles your personal information. This privacy statement is incorporated into and is subject toour standard Terms and Conditions relating to the use of the Website.

In performing our services in the ordinary course of business, we may collect, use, and disclose personal information. Anyone from whom we collect such information can expect that it will be lawfully protected as far as reasonably possible and that any use of this information is subject to consent, as required by law. This is in line with the general privacy practices of the company.

We comply with the Protection of Personal Information Act No. 4 of 2013 (POPIA) and the principles outlined in Sections 50 and 51 of the Electronic Communications and Transactions Act No.25 of 2002 (ECTA) which govern your right to having your personal information kept private.
This privacy statement sets out how the company collects, uses, discloses, and safeguards the Personal Information it processes during its business.

DEFINITIONS

In this privacy statement the company makes use of the following terms:
- "Personal Information" means all information which may be personal in nature or information about an identifiable natural or existing juristic person in terms of POPIA.
- “User, you, your or yourself” refers to any person who makes use of the Website.

WHAT PERSONAL INFORMATION DOES ONLINE SYSTEMS COLLECT AND WHY?

We may collect personal information in conducting its ordinary business operations, including using its Website. In processing such personal information, we ensures that it complies with the provisions of POPIA, and personal information is used for legitimate business purposes.

We limits the use and disclosure of personal information to include only what is permitted in terms of POPIA, where consumers have consented to such collection, use and disclosure.

Confidentiality of your personal information is important to us. Unless we have your consent or permitted under the national laws, we will not sell, rent, or lease your personal information to others. We will not use or share your personal information in ways unrelated to the circumstances described in this Website Privacy Statement.

OBTAINING CONSENT

Online Systems does not, except where otherwise permitted by law, collect, use, or disclose your personal information without your consent.

USE AND DISCLOSURE OF PERSONAL INFORMATION

Online Systems operates its websites, and conducts its business in general, in accordance with South African legislation. The Company considers it imperative to protect the privacy interests of data subjects. If the company sends personal information outside of South Africa (including if such information is hosted offshore), the Company will ensure that it takes all reasonable steps to ensure that it complies with all applicable laws in this regard, including POPIA.

Unless permitted under the law or your consent is obtained, we will not transfer your personal information outside the Republic of South Africa.

RETENTION OF PERSONAL INFORMATION

All personal information retained on the company’s database, including such information obtained using the website, is in accordance with the retention provisions set out in the laws and regulations of South Africa, including those set out in POPIA.

We retain your personal information for as long as reasonably necessary to fulfil the purpose for which it was collected and to comply with laws and your consent to such purpose, remains valid after termination of our relationship with you.

YOUR RIGHTS IN RELATION TO YOUR PERSONAL INFORMATION

It is important to note that you have rights in relation to your personal information. You have the right to contact us at any time to:
- Confirm that it holds your personal information.
- Provide you access to any records containing your personal information or a description of the personal information that we hold about you.
- Confirm the identity or categories of third parties who have had, or currently have, access to your personal information.

We aim to ensure that your personal information is accurately recorded. To be able to achieve this, we adhere to processes that help ensure and maintain data accuracy. We provide individuals with reasonable access to review and correct their personal information. Our contact information is as set out on the Contact Us page of this Website.

When you make a request regarding your personal information, we will take reasonable steps to confirm your identity. There may be times when we cannot grant access to your personal information, including where granting you access would interfere with the privacy of others, or result in a breach of confidentiality. We will always provide you with reasons if this is the case.

If you are of the view that any personal information that we hold about you is incorrect, including that it is inaccurate, irrelevant, outdated, incomplete, or misleading, you can ask us to correct it. If you believe that any personal information that we hold about you is excessive or has been unlawfully obtained, you can ask us to destroy or delete it.
You may do the same if you think that Online Systems has retained it for longer than necessary, given the purpose.

It is important, however, to understand that if you withdraw your consent for the Company to use some of your personal information, it may affect the quality and level of service that the Company can provide to you.

When you contactus, please let us know your name, address, any email address you have provided and a description of the circumstances under which you provided the data. We will make reasonable efforts to incorporate as soon as practicable the changes in personal information that we maintain.
You have the right to lodge a complaint to the Information Regulator:
• By e-mail: This email address is being protected from spambots. You need JavaScript enabled to view it.
• To the following postal address: SALU Building, 316 Thabo Sehume Street, Pretoria.
• By telephone: 012 406 4818
• By Fax: 086 500 3351.

SECURITY

We take security and the protection of personal information seriously. We maintain physical, technical, and organisational safeguards to protect any data that we collect. We have adopted procedures to secure storage of personal information and are committed to working with our data suppliers to protect the security of personal information during any transfer to or from us.

We have also instituted safeguards to identify and help prevent the fraudulent use of personal information. Your personal information is only accessible to those employees, agents, or contractors for business purposes and on a strictly need-to-know basis. For security purposes we then move all the personal information that we collect or obtain about you, to an environment on our network that has controls in place to limit access to and secure the data.

On the website, we take precautions to secure your personal information. If we ask you to provide your personal information, we will do so through a web page that uses the industry standard secure transport protocol. This protocol provides security for your information by encrypting it as it travels from your computer to our computer.

To protect your privacy and security, we will also take reasonable steps to verify your identity before granting access to or making alterations to data we maintain.

We have adopted a security model to protect your personal information that complies with generally accepted information security practices and procedures. As part of the Company’s security systems, the Company has implemented fire-wall technology, password controls, encryption processes and antivirus software. This is in addition to as the physical security measures adopted by the Company to ensure that it takes all reasonable technical and organisational measures to prevent loss of damage to, or unauthorised destruction of personal information, and unlawful access to or processing of personal information. The Company has a security policy in place that every employee, and supplier of the Company must adhere to.

CHILDREN'S PRIVACY

We defines children as individuals under the age of 18. This Website is not intended for the use of children, and we do not intend to collect information about children through the website. We do not knowingly collect information from children under the age of 18 and our website do not target children under 18. We encourage parents and guardians to take an active role in their children's online activities and interests.

You must be at least 18 to access or use any products or services through the Website or become a subscriber of any program entitled to subscription benefits.

COOKIES

Our websites uses cookies in a limited way. Cookies are small files containing information that a Website uses to track a visit by a user. We use session cookies to better understand how our websites is used by users to improve the performance of the websites for users.

A cookie is also set on your computer to allow us to recognize you whenever you visit and collect information, like the pages you visit and the preferences you choose. We use the information we collect for statistical purposes and to study how the Website is used so that we may improve and enhance your experience on the Website. No personal information is stored in cookies.

It is possible for you not to accept our cookies while using website by setting the preference in your web browser.

If you would like more information about cookies, you can visit: http://www.cookiecentral.com/n_cookie_faq.htm.

THIRD-PARTY WEBSITES

Our website may offer links to third-party websites, including payment gateways for credit card payment. You should be aware that operators of linked websites may also collect your personal information (including information generated using cookies) when you link to their websites. If you follow a link to any of these websites, it is important to note that these websites have their own terms of use and privacy policies and that we do not accept any responsibility or liability for them.

As we are not responsible for any representations, information, warranties, or content on any website of any third-party. The Company does not exercise control over third-parties' privacy policies. The Company is not responsible for how such parties collect, use, or disclose your information. It is important for you to familiarize yourself with their privacy policies before providing them with your personal information.

We may use Google Analytics or other similar analytical tools to obtain information collected to display, optimise, and personalise advertisements and customer experience on our websites. To determine which advertisements you may find useful, and to personalise your experience on the website.

MARKETING

With your consent, we may use your personal information to promote and market additional products, services, and special offers from us or our affiliates that may be of interest to you. When you visit our websites, we may ask you if you want to sign-up to receive information and promotional offers and its marketing partners.

If you decide to register for emails, you may opt-out from receiving such communications, at any time. If you wish to opt-out, please contact us as per the details provided on the contact us page or use the functionality on the email. If you do not provide us your consent, some features in our website may not be available to you.

We will use your personal information for direct marketing purpose only if you give your consent to us or it is permitted by the laws.

In case you no longer want to receive this news or information, you may opt-out of receiving such by responding to the newsletter and asking to be unsubscribed or calling the company and asking to be taken off the list.

UPDATING OF PRIVACY POLICY

Our compliance with this Website Privacy Statement will be monitored on a regular basis. We reserve the right to modify this Website Privacy Statement with or without notice. The Website Privacy Statement posted at any time via the Website shall be deemed to be the Website Privacy Statement then in effect. You therefore agree and undertake to review the Website Privacy Statement whenever you visit the Website.

CONTACT INFORMATION

Questions, concerns, or complaints related to this Website Privacy Statement or the Company’s treatment of personal information should be directed to the email address as per the Website Contact Us page.

How we work - SLA (service level agreement)

Invoices, Payments and Debit Orders

Here is a brief overview of our invoice, debit order and payment process:

Debit Orders

• Some services work on debit order
• Debit orders are available on the 1st, 7th and 15h of every month
• An invoice will be created after the debit order run and will be available in your account (client portal)
• If your debit order is returned we will invoice you for the amount (this process will then follow the invoice process)

Invoice Process

• Invoices are created at the end of the month 5 days before the due date (usually around the 27th of the month depending on holidays and weekends)
• You will receive an email with your invoice and due date for payment
• A day before the due date you will receive a reminder via email
• Upon payment you will receive a payment confirmation email

If we have not received payment the following steps will take place:

• 5 days after the due date you will receive a 1st overdue notice
• 10 days after the due date a 2nd overdue notice
• 15 days after your due date with no payment services will be suspended due to non payment

When setting up emails we can supply details of your email account. However, we do not support setting up your account (either on pc, laptop, tablet or cell phone. There are too many programs, phones and settings). Please ask the manufacture for details. The videos above will guide you setting up your email account. You can also get all the details in your cpanel. 

Yearly Schedule

Here is our yearly schedule. 

• Jan - Trends report, Price and Strategy update
• Feb - Strategy implementation and Marketing Seminar
• March - New product for the year and Marketing Seminar
• April - Client reviews
• May - Marketing Seminar
• June - Marketing Seminar
• July - Client reviews 
• Aug - Marketing Seminar
• Sep - New product for the year
• Oct - Client reviews
• Nov - Marketing Seminar
• Dec - Strategy development 

Weekly Marketing Schedule

• Monday - Classifieds
• Tuesday – Blog updates
• Wednesday – Links and adwords reviews
• Thursday - Social sharing (post and schedule)
• Friday – Weekly Reviews and list items for following week

We have updated our current processes to reflect changes made on various systems. We have also implemented a range of new systems to enhance support, improve customer service and have better results from SEO efforts. These processes impact web design, web development, SEO, support, training, customer service, accounting and reporting.

Web Site development, support and general processes:

• Support: All support to be done on the client portal. This is to track the requests and ensure quick resolution on support. Only registered clients have access to the support system - if you require more people to have access to the support system, please login, and create a support ticket with the username and email address to be used and we will add an extra user on the support system.
• Change or Work Request: We are handling many web sites. To ensure an efficient process to changes, we employ project management principles. These are coordinated by using the client portal work request system. All work requests needs to be logged on the system. The project office will schedule the work and reply on your ticket to give you an indication of when the work will be complete. This could be anything between 2 and 4 weeks (20 working days) depending on work load. All work requests will have an invoice which will need to be paid within 7 working days of completing the work.
• If the work request is more than 1 hour of work a 50% deposit will be required before commencing with the work request.
• Systems that needs to be bought require full payment before development starts.
• Photos, images, illustrations, etc. require full payment upfront.
• Maintenance options are available on request. Work requests via email will not be accepted, these must be completed on the online support system. Email issues, hosting issues are part of the monthly hosting fee if you host your site with us.
• Any code change(s) will attract fees at current support rates.
• Web Site Development, design, corporate identity and logo: The development of a site requires input from you as our client. to assist with the process we have questionnaires that need to be completed.
• Images, Photos and Stock Items: We often use current elements available online to create ideas and use in the design of logos, concepts, websites, brands etc. These are available to anybody to use. In some cases you can obtain exclusive rights to an image, stock photo, design, etc. In most cases to get the rights will cost something.
• Custom development or coding is always excluded unless stated otherwise. Coding is a very involved process and usually takes very long and is expensive due to the time to do the work.
• Quotes and proposals are based on discussions we have with you. If your requirements or ideas change, they do from time to time, then we will need to re-look at quote. Most sites are based on our standard packages based on standard rates and standard hours to be completed in a standard time.

The development and design process for a website is as follow:

A) Accounts and Payment

1. The client opens an online account using our FREE Quote option. This gives you access to our download area with valuable FREE reports, and our Welcome Pack on how we work.
2. We discuss with you what you need, the time lines, the functionality, etc. In client client download area is full questionnaire to help.
3. Once we have the information we will create a quote for you that will be valid for a certain period based on what we talked about.
4. When you are happy with the quote you give us the go-ahead and the order is placed and invoices are created.
5. All quotes will have set facetime. Facetime is time we spend discussing the project with you. This includes talking about the project, emails, meetings, telephone calls. All of these items will be scheduled and will be detailed separately on a project.
6. The required payment is received and confirmed once paid
7. The marketer, from this point forward is not the primary contact - the support desk and website designer will assist with getting your site designed and live on the internet.
8. Optional: Depending on the service required a debit order form will need to be completed and faxed to 086 618 9012.

B) Development

1. The client completes the Online Systems Web Questionnaire available in the client download area and needs to send it to This email address is being protected from spambots. You need JavaScript enabled to view it..
2. The client sends all text and images to This email address is being protected from spambots. You need JavaScript enabled to view it.. This will open a ticket and support will confirm receipt of information.
3. Once ALL information has been received will Online Systems start with the development of the web site.
4. This development cycle is 30 business days. The 30 business days begins when the client has sent all images (JPG format), all text (word format), has paid all required monies - and submitted a completed Online Systems Web Questionnaire. If the cycle is delayed by the client, a new completion date will be determined by Online Systems according to current work load. If after 120 days we have not received the required information the project will be re-scoped. 
5. The web site will be developed on a domain of Online Systems or in a subdomain of Online Systems.
6. Look-and-Feel: A template (look-and-feel) is developed which the clients needs to approve before content is added to the site. If a template is bought then that template with be used "as-is" unless quoted differently to include code changes.
7. Content and Images: The content is added to the website. Once the content and images are added will the client review the site. Three set of changes is included in this phase (2 to 3 hours). This excludes design changes (changes to the design of the site).
8. Images, photo editing and graphic design will be levied at current rates.
9. Please understand a website development project encompasses the hours:
   a) discussing the project with you (facetime),
   b) the actual doing of the work,
   c) the hours discussing what you don’t like (facetime),
   d) the actual changes,
   e) the hours discussing new changes that you might want (facetime),
   f) those actual changes.
   
   the biggest cost and time in any website design project is liaison with you (facetime).
   
   It’s important to understand that time spent liaising with you is part of the cost incurred by the designer, we call this facetime.

C) Final Stage

1. Client involvement is key to the success of any web site. Your input is needed to enable effective delivery of  the web site.
2. Once the client has approved the web site will final payment be due.
3. The web site will become live on the internet upon final payment (please ensure you have checked with your hosting provider that the system will be compatible - just ask your hosting provider if the system is supported - we can't help with any hosting on any Telkom based package) - if you are hosting with us then the systems are compatible).
4. You have 14 working days to request changes after approval. These include images not loading, spelling mistakes, links not working. Design changes will be levied at current web support rates. Adding pages will also be levied at current web support rates.
5. Design (look-and-feel, image enhancements, color, etc) changes will start the process from the beginning and attract additional fees.
6. Extention and other sites updates will follow the normal "Work Request" procedure.

D) Marketing Your Website

1. The following step is the marketing and promotion of your web site. Online systems offers a complete package to assist with getting good results from your site - go to Internet Marketing to find out more.

Hosting and Domain Registration Fees

All hosting fees must be paid on time or the account will be suspended. Domain registration fees must also be paid in time. If your domain fees are paid late, you could lose your domain name as it become available to the public. It is your web site for your business. You have the responsibility and accountability to ensure it is correct and paid for.

Clients opting for hosting have two options:
a) Monthly debit order: A monthly debit order will run as per agreement
b) DISCONTINUED: Paid in advance for 12 months: Your hosting is paid for 12 months in advance (discounted rate)

All hosting and hosting support is available on the client portal. Please log all support queries via the client portal.

Web Site and Domain Transfers

We may not request domain transfers on behalf of a client. This is the process (and no other process) for domain transfers:

1. The client is responsible to contact their current hosting provider to confirm a domain transfer.
2. Once confirmed, the client must send us an email to This email address is being protected from spambots. You need JavaScript enabled to view it. to indicate that we may proceed with transferring the web site.
3. Online Systems will complete a ticket (transfer request) to the domain registrar requesting to move the domain.
4. The current host has 24 hours to accept the ticket.
5. If the ticket is not accepted we start again with the process (at number 1). If the ticket is accepted the domain will be transferred to Online Systems.

.co.za - 48 hours for transfer
.com - up to 5 days for transfer

If a client wishes to transfer their domain away from Online Systems:

1. Email request for transfer to support at online systems.co.za (detail what needs to be done with the domain and to whom)
2. Pay all outstanding fees (if any). There is a 30 day cancellation period.
3. We will confirm that is in order for the new host to send the request
4. Online Systems accepts the ticket within a 24 hour period (work days only)
5. The client is responsible for making backups of the site, emails and all other items when transferring a domain away from Online Systems.
6. We provide a full backup functionality in cpanel to backup the site. You can log in and create your own backup of the site for the transfer.

Web Site and Email Back Ups

Back-ups of emails and the web site is the responsibility of the client. In the cpanel is a full site backup functionality. We strongly suggest to backup your site from time to time. Download this backup from the site and keep it in a safe place.

If you need a backup of your domain contents on our server, please get it from the steps below.

1. Login to cPanel.

2. Click on Backups

3. Click on 'Download a full website backup'

4. Select the backup destination as 'Home directory' from the drop down list.

5. Provide the email address there so that after backup is taken, you will get a notification to the mail account specified.

If we need to restore a backup we will levy a fee of R600 per hour for the restore process.

Website Updates, extensions, hosting, security and more

Code, the stuff that makes a website work, does not last forever, especially with advanced systems like a CMS (content management system). From time to time you hear in the news of sites attacked, or defaced, or accessed without approval. It is important to keep your website updated. Use systems that have been updated to ensure the protection of your site.

Your website is an asset. Keep you asset secure and safe. Make backups. Update your site to keep it secure. You are ultimately responsible for your website.

What to update? Some sites only using basic code. In that case there is not much to update. Do ensure you have a working backup. Sites that use a database, where you are able to update the site yourself are not that straight forward. Here you can have your CMS as a base that needs to be updated, extensions that add functionality (editors, gallery, directories, any extra type of functionality / functions installed), and templates, that need updates. Keep track of these extensions and update as needed. Some are free and some cost money (each extension / system will have their own support method / license).

Hosting is about keeping a site live on the internet. The code is development. The hosting company focus on keeping a site live on the web. If the site is a security threat or has code that impacts the server, the hosting company will shut down the site to limit the impact.

Keep your code clean. Update your site. Backup and make sure your website is in good shape.

Web based CRM Software Application

The web based CRM software application is a hosted solution. A system will create a backup of the database. This is to ensure that the data on the site is saved offsite. We use an email backup system. The system downloads the database and emails to a pre-determined email account. 

We have made code changes on the files to enable the CRM to work better. These files we license to the client to use. Therefore, no access is granted to the files on the site.

The domain is owned by Online Systems and rented to the client on a monthly basis. 

If a client requires to move the CRM to another server, then the following will apply:
1) The client will create a new domain and new setup of the system, the current domain is owned by Online Systems
2) Online Systems will only provide a backup of the database, no files will be provided as these contain code changes licensed by Online Systems.
3) The client is responsible to setup the new site and new system
4) We strongly suggest to setup the new CRM before moving the current CRM

Scope Creep - Scope Changes

All development (web design, web development, SEO, updates, design, etc.) is proposed according to the information we have. If the information changes, or information previously unknown to us become known, we will amend the scope (work to be done). We aim to include all elements in a proposal. A quote is an estimation of the work involved (scope of work). This may change as new requests are received or if new information becomes available. These requests will be handled as change requests. This will change the scope of work as well as the pricing. 

Our packages are based on previous work of successful projects. These packages cover a wide range of services and in most cases will offer more value for money. Other times the scope of work will need to be determined.

Support, Maintenance, Development, Training, Updates and Design - What is the difference?

These requests all sound the same, but they are different! Here is a short explanation for each (these do have associated fees).

Support - getting assistance when something is not working (email is not being received, ftp access, cpanel access, etc.) As mentioned above the client support system has been created for all support requests - client portal. 

Maintenance - updates of software or applications. We use Joomla, WordPress and others. These systems get updated form time to time. So, it makes sense to update your site as well. What is important to note is when a site is created different systems are put together to make a complete site. Updating one section might break another, therefore the maintenance process will entail creating backups, then testing the update, and finally making the update on the live site.

Development - creating, updating, changing code. This is work done on a website. It involved creating code to make the site work differently. Code changes is a time consuming, highly specialized function that takes a lot of time in most cases. All development is outsourced. 

Training: Training is either done at a venue, at your offices, or over the net using skype or another system. This is to assist you get the most out of your website. Training is available on request at a fee. Videos are available for some systems. We kindly request to do the video training before doing live training as this speeds up the training process and the understanding of the systems. 

Updates: Updates to websites may include adding content, changing wording, changing pictures, adding menus (Joomla and Wordpress). Updates exclude code changes. 

Design: Design is changing the overall look and feel of a site.

Important: all requests to be logged via the client portal.

Professional Service Support or Consulting:
- Template design and customization as this is a service offered
- Conflict with other 3rd party component or templates
- Anything that require modifications to the core code, such as adding new customized features (coding is outsourced)
- Modified code (mainly outsourced)
- Website migration
- 3rd party integration
- Any beta or trial release
- Installation on a localhost
- Non CRM, design, hosting, related issues
- Basic configuration of systems
- How-to use questions on used systems

Assistance for the items above is available through our Professional Services, Consulting engagement or Training. We offer training sessions to learn and understand how to use these systems (user training).

Joint Ventures

After much consideration have we decided not to be involved in joint ventures.

Servers and Server Admins

We are not server administrators and do not offer services relating to the management, control, set-up of a server.

Custom Development, Extensions and Functionality Research

How long is a piece of string? When it comes to custom development, or researching functionality of systems, we will levy a fee to cover the research as this takes a considerable amount of time. The fee will be levied at current support rates. We use current systems available in the market.

If you require custom development or changes to the code on these systems we will levy the work at R795 per hour, and a minimum of 30 hours.

Changing code is a tedious process that requires a lot of human intervention. Code changes include changes to the core system, extensions, and development that requires code to be written or changed.

Open Source (Free, GNU) extensions will be used for most development. If a paid extension is required it will be detailed specifically. All fees, the full amount, for paid extensions must be paid before development begins. The amount for extensions may change as it is impacted by exchange rates. These extensions are supported by these developers. We do not develop these extensions. Any code errors will need to be taken up with them as well as any updates. Each developer has their own set of guidelines, terms, support packages, support processes, etc.

Testing some Functionality or Extension for your website

The world wide web is a very interesting place with lots of places to find ideas, information and systems.

As all things in life, not everything works the way you think it will work or planned.

On the web there is an added layer of complexity. This layer is most often when, two, three or more systems need to work together.

Sometimes systems just click, and they work quickly, effortlessly together, and most other times they don't.

It is like pulling a piece of string and you do not know how long the string is … You might have heard the saying: “How long is a piece of string?”

For these reasons we have decided to work on some specific steps to review functionality. These steps are guidelines when trying our new options on your site.

• Step 1: We will review with you the functionality of the system and what your requirements are.
• Step 2: Some extensions are free, and some cost money. We will invoice upfront for the full cost of any paid extension.
• Step 3: We will create a backup of your current site before installing a system (this means downloading the site and making a backup of the database)
• Step 4: We will install the extension for you.
• Step 5: We will do some work on it, between 2 and 3 hours to see if it works with your current set-up (this is not full system testing)
• Step 6: We will report back with ideas, suggestions, on whether it is working as intended or if something needs to be considered.
• Step 7: We discuss with you how to implement the system / change / update / and the way forward.

As you can see this is an involved process with many steps. Our fee for testing and reviewing an extension is on the client portal.

A basic systems check with the steps above will take roughly 5 hours (excluding the cost of the extension). We will invoice upfront with a 50% deposit and the final amount payable after testing.

No extra coding work will be undertaken on getting the system working. This will be a separate scope of work.

Listing in Search Engines

No company can guarantee listings in search engines. The reason is, a search engine is managed by a third party, over which we have no control, they decide what gets listed where and how and even when they make changes to their code (this moves organic listing). Part of SEO (search engine optimization) is to do certain activities to get your site listed (listed means indexed on the search engine - they have included you in their database), and then get your site ranked (ranked meaning listed higher, on the first pages relating to a keyword or key phrase).

Organic listings (SEO) takes time. A new site can expect an improvement in traffic in about 12 months (sometimes sooner). That is why the SEO programme is for 12 months. The age of your site, the links from directories are all factors when it comes to organic listings. The company that is focused on keywords, and that is continuously involved in link building will benefit from it and perform best.

If you refocus on a new set of keywords, you will need to start again. Your site is not ranked for all keywords and never will be. Your web site is ranked for what you have on the site and what you focus on. These keywords might change over time as the market changes (seasons, new products, competition, etc - all business and environment factors have an impact here). Markets where there are more searches will be more competitive and most likely more profitable. In most cases you want to focus on a niche, in your area of expertise, close to you (especially if your business is running only in a certain area - if you don't have offices in Cape Town, don't focus on ranking in Cape Town.

Three important considerations for web site SEO:
1) Transaction value: if your transaction value is small, you will need a lot more traffic to have a successful web site. The higher the transaction value, the more likely a web site will be profitable to you. We mainly work on sites where the transaction value is higher.

2) Two guys are in the bush and they stumble upon a lion. One guy starts putting on his running shoes. The other guy says: "You are not going to outrun a lion!" - the guy answers:" I do not need to outrun the lion, I need to outrun you!" - for SEO it is the same. You need to outrun the competition and stay ahead. The company with the most links, interesting information, valuable content, viral information, target market focused etc. will be ranked the highest.

3) Visitors are only valuable if they convert. Conversion is process where a visitor takes a certain type of intended action on your web site - a transaction (a sales), or completes a registration form, or submits a contact form. These are all considered to be a successful conversion. There is no hard rule on a specific percentage as this will differ. This percentage is dependent on the offer, targeted traffic, the type of conversion, the market, transaction value, demand, etc. To optimize you will need to do at least A/B splits to test results. This is an important step in any web site development process.

Do not be fooled - Google, Yahoo, Bing, and all other Search Engines, etc, are third party providers and will change their algorithms at any time. These changes will impact your rankings - good or bad.

Online Systems Business Divisions

Online Systems consist of three main divisions:
1) Marketing and Sales: responsible for the marketing and sales of solutions (sales consultants, marketing experts).
2) Operations: responsible for the development, hosting, support, updates, changes to systems and web sites (the support desk forms part of this area - This email address is being protected from spambots. You need JavaScript enabled to view it. - designers, developers, content creators, system administrators)
3) Administration: following from marketing and sales, and operations is administration, responsible for debit orders, invoices, collections and other finances (finance clerks, accounting officer).

Web Site Training - Blog Training, Joomla Training, CRM Training

In the cpanel you can find a range of videos relating to setting up emails, ftp, and more. We are in the process of creating a training site relating to internet marketing, Joomla, Wordpress and more. Training at our offices, online or the clients offices or other venue will attract fees at current rates.

Web Site Changes (work requests)

A change on your web site will trigger a work request. A work request is support ticket we do out of the client portal. This ensures work gets done in a timely manner. If the request is ad hoc, an invoice will be generated once the work is complete. If you are on a web maintenance package, we will check if the request falls within the package or outside. If it is not included in the package an invoice will be generated for work completed. Work is levied at current support fees as detailed in the client portal. If you require a quote, please indicate so on the request.

All requests needs to be emailed to This email address is being protected from spambots. You need JavaScript enabled to view it.

Project Plan

We have a project plan that is handled by the operational department. All work, change request, work request, etc, are indicated on the project plan and then completed accordingly. Your request will be slotted in on the project plan. For web site development we will need all detail of the site before commencing with the site. Once we have all the detail will work commence. This will impact the delivery time of your site. Work requests will be slotted in on the plan according to current work load.

Email - Spam (not tolerated at all)

If a person has not given you permission to send him / her an email - it is spam. That is an unsolicited email. Your account will be closed / suspended with no warning and no discussion, if you engage in these type of activities.

Emails Per Hour and Email Lists

We make use of shared servers - dedicated servers are available on request. On a shared server (a shared server is computer linked to the internet and hosts many web sites on the one server) you may only send 300 emails per hour from all accounts. If you send more than that, your account will locked for a period after which you can send again. This is to manage loading on the web site. If you need to send bulk emails, please discuss it with us before sending.

The email list must be a Double Opt-In list. This means a user has subscribed for a newsletter or other email marketing messages by explicitly requesting it and confirming the email address to be their own. Confirmation is usually done by responding to a notification/confirmation email sent to the email address the end user specified. The double opt-in method eliminates the chance of abuse where somebody submits someone else's email address without their knowledge and against their will. You will not be permitted to mail any mailing list that you were given or purchased. In doing so, this will also be considered spamming and may result in termination of the offending account.

Continuous Process Improvement

Online Systems is committed to a continuous improvement in processes towards client satisfaction. This means processes will change. These changes will be reflected on this page or linked to a page if more detail is required on a specific process.

The main support function is the Web Design and Support Client Portal. Make use of the portal. The portal has further items relating to hosting, setting up emails and more.

Online Systems Terms and Conditions

Change Log 16-05-2017:

USA domain options not available. Only on special request.

CRM: Changed to international app. 

Terms and Conditions for this site and network of sites

Terms updated: 26 June, 2021:

• Formatting the page
• Updated support to be on ticket system as this tracks support
• Updated support office hours 08:30 - 16:00

Terms updated: 23 Jan, 2017:

• Removed ADSL, Fax and SMS sections. 
• Invoice reminders are notices of payments due. Accounts will be suspended due to non-payment within 5 days.
• Pricing updated for 2017.

1. THIS AGREEMENT is between CHQ Marketing CC ("t/a Online Systems") and the individual/entity who is applying for Web Hosting Services, by submitting the subscription form online or completed an agreement ("CLIENT") or made payment according to an invoice for services. THE CLIENT agrees to an on-line, paperless subscription. THE CLIENT acknowledges that all the information that is submitted online is true and correct to the best of his/her knowledge. In the event that the individual submitting the subscription form online is acting in his/her capacity as a duly authorised representative of any juristic person, then:
1.1 The individual, by submitting the subscription form online, also binds himself/herself as surety and co-principal debtor, together with the juristic person whom he or she represents, in respect of all obligations flowing from the utility of the Web Hosting Services; and
1.2 The individual hereby warrants that he/she is duly authorised to submit the subscription form and bind the juristic entity as THE CLIENT in accordance with these terms and conditions.

2. THE CLIENT agrees that the act of submitting his subscription form online or by means of payment towards web services constitutes consent by THE CLIENT to these terms and conditions, or any amendment thereto, as made from time to time. Notice will be on the website.

3. PROVISION OF SERVICES:
Online Systems agrees to provide Web-site hosting and related hosting services to THE CLIENT, subject to the following terms and conditions.

4. CONTENT LIABILITY AND INDEMNIFICATION:
4.1. THE CLIENT acknowledges that Online Systems does not regulate or take any responsibility for the content of THE CLIENT's page or for the security of THE CLIENT's password(s).
4.2. THE CLIENT warrants that it has all rights necessary to lawfully submit any information or materials that it is uploading or transmitting to Online Systems, including all intellectual property rights.
4.3. THE CLIENT agrees to indemnify Online Systems against actions brought by a third party as a result of such material or information, or as a result of THE CLIENT's use in any way of the systems, or information. 

5. CONTRACT TERMINATION:
5.1. In the event that Online Systems at any time reasonably believes that THE CLIENT is in breach of any of the terms and conditions contained in this agreement or is using Online Systems services in an unacceptable or illegal manner, then Online Systems may immediately terminate this agreement without liability or suspend the account.
5.2. THE CLIENT shall be responsible for the entire amount of the most recent statement and any excess usage charges at the time of termination.
5.3. THE CLIENT may terminate this contract at any time by giving Online Systems no less than one calendar month's notification unless the term is agreed differently according to the service. The notice period shall start upon Online Systems receiving a completed cancellation notice from THE CLIENT. Granting of a shorter notice period is entirely at the discretion of Online Systems. Such written cancellation must be submitted to Online Systems by FAX, or e-mail where confirmation of email will be regarded as receipt.
5.4. A cancellation will only be effected upon THE CLIENT settling the outstanding account via debit order or EFT payment.
5.5. A cancellation request must include the reason for cancellation, instructions as to the disposal of the domain name if needed, and must indicate the date until which service is required. 
5.6. Cancellations via e-mail must be sent to This email address is being protected from spambots. You need JavaScript enabled to view it.. Cancellations will be confirmed on email.
5.7. A cancellation will not be accepted from any third party. The cancellation must be from THE CLIENT as on record with Online Systems.
5.8. Any cancellation request that does not fulfil these criteria shall be handled by Online Systems own discretion.
5.9. THE CLIENT will be notified via e-mail, sent to the e-mail address on record, as soon as the cancellation has been processed.
5.10. CLIENT's that transfer international TLD's (Top Level Domains) to Online Systems will be responsible for a domain renewal fee should THE CLIENT cancel within the first year of hosting.
5.11. CLIENT's that reinstate web site hosting or domain name hosting with Online Systems which they previously canceled with Online Systems, are subject to a minimum of a six (6) months minimum subscription for the web site hosting or domain name hosting with Online Systems. Cancellations or downgrades for services on domain names is such cases will not be accepted in the first six (6) months of the reinstated service.
5.12. All services are on a minimum cancellation period of 30 days. All notices will be for a full calendar month. 
5.13. Some services have pre-set terms and cancellations are according to those terms.
5,14. If a project is delayed from due to a client not providing content, information, images, wording, etc. the project will be re-scoped.

6. WARRANTIES AND GUARANTEES:
6.1. Online Systems makes no warranties or guarantees outside our scope of work, whether express or implied, for the services to be provided. 
6.2. THE CLIENT agrees that Online Systems shall not be liable for any losses or damages of any kind to THE CLIENT or the CLIENT's Customer, including, but not limited to, those that may result from service interruption delays.
6.3. We make use of various systems and providers. Licenses from providers will be transferred. Support will be from these providers.
6.4. Our work is facilitating the process. 

7. BILLING POLICY:
7.1. Accounts 30 days past due may result in the cancellation of the agreement between Online Systems and THE CLIENT and which may result in deletion of THE CLIENT's (but not limited to) files, including email, backups, databases and domain name. Invoice will be used as a notice.
7.2. All overdue accounts shall be charged an administration fee on a monthly basis of R95.
7.4. THE CLIENT is responsible for all collection costs and attorney's fees on any outstanding amounts.
7.5. Invoices will be issued (or re-issued) upon request.
7.6. The fee for the hosting service is payable in advance by debit order. 
7.7. The yearly domain renewal fee together with an administration fee will be deducted via debit order or credit card when it becomes due.
7.8. All account enquiries must be done via email. Enquires via FAX and Telephone will not be accepted.
7.9. No account queries will be entertained after 60 days of invoice.
7.10. No account queries will be entertained once the hosting have been cancelled.
7.11. Online Systems only accepts monthly payment via debit order. Online Systems does not accept monthly payments via EFT or cash deposit for hosting unless arranged with management.
7.12. All transactions are paid upfront. No service will be delivered unless full payment has been made in respect of the product or service. Deposits are non refundable.
7.13. The client is responsible for all fees related to cash or inward transfer payments.
7.14. Only credit card payments will be available due to the high cost of inward transfers and the additional administration.
7.15. Cancellation more than 20 days before invoice due date: No cancellation fee. Client remains liable for any expenses incurred. Any fees already paid will be returned excluding any costs incurred.
Cancellation 20-5 days before the due date: Cancellation fee of 50% plus all other expenses incurred.
Cancellation less than 5 days before the due date: Cancellation fee of 100% plus all other expenses incurred.

8. PAYMENT VIA DEBIT ORDER:
8.1. THE CLIENT agrees that submission of bank account information to Online Systems constitutes authorisation by THE CLIENT for Online Systems to debit the specified bank account for all fees owed.

THE CLIENT to Online Systems.
8.2. The debit orders normally run on the 1st day of each month for the current month in advance. (This may vary depending on public holidays and weekends.)
8.3. The first debit order run will include all hosting fees for the first month following signature of the debit order mandate.
8.4. The debit order system closes on the 20th of each month. All account changes should reach us by the 18th of each month.
8.5. THE CLIENT is responsible for all bank fees, penalties or levies that are as a result of the use of a debit order. This includes any fees the bank may charge THE CLIENT as a result of THE CLIENT having insufficient funds at the time the debit order is presented.
8.6. Online Systems normally runs one monthly debit order per domain name.
8.7 Debit orders that were combined into a single debit upon THE CLIENT's request will be "un-combined" upon the combined debit being returned.

9. PAYMENT VIA CREDIT CARD:
9.1. THE CLIENT agrees that submission of credit card information to Online Systems constitutes authorisation by THE CLIENT for Online Systems to bill the specified credit card for all fees owed by THE CLIENT to Online Systems.
9.2. Online Systems will debit THE CLIENT's credit card on a monthly basis until the contract is ended. The CLIENT is responsible for all bank fees, penalties or levies that are as a result of the use of a credit card.
9.3. It is THE CLIENT's responsibility to inform Online Systems of any changes to THE CLIENT's credit card number or expiry date.
9.4. Credit card transactions are normally presented on the date of set-up and on approximately the same day of each month for the remainder of the hosting period at Online Systems.
9.5. Online Systems normally runs one monthly transaction per domain name.
9.6. Credit Card transactions will be indicated as PayFast on your statement.

10. ADMINISTRATION FEE & OTHER FEES:
10.1. Online Systems will charge an administration fee for all declined credit card transactions, all returned debit orders and all returned cheques irrelevant of the reason for the debit order or cheque being returned or the credit card being declined.
10.2. The administration fee is currently R95 or 20% of the transaction value, whichever is the greater and is subject to change.
10.3. The administration fee is applicable per domain and not per debit order. CLIENT's with a combined debit order will incur an administration fee for each domain included in the combined debit.
10.4. THE CLIENT will be liable for all costs and damages associated with intentionally or unintentionally allowing or facilitating a third party's access to Online Systems's infrastructure, servers, software, hardware or bandwidth.
10.5. Online Systems reserves the right to charge an administration fee on any EFT or cash deposit.

11. CREDIT AND REFUNDS:
11.1. No credit or refund will be passed in any form.
11.2. No credit or refund will be passed for inactive or unused accounts.
11.3. No credit or refund will be passed should THE CLIENT transfer their domain away from Online Systems during the cancellation notice period
11.4. No credit or refund will be passed for domain names where THE CLIENT has requested the wrong domain name to be registered.
11.5 No credit or refund will be passed for products ordered unless there are guarantees with the product or service.
11.6 Deposits are non refundable. 

12. SUSPENSION AND UNSUSPENSIONS OF ACCOUNTS:
12.1. THE CLIENT's services will be suspended due to a debit order, credit card or cheque payment being returned or declined.
12.2. Invoices will be issued as intent to suspend a site (domain), or service.
12.3. Online Systems will not be held responsible for any damages, losses or claims as a result of a site or service being suspended.
12.4. Un-suspensions may take one or more working days.
12.5. THE CLIENT is still responsible for the monthly hosting fees, service fees and any other fees while the site or service is suspended.
12.6. A site or service may be suspended for various reasons including but not limited to misuse, non-payment, outstanding payments, illegal activities and or malicious behavior.
12.7. Re-activating an account will attract an administration fee at the hourly support rate.
12.8. If an account is suspended or a service is stopped then all information relating to the service may be deleted, removed, from our systems with no warning.

13. CLIENT SUPPORT:
13.1. THE CLIENT is entitled to ticket support on hosting free of charge.
13.2. THE CLIENT will be billed at Online Systems's standard hourly rate for all support provided due to errors in THE CLIENT's code.
13.3. THE CLIENT will be billed at Online Systems's standard hourly rate for all support provided due issues not related directly to Online Systems such as THE CLIENT's internet access, PC set-up etc.
13.4. Telephone support is available during office hours (08:30 to 16:00 weekdays). Support tickets may be submitted 24 hours a day.
13.5 The client will also be levied an hourly rate or part thereoff for telephone support.
13.6 Call back to clients will be levied at R2 per minute or part thereof.
13.7 Support and client assistance is done via the support system. This keeps track of relevant requests.

14. THE CLIENT's DATA:
14.1. Online Systems shall make a reasonable effort to protect and backup data for THE CLIENT on a regular basis.
14.2. Online Systems is neither responsible nor liable for THE CLIENT's data, files, systems, or backups.
14.3. Online Systems makes no warranties regarding its ability to recover any lost file, regardless of how or why the file was lost.
14.4. THE CLIENT is solely responsible for their independent backup of data stored on Online Systems's server and network.
14.5. Hacking, cracking, defacing of websites etc, is an everyday occurrence and Online Systems is not liable for damages THE CLIENT may suffer should THE CLIENT or Online Systems fall victim to such an event.
14.6. Online Systems does not backup mail.
14.7. Online Systems will not be held responsible for the age of the data on the backup. The data's age could vary in age from one to thirty days.
14.8. Online Systems is not responsible for the transfer of files from an existing service provider to Online Systems's servers when THE CLIENT transfers hosting providers.
14.9. Any mail account (POP3 or IMAP) that has mail that has not been retrieved (downloaded) from Online Systems's mail servers after 40 days, will be deleted.
14.10. No new mail will be delivered to THE CLIENT's mail-box if the size of your mail-box exceeds 20 Megabytes.
14.11. Online Systems will remove all of THE CLIENT's data, email accounts, zone files etc, upon any DNS update confirmation received from a registrar when a domain is transferred away from Online Systems.
14.12. The hosted CRM solution is a licensed solution where the client uses the online CRM system. The files contain code that is the property of Online Systems. This is licensed to be used by the client when using the CRM service. No access will be given to files on the site. The database will be provided and backups will be created via an email system and by the hosting provider. The domain remains the property of Online Systems. If a client requires to move the system to another host, then the a new domain needs to be registered by the client for this purpose. Online Systems will only provide a backup of the database - no files will be provided. 
14.13. Website development use various systems, some are free some have fees and associated costs and licences. These system do have requirements to work effectively. Most hosting providers are able to handle these systems. Joomla and Wordpress are two of the main systems used. Ensure your hosting package meets the requirements set out by the systems. Systems and extensions do require updates form time-to-time.

15. DATA RECOVERY AND ADDITIONAL SERVICES:
15.1. THE CLIENT will be charged at Online Systems's standard hourly fee for the recovery of data or the installation of, or re-installation of components or custom components. The fee will be added to THE CLIENT's debit order deduction or it may alternatively be paid for via credit card. Online Systems will not guarantee that data can be retrieved form the backup copies.

16. VIRUS SCANNING OF EMAIL:
16.1. Online Systems does offer virus scanning on most of their mail servers.
16.2. Online Systems does not offer ANY GUARANTEES as to the effectiveness of this service and will not be held liable for any damage THE CLIENT may suffer as a result of receiving a virus.
16.3. The CLIENT WILL receive virus in their mail from time to time.
16.4. Virus protection remains THE CLIENT's responsibility.
16.5. Online Systems reserves the right to terminate this free service.
16.6. Online Systems will not be held liable for any losses due to a virus.

17. UNSOLICITED EMAIL:
17.1. Online Systems will make reasonable effort to block unsolicited email before it reaches THE CLIENT.
17.2. Online Systems does not offer ANY GUARANTEES as to the effectiveness of this service.
17.3. All active email accounts will receive unsolicited email from time to time.
17.4. Online Systems will not be held liable for "legitimate email" that may be blocked or lost as a result of the service.
17.5. Online Systems reserves the right to terminate this service.

18. DOMAIN NAMES AND DOMAIN NAME DISPUTES:
18.1. Online Systems will not be held liable for any disputes arising out of domain name registrations or hosting on behalf of THE CLIENT.
18.2. Online Systems will not be liable for damages in the event of a domain name not being registered or available for THE CLIENT's use.
18.3. THE CLIENT is responsible to insure that the domain name is registered correctly at the relevant registrar.
18.4. All domain names registered by Online Systems will be registered in THE CLIENTS name. THE CLIENT is responsible for the control of their own domain name.
18.5. Online Systems will not be held liable for any losses or damages THE CLIENT may suffer due to a domain name being reallocated, transferred or deleted by any Domain Name Authority or NIC.
18.6. Online Systems reserves the right to take ownership of any domain name upon cancellation by THE CLIENT should THE CLIENT not specify any action to be taken in regards to ownership or transfer of the domain name.
18.7. Online Systems will retain the ownership of the domain name in the event of THE CLIENT's account not being settled upon termination of the hosting agreement.
18.8. THE CLIENT is responsible for all yearly domain renewal fees and Online Systems will not be held responsible for the payment or late payment of domain renewal fees.
18.9. THE CLIENT should cancel all services with Online Systems at least 30 days before a domain name renewal to avoid a domain name being renewed.
18.10. Online Systems will not refund THE CLIENT for any domain name renewal fee already paid to the relevant registrar.
18.11. THE CLIENT will be responsible for all legal costs [as between attorney and own client] incurred by Online Systems, whether formal action is instituted or not, due to any disputes, including domain name disputes and/or claims arising out of the use or registration of the CLIENT's domain name, or any of the other services offered by Online Systems, from time to time.
18.12. Domain Redemption. It is important to renew your domain before it expires. Closed Redemption is a state that a domain enters once it has expired and gone through the Deletion Phase.

The process is as follows:
1. The domain will expire.
2. The domain will go through the Pending Suspension and Pending Deletion Phases.
3. After the Pending Deletion phase is over, the domain enters the Closed Redemption Phase.
4. In the Closed Redemption Phase a domain can be reinstated at the cost of the Closed Redemption Fee:
- R 290.00 for .ZA Domains
- R 750.00 for .Joburg .Capetown and .Durban
- R 5,500 (thousand) for TLDs and GTLDs, like .com .net .org .directory .farm et cetera

Closed Redemption Phase lasts at least 30 days (1 month), depending on the Registry.  After 30 days (1 month) the domain will become available to the public (anyone) for re-registration.

19. FREE DOMAIN NAMES AND FREE ANNUAL RENEWALS:
19.1. Online Systems offers THE CLIENT the option of free domain registration and or free annual domain renewal on specific hosting options from time to time.
19.2. Only specific TLD's (Top Level Domains) are available with this offer.
19.3. The domain name registration is free, but is subject to hosting with Online Systems for a minimum period of twelve (12) months from registration.
19.4. The annual domain name renewals is free, but is subject to hosting with Online Systems for a minimum period of twelve (12) months from renewal.
19.5. Domain parking option is excluded from this offer.
19.6. The entire balance of fees for the 12 months period following the registration or renewal become due should THE CLIENT wish to cancel their hosting within 12 months of such registration or renewal.
19.7. Any downgrade of the hosting option by A CLIENT that made use of Online Systems's free domain registration or renewal offer, will be limited to the smallest hosting option offering a free domain name.

20. DOMAIN NAME TRANSFERS:
20.1. THE CLIENT is responsible for the transfer of their existing domain name to Online Systems. Online Systems will attempt to assist the CLIENT where possible.
20.2. If a transfer of a domain name (or DNS information) is not successful on the first attempt, then the onus falls on THE CLIENT to continue with the transfer process.
20.3. THE CLIENT is responsible for all costs related to such a transfer.
20.4. THE CLIENT is responsible for the hosting fee from the date of set-up on Online Systems's servers. Online Systems will not refund any hosting fees should the client fail to make the necessary changes to their DNS settings or decide not to make the changes.
20.5. THE CLIENT must submit a valid cancellation of the service in the event that THE CLIENT fails to complete the domain name transfer or DNS update.
20.6. A fee will be levied for all domain transfers (away) that Online Systems declines.
20.7. Online Systems will not be held responsible for any delays caused by any Registrar.
20.8. The client is responsible for backups on their hosting accounts.
20.9. The client is responsible for backups when transferring a domain away from us.

21. ACCOUNT ALTERATIONS:
21.1. A downgrade fee will be levied on all account downgrades.
21.2. The domain registration fee becomes payable on domains that are downgraded in the first year after registration.
21.3. No fee is normally levied on upgrades. The Set-up fee that is levied on certain hosting options is still applicable should THE CLIENT upgrade to such a hosting option.
21.4. Accounts that are signed up making use of the free domain registration or free transfer offer can not be downgraded to a hosting option that does not offer the same offer.

22. HOSTING:
Online Systems may host a server on THE CLIENTS behalf, at Online Systems's discretion, provided that the server conforms to the basic hardware and software requirements as defined by Online Systems. Our current hosting is on shared servers. 
22.1. Software, website, support is not included.
22.2. The installation fee and first months hosting fee is payable upon activation of the account.
22.3. No access will be allowed to the server room.
22.4. Online Systems offers no uptime guarantee on any server in the server room and will not be held liable by any CLIENT for any damages THE CLIENT may suffer due to downtime.
22.5. Online Systems offers no guarantee on bandwidth in the server room and will not be held liable by any CLIENT for any damages THE CLIENT may suffer due to downtime.
22.6. Online Systems is not responsible for any equipment supplied by the CLIENT and will not be held liable for any damages the client may suffer.
22.7. Support is only available during office hours.
22.8. THE CLIENT is liable for all costs as listed on Online Systems's price list, including all utilised bandwidth.
22.9. THE CLIENT agrees to an initial minimum twelve (12) month server hosting subscription.
22.10. THE CLIENT agrees to an indefinite subscription period after the initial twelve (12) month subscription, requiring a months notice to terminate the service.
22.11. Online Systems uses local and international hosting providers for hosting services.
22.12. If a clients code gets infected we hold the right to switch off the account to limit the impact on the network. We may also levy a fee for any removal of any content or any updates required. 
22.13. An account my be stopped, deleted or suspended if the account use is excessive. Malware, SQL injections, etc. are all causes of excessive usage.
22.14. THE CLIENT agrees to update they passwords from time to time and use strong passwords. 
22.15. It is THE CLIENT responsibility to keep the account clean and updated. 
22.16. If THE CLIENT wants us to do a manual investigation on an account we can as a paid service. 

26. CONFIDENTIAL ACCOUNT INFORMATION:
THE CLIENT hereby gives Online Systems permission and full consent to:
26.1. Perform a credit check on THE CLIENT's credit profile with one or more of the registered Credit Bureaus when assessing THE CLIENT's application for services.
26.2. Monitor THE CLIENT's payment behavior by researching their profile at one or more of the Credit Bureaus.
26.3. Use new information and data obtained from Credit Bureau in respect of THE CLIENT's future service applications.
26.4. Record the existence of THE CLIENT's account with the Credit Bureau.
26.5. Record and transmit details of how THE CLIENT has performed, and how the account is conducted by THE CLIENT in meeting their obligations on the account.

27. COMPANIES AND CLOSED CORPORATIONS:
27.1. In the event of THE CLIENT being Company or a Closed Corporation, then the directors or members do hereby bind themselves jointly and severally as surety and co-principal debtor unto and in the favour of Online Systems for the value of the account in the name of THE CLIENT.
27.2. THE CLIENT hereby authorises Online Systems to accept any alterations, cancellations or any other instructions relating to the service provided by Online Systems as well as the ownership of any domain name from any company that THE CLIENT listed on application form.

28. NEW SERVICE APPLICATIONS:
28.1. Online Systems reserves the right to decline any new service application. Submission of a online application form is no guarantee of acceptance by Online Systems. Online Systems will not provide reasons for declining a new service application.

29. AMENDMENTS TO THESE TERMS AND CONDITIONS:
29.1. These Terms and Conditions will be updated from time to time.
29.2. Online Systems will notify THE CLIENT of any updates by presenting THE CLIENT with an alert on the Online Systems website www.onlinesystems.co.za that describes the changes (or on the client support portal).
29.3. Those changes will go into effect immediately. THE CLIENT's continued use of Online Systems's services signifies THE CLIENT's acceptance of the changes.
29.4. These Terms and Conditions will always be available to THE CLIENT on the web site.
29.5. All objections to alterations of the Terms and Conditions should reach Online Systems via email to This email address is being protected from spambots. You need JavaScript enabled to view it. no later than ten (10) days after the notification has been posted on the Online Systems website.
29.6. THE CLIENT is responsible for visiting Online Systems's website on a monthly basis, so that THE CLIENT may be made aware of any notices posted in this regards.

30. LITIGATION AND ATTORNEY'S FEES:
30.1. In the event of any dispute arising out of or relating to this agreement, such dispute shall be resolved in PRETORIA, South Africa and Online Systems shall be entitled to reasonable costs, including collection costs and attorney's fees.

31. ENTIRE AGREEMENT:
31.1. This represents the complete agreement and understanding between Online Systems and THE CLIENT with respect to the subject matter herein. In the event that any term or provision of this agreement is held by a court to be unenforceable, then the remaining provisions shall remain in full force and effect. THE CLIENT certifies that he/she is of legal age in the country of his/her residence to enter into this agreement.

32. RELAXATION OF TERMS:
32.1. No relaxation of the terms of this agreement and no indulgence which one party may grant to the other, will in any way operate as an estoppel against the former party or be deemed to be a waiver of their rights, or in any other way limit, alter, or prejudice those rights.

33. DOMICILLIUM CITANDI ET EXECUTANDI (BUSINESS ADDRESS):
33.1. The client chooses the address which he/she/they submitted online to be his/her/their domicillium address.

34. CONSENT TO JURISDICTION:
34.1. Each party consents to the jurisdiction of the Magistrate's court in respect of any proceedings pursuant to this agreement but without ousting the inherent jurisdiction of the High court.

35. ADDRESSES FOR SERVICE:
35.1. The client chooses the address submitted online (completed on the debit order form) to be the address where notices in relation to this agreement shall be served.
35.2. Any notice or legal process to be served on the client shall be served on them at the address submitted on acceptance of the offer which led to this agreement.
35.3. A notice which is sent by prepaid registered post in a correctly addressed envelope to the address submitted online will be deemed to have been received within ten days from the date it was posted.
35.4. A notice which is delivered by hand to a responsible person will be deemed to have been received on the day it was delivered.
35.5. The client shall be entitled to amend his address by giving seven days written notice to that effect which address shall then become the client's domicillium address.

36. COSTS:
36.1. In the event of any legal action being taken on this agreement, the service provider shall be entitled to costs on the attorney and own client scale, including VAT and collection commission.

37. GOVERNING LAW:
37.1. This agreement shall be governed by the laws of the Republic of South Africa.

38. INDEMNITY:
38.1. The client indemnifies the service provider for any losses or damages of any kind that the client may suffer including, but not limited to, those that may result from service interruption, delays or non-delivery.

No Warranty: NO WARRANTY EXPRESS OR IMPLIED, WITH RESPECT TO ANY MATTER, INCLUDING WITHOUT LIMITATION WEBSITE ADVERTISING AND OTHER SERVICES, AND EXPRESSLY DISCLAIMS THE WARRANTIES OR CONDITIONS OF NONINFRINGEMENT, MERCHANTABILITY AND FITNESS FOR ANY PARTICULAR PURPOSE.

Limitations of Liability: In no event shall Online Systems be liable for any act or omission, or any event directly or indirectly resulting from any act or omission, of Third Parties (if any). IN NO EVENT SHALL ONLINE SYSTEMS BE LIABLE UNDER THIS AGREEMENT FOR ANY CONSEQUENTIAL, SPECIAL, LOST PROFITS, INDIRECT OR OTHER DAMAGES, WHETHER BASED IN CONTRACT OR OTHERWISE, EVEN IF E HAS BEEN ADVISED OF THE POSSIBILITY OF SUCH DAMAGES AND NOTWITHSTANDING ANY FAILURE OF ESSENTIAL PURPOSE OF ANY LIMITED REMEDY. ONLINE SYSTEMS AGGREGATE LIABILITY UNDER THIS AGREEMENT FOR ANY CLAIM IS LIMITED TO THE AMOUNT RECEIVED BY ONLINE SYSTEMS. Client acknowledges that Online Systems has entered into this Agreement in reliance upon the limitations of liability set forth herein and that the same is an essential basis of the bargain between the parties.

39. ACCEPTANCE OF TERMS:
39.1. Use of Online Systems services constitutes acceptance of the terms and conditions contained in this agreement and any amendments thereto.

40. MONEY BACK GUARANTEES
We guarantee at least one lead in the initial 30 day cycle (person or company interested in your services) or your money back on our service fee. All money back guarantees have requirements, terms and conditions. The basic requirements on all are the full payment according to the agreement, input as required from the client and our suggestions and ideas needs to be followed and implemented. 

41. PRICES AND SERVICES
41.1. Prices are subject to change. Proposals are valid for 7 days only. Work done out of scope will be charged for at listed development fees on a per hour basis. All proposals are deemed as work estimates. The amount of work involved is only an estimate and may change due to various factors.
41.2. Services and product offerings may be stopped, changed, updated, removed, outsourced at any time. 

42. UNSOLICITED EMAILS
No unsolicated e-mails will be tolerated and immediate suspension of the CLIENT account will occur. There is a 400 hourly email limit per domain this limit is also applied towards mailman. If you send over this amount (number) in any hour most of the e-mails will bounce back with a undeliverable error.

Many of our servers have a 60 pop checks per hour limit per e-mail address. If you go over this you're likely to get a wrong password error message saying login incorrect. Just wait an hour and it will automatically unlock you. to prevent this from happening again make sure to disable auto checking or at least set it to something higher such as 10 minutes.

Any mailing list larger than 4,000 will require a semi dedicated or dedicated hosting solution from us. Note: dividing one large list into smaller lists to get below this limit is not allowed.

Mailing Lists Rules
1. Anytime you're sending a message no matter how large your e-mail list is you must throttle it. We recommend you throttle it to at the very least sending 1 email every 6 seconds. If the mailing list software you're using does not allow you to throttle you must switch to something else. We recommend phplist which can be found in your control panel under fantastico. If you do not throttle and you try sending let's say 500 emails the server will try sending all 500 in 1 second which is not possible. This will cause the server load to go very high and for the entire server to be sluggish until this process is completed. It is our job to keep the server up and running without being sluggish. Anyone who causes the servers load to go high will be suspended and the process will be terminated. If you choose not to throttle you will most likely be suspended for crashing the server.

2. Any mailing list over 900 emails is only allowed to be sent to during off-peak times to prevent high server loads. Off peak times qualify as all day Saturday and Sunday, and 1am - 8 am eastern time M-F.

3. You are not allowed to mail to a mailing list you were given or purchased. This is spamming because they never agreed to you personally sending them mail. We do not care how you justify it. This is spam and will result in termination of the offending account.

4. Any unsolicited e-mail being sent will result in termination of the offending account. We take a zero tolerance stance against sending of unsolicited e-mail.

5. Any mailling list MUST comply with all guidelines set forth by the United States.
These can be found at: http://www.ftc.gov/bcp/conline/pubs/buspubs/canspam.htm

6. No Direct SMTP mailers are allowed. An example of this is DarkMailer. Any mail should be relayed through the local MTA (localhost:25) for further delivery by the server and not done directly by scripts.

7. The email list must be a Double Opt-In list. This means a user has subscribed for a newsletter or other email marketing messages by explicitly requesting it and confirming the email address to be their own. Confirmation is usually done by responding to a notification/confirmation email sent to the email address the end user specified. The double opt-in method eliminates the chance of abuse where somebody submits someone else's email address without their knowledge and against their will. You will not be permitted to mail any mailing list that you were given or purchased. In doing so, this will also be considered spamming and may result in termination of the offending account.
43. SEARCH ENGINES

Search Engines are 3rd parties and they will make changes to their system. This might impact your website. We cannot guarantee 1st place rankings or any other form of online advertising. Rankings and online marketing is an ongoing process.