Terms and Conditions


These Terms and Conditions supersede any previous Terms and Conditions distributed in any form. Dotsquare Media Agency (Pty) Ltd reserves the right to change any rates and any of the Terms and Conditions at any time and without prior notice. The following Terms and Conditions of Service apply to all products and services provided by Dotsquare Media Agency (Pty) Ltd. All work is carried out by Dotsquare Media Agency (Pty) Ltd on the understanding that the client has agreed to our terms and conditions. Copyright is retained by Dotsquare Media Agency (Pty) Ltd on all design work including words, pictures, ideas, visuals and illustrations unless specifically released in writing and after all costs have been settled. If a choice of design is presented, only one solution is deemed to be given by Dotsquare Media Agency (Pty) Ltd as fulfilling the contract. All other designs remain the property of Dotsquare Media Agency (Pty) Ltd, unless agreed in writing that this arrangement has been changed.


Dotsquare Media Agency (Pty) Ltd abides by the International Chamber of Commerce (ICC) Code of Advertising and Marketing Communication Practice (2006 Edition) and shall furnish professional standards of skill, care, diligence and professional judgment in the performance of its obligations under this Agreement.

(The Client) Responsibilities

To prepare a clear brief for required project of task. To work together on the detail of the specification of the project or task. To inform Dotsquare Media Agency of any factors that will interrupt the project or task. To appoint one sign-off person at The Client who will be able to devote adequate time across the whole project and whose agreement will be binding. To agree on any subject matter with experts from the company who will need to be involved and ensure that they offer adequate time in accordance with the project timeline. Keep within the turnaround time agreement, or accept revised time, cost and quality penalties. To agree that any changes made after deadlines dates or sign-off will incur time, cost and quality penalties. The Client shall be solely responsible for providing Dotsquare Media Agency (Pty) Ltd with all necessary information in connection with its goods/ services; the market and generally, Dotsquare Media Agency (Pty) Ltd shall not be responsible for any shortcomings in such information.

Project Acceptance and Confirmation

At the time of proposal, Dotsquare Media Agency (Pty) Ltd will provide the customer with a formal quotation. The Terms and Conditions can be read on Dotsquare's website. Written approval via email or otherwise must be submitted by the customer to indicate acceptance. No work on a project will commence until approval has been received by Dotsquare Media Agency (Pty) Ltd.


The Client shall be responsible for any increases in Dotsquare’s costs as a result of any changes to such job parameters or other material made by The Client either directly or indirectly after the date of any quotations given by Dotsquare, and for any increase in costs by way of overtime charges if the time and date for completing a project is brought forward by The Client either directly or indirectly. Quotations are valid for a period of thirty (30 Days) from the date of quotation.

Design Charges and Payment

The total cost includes value added TAX. Charges for design services to be provided by Dotsquare Media Agency. Dotsquare Media Agency, will be set out in the written estimate that is provided to The Client. At the time of the customer’s signed acceptance of this quotation, indicating acceptance of the Terms & Conditions, a deposit of up to 70% of the quoted fee will become immediately due. Work on the project will not commence until Dotsquare Media Agency has received this amount. Should the project be delayed or stand still by The Client without any progress for 30 (Thirty) working days from date of last proof supplied by Dotsquare Media Agency, a Milestone payment of 15% will be required. Any changes performed after artwork approval will result in an additional revised estimate being submitted to The Client i.e. Client’s corrections, faulty material charges will be billed in addition unless specifically included in the quotation. Expenses such as photography and prints, reproduction and printing, bulk postage, photostock images, advertising and advertorial costs, font files, CI manuals, translations travel outside of SA, packaging supplier consultations, if not stated in the quotation are not included in the fees and will be billed for accordingly. At all times, all quotations will be supplied for approval to The Client by Dotsquare Media Agency. Should The Client exceed the estimated hours, the Agency rate of R695 per hour shall apply. Dotsquare Media Agency shall at all times advise The Client on excess hours and when this applies. Publication and/or release of work done by Dotsquare Media Agency on behalf of the client, may not take place before cleared funds have been received. All queries regarding invoices should be brought to the attention of Dotsquare Media Agency within 7 days of receipt of invoice.

Supply of Design Elements and Data

A charge may be made to cover any additional work involved where the design elements/data supplied or specified is not clear, legible, or in the prescribed format/specification to produce satisfactory results. Where material is so supplied or specified, responsibility will not be accepted for imperfect work caused by defects in the supply, format or specification. This includes any incompatibility or defects caused by differing software versions or conflicting operating systems.

Preliminary Work

All work carried out, whether experimentally or otherwise, at The Client's request shall be deemed chargeable.


Unless specifically requested to the contrary, Dotsquare Media Agency shall be entitled to sub-contract any work to any third parties as it thinks fit. Dotsquare Media Agency shall not be responsible to The Client for any delays occasioned by a sub-contractor failing to meet deadlines imposed upon it by Dotsquare Media Agency for completion of any job, for any reason outside the direct control of Dotsquare Media Agency (Pty) Ltd.

Performance, Delivery or Collection

Unless otherwise agreed in writing, all times quoted for performance or delivery or availability for collection are given in good faith but are not guaranteed by Dotsquare Media Agency. The time for performance or delivery or availability for collection shall in every case be dependent upon prompt receipt of all necessary information, final instructions or approvals from The Client. Alteration by The Client of its requirements may result in delay in performance, delivery and/or availability for collection for which Dotsquare Media Agency shall bear no liability. Dotsquare Media Agency shall not be held liable for any delay in print production and late delivery thereof. Any packaging supplied by Dotsquare Media Agency, unless otherwise expressly agreed, is intended to provide adequate protection throughout normal conditions of transport by the means specified in the agreement or as otherwise agreed. If The Client (or the intended recipient) fails to take delivery on the agreed date or to collect on the agreed collection date, or if no specific delivery or collection date has been agreed, when the goods are ready for dispatch, Dotsquare Media Agency shall be entitled to store the goods and to charge The Client the reasonable cost of doing so, and to tender its account for such charges to The Client, provided that in no event shall Dotsquare Media Agency be under any liability in respect of any loss or damage following the dispatch of any goods from the Company’s premises.

Copyrights and Trademarks

By supplying text, images and other data to Dotsquare Media Agency for inclusion in The Client’s business cards, flyers, pamphlets, website or other medium, the customer declares that it holds the appropriate copyright and/or trademark permissions. The ownership of such materials will remain with the customer, or rightful copyright or trademark owner. Any artwork, images, or text supplied and/or designed by Dotsquare Media Agency on behalf of the customer, will remain the property of Dotsquare Media Agency and/or it’s suppliers. The customer may request in writing from Dotsquare Media Agency, the necessary permission to use materials (for which Dotsquare Media Agency holds the copyright) in forms other than for which it was originally supplied, and Dotsquare Media Agency may, at its discretion, grant this. Such permission must be obtained in writing before it will allow any of the aforesaid artwork, images, text, or other data to be used. By supplying images, text, or any other data to Dotsquare Media Agency, the customer grants Dotsquare Media Agency permission to use this material freely in the pursuit of the design. Should Dotsquare Media Agency, or the customer supply an image, text, audio clip or any other file for use in a business cards, flyers, pamphlets, website, multimedia presentation, print item, exhibition, advertisement or any other medium believing it to be copyright and royalty free, which subsequently emerges to have such copyright or royalty usage limitations, the customer will agree to allow Dotsquare Media Agency to remove and/or replace the file on the site. The customer agrees to fully indemnify and hold Dotsquare Media Agency free from harm in any and all claims resulting from the customer in not having obtained all the required copyright, and/or any other necessary permissions. Unless otherwise specified all fonts used in any design material supplied by Dotsquare Media Agency will remain property of Dotsquare Media Agency (Pty) Ltd.


Dotsquare Media Agency will attempt to ensure that only royalty free images are used in custom designs. It is agreed that Dotsquare Media Agency, employees, directors and suppliers, will not be held liable for any damages, costs and expenses, including reasonable legal fees, arising out of or related issues, copyright, or trademark infringement resulting from images used upon request of the client or provided by the client.


We prepare and check artwork for reproduction as carefully as possible. However, we do not accept responsibility for any errors caused by The Client or suppliers (for example typesetters, printers etc.) once artwork has been passed for print or production. Dotsquare Media Agency agrees to hold on behalf of The Client finished artwork or sketch work that has been created by Dotsquare Media Agency or used by Dotsquare Media Agency in furtherance of this Agreement and accept responsibility for any damage or loss of such artwork and sketch work held by Dotsquare Media Agency during the term of this Agreement and for one year thereafter. Artwork or sketch work kept for over one year after the termination of this Agreement will be destroyed unless claimed.

Print Proofing Policy

An approval to send an order to print is confirmation that you have reviewed the proofs/product completely, agree that all content in the proofs are correct, and hereby release Dotsquare Media Agency from liability of any content errors that should be discovered after production begins. Proofing is an important step. Whether you have submitted your own artwork or Dotsquare Media Agency does it for you, it is YOUR responsibility to check for any errors prior to printing. Please carefully check spelling, phone numbers, barcodes, fonts, placement and all other details.

Electronic Proofs

Electronic proofs closely represent the image, colour and text placement, but is not the exact colour. This is due to your monitor’s colour settings being slightly different than that of the designers as well as the printer’s machinery. The colours of your proofs as they appear on your monitor, are only a close representation of the final printed piece. Your monitor uses a completely different system for displaying colours (RGB) to what is used in the print business CMYK or Pantone. Colours may vary depending on your monitor’s brightness, contrast and colour adjustment settings. The image may appear larger or smaller than actual production size depending on the resolution of your monitor. Dotsquare Media Agency cannot be responsible for variances in final printed colours.

Proofing of Final Project

To limit any possible errors in artwork, designs will not go to production until they have been approved by The Client. Dotsquare Media Agency will not be held responsible for errors if the client misses something in the proof, has reused a printed or digital proof, or if the client, during order placement, has requested the order go to production without proofing.


The Client agrees that changes required over and above the estimated work or required to be carried out after acceptance of the draft design will be liable to a separate charge. The Client also agrees that Dotsquare Media Agency holds no responsibility for any amendments made by any third party, before or after a design is published.


The Client shall indemnify Dotsquare Media Agency in respect of all financial liability (including professional costs damages and accounts of profits) arising out of any claims made against Dotsquare Media Agency alleging infringement of any intellectual property rights if such claim arises from the use of information, inventions, ideas, designs, artwork, copy or other material provided by The Client.


Any design, copywriting, drawing, idea or code created for the customer by Dotsquare Media Agency, or any of its contractors, is licensed for use by The Client and may not be modified, in any way or form without the express written consent of Dotsquare Media Agency and any of its relevant sub-contractors. All design work where there is a risk that another party make a claim, should be registered by The Client with the appropriate authorities prior to publishing or first use or searches and legal advice sought as to its use. Dotsquare Media Agency will not be held responsible for any and all damages resulting from such claims. Dotsquare Media Agency is not responsible for any loss, or consequential loss, non-delivery of products or services, of whatever cause. The Client agrees not to hold Dotsquare Media Agency responsible for any such loss or damage. Any claim against Dotsquare Media Agency shall be limited to the relevant fee(s) paid by the customer.

Data Formats

The Client agrees to Dotsquare Media Agency’s definition of acceptable means of supplying data to the company. Text is to be supplied to Dotsquare Media Agency in electronic format as standard text (.txt), MS Word (.doc) on a memory stick, or CD-ROM, or via e-mail. Images which are supplied in an electronic format, are to be provided in a format as prescribed by Dotsquare Media Agency via a memory stick, CD-ROM, or e-mail. Images must be of a quality suitable for use without any subsequent image processing, and Dotsquare Media Agency will not be held responsible for any image quality which the client later deems to be unacceptable. Dotsquare Media Agency cannot be held responsible for the quality of any images which the client wishes to be scanned from printed materials. Additional expenses may be incurred for any necessary action, including, but not limited to, photography and art direction, photography searches, media conversion, digital image processing, or data entry services.

Design Project Duration

Any indication given by Dotsquare Media Agency of a design project’s duration is to be considered by The Client to be an estimation. Dotsquare Media Agency cannot be held responsible for any project over-runs, whatever the cause. Estimated project duration should be deemed to be from the date that cleared funds are received by Dotsquare Media Agency for the initial payment or by date confirmed in writing by Dotsquare Media Agency.

Design Project Completion

Dotsquare Media Agency considers the design project complete upon receipt of The Client review and formal approval. Other services such as printing, display panel production, film work, website uploading, publishing etc., either contracted on The Client’s behalf constitute a separate project and can be treated as a separate charge.


An account shall be considered default if it remains unpaid for 30 days from the date of invoice. Dotsquare Media Agency shall be considered entitled to remove Dotsquare Media Agency and/or The Client material from any and all computer systems, until the amount due has been fully paid. This includes any and all unpaid monies due for services, including, but not limited to, business cards, flyers, pamphlets, hosting, domain registration, search engine submission, design and maintenance, sub-contractors, printers, photographers and libraries. Removal of such materials does not relieve the customer of its obligation to pay the due amount. Client’s whose accounts become default agree to pay Dotsquare Media Agency reasonable legal expenses and third-party collection agency fees in the enforcement of these Terms and Conditions.


Website Design Only

Once web design is complete, Dotsquare Media Agency will provide The Client with the opportunity to review the resulting work. Dotsquare Media Agency will make one set of minor changes at no extra cost within 14 days of the start of the review period. Minor changes include small textual changes and small adjustments to placement of items on the page. It does not include changes to images, colour schemes or any navigation features. Any minor changes can be notified to Dotsquare Media Agency by e-mail. Dotsquare Media Agency will consider that the client has accepted the original draft, if no notification of changes is received in writing from The Client, within 14 days of the start of the review period.

Rights of Access for Website Construction

The Client agrees to allow Dotsquare Media Agency all necessary access to computer systems and other locations, as required, in order to complete a website project and until all due funds are cleared, including the necessary read/write permissions, usernames and passwords. The Client also agrees to allow Dotsquare Media Agency access to any computer systems, usernames and passwords required to remove data and/or sites for failure to comply with these Terms and Conditions. The Client agrees to supply Dotsquare Media Agency with all necessary materials, electronic, or otherwise, required to create and complete the project, and to supply them in a timely manner.

Hosting Websites

Dotsquare Media Agency does not offer in-house hosting services. Dotsquare Media Agency can only suggest possible sub-contractors and does not guarantee continuous service and will accept no liability for loss of service, whatever the cause. Dotsquare Media Agency may request that clients change the type of hosting account used if that account is deemed by Dotsquare Media Agency to be unacceptable because of poor service, lack of bandwidth or in any other way insufficient to support the website. Fees due to the hosting organization are the responsibility of the client and Dotsquare Media Agency are not liable for their payment.

Domain Registration

Dotsquare Media Agency cannot guarantee the availability of any domain name. Where Dotsquare Media Agency is to register a domain name on behalf of a client it will endeavor to do so but the client should not assume a successful registration.

Search Engine Submission

Due to the infinite number of considerations that search engines use when determining a site’s ranking, Dotsquare Media Agency cannot guarantee any particular placement. Acceptance by any search engine cannot be guaranteed and when a site is accepted, the time it takes to appear in search results varies from one search engine to another. Rankings will also vary as new sites are added.

Design Credits

The Client agrees to allow Dotsquare Media Agency to place a small credit on printed material exhibition displays, advertisements and/or a link to Dotsquare Media Agency’s own website on the customer’s website. This will usually be in the form of a small logo or line of text placed towards the bottom of the page. The Client also agrees to allow Dotsquare Media Agency to place designs on Dotsquare Media Agency's own website and social media for demonstration purposes and to use any designs in its own publicity. This includes cancelled projects, and projects not been finalised within an 8-month period.

Confidentiality and Exclusivity

It is Dotsquare Media Agency's duty not to disclose any confidential information of The Client during or after Dotsquare Media Agency's appointment without The Client’s permission. However, this does not apply to the information already in the public domain or which subsequently comes into the public domain. The Client acknowledges that it is Dotsquare Media Agency's right to use any general marketing and advertising intelligence, which Dotsquare Media Agency has gained during this appointment. The Client views any breach by Dotsquare Media Agency of its confidential business information as serious and reserves the right to enforce the confidentiality of such information by any legal means available to it, including but not limited to, injunctive relief. Dotsquare Media Agency agrees not to work with any competitive business without the prior consent of The Client.

Rights of Refusal

Dotsquare Media Agency will not include in its designs, any text, images or other data which it deems to be immoral, offensive, obscene or illegal. All advertising material must conform to all standards laid down by all relevant advertising standards authorities. Dotsquare Media Agency also reserves the right to refuse to include submitted material without giving reason. Any images and/or data that Dotsquare Media Agency does include in all good faith, and then finds out that it contravenes these Terms and Conditions, the customer is obliged to allow Dotsquare Media Agency to remove the contravention without hindrance, or penalty. Dotsquare Media Agency is to be held in no way responsible for any such data being included.


A termination notice can also be served at any time before the end of the term of this contract by either party sending the other a written notice. The termination period shall be no less than a thirty (30) day calendar month. The Client agrees to settle Dotsquare Media Agency's dues from the last date of the notice period. Any cancellation must be in writing and must be sent or delivered to Dotsquare Media Agency and shall be deemed effective only as at the date received by Dotsquare Media Agency. These include a recalculation of the fees based on the new delivery period and the delivered scope of work. All ideas, designs, concepts, original compositions, finished advertisements, radio and television commercials and all other works and material prepared or acquired by Dotsquare Media Agency will be assigned and given to The Client after termination of contract and settlement of all payments to Dotsquare Media Agency due for services actually performed, and subject to the terms of any license or permission pursuant to which Dotsquare Media Agency may have obtained the use of such material and to such material being in the public domain.

South African Law

This Contract and any other matters concerning the relationship between Dotsquare Media Agency (Pty) Ltd and The Client shall be governed by and construed in accordance with the Law of South Africa.


Any dispute that might arise between the Parties shall be finally settled by the competent courts in South Africa.

Dotsquare Media Agency Staff

The Client agrees not to employ Dotsquare Media Agency's personnel during the tenure of the contract and for a subsequent period of two years from the date of its termination.


Dotsquare Media Agency makes no warranties of any kind, express or implied, for any and all products and/or services that it supplies. Dotsquare Media Agency will not be held responsible for any and all damages resulting from products and/or services it supplies. Dotsquare Media Agency is not responsible for any loss, or consequential loss of data, or non-delivery of products or services, of whatever cause. While we take reasonable steps to investigate the materials we recommend, we accept no responsibility for the performance or quality of materials or any consequential loss arising from their failure. The customer agrees not to hold Dotsquare Media Agency responsible for any such loss or damage. Any claim against Dotsquare Media Agency shall be limited to the relevant fee(s) paid by The Client.

Dotsquare Media Agency reserves the right to use the services of sub-contractors, agents and suppliers and any work, content, services and usage is bound by their Terms and Conditions. Dotsquare Media Agency will not knowingly perform any actions to contravene these and the client also agrees to be so bound. Dotsquare Media Agency and its clients agree to comply with Printers Terms and Conditions which include disclaimers for non-completion on time and the flexibility to supply quantities within 10% of the total ordered. Dotsquare Media Agency recommend that if an exact quantity is required, then 10% extra is added to the quantity and extra time made available should the job be delayed.

Dotsquare Media Agency Media Agency (Pty) Ltd 2019

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