Terms & Conditions

1. The agreement and the parties

These Terms & Conditions explain how Zotom Tech, a division of Zotom Holdings (“Zotom Tech”, “we”, “us”), works with the individuals and organisations that engage us (“you”, “the Client”). They follow our Client Service Agreement, which every project is delivered under.

Each project is recorded in a Client Service Agreement that you sign (electronically is fine). It names the Client, the services selected, what is and is not included, the project fee, the payment plan and the attached proposal. If anything on this page differs from your signed agreement or proposal, your signed agreement and proposal apply.

2. Services

2.1We provide the services you select in your agreement and proposal (the “Services”). These can include:

• Website design and development
• Domain registration
• Web hosting
• Business email
• Website maintenance
• Search engine optimisation (SEO)
• Social media setup and management
• Mobile app development
• Business systems and custom software
• Brand kit
• Consulting and IT support

2.2Your agreement states the package or tier you chose, what is included and what is not. Anything not listed is outside the project. We will quote it separately and only start it after you approve in writing (see section 5).

3. Fees and payment

3.1The project fee is stated in your agreement, in Ghana cedis (GHS), British pounds (GBP) or US dollars (USD).

3.2The fee is paid in stages. Common plans are 50% / 30% / 20% or 70% / 30%, and your agreement states the plan and the amount of each payment. The stages fall due as follows:

3.3Recurring fees, such as hosting or maintenance, are never part of the project fee. They are listed separately in your agreement.

3.4We send an invoice for each payment and a receipt when we receive it. Invoices are due within 24 to 48 hours. Your agreement states where to pay.

3.5We do not continue work past a payment stage until that payment is received. If a payment is more than two (2) days late after we remind you in writing, we may pause the project until it is paid.

3.6Extra costs from third-party providers, such as premium plugins, stock photos or app store fees, are included only if needed. We ask for your approval before buying anything.

4. Timeline

4.1Work begins once the agreement is signed, the deposit is paid and all required content and access have been provided. The estimated launch time is stated in your agreement and depends on the project’s requirements and complexity. The actual timeline may be shorter or longer, and we will tell you about any significant changes.

4.2Dates are estimates. They move if feedback, content or payments reach us late, or if something outside our control gets in the way.

4.3You agree to review our requests and respond within two (2) working days. If we do not hear from you for five (5) consecutive working days, we may pause the project until you are ready to continue. Any resulting delay may affect the timeline.

5. Revisions and changes

5.1The project fee includes two (2) rounds of design revisions and two (2) rounds of revisions after the build. A revision means adjusting work that has already been agreed. Additional revisions or new features may cost extra, subject to your approval.

5.2New pages, new features or a change of direction are changes to the project. Tell us in writing (email or WhatsApp is fine). We will confirm the price and timing, and only start once you approve.

6. Your responsibilities

6.1Give us the text, images, logos, access and information we need, on time.

6.2Make sure you have the right to use everything you give us, and that it is accurate and lawful.

6.3Do not send passwords through chat apps. We will tell you a safer way to share them.

6.4You are responsible for the legal rules that apply to your own business, such as your privacy notice and your store’s refund policy.

7. Launch, support and ongoing services

7.1Before launch, we test the website to make sure it works as agreed. The work is considered accepted once you confirm your approval, once five (5) working days pass without a response to our request for feedback, or once you begin using the website live.

7.2The website goes live only after the final payment has been received.

7.3We give 30 days of free support after launch to fix problems in what we delivered. It does not cover new features, content changes, or problems caused by other companies’ services.

7.4Ongoing services, such as hosting, SEO or social media management, are available separately at the prices in our price list. Either party can cancel them with 14 days’ written notice (see section 9).

8. Ownership

8.1You own the content you give us.

8.2Once full payment has been received, ownership of the website design and the custom work created specifically for you transfers to you.

8.3We keep our own tools, templates and code libraries, and give you the right to use them as part of your project. Software and materials from other companies (such as WordPress, plugins and fonts) stay under their own licences.

8.4We may show the finished project in our portfolio and marketing without sharing your private information, unless you opt out in your agreement.

9. Cancellation

9.1Either party may end the project by giving written notice. If you cancel, you are charged for the work completed up to the cancellation date. Any remaining balance of the deposit is refunded after deducting the amount owed for work completed and any approved non-refundable costs.

9.2Either party may end the agreement if the other seriously breaks it and does not fix the problem within seven (7) working days of written notice.

9.3Either party may cancel ongoing services by giving at least 14 days’ written notice, subject to any agreed service term or renewal conditions.

9.4If the agreement ends, you pay for the work done and any fees due up to that date. We hand over what you have paid for.

10. Confidentiality and data

10.1Each party keeps the other’s private business information confidential and uses it only for the project.

10.2We collect only the data the project needs, keep logins in a secure password manager, and return or delete your data when the project ends.

10.3We follow Ghana’s Data Protection Act, 2012 (Act 843) where it applies to us. You are responsible for the personal data your own website collects.

11. Limits on responsibility

11.1We do not guarantee results such as search rankings, visitors, sales or followers.

11.2We are not responsible for services run by others, such as hosting, payment providers or social platforms, or for events outside our control, such as power or internet outages.

11.3Our total liability to you under the agreement is limited to the total fees you have paid under it. Neither party is liable to the other for indirect or consequential losses, including loss of profits or business opportunities, to the extent the law allows.

12. Disagreements and governing law

12.1The agreement is governed by the laws of Ghana. If a disagreement arises, both parties first try to resolve it through discussion within 14 days. If that does not work, both parties attempt mediation. If mediation fails, either party may take the matter to the courts of Ghana.

13. General

13.1The agreement and the attached proposal are the whole agreement. Changes must be in writing and approved by both parties.

13.2We may transfer the agreement to a successor or related business, such as when Zotom Tech is formally registered. You may not transfer it without our written consent.

13.3We may use staff and trusted contractors, and we remain responsible for their work.

13.4The agreement may be signed electronically.

14. Changes to these terms

We may update these Terms from time to time. The “Last updated” date at the top of this page shows the most recent change. A project already under a signed agreement stays on the terms of that agreement.

15. Contact

Questions about these Terms can be sent to [email protected].