XPLORMATIC TERMS & CONDITIONS

1. Introduction

These Terms & Conditions ("Terms") govern all products and services supplied by Xplormatic ("the Company") to its clients ("the Client"). By accepting a quotation, issuing a Purchase Order, paying a deposit, purchasing products, or booking any service, the Client acknowledges that they have read, understood, and agree to be bound by these Terms & Conditions.

2. Services Offered

Xplormatic provides, but is not limited to, the following services:

• Photography services

• Event photography and videography

• Wedding photography and videography

• Corporate photography and videography

• Induction, training and promotional videos

• Livestreaming and hybrid meeting production

• Video editing and post-production

• Media production and digital content creation

• Sale of related products and accessories where applicable

3. Bookings and Confirmation

3.1 Private Clients

A booking is confirmed only once Xplormatic has received the required deposit.

3.2 Corporate Clients

Corporate bookings are confirmed upon receipt of a valid Purchase Order (PO), signed quotation, or written confirmation from an authorised representative.

3.3

Xplormatic reserves the right to decline, postpone or cancel any booking if the required information, approvals or payments are not received.

4. Payment Terms

4.1 Private Clients

• A 75% non-refundable deposit is required to secure all bookings.

• The remaining 25% balance must be paid at least 21 days before the event or shoot.

• Failure to pay the outstanding balance may result in cancellation of the booking and forfeiture of the deposit.

13.3 Timeframe

• Payment will be made according to the agreed quotation, Purchase Order or signed agreement.

• Standard payment terms are 30 days, unless otherwise agreed in writing.

• Projects requiring upfront production expenses may require an advance payment.

4.3 Additional Charges

The following may be charged separately where applicable:

• Travel

• Accommodation

• Overtime

• Venue costs

• Equipment hire

• Special production requirements

• Any additional work requested outside the original quotation

Invoices must be settled by their due date.

5. Cancellations and Postponements

5.1 Client Cancellations

• Deposits paid by private clients are non-refundable.

• Cancellations received less than 21 days before the scheduled service will result in the full quoted amount becoming payable.

• Requests to postpone services will be accommodated where possible, subject to availability and any additional costs incurred.

5.2 Xplormatic Cancellations

Should Xplormatic be unable to provide the agreed services due to circumstances beyond its reasonable control, including emergencies or equipment failure, Xplormatic will:

• Arrange a suitable replacement where reasonably possible; or

• Refund amounts already paid by the Client.

6. Production and Delivery

• Delivery timelines will be communicated in the quotation or project agreement.

• Raw photographs, video footage and unedited files remain the property of Xplormatic and will not be supplied unless specifically agreed in writing.

• Final deliverables will normally be supplied electronically unless otherwise agreed.

7. Copyright and Usage Rights

• All copyright remains the exclusive property of Xplormatic.

• Clients receive usage rights only for the purposes agreed in writing.

• Xplormatic may use photographs, videos and other media for portfolio, marketing and promotional purposes unless confidentiality has been agreed in writing before the project commences.

8. Client Responsibilities

The Client agrees to:

• Provide accurate booking information.

• Ensure access to venues and locations.

• Obtain all required permissions.

• Inform Xplormatic of venue restrictions.

• Identify important people, presentations or moments requiring coverage.

• Ensure participants cooperate with production staff.

9. Equipment and Safety

Xplormatic reserves the right to suspend or terminate services where conditions become unsafe for staff or equipment.

Any damage to Xplormatic equipment caused through negligence or misconduct by the Client or attendees will be charged to the Client.

10. Limitation of Liability

Xplormatic shall not be liable for:

• Technical failures beyond reasonable control;

• Venue, supplier or third-party delays;

• Adverse weather conditions;

• Power outages;

• Internet failures affecting livestreams;

• Any indirect or consequential losses.

Xplormatic's total liability shall not exceed the total amount paid by the Client.

11. Amendments

Xplormatic reserves the right to amend these Terms & Conditions from time to time. Updated versions become effective once published or issued to Clients.

12. Governing Law

These Terms & Conditions are governed by the laws of the Republic of South Africa.

13. Returns, Exchanges and Refunds Policy

13.1 General

This policy applies to physical products supplied by Xplormatic.

Photography, videography, livestreaming, editing and other professional services already rendered are generally non-refundable except where required by law.

13.2 Returns and Exchanges

Returns or exchanges may be approved where:

• Incorrect products were supplied.

• Products are defective or damaged upon delivery.

• Products supplied differ from the approved quotation or specifications.

• Unused products are returned in accordance with this policy.

13.3 Timeframe

Return requests must be submitted within 7 business days of delivery.

13.4 Return Procedure

Requests must be emailed to admin@xplormatic.com and include:

• Invoice or order number;

• Reason for the return;

• Photographs where applicable;

• Preferred outcome (refund, replacement or exchange).

13.5 Product Condition

Returned products must:

• Be unused;

• Be undamaged;

• Be in original packaging;

• Include proof of purchase;

• Be securely packaged.

Xplormatic reserves the right to refuse returns that do not meet these requirements.

13.6 Return Shipping

Unless the return results from an error by Xplormatic or a defective product, the Client is responsible for return shipping costs and assumes all risk until the goods are received by Xplormatic.

13.7 Inspection and Processing

Returned products will be inspected within 5 business days.

Approved refunds, replacements or exchanges will be processed within 7 to 30 business days, depending on supplier and banking processes.

13.8 Products Not Eligible for Return

The following are not eligible for return unless defective or required by law:

• Photography services;

• Videography services;

• Livestreaming services;

• Editing and post-production services;

• Digital downloads;

• Digital photographs;

• Digital video files;

• Software licences;

• Custom-designed albums;

• Personalised products;

• Special-order products;

• Products damaged through misuse.

Courier and delivery charges are non-refundable unless the error was caused by Xplormatic.

13.9 Consumer Protection

Nothing contained in these Terms limits any rights granted under the Consumer Protection Act 68 of 2008 or any other applicable South African legislation.

Where applicable legislation conflicts with these Terms, the legislation shall prevail.

14. Acceptance

By accepting a quotation, issuing a Purchase Order, making payment, purchasing products, or allowing Xplormatic to commence work, the Client confirms that they have read, understood and accepted these Terms & Conditions in full.