These Terms and Conditions govern use of virentum.co.za and the purchase or booking of services from Virentum (Pty) Ltd. Please read them together with the quotation, proposal, invoice, statement of work or other written project agreement issued for your booking.

1. Business information

Legal name: Virentum (Pty) Ltd

Registration number: 2022/253974/07

Email: [email protected]

Telephone: +27 69 409 9449

Website: https://virentum.co.za

2. Acceptance and order of documents

By using the website, accepting a quotation or proposal, instructing Virentum to begin work, or making a payment, you agree to these Terms. A quotation, proposal, statement of work, invoice, written change order or other project agreement may contain project-specific terms. If there is a conflict, the most recently accepted project-specific written term will apply to that project, subject to applicable law.

Nothing in these Terms excludes or limits any right or remedy that cannot lawfully be excluded, including rights that may apply under the Consumer Protection Act, the Electronic Communications and Transactions Act and other applicable South African law.

3. Services

Virentum provides custom creative and production services, including video production, photography, event coverage, corporate and brand films, commercials and advertisements, social media content, interviews, documentary-style content, drone services where lawfully available, equipment and crew coordination, editing, colour, sound, motion graphics and related production services.

The exact scope, deliverables, format, duration, location, production dates, crew, equipment, usage rights, review rounds and delivery dates are those stated in the accepted project documents. Website descriptions are general and do not by themselves create a fixed scope or price.

4. Quotations, pricing and booking

·     All prices are quoted in South African rand unless expressly stated otherwise.

·     VAT and other taxes will be shown where applicable.

·     A quotation remains valid for the period stated in it. If no period is stated, Virentum may revise the price before acceptance if supplier, crew, equipment, travel or production costs change.

·     A production date is only reserved once the required written acceptance and deposit or upfront payment have been received and cleared, unless Virentum confirms another arrangement in writing.

·     Third-party items such as venues, permits, travel, accommodation, catering, cast, crew, equipment, music, stock media and licensing are included only when specifically stated.

5. Payments and Payfast

Payment amounts and due dates are stated in the accepted quotation or invoice. Virentum may require a reasonable deposit or upfront payment to reserve production capacity and commit crew, equipment and suppliers.

Online payments may be processed securely by Payfast by Network. Payfast is a payment service provider and is not the supplier of Virentum's services. Virentum remains responsible for the services sold, customer support, cancellations and approved refunds. Virentum does not receive or store a customer's full card details when Payfast hosts or processes the payment. A customer's statement may identify Payfast, Network and/or Virentum in the payment description.

A payment does not expand the agreed scope. Where an amount is overdue, Virentum may pause work, withhold delivery or release of usage rights, and revise timelines until payment is received, subject to applicable law and any agreed cure period.

6. Delivery and timelines

Services will be performed on the dates or within the periods stated in the accepted project documents. Digital deliverables may be supplied by email, download link, cloud platform, hard drive or another agreed method. Any estimate depends on timely access, approvals, feedback, client materials and third-party availability.

If a client delay, late approval, incomplete brief, access restriction, venue issue or requested scope change affects the production, Virentum may reasonably extend the schedule and charge approved additional costs. Virentum is not an archival service and does not guarantee indefinite storage of raw footage, project files or final deliverables unless a written storage arrangement has been agreed.

7. Client responsibilities

The client must provide accurate briefs, authorised instructions, safe and timely access, approvals, brand assets, releases, permissions and any content it is responsible for supplying. The client warrants that it has the rights needed for materials, locations, trademarks, music, images, footage and personal information it provides to Virentum.

Unless Virentum is specifically contracted to obtain them, the client is responsible for contributor, talent, employee, minor, property and location permissions necessary for the intended use of the deliverables.

8. Changes and additional work

A change to the brief, schedule, location, deliverables, crew, equipment, review rounds or usage may affect price and timing. Virentum will seek written approval for material additional work before incurring it where reasonably practicable. Urgent instructions given by an authorised client representative may be treated as approval of the resulting reasonable cost.

9. Reviews, revisions and acceptance

Included review rounds are those stated in the quotation. Feedback should be consolidated, specific and supplied within the agreed review period. New creative directions, conflicting stakeholder comments, changes after approval and revisions beyond the included rounds may be quoted as additional work.

A deliverable is regarded as accepted when the client approves it in writing, publishes or uses it, or does not identify a material non-conformity within the review period stated in the project documents. This does not remove any statutory right relating to the quality of services.

10. Intellectual property and usage

Ownership, licensing and permitted media are determined by the accepted project documents. Unless a written term expressly transfers copyright, Virentum retains copyright and grants the client the agreed usage rights after full payment. Raw footage, editable project files, production files, working files, unused concepts and source assets are not included unless expressly stated.

Third-party music, stock media, fonts, software, talent or other licensed material remains subject to its own licence. The client may not use a deliverable beyond the agreed media, territory, duration or purpose where usage has been limited.

Unless confidentiality or an embargo has been agreed in writing, Virentum may display final public-facing work and reasonable behind-the-scenes extracts in its portfolio, website, showreel, awards entries and business-development materials after the client's public release.

11. Confidentiality and personal information

Each party must protect confidential information received for the project and use it only for the project or another lawful agreed purpose. Personal information is handled in accordance with Virentum's Privacy Policy. Where Virentum processes personal information solely on a client's documented instructions, the parties may need a separate operator or data-processing agreement.

12. Cancellations, rescheduling and refunds

Cancellations, postponements, rescheduling and refunds are governed by the separate Refund and Cancellation Policy and any project-specific cancellation term. A deposit is used to reserve time and may be applied to pre-production, crew, equipment and supplier commitments. Any deduction or cancellation charge will be determined reasonably and subject to applicable law.

13. Safety, weather and production conditions

Virentum may suspend or adjust work where conditions are unsafe, unlawful or likely to damage people or equipment. Drone work is subject to aviation law, operator approvals, venue permission, weather and safe operating conditions. Outdoor and live-event coverage is subject to weather, access, lighting, sound, crowd and venue conditions outside Virentum's reasonable control.

14. Force majeure

Neither party is liable for delay or failure caused by events beyond its reasonable control, including severe weather, disaster, fire, epidemic, government restriction, power or network failure, civil unrest, transport disruption, venue closure or serious illness. The affected party must notify the other as soon as reasonably practicable. The parties will first try to reschedule or adapt the services. Amounts relating to work already performed and reasonable non-recoverable commitments remain payable, subject to applicable law.

15. Service concerns and remedy

A client should notify Virentum promptly and with enough detail if a service or deliverable does not materially match the agreed scope or required standard. Virentum must be given a reasonable opportunity to investigate and, where appropriate, correct, re-perform or otherwise remedy the affected part. Nothing in this clause limits a remedy that the client is legally entitled to exercise.

16. Liability

To the maximum extent permitted by law, neither party is liable to the other for indirect, special or consequential loss that was not reasonably foreseeable when the agreement was concluded. Virentum's aggregate liability arising from a project will not exceed the fees actually paid for the affected services, except where a higher liability cannot lawfully be excluded or limited, including liability arising from fraud, gross negligence or another non-excludable statutory duty.

17. Website use

Website content is provided for general information and may be updated without notice. No person may copy, scrape, republish, interfere with or misuse the website, its security, branding, content or systems. External links and embedded services are provided for convenience; their operators control their own content and privacy practices.

18. Complaints and disputes

Please send a complaint to [email protected] with the project or invoice number, relevant dates and the remedy requested. The parties will first attempt in good faith to resolve the matter through direct discussion. If it is not resolved, either party may use any court, tribunal, ombud, regulator or dispute process available under applicable law.

19. Governing law

These Terms are governed by the laws of the Republic of South Africa. Any jurisdiction clause is subject to a consumer's right to use another competent forum provided by law.

20. Changes to these Terms

Virentum may update these Terms to reflect changes in law, technology or business practices. The effective date will be shown at the top. Changes do not retrospectively alter an already accepted project agreement unless the parties agree in writing or the law requires the change.