Terms & Conditions

 AOLC Terms & Conditions (Updated August 2025)

Welcome to AOLC (Pty) Ltd

By accessing or using our website and services, you agree to comply with and be bound by these Terms and Conditions. If you do not agree, please do not use our services.

1. Scope of Services

These Terms apply to all services delivered by AOLC (Pty) Ltd, including:

• Microsoft cloud licensing via the Cloud Solution Provider (CSP) program
• SLA-based IT support, hosting, and managed services
• Product sales, support contracts, hardware, and software provisioning

2. Acceptance of Terms

By accepting any Estimate, Invoice, Proposal, CRM-generated record, or by continuing to use our services, you agree to these Terms and our Privacy Policy. This applies even if a formal agreement has not been signed.

All actions, approvals, and communications recorded via the AOLC CRM platform shall be deemed legally valid and binding, including acceptance of Estimates, Proposals, and license/service adjustments.

If the Client continues to access or benefit from services, this shall be deemed conclusive acceptance of the associated Estimate, Proposal, and these Terms, whether or not a signed copy was returned.

The Client warrants that any person approving services via CRM, email, or digital acceptance is duly authorised to bind the Client.

3. CSP & SLA Commitments

All Microsoft cloud licensing is governed by AOLC’s Microsoft CSP Addendum, which forms part of this agreement. The Addendum outlines your obligations under the Cloud Solution Provider program, including licensing terms, billing rules, and cancellation policies. A copy is available at www.aolc.co.za/csp-addendum or upon request.

All services delivered under CSP and SLA arrangements are:

• Subject to a 12-month minimum term unless otherwise agreed in writing
• Automatically renewed unless cancelled in writing at least 30 days before renewal
• Billed monthly or annually in advance, based on the Estimate or Contract
• Non-cancellable and non-refundable once activated, even if usage changes

The most recently accepted Estimate, Proposal, or paid Invoice/s shall serve as the definitive license or service schedule of record.

4. Pricing and Currency

• CSP pricing is based in USD, converted to ZAR at the prevailing mid-market rate on the invoice date
• SLA pricing is fixed in ZAR unless otherwise stated
• Prices are exclusive of VAT unless specified
• AOLC reserves the right to increase prices for any services, including CSP and SLA agreements, with 30 days’ written notice. If the Client does not agree to the revised pricing, they remain obligated to continue paying at the updated rate for the duration of the committed term, as AOLC is unable to cancel upstream service commitments. Continued use of the services after the notice period will constitute acceptance of the revised pricing.

5. CRM and Communications

All approvals, changes, and support requests must be logged via:

• The AOLC CRM Portal: https://crm.aolc.co.za
• Official support email: support@aolc.co.za
• Official support landline: +27 87 55 00 555

Instructions via WhatsApp, SMS, or verbally are not valid and will not be actioned. AOLC does not accept any form of informal communication or instruction as legally binding unless confirmed via CRM or written email.

Digital signatures, CRM approvals, and email confirmations are considered fully binding and have the same legal standing as physical signatures.

6. Support Services

Support is delivered per our SLA (8 hours/day, Monday–Friday):

• Priority-based response times as defined in our SLA (Priority 0 to Priority 3)
• First-line support includes basic troubleshooting, license/user management, password resets
• Advanced configuration, on-site support, unsupported platforms, afterhours support or third-party escalations may incur additional fees
• All support is subject to fair usage limits and pre-agreed scope

7. Client Responsibilities

Clients are required to:

• Ensure that all contact and company information stored with AOLC is accurate and up to date at all times. The Client bears full responsibility for updating their own contact records via the CRM or by written instruction to AOLC.
• Provide system access and cooperation during support
• Maintain updated contacts in the CRM portal
• Log accurate and non-duplicated tickets
• Ensure internet connectivity and remote access is available
• Notify us of any changes to administrators or contact personnel
• Ensure their users, staff, and third-party agents comply with these Terms; the Client remains liable for any breach or misuse caused by their representatives

8. Variation of Services

Any change in scope, users, devices, or service levels must be agreed via an updated Estimate or Addendum. Increased quantities or services will be billed pro-rata and shall form part of the original committed term, unless otherwise agreed in writing. Decreases in quantities or services will not be permitted during the committed term, except where explicitly allowed under upstream provider terms and with written confirmation from AOLC. No reductions shall relieve the Client of their payment obligations for the full committed term.

9. Invoicing & Payment

• Invoices are issued as per the approved Estimate and are due within 7 days
  
• Unless otherwise agreed in writing, payment in full is required prior to delivery, provisioning, or commencement of any work.
• CSP and SLA services are prepaid
• AOLC retains ownership of all goods and services until full payment is received
• Late payments may incur interest (Prime + 2%) and suspension of services
• Debit order is the preferred payment method for SLA clients
• Returns may incur a 10% handling fee unless otherwise agreed in writing
• Any additional hardware, software, or services requested during installation will be quoted separately and require prior written approval

Banking Details: AOLC (Pty) Ltd | ABSA Bank
Branch Code: 632005 | Acc No: 4069470919

Important: Always verify banking details via phone at 📞 +27 87 55 00 555 before making payment. AOLC will never notify you of bank detail changes via email. We accept no responsibility for funds paid into fraudulent accounts.

10. Suspension and Termination

Non-payment may lead to suspension without notice. Termination before the end of the committed term does not relieve the client from paying the full remaining contract value.

If it is later found that a signatory or CRM user did not have authority to act on behalf of the Client, that person may be held personally liable for any resulting obligations, including fees or damages.

In the event of default, the Client agrees to cover all costs of debt recovery, including attorney and collection fees on an attorney-and-client scale, tracing fees, and disbursements.

11. Limitation of Liability

AOLC makes no warranties for third-party software or services, including but not limited to Microsoft 365, and accepts no liability for downtime, data loss, or disruptions caused by such providers.

Unless otherwise agreed in writing, the Client is solely responsible for backing up its data. AOLC shall not be liable for any data loss or corruption.

AOLC shall not be liable for:

• Service disruptions caused by Microsoft or third-party systems
• Data loss outside our administrative control
• Indirect or consequential damages
• Any damages arising from misuse or unsupported usage of services

12. Intellectual Property

All documentation, training, systems, and processes developed by AOLC remain our intellectual property. Clients may not reproduce or share them without written consent.

13. Confidentiality

All client and service data is confidential. Both parties agree to maintain strict confidentiality unless disclosure is required by law.

14. Breach and Dispute Resolution

AOLC reserves the right to suspend any or all services immediately if the Client breaches these Terms, including but not limited to unauthorised use, misuse of services, or failure to comply with support procedures. Suspension does not waive the Client’s financial obligations under this agreement.

Breaches must be remedied within 30 days of written notice. Unresolved disputes will be mediated or arbitrated in Johannesburg under the Arbitration Foundation of Southern Africa (AFSA).

15. Governing Law

This Agreement is governed by the laws of the Republic of South Africa. The Magistrates’ Court has jurisdiction, but AOLC reserves the right to institute action in the High Court.

16. Force Majeure

Neither party shall be liable for delays caused by events outside their control, including load shedding, riots, pandemics, or government action.

17. Entire Agreement

These Terms, together with any accepted Estimate, Proposal, or CRM record, form the full agreement between the parties. Any amendments must be made in writing.

18. Final Notice

By using AOLC services, submitting a signed Estimate or accepting a Proposal, you confirm agreement to these Terms and the Privacy Policy.

19. No Waiver

No failure or delay by AOLC in exercising any right, power, or privilege shall operate as a waiver thereof. Any waiver must be in writing and signed by an authorised representative.

20. Non-Solicitation

The Client agrees not to solicit or employ any AOLC staff or subcontractors, directly or indirectly, during the term of this agreement and for 12 months after termination, without prior written consent. Breach of this clause shall result in a recruitment fee equal to six (6) months of the staff member’s gross salary.

21. Contact Information

If you have any questions about these Terms and Conditions, please contact us: 📧 info@aolc.co.za | 📞 +27 87 55 00 555