Payment Terms

💰 PART A: PAYMENT & BILLING TERMS

A.1 Fees and Quotations

All fees for services are as set forth in the applicable quotation, proposal, or statement of work provided to Client. Unless otherwise stated:

• Quotations are valid for thirty (30) days from the date of issue;
• All fees are exclusive of Value-Added Tax (VAT), which will be added at the applicable rate;
• Fees are quoted in South African Rand (ZAR) unless otherwise agreed in writing.

A.2 Payment Schedule

Payment terms are specified in each quotation. Standard payment terms are:

• Projects under R50,000: 100% upfront payment
• Projects R50,000 – R150,000: 50% deposit, 50% upon completion
• Projects over R150,000: Custom milestone payments as specified in quotation
• Subscription Services: Monthly or annual payments in advance
• Support Retainers: Monthly payment in advance

A.3 Invoicing

• Invoices are issued electronically to the email address provided by Client;
• Invoices are due within fourteen (14) days of the invoice date unless otherwise stated in the quotation;
• Recurring invoices for subscription services are issued on the first day of each billing period;
• Client is responsible for providing accurate billing information and notifying us of any changes.

A.4 Payment Methods

We accept the following payment methods:

• Electronic Funds Transfer (EFT) – Banking details provided on invoice
• Credit/Debit Card – Via secure payment gateway (additional fees may apply)
• SnapScan / Zapper – For qualifying payments
• International Payments – SWIFT/International wire transfers (client bears all bank fees)

Proof of payment must be sent to finance@longhaultech.com for reconciliation.

A.5 Disputed Invoices

If Client disputes any invoice, Client must:

1. Pay the undisputed portion by the due date;
2. Provide written notice of the dispute within seven (7) days of invoice date, specifying the basis for the dispute;
3. Cooperate in good faith to resolve the dispute promptly.

Failure to pay the undisputed portion constitutes late payment under Part B.

↩️ PART B: REFUND & CANCELLATION POLICY

B.1 Deposits

• All project deposits are non-refundable.
• Deposits secure resource allocation, licensing, and project scheduling.
• Work may begin immediately upon deposit confirmation.

B.2 Digital Systems & Software

• Digital systems (LMS, LMIS, CRM, custom applications) are non-refundable once deployed, delivered, or accessed.
• Issuing login credentials or deploying to a server constitutes delivery.
• Technical functionality constitutes successful delivery.

B.3 Hosting & Subscription Services

• Monthly or annual hosting fees are non-refundable once a billing cycle has commenced.
• No pro-rata refunds are issued for mid-cycle cancellation.
• Services remain active until the end of the paid billing period.

B.4 Project Cancellation by Client

• If a client cancels after work has commenced, payments made for completed milestones remain non-refundable.
• If cancellation occurs before significant work begins, a partial refund may be considered at the Company's discretion, less administrative and preparation costs.
• Custom licenses and third-party costs are non-refundable.

B.5 Cancellation by Long Haul Technologies

Long Haul Technologies reserves the right to terminate services in cases of:

• Material breach of agreement
• Non-payment
• Violation of Acceptable Use Policy

Where termination is initiated by the Company without client breach, a reasonable pro-rata refund may be considered for unused prepaid services.

B.6 Defects & Support Window

• A 30-day post-handover period is provided for technical bug correction.
• Feature changes, redesigns, or new development requests are not considered defects.
• Dissatisfaction after delivery does not constitute grounds for refund.

B.7 Chargebacks & Disputes

Clients agree to first engage Long Haul Technologies in writing before initiating any payment dispute or chargeback.

Unjustified chargebacks may result in suspension of services and recovery of associated costs.

B.8 Limitation of Refunds

Refund eligibility, where applicable, shall never exceed the amount paid for the specific service in dispute.

⏰ PART C: LATE PAYMENT & SUSPENSION POLICY

C.1 Late Payment

An invoice is considered late if payment is not received by the due date specified on the invoice.

C.2 Interest on Late Payments

Late payments will incur interest at the rate of 2% per month (24% per annum) on the outstanding balance, compounded monthly from the due date until payment is received in full.

C.3 Collection Costs

Client agrees to pay all reasonable costs incurred by Company in collecting overdue amounts, including but not limited to:

• Legal fees on the attorney-and-own-client scale;
• Debt collection agency fees;
• Administrative costs associated with recovery efforts;
• Bank charges and tracing fees.

C.4 Suspension of Services

Company may suspend access to Services, Deliverables, and systems immediately if:

• Any invoice remains unpaid for more than seven (7) days past the due date;
• Client fails to cure any other breach within the required timeframe;
• Client's use of Services poses a security or legal risk.

C.5 Reinstatement

To reinstate services after suspension, Client must:

1. Pay all outstanding amounts in full;
2. Pay any applicable reinstatement fee (if applicable);
3. Provide reasonable assurance of future compliance.

Reinstatement is at Company's sole discretion and may take up to five (5) business days.

C.6 Termination for Non-Payment

If invoices remain unpaid for thirty (30) days after suspension, Company may, at its sole discretion:

• Permanently terminate this Agreement and all Services;
• Disable all access to systems and deliverables;
• Archive or delete Client Data in accordance with the Privacy & Data Protection Policy;
• Pursue legal action to recover all outstanding amounts.

C.7 Data Export After Termination

As provided in the MSA, data export is conditional upon:

• Full payment of all outstanding amounts;
• Written request within thirty (30) days of termination;
• Payment of reasonable data extraction fees if applicable.

C.8 No Waiver

Company's failure to enforce strict payment terms does not constitute a waiver of its rights. Company may exercise its rights at any time, including after accepting partial payments.

⚖️ PART D: GENERAL PROVISIONS

D.1 Entire Agreement

These Payment Terms, together with the MSA and all Incorporated Policies, constitute the entire agreement regarding payment obligations. In the event of any conflict, the MSA prevails unless these Payment Terms explicitly state otherwise.

D.2 Amendments

Company may update these Payment Terms from time to time. Updated versions will be posted on our website and apply to new engagements and renewals. For existing engagements, the version in effect at acceptance applies unless otherwise agreed in writing.

D.3 Severability

If any provision of these Payment Terms is held invalid or unenforceable, the remaining provisions remain in full force and effect.

D.4 Waiver

No waiver of any term is effective unless in writing. Failure to enforce any right is not a waiver of future enforcement.

📞 PART E: CONTACT INFORMATION

For payment, refund, or billing enquiries:

Proof of payment should be sent to finance@longhaultech.com for prompt reconciliation.

Version 1.0 | Effective 20 February 2026
Long Haul Technologies reserves the right to update these Payment Terms. Updated versions apply to new engagements and renewals.