General Terms and Conditions
The following Terms & Conditions are a legal and binding document, applicable to all Products and/or Services undertaken by Book Hut or its Partners, for and on behalf of any Client(s) who have duly received Book Hut’s Quotation(s) for any such Products and/or Services, and therefore authorised Book Hut to render the aforementioned products and deliver said Services.
- Services and Project Specifications.
1.1. Project Specification refers to the aggregation and scope of the Services to be undertaken and delivered by Book Hut and its Partners, chosen and paid for by the Client. The scope and extent of the Client’s Project must be clearly communicated to Book Hut.
1.2. Book Hut offers a variety of Services and makes use of a number of Partners to administer and complete the Services. These Terms and Conditions are applicable to the Partners, mutatis mutandis.
1.3. Prices displayed on the Book Hut website for the individual services are guidelines only and may be adjusted upwards depending on the extent of the Project, complexity and format of documents provided, Partner price increases, tight deadlines provided by the Client, and/or other factors. Clients will be quoted accordingly.
1.4. Each Service offered and provided by Book Hut and its Partners entails its own process. By agreeing to these General Terms and Conditions the Client is also bound by the Terms and Conditions of each specific Service used and paid for, which will be incorporated as if set forth in full herein:
1.4.1 Editing Terms and Conditions
1.4.2 Cover Design Terms and Conditions
1.4.3 Illustrations Terms and Conditions
1.4.4 Typesetting Terms and Conditions
1.4.5 eBook Conversion Terms and Conditions
1.4.6 Publishers Terms and Conditions
1.4.7 Website Design Terms and Conditions
1.5. The Client must supply all the requested and necessary information to Book Hut in order for Book Hut to issue an accurate and binding quotation and complete the Services effectively and efficiently.
1.6. The Client must communicate her/his/its requirements and scope of the work to be done by Book Hut clearly.
1.7. Book Hut will provide the Client with a Welcome Letter and Questionnaire at the start of the process of each main Service, at Book Hut discretion. The Client undertakes to read the Welcome Letter properly in order to better understand the process and fill out the Questionnaire completely and accurately.
2.1. Book Hut and its Partners can only be contacted during normal business hours i.e. 8:00 to 17:00, Monday to Friday. Any communication sent by a Client outside these times will be attended to during business hours during the next business day.
2.2. Communication between the Client and Book Hut and its Partners will take place via emails or phone calls. WhatsApp is an inappropriate communication method and Book Hut and its Partners retains the sole discretion to respond to messages received via WhatsApp from Clients.
2.3. Book Hut’s Services are completed online, therefore communication will be limited to emails and phone calls and Book Hut has the sole discretion to schedule Skype meetings.
2.4. Clients undertake to not send numerous emails in a short period of time to Book Hut and its Partners and to comply with email etiquette at all times.
2.5. The Client, Book Hut, and its Partners undertake to communicate courteously at all times. Swearing, insults, threats, and screaming will not be tolerated under any circumstances.
- Expectations and Undertakings.
3.1. The Client acknowledges that Book Hut’s Services are undertaken and completed exclusively online; Book Hut is not a IT company and cannot assist Clients with any IT related problems. Clients are expected to be computer literate/tech savvy or employ the assistance of someone who is.
3.2. Clients undertake to do the necessary research and homework in order to better understand the self-publishing process. Frequently asked questions and answers can be found on Book Hut’s website.
3.3. Book Hut and its Partners undertake to keep any documentation or information provided by the Client safe and confidential but cannot be held liable for disclosure outside their control.
3.4. Clients must inform Book Hut of any deadlines before the Project commences. Book Hut undertakes to attempt to cater for deadlines, however, Clients acknowledge that there are limitations on how much any process can be rushed.
3.5. If a Client requests that projects be completed within a deadline that is shorter than the quoted lead time, such Client will be required to pay the full quoted amount upfront before work on the project commences, subject to Clause 5.5.
3.6. Timelines provided for on the Quotation or otherwise are guidelines only. Book Hut and its Partners undertake to work expeditiously to complete the quoted Products and/or Services within the Project Specifications and time-frames indicated; external factors may however delay the process.
3.7. Book Hut cannot be held responsible for delays outside of their control.
4.1. Quotations are valid for 14 (fourteen) consecutive calendar days from the documented date on the Quotation. This period may be adjusted upwards at Book Hut’s sole discretion.
4.2. Quotations are only for work specified, additional work or changes will be quoted or invoiced as agreed, separately.
4.3. If Book Hut receives notification of the Client’s acceptance of the Quotation with variation, Book Hut will update the Quote to reflect the Services agreed upon between the parties.
- Deposits and commencement of work.
5.1. Once the Quote, with or without variation, has been accepted by the Client in writing, the Client must pay at least 50% of the final full amount quoted, if such amount exceeds ZAR 3000, to commence work.
5.2. If the full quoted amount is ZAR 3000.00 or less, then the quoted amount must be paid in full by the Client to commence work.
5.3. In the event that the Client only chooses Editing as a Service the full amount for Editing as it appears on the Quote must be paid to Book Hut to commence the Service.
5.4. Once the amount, as stipulated in Clause 5.1. to 5.3., is received by and reflects in the bank account Book Hut supplied, Book Hut will provide the Client with an Invoice for the amount paid by the Client and as reflected in the said bank account.
5.5. Products and/or Services as described in the Quotation/Invoice will only commence once the Client’s deposit as stipulated in Clauses 5.1.to 5.3.has been confirmed as received by Book Hut.
5.6. Deposit amounts to commence work, as stipulated above, are non-negotiable.
5.7. Should the Client pay more than the required 50% Deposit, the balance is refundable within 10 (ten) calendar days should the Agreement be terminated by either party (refer to Clause 13.)
5.8. Any amount paid by the Client, greater than the 50% required Deposit, does not construe or imply any additional right(s) other than what is stipulated in these Terms and Conditions.
- General Payment Rules.
6.1. Payments must, unless agreed otherwise between the parties, be made into The Account Book Hut supplied as reflected on the Quote/Invoice.
6.2. Book Hut will only accept EFT Payments and Cash payments. Cash payments must include the necessary bank charges applicable to cash deposits being ZAR 100
6.3. Payment by Cheque carries a surcharge of ZAR 100 per Cheque and must be added to any amounts paid via Cheque. It will only be accepted if the Client informs Book Hut before making the payment. The Client acknowledges that Cheques take a minimum of 7 (seven) business days to clear, which will delay Book Hut commencing work and is therefore subject to Clause 5.2.
6.4. If the Client makes payment via an ATM Transfer or Cash deposit, a ZAR 100 surcharge must be added to the full amount paid via each ATM Transfer or deposit.
6.5. Clients may pay amounts due, into Book Hut’s PayPal Account if agreed on between the parties. Payment’s into such PayPal account carries a 5% surcharge of the amount transferred.
6.6. If the Client is affecting an International Wire Transfer to pay for Services/Products quoted/invoiced by Book Hut, a minimum of ZAR 500 must be added to the amount paid by the Client.
6.7. Book Hut is not a credit service provider and does not grant any credit facilities whatsoever.
6.8. Client accounts, quotations and invoices do not imply negotiable payment terms.
- Required Documentation.
7.1. Required Documentation refers to any and all information necessary for the timeous commencement and delivery of Products and/or Services as described in these Terms and Conditions and indicated by the Project Specifications.
7.2. The Client is to provide all Required Documentation electronically to Book Hut to initiate work on aforementioned quoted Products and/or Services, unless they are to be created as part of the project.
7.3. The Client’s quoted and accepted Products and/or Services will only be queued and allocated accordingly, after compliance with Clause 7.2.above.
7.4. If the Client does not supply Book Hut with the Required Documentation within 20 (twenty) calendar days from the date the Deposit reflects in Book Hut’s account, the entire amount of the Agreement becomes due and payable, and should the Client choose to continue the Agreement with Book Hut.
7.5. If the Client still has not submitted or provided all the Required Documentation within 45 (forty-five) calendar days the date the Deposit reflects in Book Hut’s account, an additional continuation fee of 15% of the total Quotation(s) will be billed for each month until the quoted Products and/or Services are completed.
8.1. The Client has to ensure they have the Copyright for all material supplied to Book Hut.
8.2. Book Hut, its employees, independent contractors, affiliates, agents, agencies or any associates involved in a Client’s Products and/or Services, will not be liable or held responsible for any Copyright disputes.
8.3. If and when Book Hut are informed that material was provided without the required Copyright, illegal content will be removed and deleted immediately, and the Client will be billed with the cost thereof.
8.4. Book Hut does not take any responsibility for any and all content supplied from the Client without proper Copyright whatsoever.
- Review and Changes.
9.1. Once the process of each Service has been completed, the Client will be provided with a number of specified days to review the product/service and respond with amendments and/or improvements in writing by e-mail. Please see the specific terms and conditions for the Services offered by Book Hut as listed under Clause 1.3.for review and changes timelines for each Service.
9.2. Reviews or Changes that fall outside the scope of the original Project Specifications, referred to as Scope Creep, will be quoted and invoiced over and above the original Quotation. Please see the specific terms and conditions for the Services offered by Book Hut as listed under Clause 1.3.for Scope Creep for each service.
9.3. Should Book Hut not receive a reply within the specified time via e-mail, the specific Service will be considered as complete. Therefore, Book Hut and its Partners take no responsibility for content, design or other errors thereafter.
- Completion Date and Balance of Payment.
10.1. The Completion Date of the Project or Service is affected by feedback and content received from the Client. Time-frames will be adjusted within reason, notwithstanding these Terms & Conditions.
10.2. The Client will be informed once the last Service in the Project Specification, as Quoted for, is about to commence, at which point the Balance of Payment becomes due and payable.
10.3. Book Hut will invoice the Client for the Balance of Payment. The Balance of Payment as stated on the Invoice must be paid into Book Hut’s stipulated bank and account details as provided on the said Invoice, within 30 (thirty) consecutive calendar days of date of the Invoice.
10.4. The General Payment Rules as stipulated in Clause 6 apply mutatis mutandis to the Balance of Payment.
10.5. The Completion Date is the date on which the final Service, as quoted for, is completed, subject to Clause 9 above.
10.6. All work remains the property of Book Hut until the full and final payment reflects in Book Hut’s stipulated bank and account details as provided on the said Invoice.
10.7. Once full and final payment has been received, Book Hut will hand all remaining documents and information over to the Client at which point ownership of the work passes to the Client. Book Hut undertakes to keep copies of all work completed as far as possible for future use by the Client, but the ultimate responsibility for the completed work/documents lies with the Client once ownership has passed.
10.8. Please note that any further adjustments or amendments after the Completion Date will be at an additional cost as set out in Clause 11.
- Additional Work.
11.1. Additional Work requested and agreed to, or any other work in progress for the Client after the Completion Date of the original Agreement, will be billed separately in accordance to these Terms and Conditions, quoted and agreed to.
11.2. All payment(s) and time-frame(s) as set out in these Terms and Condition shall apply.
11.3. Scope Creep will not be tolerated, and setting clear goals, objectives and specifications in the initial negotiations and Project Specifications with Book Hut remain the responsibility of the Client.
11.4. Book Hut may suggest Additional Work for the Client’s project and reserves the right to do so free of charge or Book Hut will issue the Client a Quotation accordingly.
- Legal Costs.
12.1. Failure to comply with these Terms and Conditions regarding payments and fees will result in legal action from Book Hut’s legal representative(s), and the full outstanding balance becomes payable.
12.2. All legal costs resulting from non-payment will be accrued to the Client’s outstanding balance.
13.1. Cancellations of the Project or specific Service by the Client will only be accepted if such cancellation is communicated to Book Hut directly in writing via email.
13.2. Book Hut reserves the right at its discretion to cancel this Project or Services should the Client breach any of the Terms and Conditions stated herein.
13.3. At the date of cancellation, all Fees up to that point of work will be calculated. If the Fees calculated are greater than the amount paid by the Client up to date, the Client will be invoiced accordingly, and the amount will be payable to Book Hut within 7 (seven) calendar days of Invoice date.
13.4. Book Hut will refund Clients amounts paid that exceed the calculated fees within 14 (fourteen) days of receiving the notification of cancellation in writing.
13.5. Fees will include work done on specific Services up to that point as well as an administration fees for time spent by Book Hut and its Partners dealing with the Client and administering the Project and/or Services.
14.1. Book Hut reserves the right to make changes to these Terms and Conditions at any time without prior consent of any or all of their Clients or Partners.
14.2. These Terms and Conditions are legally binding in accordance with the publishing date hereof, as incorporated on Book Hut’s own website, and date of requesting a Quote and receiving the same.