1. INTERPRETATION
In this agreement, unless the context indicates otherwise:
“CPA” means the Consumer Protection Act, 68 of 2008 (as amended from time to time).
“CPA Customer” means any Customer whose asset value or annual turnover is below R2,000,000.00 (two million Rand) or the gazetted CPA threshold, as amended from time to time.
“Customer” means any person, firm, or legal entity purchasing goods or services from OptiSource IT.
“Goods” means the hardware, software, products, licenses, and/or services supplied by OptiSource IT as reflected on invoices, quotations, orders, or delivery notes.
“Day” means any day other than a Saturday, Sunday, or official public holiday in the Republic of South Africa.
This agreement applies to every contract of sale or service level agreement between OptiSource IT and the Customer, whether oral, electronic, or written.
2. CONSUMER PROTECTION ACT COMPLIANCE
These Terms include provisions that may:
Limit the risk or liability of OptiSource IT or a third party;
Create risk or liability for the Customer;
Compel the Customer to indemnify OptiSource IT; or
Constitute an acknowledgement of certain facts.
Such clauses are highlighted or emphasized as required by the CPA. Nothing in this agreement is intended to unlawfully limit or restrict any rights under the CPA. If you qualify as a CPA Customer, the specific protections under Clause 13 (Warranties & Indemnities – CPA Customers) will apply to you.
3. ONLINE STORE & DIGITAL TERMS
By using our website or client portal, you confirm that you are of legal age in your province or have given explicit consent for minors under your care to use this site. You may not use our site, services, or products for any illegal or unauthorized purpose, nor may you transmit malicious code, viruses, ransomware, or data of a destructive nature. Violation of these Terms will result in the immediate termination of access to our Services.
4. PRICES
4.1 Prices quoted are based on costs at the time of the quotation or sale, including materials, labor, transport, customs duties, and foreign exchange rates. Prices are subject to change without prior notice due to exchange rate fluctuations.
4.2 All prices exclude Value Added Tax (VAT), which must be paid concurrently with the purchase price.
4.3 OptiSource IT reserves the right to amend prices at any time prior to delivery or project sign-off.
4.4 The Customer agrees to OptiSource IT’s standard rates, which are available upon request.
5. PAYMENT
5.1 Payment must be made immediately upon issuance of the invoice and prior to the delivery of goods or commencement of services, unless explicit credit terms have been approved in writing.
5.2 Payments must be made via Electronic Funds Transfer (EFT) or cash, and will only be deemed received once the funds are cleared and reflect in OptiSource IT’s bank account.
5.3 Hardware orders, software licenses, and service packages will not be released, activated, or delivered until full payment is confirmed.
6. ORDERS AND QUOTATIONS
6.1 Orders may be placed in writing, online via our portal, verbally, or through designated sales representatives.
6.2 Any quotation issued by OptiSource IT is an invitation to do business and does not constitute a binding offer.
6.3 A binding contract is formed only when OptiSource IT accepts an order in writing or issues an official order confirmation.
6.4 Quotations are valid for the period stated thereon and may be withdrawn or amended by OptiSource IT at any time.
6.5 All orders are subject to stock, hardware, and license availability.
6.6 Cancellation of an accepted order may result in OptiSource IT charging a cancellation fee up to the full purchase price if the underlying goods or licenses have already been ordered from third-party suppliers.
6.7 The Customer must provide a valid purchase order (PO) number and an accurate delivery or deployment address.
7. DELIVERY AND DEPLOYMENT
7.1 Physical goods will be delivered to the nearest accessible point at the address provided by the Customer. Digital delivery (licenses/software) is deemed complete when access credentials or product keys are transmitted to the Customer.
7.2 Offloading and physical handling on-site is at the Customer’s sole risk and cost.
7.3 Risk in physical goods passes to the Customer upon delivery to the site or upon collection by the Customer or their courier.
7.4 OptiSource IT will use its best efforts to deliver goods and services on time but shall not be held liable for any damages or losses caused by delays.
7.5 If delivery is delayed or refused by the Customer, risk passes immediately and storage, handling, or re-delivery costs may apply.
7.6 A signed delivery note or digital receipt confirmation constitutes conclusive proof of delivery.
7.7 Any physical damage or shortages must be noted on the delivery documentation at the time of delivery, failing which no claims will be entertained.
8. OWNERSHIP AND RISK
Ownership of all goods and software licenses remains fully vested in OptiSource IT until complete payment has been received. Risk passes to the Customer immediately upon physical delivery, digital transfer, or collection.
9. RETURNS AND CANCELLATIONS
9.1 Returns of hardware or cancellation of services will only be accepted with OptiSource IT’s prior written consent.
9.2 A minimum 10% handling and restocking fee applies to returned hardware. Goods must be returned in their original packaging, unopened, and undamaged.
9.3 The Customer is responsible for all return transport and shipping costs unless otherwise agreed in writing.
9.4 Returns and credit notes must be authorized by an appointed OptiSource IT representative or director.
9.5 Custom-built hardware configurations or activated software licenses are strictly non-returnable.
10. PRODUCTS AND SERVICES
10.1 Certain specialized IT products or promotional bundles may be sold exclusively online/via portal and in limited quantities.
10.2 Product descriptions, specifications, and images are for reference purposes only. Manufacturer specifications are subject to change.
10.3 OptiSource IT reserves the right to limit quantities or discontinue any product or service at any time.
10.4 No guarantee is given that any product or service will meet a Customer’s specific niche purpose, business environment, or subjective expectations unless expressly agreed to in writing prior to sale.
11. ACCURACY OF INFORMATION
While we endeavor to provide accurate, current, and complete technical and pricing information on our portals and quotations, OptiSource IT shall not be held liable for typographical or factual errors and reserves the right to correct or update content at any time without prior notice.
12. WARRANTIES & INDEMNITIES (GENERAL CUSTOMERS)
12.1 All goods are sold voetstoots (as is), unless otherwise stated in the original equipment manufacturer (OEM) or supplier warranty terms.
12.2 OptiSource IT makes no warranties or guarantees that are not expressly included in this agreement or defined in a separate Service Level Agreement (SLA).
12.3 Liability for defective goods is limited strictly to repair, replacement, or credit at OptiSource IT’s discretion, provided notification is received within the manufacturer's specified warranty period.
12.4 The Customer indemnifies OptiSource IT against any third-party claims arising from the deployment, use, modification, or resale of the goods or services.
12.5 OptiSource IT will not be liable for any indirect, consequential, incidental, or special damages, including but not limited to loss of profits, data corruption, network downtime, or business interruption.
13. WARRANTIES & INDEMNITIES (CPA CUSTOMERS)
13.1 OptiSource IT’s liability for defective goods supplied to a CPA Customer is limited to: (a) the repair or replacement of the goods; or (b) a refund of a reasonable portion of the purchase price.
13.2 Returns for defect assessment must be in the original packaging and condition.
13.3 OptiSource IT reserves the right to inspect returned goods for misuse, physical damage, power-surge damage, or negligence, which may void the warranty.
13.4 Returns for legitimately defective goods will be handled at OptiSource IT’s cost.
13.5 The CPA warranty runs concurrently with the original Supplier/OEM standard warranty.
13.6 The CPA Customer indemnifies OptiSource IT from any third-party claims.
14. SHIPPING AND COURIER TERMS
Shipping details and estimated fulfillment timelines are outlined on our official Shipping Details page. By placing an order, you agree to these terms. Shipping terms may change without notice, and it remains the Customer’s responsibility to review them before finalizing an order.
15. DISCOUNT CODES, VOUCHERS ANDREFERRAL PROGRAM
15.1 Discount Codes & Vouchers:
Valid only on online/portal purchases of R1,000.00 or more.
Limited to one code per customer/order.
Not applicable to items already discounted or marked as special/clearance.
Cannot be combined with other concurrent promotions.
15.2 Referral Program
Customers are given 5% back on original purchase when they make a successful referral.
As an advocate you get 10% of your friends purchase amount.
16. PROMOTIONS AND COMBOS
16.1 Promotional Sales: Discounted items are limited to two (2) units per customer. Discounts apply strictly to online portal purchases. Manual or offline orders will be charged at standard retail rates.
16.2 Combo Deals & Vouchers: Any installation, setup, or technical support vouchers included in combo deals are valid for three (3) months from the date of purchase and are restricted to the geographic regions specified in the offer. Vouchers are only redeemable through OptiSource IT-accredited technicians or partners.
17. BREACH OF AGREEMENT
If either party breaches these terms and conditions and fails to remedy such breach within 7 (seven) days of receiving written notice to do so, the aggrieved party may cancel the contract immediately and claim proven damages or demand specific performance.
18. GENERAL PROVISIONS
18.1 This document constitutes the entire agreement between OptiSource IT and the Customer regarding the subject matter hereof.
18.2 Any variation, amendment, or consensual cancellation of these terms must be in writing and signed by an authorized OptiSource IT director.
18.3 No indulgence, leniency, or relaxation granted by OptiSource IT shall constitute a waiver of any rights.
18.4 The Customer may not cede, delegate, or assign its rights or obligations under this agreement without prior written consent.
18.5 OptiSource IT shall be entitled to recover all legal costs (on an attorney-and-own-client scale) and collection commissions incurred in enforcing its rights.
18.6 This agreement shall be governed, construed, and interpreted in accordance with the laws of the Republic of South Africa.
CONTACT INFORMATION
Email: sales@optisourceit.co.za
Website: www.optisourceit.co.za
Physical Address: Cabernet Street, Willowbrook, Roodepoort, 1724
Shipping and Delivery Policy
At OptiSource IT, we utilize a fully integrated courier system to ensure your technology solutions reach you safely and efficiently.
Shipping Rates and Calculation
Real-Time Quotes: Delivery costs are calculated in real-time and integrated directly into our checkout process.
Dynamic Pricing: Shipping fees are determined by order dimensions, weight, and your specific delivery destination.
Accuracy Matters: Please ensure your postal code is entered correctly to avoid calculation errors or delivery delays.
Order Processing and Timelines
Payment Clearance: Orders are dispatched once funds have successfully cleared in our account.
Delivery Windows: On average, delivery takes 3–7 working days. Please note that regional areas may experience slightly longer lead times.
Courier Operations: Our courier partners collect and deliver between 8:00 AM and 4:00 PM, Monday to Friday (excluding public holidays).
Availability: All delivery timelines are subject to product availability and the specific logistics schedule of our courier partners.
Important Delivery Information
Physical Address Required: We cannot deliver to P.O. Boxes or Postnet Suites. Please provide a physical address where someone is available to inspect and sign for the package.
No-Go Zones: Certain restricted areas may incur additional surcharges or require specialized delivery arrangements.
Communication: While we strive for excellence, please note that couriers may not always be able to call prior to arrival.
Back-Order Policy
We strive to keep our inventory data as accurate as possible based on supplier information. In the event that an item is unavailable:
Back-Order Options: If a product is out of stock from our suppliers/manufacturers, you may place it on back-order. Suppliers/manufacturers will let us know if there is any reserved stock and will be shipped immediately if available.
Substitute Solutions: To minimize delays, we may suggest high-quality substitute products to fulfill your order faster.
Your Choice: You retain full control over your order. You may choose to accept a substitute, maintain the back-order, or cancel the out-of-stock items for a refund.
Refunds and Claims Policy
At OptiSource IT, we want to ensure you are completely satisfied with your technology investment. If you change your mind regarding a purchase, our return process is governed by the following terms and conditions:
Return Conditions (Change of Mind)
7-Day Window: You have up to 7 days from the date of delivery to return an item without penalty.
Condition of Goods: To be eligible for a return, products must be unused and in their original, sealed packaging.
Quality Inspection: All returned items undergo a formal inspection by our technical team to ensure they meet the criteria for a refund.
Exclusions: After the initial 7-day period, products may only be returned if they are found to be defective under the manufacturer's warranty.
The Refund Process
Logistics: Customers are responsible for the shipping costs associated with returning non-defective items. Please note that original delivery costs are non-refundable.
Notification: Once your return is received and inspected, we will notify you via email regarding the approval or rejection of your refund claim.
Payment Methods: Approved refunds are processed back to the original method of payment:
Credit Card: Credits will be applied directly to the card used.
EFT: For electronic transfers, we will request your banking details to facilitate the refund.
Processing Time: Please allow up to 7 working days for the refund to be processed once approved.
Legal Compliance
OptiSource IT is committed to operating in full accordance with the Consumer Protection Act 68 of 2008 (CPA). All our policies are subject to applicable South African law to ensure your rights are protected.
For more information on the Consumer Protection Act, you can visit the official government website.
Warranty, Exchanges, and Replacements
At OptiSource IT, we stand by the quality of the technology we provide. If a product you purchased exhibits a manufacturing defect or failure as contemplated in the Consumer Protection Act (CPA), we are committed to resolving the issue through repair, exchange, or replacement.
Warranty Coverage
Standard Warranty: All hardware and goods sold carry a minimum warranty period of six (6) months from the date of purchase, covering defects in materials and workmanship.
Extended Manufacturer Warranties: Many of our Tier-One brands offer longer warranty periods. Our suppliers/manufacturers fully honor these extended manufacturer warranties.
Proper Usage: Warranty coverage applies only to products used as recommended by the manufacturer under normal operating conditions.
Dead on Arrival (DOA) & Initial Failures
7-Day Notification: If a product is not functioning or is found to be Dead on Arrival (DOA) upon delivery or collection, please notify us within 7 days.
Immediate Action: Notifying us immediately ensures we can prioritize your replacement or repair to minimize downtime for your business.
How to Log a Warranty Claim
RMA Application: Log a return via the RMA (Return Merchandise Authorization) section on our website.
Product Return: Once the RMA is logged, return the product to the designated branch or warehouse from which it was originally fulfilled.
Evaluation: Our technical team reserves the right to examine and test the product to confirm the reported defect or failure.
Resolution: Once the return is validated, we will replace the item (subject to stock availability) or proceed with a repair.
Return Shipping: Repaired or replaced items will be shipped back to your original delivery address at no charge within 7–14 working days.
Exclusions (What is not covered)
The following are not regarded as manufacturing defects and do not qualify for a warranty return:
Damage resulting from normal wear and tear.
Faults caused by incorrect or improper use (misuse).
Damage due to negligence or failure to adequately care for the product.
Faults or damage resulting from unauthorized alterations or tampering.
Technical Support
If you are unsure whether a hardware issue is covered under warranty, please reach out to the OptiSource IT Technical Support team for a preliminary assessment.
Typographical Errors
In the event a product is listed at an incorrect price due to a typographical error or an error in pricing information received from our supplier or by us, OptiSource IT shall have the right to refuse or cancel any orders placed for products listed at the incorrect price.
Order Acceptance Policy
OptiSource IT will accept orders for out-of-stock items to ensure that you are among the first to receive the item once it becomes available. If a requested item is not currently in stock, you may choose to back-order the item, cancel the order, or cancel the specific portion of the order that is unavailable. Once the item becomes available, it will be shipped to you immediately.
OptiSource IT reserves the right, at any time after receipt of your order and without prior notice, to supply less than the quantity you ordered of any item. We may also require additional verifications or information before accepting any order to ensure security and accuracy.
Manufacturer's Warranty
For all products, any claims made after the first 30 days of the invoice date must be handled directly with the manufacturer. Manufacturer warranties vary by product and brand. Extended warranties may be available directly through select manufacturers. Please note that manufacturer warranty information and policies are subject to change without notice.
Disclaimer
This site is provided by OptiSource IT on an "as is" basis. OptiSource IT makes no representations or warranties of any kind, express or implied, as to the operation of the site or the information, content, materials, or products included on this site.
To the full extent permissible by applicable law, OptiSource IT disclaims all warranties, express or implied, including but not limited to implied warranties of merchantability and fitness for a particular purpose. OptiSource IT will not be liable for any damages of any kind arising from the use of this site, including but not limited to direct, indirect, incidental, punitive, and consequential damages.