These VoIP Services Terms (“Terms”) govern the relationship between you (the “Client”) and Coast IT (“Service Provider”) regarding the provision of VoIP and related telecommunication services. By engaging Coast IT for these services, you agree to be bound by these Terms.
Services Provided
Coast IT commits to delivering advanced VoIP solutions, which may include, but are not limited to:
Hosted PBX systems and call routing
Cloud-based telephony services
Unified Communications (voice, video, messaging)
Call recording, conferencing, and auto-attendant functionalities
Integration with CRM and other enterprise systems
Custom configuration and scalability based on client needs
Regular updates to optimize performance and incorporate emerging technologies
Service Scope
The specific scope of VoIP services will be detailed in the project proposal or statement of work, which must be mutually agreed upon prior to commencement. Any modifications requested by the Client after acceptance may result in adjusted service fees and timeline extensions.
Payment Terms
Setup Fee and Monthly Charges: A one-time setup fee may be applicable, with recurring monthly charges based on the agreed service package.
Deposit: An upfront deposit may be required to initiate the service, as specified in the proposal.
Invoicing and Payment Schedule: Invoices will be issued in accordance with predefined milestones or billing cycles, with payment due within 7 days of invoice issuance.
Additional Services: Charges for any supplementary services, such as network optimization or advanced support packages, will be outlined in separate agreements.
Client Responsibilities
The Client is responsible for:
Ensuring adequate network infrastructure and bandwidth to support VoIP operations
Providing accurate and timely information regarding existing telecommunication systems and integration requirements
Adhering to scheduled configuration and testing sessions
Maintaining current telecommunications regulatory compliance, where applicable
Delays or omissions in fulfilling these responsibilities may impact service delivery and result in schedule modifications.
Service Implementation and Testing
Configuration: Coast IT will configure the VoIP system according to the mutually agreed specifications.
Quality Assurance: Comprehensive testing will be conducted to ensure call quality, reliability, and feature functionality prior to full-scale deployment.
Client Approval: The Client must provide written approval upon successful testing and deployment to confirm the transition to live service.
Network and Equipment Considerations
Client Equipment: The Client is responsible for procuring and maintaining compatible hardware (e.g., IP phones, routers) unless otherwise specified in the proposal.
Internet Connectivity: Consistent and reliable internet connectivity is crucial. Coast IT is not liable for disruptions caused by the Client’s network failures.
Service Levels and Support
Uptime Commitment: While Coast IT strives to provide uninterrupted service, we do not guarantee absolute uptime. Service Level Agreements (SLAs) detailing response and resolution times for support incidents are available as an addendum.
Support: Ongoing technical support will be provided during normal business hours, with options for after-hours support under separate terms.
Continuous Improvement: Our forward-thinking approach ensures that our services evolve with technological advancements, with routine updates and enhancements delivered proactively.
Warranties and Disclaimers
Performance Warranty: Coast IT warrants that the VoIP services will be delivered in a professional and workmanlike manner.
No Absolute Guarantee: Given the inherent variability of telecommunication networks, we cannot guarantee error-free, uninterrupted service.
Limitation on Remedies: In cases where performance falls below industry benchmarks, remedies will be confined to service credits or corrective actions as outlined in the SLA.
Data Ownership and Privacy
Client Data: Upon full payment, all data generated through the use of the VoIP system, including call logs and recordings, remain the property of the Client.
Privacy Assurance: Coast IT commits to handling all Client data with the utmost confidentiality and in compliance with applicable data protection regulations.
Usage Rights: The Service Provider reserves the right to use anonymized system performance data for internal improvement and marketing purposes.
Termination
Mutual Termination: Either party may terminate this agreement with written notice if the other party materially breaches these Terms.
Post-Termination: Upon termination, the Client is responsible for payment for all services rendered up to the termination date.
Data Portability: Coast IT will provide assistance in data migration to ensure a smooth transition, subject to additional charges if required.
Limitation of Liability
In no event shall Coast IT be liable for any indirect, incidental, or consequential damages arising from the use or inability to use the VoIP services. The maximum aggregate liability is limited to the total amount paid by the Client under this agreement.
Governing Law
These Terms shall be governed by and construed in accordance with the laws of the applicable jurisdiction in South Africa. Both parties consent to the exclusive jurisdiction of the courts in this region.
Amendments
Coast IT reserves the right to modify these Terms at any time. Any significant changes will be communicated to the Client in advance, ensuring transparency and the opportunity to discuss any concerns prior to implementation.
