Company Policies

HTM Legacy is a South African boutique multi-division creative and business agency headquartered in Gauteng (Johannesburg & Pretoria), founded in 2024 and officially launched in April 2026.

We operate through four divisions:

• Digital — Website design, hosting, SEO, and corporate email solutions.
• Creative — Brand identity, logo design, graphic design, and motion media.
• Support — Administrative operations, CIPC compliance, and business support for SMEs.
• Lumina Guides — Corporate storytelling, custom publishing, and bespoke editorial content.

We operate primarily remotely across South Africa, with in-person meetings available upon agreement. Our guiding philosophy: "A legacy isn't left by accident. It's built with intention, structure, and story."

By entering into any agreement, engagement, or service arrangement with HTM Legacy — whether written, verbal, or implied — you agree to be fully bound by these Terms of Service.

Acceptance may be communicated via:

• Written confirmation (email or signed document)
• Verbal confirmation during an onboarding meeting (which will be recorded)
• Payment of any invoice issued by HTM Legacy

No work will commence until acceptance of these terms.

HTM Legacy delivers services as scoped in the agreed proposal or quotation. Clients must:

• Provide all required content, assets, and access credentials in a timely manner.
• Respond to feedback requests within 3 to 5 business days.
• Ensure all supplied materials are legally owned or licensed by the client.
• Attend scheduled meetings or give at least 24 hours' notice to reschedule.
• Settle invoices within agreed payment terms.

All work produced remains the intellectual property of HTM Legacy until full and final payment is received. Upon full payment, ownership of the agreed final deliverables transfers to the client — excluding:

• HTM Legacy's proprietary tools, frameworks, templates, and methodologies.
• Third-party licensed assets (stock imagery, fonts, plugins, etc.).

HTM Legacy retains the right to feature completed work in its portfolio unless the client submits a written confidentiality request at or before project completion. This is aligned with the Copyright Act 98 of 1978.

Each package includes a defined number of revision rounds as specified in the service agreement. Additional revisions beyond the agreed number will incur extra fees, communicated in writing before work proceeds.

Significant scope changes — such as a new concept direction, different target audience, or change in deliverable format — constitute a scope amendment and will require a revised proposal and quotation before proceeding.

• A non-refundable 50% deposit is required before any work commences.
• The remaining 50% balance is due upon completion, prior to delivery of final files.
• For retainer agreements, invoices are issued monthly and payable within 7 calendar days.
• HTM Legacy reserves the right to suspend work where payment is overdue by more than 7 days.
• Invoices unpaid after 30 days attract interest per the Prescribed Rate of Interest Act 55 of 1975.

All payments are via EFT to HTM Legacy's designated South African bank account. Cash payments are not accepted.

HTM Legacy warrants that all services will be delivered with reasonable skill and care. However, we make no guarantee of specific business outcomes, search rankings, or third-party platform performance.

HTM Legacy's liability is limited to the total fees paid for that specific project. We are not liable for indirect or consequential damages.

Force Majeure: We will not be held liable for delays caused by events beyond our control (e.g., load shedding, civil unrest, telecommunications failure).

Governing Law: These terms are governed by the laws of the Republic of South Africa. All disputes are subject to mediation before any court referral.

Non-refundable items: Third-party costs (domains, hosting, printing), rush fees, and retainer fees for services already rendered.

To initiate a refund, submit a written request including your name, project name, invoice number(s), and reason. Approved refunds are processed within 14 business days via EFT.

Cancellation requests must be submitted in writing (email or formal letter). Verbal cancellations are not recognised until confirmed in writing.

Retainer agreements require a minimum 30 calendar days' written notice. Services continue to be rendered and invoiced during the notice period. Cancellation with less than 30 days notice may incur up to one full month's retainer as a cancellation fee.

HTM Legacy may cancel a project due to non-payment (past 30 days), client delays, abusive conduct, or requests to produce unlawful content. In such cases, a full refund minus the value of completed work will be issued.

Project Pause: Projects may be paused for up to 60 calendar days by written agreement. Beyond 60 days, the pause may be treated as a cancellation.

HTM Legacy is a relationship-driven, consultative service provider — not a click-and-buy platform. Every engagement begins with a conversation.

Our standard engagement process:

• Stage 1 — Initial Enquiry: Contact us; we acknowledge within 1–2 business days.
• Stage 2 — Discovery Meeting: A formal discovery session (recorded with consent) exploring your goals, brand, audience, and budget.
• Stage 3 — Proposal & Agreement: A formal written proposal with scope, timeline, and fees. Signed agreement + deposit activates the project.
• Stage 4 — Execution: Regular check-ins; all decisions documented in writing.
• Stage 5 — Delivery & Handover: Final client approval + balance payment → handover meeting.

Business Hours: Monday–Friday, 08:00–17:00 SAST, excluding public holidays.

Response times: Emails within 1–2 business days; WhatsApp within 4–8 business hours; urgent matters within 24 hours.

All formal meetings are recorded with prior consent per RICA Act 70 of 2002 and stored for a minimum of 5 years.

HTM Legacy is fully compliant with the Protection of Personal Information Act 4 of 2013 (POPIA) and serves as the Responsible Party for all data we process.

We collect: Personal identification info, business contact details, financial records (for payment only), project assets, and communication records.

Data Security measures:

• Secure cloud-based storage with access controls and version history.
• Full-disk encrypted physical hard drives for offline backup.
• Regular backup routines across cloud and physical systems.
• Role-based access — only authorised personnel may access client data.
• Encrypted communication channels for sensitive information transmission.

Retention: Project files and financial records for 5 years; meeting recordings for 5 years; marketing consent records for 3 years post-relationship.

Your rights (POPIA): You have the right to access, correct, or delete your personal information, and to lodge a complaint with the Information Regulator of South Africa (inforegulator.org.za | 010 023 5207).

HTM Legacy does not sell, rent, or trade personal information. Data is shared with third parties only where required for service delivery, by law, or with your explicit written consent.

Yes. HTM Legacy maintains strict confidentiality over all client information — including business strategies, financial data, brand assets, creative concepts, and trade secrets. All HTM Legacy personnel with access to client information are bound by contractual confidentiality obligations.

Clients similarly agree to keep confidential any proprietary information, pricing structures, or business information disclosed by HTM Legacy.

Where enhanced protection is required, a formal Non-Disclosure Agreement (NDA) may be requested by either party. Confidentiality obligations survive the engagement and remain in force for 3 years post-completion (indefinitely for trade secrets).

HTM Legacy reserves the right to feature completed projects in its portfolio, website, presentations, and social media for marketing purposes — unless the client submits a written confidentiality request prior to project completion.

Where third-party assets (stock images, fonts, audio, plugins) are incorporated, the client is responsible for ensuring appropriate licences are in place. HTM Legacy will advise on licensing requirements and may procure licences on the client's behalf, with costs invoiced to the client.

All deliverables remain HTM Legacy's intellectual property until full payment is received. Clients may not use, reproduce, or commercialise any deliverable until the outstanding balance is settled.

HTM Legacy is committed to resolving any complaint fairly, quickly, and transparently. To lodge a formal complaint:

• Submit in writing via email, clearly marked as a formal complaint.
• Include: your full name, nature of complaint, relevant project, and desired resolution.
• We acknowledge within 2 business days and respond formally within 10 business days.
• If unsatisfied, escalation to a senior HTM Legacy manager is available.

If internal resolution fails, both parties agree to attempt mediation (costs shared equally) before pursuing legal remedies. Clients may also contact the National Consumer Commission (NCC) at thencc.gov.za or the Consumer Goods and Services Ombudsman (CGSO).

HTM Legacy is an equal opportunity service provider. We do not discriminate on the basis of race, gender, age, religion, disability, sexual orientation, or any other ground prohibited by the Constitution of South Africa.

• Transformation: We actively support South African businesses, emerging entrepreneurs, and historically disadvantaged individuals.
• Ethics: No bribery, corruption, or fraud — ever. We report any such conduct to the relevant authorities.
• Environment: As a primarily remote and digital agency, we minimise our environmental footprint and adopt eco-conscious practices where practicable.

HTM Legacy's website (www.htmlegacy.com) is provided for informational and marketing purposes and is governed by the Electronic Communications and Transactions Act 25 of 2002 (ECTA).

The website may use cookies and tracking technologies to enhance user experience and analyse website traffic. Cookies are small text files stored on your device. You may configure your browser to refuse cookies, though this may affect some functionality.

By continuing to use the website without adjusting cookie settings, you consent to cookie use as described here. Website content is provided in good faith but may be updated without notice — verify key details with us directly before making decisions based on website content.

HTM Legacy reserves the right to amend this policy at any time. Amendments take effect upon publication on the website and/or written notification to active clients.

Active clients will be notified of material changes via email at least 14 calendar days before they take effect. Continued engagement with HTM Legacy after any amendment date constitutes acceptance of the revised terms.

This document is reviewed annually or as required by changes in South African legislation or business operations.

General Enquiries:

• Website: www.htmlegacy.com
• Email: contact@htmlegacy.com
• Location: Johannesburg / Pretoria, Gauteng, South Africa

POPIA Information Officer (for data subject rights requests or PAIA access requests):

• Name: Hope T. Madike — Founder & CEO, HTM Legacy
• Email: informationofficer@htmlegacy.com

The Information Regulator of South Africa: inforegulator.org.za | Tel: 010 023 5207