1. Status, interpretation and application
1.1. These terms govern the relationship between Iconic Connex (Pty) Ltd (registration number 2018/371055/07), trading as TAPDX Tags ("TAPDX") and the organisation expressly identified and accepted in the relevant written Commercial Schedule (the "Event Partner").
1.2. An enquiry, application, presentation, demonstration, use of a prototype or attendance at an event does not alone create an appointment, quotation, authorised resale arrangement or entitlement to compensation.
1.3. The accepted quotation, relevant schedules and any expressly incorporated signed terms form part of the agreement; a specific negotiated schedule governs the transaction to which it relates, subject always to applicable mandatory law.
1.4. No document in this pack operates retrospectively to alter a previously concluded contract without the legally effective agreement of the affected parties.
2. Scope of transactions
2.1. This Policy applies to standard goods, custom-branded physical NFC tags, approved production or design work, event activation and related services purchased by the Event Partner from TAPDX.
2.2. The Event Partner's own invoices to exhibitors and sponsors are separate transactions governed by the Event Partner's own customer terms and do not create a TAPDX invoice to those package customers.
2.3. Direct TAPDX customer purchases made at the event are separate sales and are subject to the customer-facing terms applicable to them; this Policy does not silently supersede those customer rights.
3. Price setting and written quotations
3.1. TAPDX shall obtain or assess a supplier quotation appropriate to the requested bulk or custom- branded products, quantities, artwork, specifications and manufacturing requirements, and shall determine its own approved bulk selling price after taking account of landed costs, preparation, fulfilment and its commercial pricing controls.
3.2. An approved Event Partner purchasing eligible made-to-order blank, standard or custom-branded physical NFC tags for its event packages receives 20% off TAPDX’s approved bulk selling price stated in the accepted written order-specific quotation, subject to margin controls; no supplier-cost or ordinary retail calculation applies.
3.3. The discount base is TAPDX's approved bulk selling price, not the supplier's purchase price, retail shop price, a cohort concession or an illustrative catalogue or journey example. The discount shall not automatically be stacked with a volume, promotional, referral or other concession.
3.4. TAPDX shall review the proposed discounted net price against its applicable cost and margin controls before issuing and accepting the quotation. A price failing that review shall be referred for owner approval and shall not become an accepted order unless an alternative is agreed in writing.
3.5. The accepted quotation shall specify eligible product lines, exact design or variant, quantity, base unit selling price, discount, resulting net unit price and separately chargeable services. Supplier quotes, landed-cost workings and margin calculations remain TAPDX confidential information.
3.6. An accepted quotation applies only to its stated order. A prior quotation or exceptional cohort price is not a binding rate for a future order; no price already accepted may be unilaterally altered after acceptance.
4. Order formation and approvals
4.1. A Partner request for quotation is not an accepted order. An order becomes binding only upon the agreed acceptance mechanism and TAPDX's written acceptance of the relevant product, price, scope and conditions.
4.2. The Partner shall approve exact design, material, logo file, quantities, technical destination where included, and any personalised wording before the applicable manufacturing instructions are released.
4.3. TAPDX shall identify material exclusions, separate fees, quotation validity and delivery conditions before the Partner is required to commit.
4.4. An accepted order or price cannot be unilaterally changed by a later change to a website price book or published policy.
5. Minimum quantities and first purchase
5.1. The initial qualifying order is at least fifty (50) physical tags in aggregate. Any supplier manufacturing minimum of fifty (50) units per exact design or variant also applies and cannot be met by combining different exact variants, unless TAPDX confirms a feasible exception in writing. A later top-up does not trigger a second initial-order minimum; it remains subject to the actual supplier minimum, availability, production cut-off, a fresh accepted written quotation and full prepayment. The qualifying partner twenty percent (20%) discount continues to apply to eligible top-ups.
5.2. The supplier minimum for each exact design or variant applies as stated in clause 5.1; the aggregate minimum and any exact-variant minimum must both be met. No incorrect earlier 50-tag threshold applies.
5.3. Custom-branded products are made or adapted for the Partner and may require a supplier production commitment or preparation before physical manufacturing.
5.4. A Partner placing a smaller ordinary catalogue order shall follow the relevant customer bulk purchasing route and does not thereby acquire Event Partner pricing or rights.
6. Top-up orders and production cut-off
6.1. An Event Partner may request eligible top-up orders before the event production cut-off. A top-up requires a new written quotation, applicable exact-design supplier minimums, full prepayment and a new written acceptance, but not a second arbitrary initial-order minimum.
6.2. Each top-up shall be subject to a fresh supplier-informed and TAPDX-approved bulk selling price, the agreed twenty percent (20%) partner discount, full payment before its manufacturing commences, and separate written acceptance. The unit price on the initial order does not automatically carry forward.
6.3. TAPDX may refuse a late or technically infeasible top-up before acceptance, giving reasonable notice of any relevant capacity, artwork or delivery constraint.
7. Payment, manufacturing and dispatch
7.1. The full accepted price of a custom-branded order and any separately agreed advance payment for services is due before manufacture or personalisation begins.
7.2. TAPDX may withhold commencement of manufacture or dispatch pending cleared funds, required approval and lawful verification of payment, in accordance with the accepted agreement.
7.3. Where delivery is not included, TAPDX shall inform the Partner of the amount or lawful basis for calculating delivery charges and obtain acceptance before the charge is incurred.
7.4. TAPDX shall communicate a realistic production or dispatch estimate and notify the Partner of known material delays.
8. Artwork, quality controls and acceptance
8.1. The Partner shall examine and approve a proof or specification before custom production. TAPDX shall manufacture to the approved specification subject to reasonable material tolerances disclosed in the order.
8.2. Where a mismatch or fault is attributable to TAPDX, it shall investigate and provide the remedy due under the agreement or applicable law.
8.3. Where the item conforms to the Partner's approved but erroneous instructions, a discretionary correction or reprint may be separately charged, without excluding any applicable legal rights.
9. Non-discretionary cancellation position
9.1. No discretionary change-of-mind refund or cancellation is offered on any accepted custom-branded or personalised tag order, regardless of quantity, or on any accepted order of fifty (50) or more physical tags, whether blank, standard or custom-branded. These are made-to-order or committed bulk transactions: cancelling an event, ordering too many tags, changing requirements, losing a customer or no longer needing the order does not create a discretionary refund entitlement. Full payment is required before supplier procurement or manufacturing release. This does not remove any mandatory remedy for defective, wrongly supplied, materially misdescribed or undelivered goods, or another non-excludable legal right.
9.2. The absence of physical manufacturing does not automatically establish that no authorised preparation, artwork, configuration, procurement or supplier commitment has occurred.
9.3. The parties acknowledge that statutory cancellation, non-performance and defective-goods rights may apply to the particular transaction and are expressly preserved by this Policy.
9.4. Where a mandatory legal right to a monetary refund arises, TAPDX shall not substitute Store Credit against the recipient's statutory entitlement.
10. Pre-production work and cancellation costs
10.1. Where TAPDX has undertaken authorised pre-production work or incurred reasonable and identifiable costs for the agreed event, the Event Partner remains responsible for such contractually and legally recoverable work and costs where a postponement or cancellation occurs for reasons not attributable to TAPDX. This may include agreed planning, design, artwork, technical configuration, staffing preparation, supplier commitments and event-specific arrangements.
10.2. TAPDX shall record the work performed or commitments made and shall not recover an amount already paid for or otherwise recover the same cost twice. Any additional pre-production charging basis beyond included services should have been agreed in writing before work started.
10.3. The Partner shall be provided with an appropriate explanation of additional amounts claimed for authorised pre-production work, including internal time where agreed and reasonably substantiated; the amount shall not duplicate an existing included fee.
10.4. Any cancellation charge that is regulated by mandatory law shall be assessed for compliance with that law and shall not be imposed mechanically merely because it appears in a schedule.
11. Event postponement and revised dates
11.1. The Event Partner shall notify TAPDX promptly in writing of any proposed postponement or cancellation, stating the reason, original event date and proposed replacement date where known.
11.2. TAPDX shall consider one postponement as a goodwill accommodation, subject to reasonable notice, personnel and supplier availability, the feasibility of the replacement date and existing commitments. Where the change causes no material additional work or expense, no separate postponement penalty shall be imposed.
11.3. If the change requires new work, new personnel bookings, revised configuration, reprinting, travel or other additional service, TAPDX shall first explain and seek written acceptance of the applicable additional charge before committing that additional service.
11.4. One consolidated change to existing TAPDX-managed digital event date, time, venue or essential information may be provided at no charge only if technically supported and expressly agreed in writing. It is not an entitlement to unlimited revisions, new journeys or physical replacement tags.
11.5. TAPDX shall not impose an automatic charge for hypothetical lost business. It may nevertheless consider prior bookings and actual business commitments when determining its ability to accept a new event date.
11.6. A postponement or cancellation does not automatically create a discretionary refund or Store Credit. Statutory rights and other legally enforceable remedies remain unaffected.
12. Return of standard goods
12.1. Where a non-custom standard product is supplied, a change-of-mind return is available only where expressly offered by TAPDX or required by applicable law, subject to valid conditions disclosed before acceptance.
12.2. A voluntary return agreed in writing shall identify the products, period, packaging, handling and costs, without reducing any mandatory statutory entitlement.
12.3. Correctly supplied, personalised event-logo products shall not be treated as standard stock solely because the event has ended or been postponed.
13. Incorrect goods and defective goods
13.1. The Partner should notify TAPDX within a reasonable time of apparent transit damage, shortages, wrong artwork, incorrect quantity, programming error or alleged defect, giving the order reference and reasonable supporting information.
13.2. TAPDX may examine the affected items, approved artwork, production record and diagnostic details, provided that an investigation does not unlawfully obstruct a mandatory remedy.
13.3. Where section 56 of the Consumer Protection Act applies to a qualifying transaction, its applicable return, repair, replacement and refund entitlements remain unaffected by the bespoke nature of the goods or this Policy.
13.4. Where the Consumer Protection Act does not apply, the Partner retains its enforceable rights under the contract and other applicable South African law.
13.5. A fault arising only from an incompatible device, third-party destination, unauthorised reprogramming or damage after delivery shall be assessed on its evidence and applicable risk allocation, not automatically treated as a TAPDX manufacturing defect.
14. Services and digital configuration
14.1. Configured experiences, artwork preparation, onboarding, technical integrations and event staffing are services whose deliverables, price and acceptance criteria must be expressly stated in the accepted schedule.
14.2. Work performed within an accepted scope does not become automatically refundable because an event is cancelled; equally, TAPDX remains liable for its own legally actionable service failure.
14.3. External platforms and customer-selected links remain subject to their relevant provider terms; TAPDX shall not guarantee availability or fulfilment of a third party unless expressly undertaking that obligation.
15. Store Credit and goodwill concessions
15.1. TAPDX may offer Store Credit as a discretionary commercial concession where no monetary refund is otherwise required; any amount, validity and redemption conditions shall be confirmed in writing.
15.2. A goodwill concession on one event is not a continuing right to future free products, services or refunds.
15.3. Store Credit is not a substitute for a statutory monetary refund or another mandatory legal remedy.
16. Commissions on direct sales and reversals
16.1. Where expressly approved in the signed Event Commercial Schedule, eligible, attributable direct TAPDX event sales earn commission at fifteen percent (15%), or twenty percent (20%) where the Partner actually carries out the separately identified and agreed active promotional responsibilities.
16.2. Unless a lawful signed schedule expressly provides otherwise, commissionable revenue means eligible net product or service consideration actually received by TAPDX in cleared funds, pass-through delivery, refunded amounts, reversals and amounts outside the approved product and attribution scope.
16.3. Approved commission is sent by EFT to the verified bank account on the twenty-fifth (25th) day of each month, or the preceding business day where the 25th is not a business day, for eligible customer payments received by TAPDX in cleared funds during the preceding calendar month, subject to applicable eligibility, reconciliation and permitted refund or reversal adjustments. TAPDX bears its own EFT sending-bank charges. This is the date TAPDX sends payment, not a guarantee of receipt by the Partner.
16.3A. With each payout, TAPDX makes a transaction-level earnings statement and payment-sent notification available in the Partner account, showing eligible transactions, agreed rate, adjustments, net amount and payment reference. The notice states that funds normally reflect in one (1) to three (3) working days, depending on the receiving bank. Payout statements and payout notices are never emailed. Application approvals, declines and requests for further information are communicated both as an account notification and by email; a decline or a request for further information states clear, specific reasons.
16.4. No commission is payable on the Partner's own discounted bulk purchase, on the Partner's own event-package receipts, or on event sponsorship funding merely because a sponsor financed the event. No transaction may receive duplicate commission or a commission and wholesale discount for the Partner on the same purchase.
17. Delivery claims, missing stock and risk
17.1. Delivery addresses, courier arrangements and handover obligations shall be agreed in the order. The Partner should promptly report missing or damaged consignments.
17.2. Title and risk shall be determined under the accepted agreement and law. Any responsibility for distribution to exhibitors and attendees after lawful delivery shall be expressly identified.
17.3. A courier or supplier issue shall not of itself excuse TAPDX from a duty owed directly under the accepted contract or mandatory law.
18. Claims procedure and information
18.1. A claim concerning cancellation, postponement, order variation, defect, delivery or refund may be addressed to iconic.connex25@gmail.com, with order reference and the nature of the request.
18.2. TAPDX shall assess the order record, the work undertaken, payment and agreed specifications, communicate the applicable outcome and preserve statutory remedies.
18.3. The parties shall use available records to avoid unnecessary requests for personal information and shall handle claims in accordance with applicable privacy obligations.
19. Governing law and precedence
19.1. This Policy is subject to the laws of the Republic of South Africa, including the Consumer Protection Act and Electronic Communications and Transactions Act to the extent applicable to the transaction.
19.2. The specific accepted quotation and lawful Partner Commercial Schedule govern the identified order without changing an unrelated order or previously accrued right.
19.3. Any inconsistent provision is inoperative only to the extent of its inconsistency with mandatory law; the remaining provisions continue to apply.
Schedule A — Event Partner Order and Remedy Record
A.1 Record Partner identity, event reference, accepted quotation, dates of acceptance, products, exact variant, quantity and approved artwork revision.
A.2 Record approved TAPDX bulk selling prices, the applicable 20% Event Partner discount, resulting net amounts, taxes, separately charged services and payment evidence.
A.3 Record initial qualifying quantity of at least 50 physical tags in aggregate and each exact design/variant supplier minimum of 50 where applicable; include written acceptance and manufacturing release evidence.
A.4 Record supplier and production cut-offs, each top-up quotation, approval, payment and manufacturing status separately from the initial order.
A.5 Record any authorised planning, artwork, configuration, staffing or supplier commitment and the agreed basis of recovering work already performed if the event changes.
A.6 Record any postponement request, original and revised date, approved goodwill arrangement, additional quotation, journey update and acceptance.
A.7 Record a defect or fulfilment claim with the inspection, legal basis, agreed remedy and outcome, distinguishing a mandatory refund from discretionary Store Credit.
A.8 Record the authorised representatives, signature/acceptance evidence and date. No supplier quotation or margin worksheet forms part of the Partner-facing copy.