ENGAGEMENT AND PURCHASE OF SERVICES
1.1 Confirmation of Engagement
Engagement with Conzlab begins when a Client formally accepts a quotation, signs an engagement letter, or makes a required deposit payment. This process ensures that both parties are aligned before resources are allocated. Without such confirmation, no service obligation arises. The act of engagement also signifies acceptance of these Terms, regardless of whether a separate contract is executed.
1.2 Invoicing
Conzlab issues invoices at clearly defined points: upon commencement of services, after reaching agreed milestones, or periodically for ongoing work such as IT support. Every invoice provides transparent details including services delivered, disbursements incurred, and applicable taxes. This practice ensures that Clients always know exactly what they are paying for.
1.3 Payment Due Dates
Unless otherwise agreed in writing, Clients must settle invoices within fourteen (14) calendar days of issuance. This timeframe is aligned with industry practice and is designed to maintain healthy cash flow, enabling Conzlab to deliver services without unnecessary delays. Late payments may disrupt service continuity and attract additional charges.
1.4 Accepted Payment Methods
Conzlab accepts payments through bank transfer to designated accounts, cheque payable to Conzlab Berhad, or other methods approved in writing. Clients are responsible for any bank charges, ensuring that Conzlab receives the full invoiced amount. Electronic receipts should be provided to confirm transfers.
1.5 Currency of Payment
All payments must be made in Ringgit Malaysia (MYR). Where Clients choose to pay in foreign currencies, they assume the risk of exchange rate fluctuations and are liable for all conversion fees or charges. This protects Conzlab from loss of value when payments cross currency borders.
1.6 Deposits and Advance Payments
Certain services, such as license applications or ERP projects, require advance payments or deposits. Deposits are a demonstration of commitment and allow Conzlab to allocate professional resources in advance. Without a deposit, resources cannot be secured, and timelines may be affected.
1.7 Application of Deposits
Deposits are credited against the final invoice unless stated otherwise. However, deposits are non-refundable except where non-performance is entirely due to Conzlab. This policy balances fairness by protecting Clients from undelivered services, while also safeguarding Conzlab against sudden cancellations after work has begun.
CHANGES, CANCELLATIONS AND REFUNDS
2.1 Amendments to Services
Changes in project scope often require additional work. If a Client requests modifications after engagement, Conzlab may issue a revised quotation or supplementary invoice. Written approval will always be sought before additional charges are applied, ensuring transparency and consent.
2.2 Client-Initiated Cancellation
When a Client cancels services after work has commenced, Conzlab is entitled to bill for completed work, incurred disbursements, and any committed resources. This policy prevents loss of professional time and protects the Company from abrupt withdrawals after resources have been deployed.
2.3 Refunds
Refunds are generally not offered, reflecting the fact that consultancy and compliance services involve immediate deployment of expertise. However, Conzlab may grant partial refunds at its sole discretion in circumstances where work has not yet commenced. Such decisions will always be made fairly and in good faith.
2.4 Non-Refundable Fees
Government filing fees, permit charges, and other third-party disbursements are never refundable once incurred. These costs are paid directly to external entities and remain outside Conzlab’s control. Clients should therefore ensure full commitment before initiating regulatory applications.
2.5 Withdrawal from Applications
If a Client decides to withdraw an application after submission to authorities, all fees remain payable. Considerable preparation, documentation, and submission work would already have been completed, making refunds impractical and unjustified.
2.6 ERP and IT Support Services
For IT-related projects, billing is typically milestone-based or monthly. Once a billing cycle has started, fees for that cycle are non-refundable, as resources are already allocated to maintenance and support. This model ensures operational continuity for all Clients.
SERVICE DELIVERY AND CLIENT RESPONSIBILITIES
3.1 Milestone Billing
Large projects are broken into stages to spread cost and manage workload. Each stage requires full payment before Conzlab proceeds to the next. This approach ensures both parties are equally invested in timely delivery and provides Clients with financial predictability.
3.2 Suspension of Services
If invoices remain unpaid past their due date, Conzlab may suspend services. Suspension does not eliminate outstanding obligations; it simply pauses delivery until payment is made. This protects Conzlab while motivating Clients to regularise accounts promptly.
3.3 Client Cooperation
Conzlab’s work often depends on accurate documentation provided by Clients. Clients must supply complete, accurate, and timely information. Delays or inaccuracies can result in additional fees, and Conzlab will not be responsible for any consequences caused by such shortcomings.
3.4 Responsibility for Accuracy
Ultimately, Clients remain responsible for the accuracy of data submitted. Conzlab cannot be held accountable if applications are rejected due to false, incomplete, or misleading information supplied by the Client.
3.5 Confidential Handling of Documents
All documents, payment details, and corporate records are treated with the highest level of confidentiality. Conzlab complies with Malaysia’s Personal Data Protection Act (PDPA) and implements secure handling procedures to safeguard sensitive information.
3.6 Continuity of Service
For long-term IT or consultancy support, service continuity is conditional upon timely payment. If accounts fall overdue, Conzlab may suspend access to services until the account is cleared, ensuring fairness to all Clients.
PAYMENT DISPUTES AND EXTERNAL DELAYS
4.1 Invoice Disputes
Disputes must be raised in writing within seven (7) days of invoice issuance. This timeframe allows for quick resolution while preventing indefinite contestation. Undisputed amounts must still be paid by the due date to maintain service continuity.
4.2 Late Payment Charges
Invoices unpaid after the due date attract interest at 1.5% per month, accruing daily until settlement. This policy compensates Conzlab for delayed cash flow and incentivises prompt payments.
4.3 Recovery of Outstanding Fees
Where unpaid invoices require escalation, Conzlab is entitled to recover reasonable legal costs, collection expenses, and other recovery charges. This ensures that payment delays do not unfairly burden the Company.
4.4 Force Majeure Events
Conzlab will not be held responsible for delays caused by circumstances beyond its control, including regulatory backlogs, changes in government policies, natural disasters, or unforeseen IT outages. Clients are reminded that such events do not nullify payment obligations.
4.5 Government and Regulatory Delays
Approvals from government bodies are inherently uncertain. While Conzlab ensures compliant submissions, it cannot guarantee approval timelines or outcomes. Clients remain liable for all fees regardless of regulatory decisions.
4.6 Limitation of Liability
Conzlab’s liability is limited to the value of professional fees charged for a specific engagement. Disbursements, third-party costs, or indirect losses are excluded from liability coverage. This limitation balances risk while still holding Conzlab accountable for its core obligations.
MISCELLANEOUS AND LEGAL PROVISIONS
5.1 Taxes
All quoted fees exclude applicable taxes such as Malaysian Service Tax (SST). Taxes will be charged separately and are payable by the Client in compliance with prevailing tax laws.
5.2 Confidentiality
Conzlab treats all Client financial information, corporate records, and payment details with strict confidentiality. Disclosure will only occur where required by law or expressly authorised by the Client.
5.3 Data Protection
Client data is stored and processed in accordance with the PDPA. Conzlab employs secure systems and safeguards to protect against unauthorised access, ensuring that sensitive payment details remain private.
5.4 Right of Amendment
Conzlab may update these Terms periodically to reflect legal, regulatory, or business changes. Updated Terms will be effective immediately upon posting on Conzlab’s official website.
5.5 Governing Law
These Terms are governed by the laws of Malaysia. Clients engaging Conzlab automatically submit to this governing law framework.
5.6 Jurisdiction
All disputes relating to these Terms shall be exclusively resolved in the courts of Malaysia, ensuring consistency and fairness under a familiar legal system.
5.7 Entire Agreement
These Terms constitute the entire agreement between Conzlab and the Client with respect to payment obligations. They override any previous agreements, whether oral or written, relating specifically to payments.